Fields and buttons

Transactions

Template.
If you set up any invoice templates with an On Demand frequency in the Invoice Templates screen, you can select the applicable template in this field. The application recalls the information from the template record and enters it in the appropriate fields for this invoice transaction.
Type.
(Required) Select the transaction type
Invoice
or
Credit Memo
.
AR Check
- the customer wrote a check for this payment.
Cash
- the customer used cash for this payment.
Credit card
- the customer used a credit card for this payment.
Write-off
- you are writing off the customer's invoice or finance charge.
AR Credit memo
- if you enter a credit memo in the Enter Invoices screen, the application displays it in this screen as an AR Credit memo.
Customer ID.
(Required) Select the customer.
note
To use the same customer as the last saved transaction, press TAB (or ENTER, if you marked the
Use Enter key to move between fields
checkbox in the Setup > User Preferences dialog) without selecting a customer.
Journal.
(Required) By default, the application uses the journal selected in the Settings and Field Defaults section of the Enter Invoices Options dialog, but you can select a different journal if necessary.
Posting period.
(Required) By default, the application uses the current posting period, but you can select a different posting period.
Date.
(Required) Enter the transaction date or use one of the date entry shortcuts.
Reference.
If the
Disable auto increment reference number
checkbox is not marked in the Accounts Receivable tab of the Setup > Clients screen, the application automatically enters the next reference number in this field. You can enter a different reference if necessary. If you leave this field blank, the application assigns a reference when the invoice is printed.
Payment term.
If applicable, select the appropriate payment term. The application uses payment terms to determine due dates, discount dates, and discount amounts. Payment terms are set up in the Setup > Firm Information > Payment Terms screen.
Due date.
The application automatically calculates the due date based on the payment term selected, but you can enter a different due date. If a payment term is not selected, this field will default to the transaction date.
AR account.
(Required) Select the appropriate GL account to use for the accounts receivable account.
GL Account.
(Required) Select the appropriate GL account for the payment.
For cash, check, or credit card payment types, select the GL account that is defined for
undeposited payments
. The default GL account is defined in the
Undeposited payments
field in the Setup > Clients > Accounts Receivable tab.
For write-off payment types, select the GL account that is defined for
bad debt expense
. The default GL account is defined in the
Bad debt expense
field in the Setup > Clients > Accounts Receivable tab.
PO #.
Enter a PO number for this transaction.
Message.
By default, the application uses the text from the
Message
field in the Invoice Information section of the Setup > Customers > Accounts Receivable tab, but you can modify the message as needed. The message can be up to 1,000 characters long. Depending on the length of the message, you may want to select the ellipsis to open the Message dialog, where you can enter and view the text in a separate dialog that includes spell check functionality.

Items.
Use this tabbed page to select items to include on the invoice. The drop-down list in the
Item
column includes all active Item, Service, Other Charge, Group, and Discount items that were set up in the Setup > Invoice Items screen. Select the items and specify the quantity and price or total amount. If the items on the invoice are taxable, select the applicable sales tax item. The drop-down list in the
Sales tax item
field includes all sales taxes and sales tax groups set up in the Invoice Items screen for the selected client.
note
You can modify the description, which can be up to 1,000 characters long. To view and edit the description in a separate dialog that includes spell check functionality, click the ellipsis to open the Description dialog.
By default, Accounting CS uses the tax status selected for this item in the Setup > Invoice Items screen. Or if this is a tax exempt customer (one with a value entered in the
Tax exempt #
field in the Setup > Customers > Main tab), the application uses
Non-tax
by default. If applicable, you can select a different tax status that applies to this invoice only.
Shipping.
Use this tab to specify shipping information for this invoice. Select the shipping address and shipping item (defined in the Enter Invoices screen for Shipping type items), and then enter the shipping amount and date. You can also specify the name of a specific person to whom to address the invoice.

Item / Description.
Select an item to include on the invoice. The drop-down list includes all active Item, Service, Other Charge, Group, and Discount items that were set up in the
Setup
, then
Invoice Items
screen.
Non Disc.
This field is available only if the
Offer payment discount
checkbox is marked for this client in the
Accounts Receivable Processing
section of the
Setup
Clients
Accounts Receivable
tab. The field displays the discount status as set up for this item in the
Setup
, then
Invoice Items
screen. If the checkbox is marked, this item is not eligible for a discount.
Quantity.
If applicable, enter the quantity of the invoice item to include on the invoice.
Price.
Enter the per-item price.
Amount.
The application calculates the total amount for this item based on the quantity and price.
Tax status.
This field indicates the tax status of the invoice item. By default, Accounting CS uses the tax status selected for this item in the Setup > Invoice Items screen. Or if this is a tax exempt customer (one with a value entered in the
Tax exempt #
field in the Setup > Customers > Main tab), the application uses
Non-tax
by default. If applicable, you can select a different tax status that applies to this invoice only.

Discount exp.
If you select a payment term, the application calculates the discount expiration date and displays it here. But you can override the date as necessary.
Discount amount.
If you select a payment term, the application calculates the discount amount and displays it here. But you can override the amount as necessary.
Discount account.
The application displays the account selected for the client in the
General Ledger Accounts
section of the Setup > Clients > Accounts Receivable tab.

Invoice
. This section displays the amounts that comprise the invoice, the gross invoice total, and the invoice due date.
Balance Due
. This section displays the customer balance.
Aging
. This section displays the aging information, which is based on the transaction due date.