Entering a Manual Invoice or Credit Memo

Overview

Use this job aid to add manual A/R invoices, manual finance charges, manual interest credits, beginning A/R balances for unpaid invoices, unpaid finance charges, and unapplied interest credits.

To enter a manual invoice or credit memo:

From the Toolbar, click ACR for Accounts Receivable.
From the Accounts Receivable menu, select Invoices/Credit Memos, and then select Invoice Maintenance.
Select Add Manual Invoices.
The Location Code identifies the document location where the invoice is maintained. To enter the invoice into a different location, click Lookup or type * and press Enter, and then select the location, or type the location code you want to enter the invoice in.
In the Name Id box, click Lookup or type * and press Enter, and then select the name id you want to bill , or type the name id that you want to bill.
In the Ledger Date box, the current processing date displays. You can override the date by typing over the current date.
Click OK.
In the Document Type box, type 2 for Manual Invoice, 3 for Finance Charge, or 4 for Interest Credit.
Click OK.
In the Control Number box, press Delete to use the next invoice number or accept the default.
Click OK.
In the Ship Date box, type the date of shipment or delivery of the merchandise or services.
In the Invoice Date box, press Enter to accept the date.
To edit the Name Id Type, Invoice Type, and Invoice Terms click on Lookup and select the correct value.
Click Next.
In the Due Date based on the selected invoice terms, the calculated due date will display in the Due Date box, which represents the last date that payment may be received without accruing a finance (late payment) charge. box, based on the selected invoice terms, the calculated due date will display. Verify that the calculated due date is accurate. If it is not accurate, type the correct due date.
In the Invoice Amount box, type the gross positive amount to indicate an invoice, or type a gross negative amount to indicate a credit memo.
Type the tax amount in the four tax boxes which reflect the descriptive titles assigned in Setup Information.
In the Description may be set as a required or optional (permitted but not required) box in Setup Information. The contents of this field appears on the standard A/R statements and on various reports. box, type a description for the invoice or credit memo.
In the Xref Document box, type a document number that you can cross-reference this invoice or credit memo to. This is not a required field.
Click Next.
In the Discount Amt box, type the amount to deduct, or in the Or Discount Pct box, type the percentage of the available discount, or in the Or Net Amount box, type the invoice amount minus the available discount, if the calculated discount is not correct.
In the If Paid By box, type the qualifying discount date defaults the qualifying discount date from the invoice terms table. The date in this box qualifies the invoice for early payment discount. The discount date may be calculated from the date in the invoice date field or the actual date from the invoice terms table. If blank, no discount is anticipated.
Click OK.
In the State/County The State/County box can be used in SJI to direct certain transactions to specific ledger accounts. box, the state (or province) and county where the bill to name ID is located will display. To override the default, click Lookup or type * and press Enter, and then select from the list, or type over the default.
The Salesperson, Zip Code, Frght Mrkt Zone, Origin Location, and Delivered boxes reflect the descriptive titles assigned in NAM under Setup Information. To override the default, click Lookup or type * and press Enter, and then select from the list, or type over the default.
In the 1st Grn Ticket#, Grn Contract #, Grn Fr Misc Oth and Grn Vehcl # - can reflect a descriptive title set in Setup Information and can be set to required or optional. These user-defined boxes can relate any information. Suggested uses of these boxes include method of shipment, freight terms, approval codes, and quotation number or expiration date, etc. boxes, type user-defined information.
In the Their Order # represents the customer's internal purchase order number, reference, or control number. The information in this box can be useful when contacting the customer regarding the transaction. box, type the customer's document number if applicable.
In the Ship To Name Id, Shipper Name Id, or Agent/Broker If the invoice is related to a specific shipping address, or if individuals or companies are associated with the invoice, the Shipper Name ID, Shipping Address and Agent/Broker Id boxes can be used.. The name id's must exist in the Agris Name/Address System. Suggested uses for the boxes include freight handler, hauler, shipping lines, third party that arranges the purchase/sale, and the transportation agent. boxes, click Lookup or type * and press Enter, and then select the shipping information from the list , or type the name id that you is related to the invoice.
Click Next.
The Loc box displays the document location, type a different location if necessary.
In the GL Account box, click Lookup or type * and press Enter, and then select the general ledger account you want to credit for an invoice or debit for a credit memo, or type the general ledger account.
In the Amount box, type the amount that will be distributed to the general ledger account in step 34,. and then click OK.
Repeat steps 34 - 35 until the total amount of the invoice is distributed.
Click OK.

Learn more about the Invoice and Credit Memos feature: