Add an invoice or credit memo

Use this feature to record invoices and credit memos that were created outside the system and  won't be printed from the system. Invoices  and credit memos can only be printed from bill schedules. Also create  journal credits, and journal debits.

1. Select A/R Records from the Accounts Receivable menu, and the A/R Records window opens.

2. Click the Add button at the bottom of the window, and the Maintenance Form opens.

3. Complete the header fields as described.

   • Inv/Credit Memo: Enter an ID for the record.

   • A/R Type: Select from Invoice, Credit Memo, Journal Credit, and Journal Debit.

   • Customer: Select from the drop-down list.

   • Description: Enter a description that will be displayed in the A/R Records window.

   • Issue Date: Enter the date used on the invoice or credit memo.

   • Due Date: Enter the date the invoice is due.

   • Post Date: Enter the date to be used as the posting date.

   • Original Amount: Enter the original amount of the invoice or credit memo.

   • Applied To Date: Enter the amount that has been paid or credited so far.

   • Remaining Balance: Enter the balance due. Note: This amount will equal the Original Amount if the Applied amount is zero.

   • Maintain by Invoice Item: This field indicates that the A/R record is tracked at the bill item level instead of at the invoice level. For example, if 5 items were billed on an invoice, and the desire is to be able to account for the receivable balance for each item, instead of having a summary record at the invoice level, this option can be selected and the billing information will be posted accordingly.  If this option is selected and an amount is applied to an invoice created on this schedule that is not equal to the outstanding balance, the amount to be applied will take place at the individual item level.

4. Complete the Journal Items. Note: The system automatically creates a blank debit item for invoices and a blank credit item for credit memos.

   • Click on the line for the default item, and complete the fields required to save the item.

   • Then click the Add button at the bottom of the Journal Items grid, and create the balancing journal item.

5. When finished, click the Save button. The item is posted and displayed in the A/R Records list.

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