41.2 Field Descriptions

Date

The date of the invoice also represents the month in which the invoice is included for month end financial reports. A January date includes the transaction in all January financial reporting.

When an order is billed in the Order Entry System, an invoice is automatically created. If the invoice has been created in this way, the related order number is displayed here.

Each invoice is catalogued with a unique code of identification within the file system. Once an invoice code is used, no other invoice or credit memo within the Accounts Receivable System can use the same code.

The value entered here is the unique code previously set up when you entered the customer's name and address. The customer must be included within the customer master file before any transactions can be entered to the customer.

A validation screen is associated with this field that accesses the customer master file. If you cannot remember the customer code, do the following:

1. With the cursor in the Customer field press the VALID button (GOLD <F1> key and then press the V key). The Customer validation screen is now displayed.

2. Press the QUERY <F2> button, and then press the FIND NEXT <F3> button until the desired customer is displayed.

3. Press the GOLD <F1> key and then press the E key. The Invoice screen is redisplayed with the desired customer code entered into the Customer field.

The customer's full name, as was entered in the customer master file, is displayed here once the customer code is entered and you exit the Customer field.

The customer's current balance is displayed in this field. This balance has no date parameters and includes all transactions entered forcustomer to date.

This field is used to record your customer's purchase order number.

This field allows you to keep track of all sales by sales representative. Enter the sales representative code or name.

The customer's credit limit is displayed here. It is stored in the customer master file.

No entry is allowed in this field. This field is updated with the total invoice amount once all the detail lines are entered and the invoice is stored. This field is display only.

No entry is allowed in this field. The unpaid balance is kept track of within the file system and is displayed here for easy reference. This field is display only.

This completes the data entry for the body of the invoice. Once stored, the detail part of the Invoice screen is displayed. Inventory product codes are entered on the detail lines. The inventory codes must already be entered into the Inventory master file (this is done through the selection Inventory Products under the Select, Acounts Receivable menu).

If you wish to invoice a service, the service must also be entered as an inventory product in the Inventory master file (see Chapter 43, Inventory Products).

The detail part of the screen appears as follows:

The detail part of the screen is where the invoice distribution is done. The form is repeating and allows an unlimited number of detail lines.

Enter the quantity of items sold for each line. This field allows up to seven (7) characters. Entry in this field is required.

Enter the product code from the inventory product master file. This must be a valid inventory code in the Inventory master file. Entry in this field is required.

This field has a validation screen associated with it that accesses the inventory product master file. If you cannot remember the inventory product, do the following:

1. With the cursor in the Product field, press the VALID button (GOLD <F1> key and then press the V key). The inventory product validation screen is displayed.

2. Press the QUERY <F2> button, and then press the FIND NEXT <F3> button until the product you are looking for is displayed on the screen.

3. Press the GOLD <F1> key and then press the E key. to redisplay the Invoice detail screen with the product entered into the Product field.

The default description is taken from the Inventory master file. It is displayed when you press the RETURN key and the cursor moves past the field. You may override the default description if you feel more detail is appropriate.

This field identifies whether or not the item is taxable. Enter y for yes or n for no. If nothing is entered in the field and the RETURN key is used to exit the field, the default tax status from the Inventory master file is entered. Input to this field is required.

This field is the unit sales price for the product. The selling price for each product can be assigned when you enter the product code in the Inventory Control System. Pressing enter displays the previously assigned selling price or, you can override this price and enter any selling price which is appropriate.

The extended total is displayed after entering the sales price. The extended total multiplies the Quantity field by the Each field.

Once all the detail lines have been entered and stored, you are required to press the NEXT <F7> button to display the sales tax and discount screen. Even if you do not plan to enter any sales tax or discount information this step is required. Pressing the NEXT <F7> button adds the taxable item totals to get the taxable total, and displays the following:

Taxable total is the sum of the taxable item totals on the detail screen. This total includes customer discounting for the discountable line items.

This field is the sum of all the line items on the detail screen. This total reflects the total amount of the lines items before customer discounting and taxes.

The locality code must have been previously entered in the Sales Tax Rate master file. (This is done from the Select, Accounts Receivable menu on the Sales Tax Rate screen).

There is a validation screen associated with this field that accesses the Sales Tax Rates master file. If you cannot remember the locality code, do the following:

1. With the cursor in the Sales Tax for Locality field, press the VALID button (GOLD <F1> key and then press the V key). The sales tax validation screen is displayed.

2. Press the QUERY <F2> button and then press the FIND NEXT <F3> button until the desired locality code is displayed.

3. Press the GOLD <F1> key and then press the E key to redisplay the Tax screen with the desired locality field entered into the Sales Tax for Locality field.

If the sales tax locality has been entered in the customer master file for the customer of the invoice, it becomes the default for this field (leave the field blank and press the RETURN key).

This is the total discount amount allowed for the discountable products entered on the detail screen. A product is discountable if the discountable field in the product master file for the product is set to yes.

After the Sales Tax for Locality code is entered, press the RETURN key to display the tax rate previously set up for the locality code. The tax rate can be manually changed or it can be set to zero if no tax is appropriate. Once the tax rate is entered the system multiplies it by the total tax amount to compute the

This is the amount of sales tax due. The system computes this by multiplying the value in the Taxable Total field by the value in the Tax Rate field.

This is the amount the customer owes on the invoice. It is the sum of the the detail line items less any customer discount plus sales tax.

This is the date payment from the customer is due. It is computed by adding the pay period associated with the value in the Pay Terms field (from the pay terms file) to the date entered in the header.

The pay terms entered here must have been previously entered into the pay terms file. The pay terms file may be examined through the validation screen associated with this field.

If pay terms have been entered in the customer master file for the customer of this invoice, they become the default for this field (leave the field blank and press the RETURN key).

The terms entered here are used to calculate the values for the Date Due, Rate, Disc. Amount, and Disc. Date fields.

This is the discount rate for timely payment of the invoice. The value displayed here is the discount rate associated with the value entered in the Pay Terms field.

This field records the discount allowed on the invoice for timely payment. The value displayed here is the result of multiplying the value in the Rate field by the value in the Total Amount Due field.

Enter here the general ledger account used to expense discounts given. This account must have been previously entered into the general ledger master file. The general ledger master file may be examined through the validation form associated with this field.

If a discount account has been entered in the customer master file for the customer of this invoice, it becomes the default for this field (leave the field blank and press the RETURN key).

Input to this field is required if the value in the Disc. Amount field is greater than zero.

The discount is allowed if the invoice is paid by this date. The system computes this date by adding the discount period (from the pay terms file) to the date entered on the header screen.

Press the STORE <F5> button. The invoice is stored and a refreshed screen appears for your next entry.

Once the first invoice is entered for each screen access, you can automatically get sequentially numbered invoices by simply pressing the RETURN key while in the Invoice field. The invoice is automatically assigned a number.