Creating an Invoice - Prepayment

Overview

Use this job aid to create a invoice with prepayment.

To create an invoice with prepay:

From the Toolbar, click INV for Inventory.
From the Inventory menu, select Invoices.
From the Invoices menu, select Invoice Entry.
In the Location Code box, click Lookup or type * and press Enter, and then select the location code where you want to maintain the invoice, or type the location code where you want to maintain the invoice.
In the Ship To Name Id box, click Lookup or type * and press Enter, and then select the customer ordering the merchandise from your company, or type the customer ordering the merchandise from your company.
In the Pickup/Delivery box, type P for pickup or D for delivery. An entry P will apply state/county taxes from pickup location. An entry of D will apply the state/county taxes associated with the customer Name ID.
To enter a new payment/prepayment for the customer, click Payments. When the payment is completed the AGRIS system will return to this first invoice entry window. For more information on entering payments/prepayments go to ?
Click OK. If there are no terms associated with this name Id complete steps 9 - 16; otherwise, skip to step 17
In the Price Level box, type 1 for selling price 1, or 2 for selling price 2.
In the Price Schedule box, click Lookup or type * and press Enter, and then select the price schedule, or type the price schedule you want to use on this invoice.
In the Invoice Terms box, click Lookup or type * and press Enter, and then select the invoice terms, or type the invoice terms you want to use on this invoice.
In the Invoice Date, Ship Date, and Ledger Date boxes, the current processing date displays, if the date is not correct, type a new date.
In the Invoice Type box, click Lookup or type * and press Enter, and then select the invoice type, or type the invoice type you want to use on this invoice.
In the State/County box, the default state and county for the ship to name id displays, if you want to change the default, click Lookup or type * and press Enter, and then select the state and county you want to use on the invoice, or type the state and you want to use on this invoice.
In the Sales Order/Location Code box, the location code limits the display of open sales orders to a single location code, if you want to select sales orders in a different location, type the document location code. To display open purchase orders from all locations, leave the box blank
In the Blend Number box, click Lookup or type * and press Enter and select the blend number you want to use on this invoice.
Click OK. For step 18, refer to the screen shot associated with step 8.
From this window, if you want to adjust terms, click Cancel.
If there are no splits associated with the customer name Id selected, and the invoice needs to be split, click Splits. In the Name Id boxes, click Lookup and select the name Id(s) you want to have splits on the invoice then click OK. Now enter the amount of the split percentages (must total 100, and click OK. All items entered on the invoice will automatically split according to the percentages you just set up. Also, you can view balances for the customers entered in the split by clicking Balances. An account balance summary line will appear. It should be noted that access to this information is controlled by system security. To learn more about splits, go to the Creating an Invoice - Split Invoice topic link below.
To reprice all items on the invoice to a new price level or schedule, click Reprice All/Details. For more information about repricing go to the Inventory Pricing Menu topic.
To edit tax and discounts, click Tax/Discounts.
To reprice a specific line item, highlight the item and click Select. You can now edit the price level, price schedule, or type in a new price.
In the Unit Price box, if no price defaults for the item, type the selling price and per unit of measure. Click OK.
Click Continue.
In the Discount % box, the discount percentage defaults from the invoice terms or discount table set up for the customer. To change this amount, type over the current value. Also, depending on your system set up you may have Sales Tax, Option Tax, School Tax, and County Tax boxes that may appear on this screen.
In the Activity Loc box, the current location defaults, or you can click Lookup or type * and press Enter, and then select the location code, or type the location code that will record the line item activity. The ledger account assigned to the CS system account code for cost of goods sold in SJI is affected at the location identified by the activity location code.
In the Other Reference box,
In the Scale Ticket# box,
Click OK.
In the Invoice Number box, the defaulted invoice number appears. You may type over this invoice number and enter a new one as long as it does not repeat an invoice number that was previously used in the system. Blank out the invoice number box if you want to use the next control number. Control numbers are sometimes used for manual invoices in AR/AP, and the system generated invoice number is used with item invoices.
Click OK.
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To automatically apply prepayments, click Prepayments.
In the Prepayment Type box, type the option number for the type of prepayment to be applied.
In the Location Code box, the current location defaults, or you can click Lookup or type * and press Enter, and then select the location code, or type the location code that will record the line item activity. The ledger account assigned to the CS system account code for cost of goods sold in SJI is affected at the location identified by the activity location code.
Click OK. (in this case you are applying a generic prepay)
In the Amount to Apply box, type the dollar amount to be applied to the invoice.
Click Yes.
The following is if you are applying a item specific prepay:
Steps 41-43 will be the same.
Click OK.
When applying the prepay, Agris will apply the oldest prepay first. But you can also choose which prepay you want to apply.
Agris will default in the amount of the prepay, to cover the invoice at that protected price of the prepay, if the prepay is protected price
Click Yes to apply the prepay to the invoice. (if the first prepay doesn't cover the amount of the invoice, and there is still prepay on the customer, it will prompt you again if you want to apply more prepay).
If applying prepayments causes an invoice line item to be split into multiple pricings (because there was a protected price prepay at a different price) AND there is an amount on the line item that has no prepayments applied, a window will display to edit the price of the remaining amount (the amount with no prepayments applied). Default price will be the line item price. The last prepayment price applied will also display for reference. All of the line item remaining amount will be priced at the entered price. Discounts and taxes will be recalculated.
You may also click on the reprice button to reprice to price level and schedule for the remaining amount on the line item.
Click OK.
Click Continue.
In the Invoice Number box, the defaulted invoice number appears. You may type over this invoice number and enter a new one as long as it does not repeat an invoice number that was previously used in the system. Blank out the invoice number box if you want to use the next control number. Control numbers are sometimes used for manual invoices in AR/AP, and the system generated invoice number is used with item invoices.
Click OK.
In the Due Date box, select or type the due date for payment.
User Field #1 and #2 are miscellaneous boxes, the use of which is determined by your particular setup.
In the Description box, the default description of the item displays, if the description is not correct, type a new description.
In the Xref Document box, type a cross-reference document number, or use the Lookup to locate the document number you want to associate with the invoice. This is typically used when issuing a credit for a specific invoice and that invoice needs to be referenced to the credit invoice being created.
You now have two choices for continuing the invoice, which are described in the next two steps.
Choice #1, Click OK, to continue to the miscellaneous reporting fields. In these 10 boxes you can enter information such as Agent/Broker, Farm, Shipper Name ID, etc. for use in reporting additional details. After entering the miscellaneous reporting information, click OK, to proceed to the comments/remarks windows. Two windows containing eighteen boxes of remarks are displayed. (Remarks: With the Forms Design module, the remark boxes can be tailored to the needs of the individual site. For example: the first screen of remarks may be reserved for the vendor's copy of the order and the second screen of remarks could be printed on an in-house release form.) Type any pertinent information in the desired box. These input boxes reflect the descriptive titles assigned in Setup Information. The values in the any of these remark boxes can be carried forward to a delivery ticket and/or invoice if the descriptive titles match. To change this amount, type over the current value.
Choice #2, click Save/Exit, if the invoice is complete and you want to proceed to printing.
At the Do You Want To Print This Invoice? prompt, Click Yes.
Select an invoice form.
In the Shipping and Billing Name and Address boxes, verify the information. If the information is not correct, type new information.
In the Message Line #1 - #4 boxes, the standard messages display, if the information is not correct, type a new message to print on the invoice form. NOTE: A maximum of four standard message lines can be defaulted on each invoice form. The same messages are output on all invoices forms. Overridden message lines appear on all succeeding invoices until the user escapes to, or returns to, the Invoices Menu. The standard message lines are not permanently changed by overriding them on this window. To make the changes permanent, the system manager should change the default message lines in Setup Information.
In the View/Edit Invoice Specific Remarks?, type Y to edit the Remarks boxes, or type N to continue.
In the Printer box, type the number associated to the place you want your report to print.
In the Copies box, type the number of copies of the report you want to print.
In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
Click OK.

Creating an Invoice - Prepayment

Overview

To create an invoice with prepay:

Learn more about Invoices feature: