Process an Invoice

Display the Transaction Screen

l. Enter the Invoice and Debit/Credit Memo Entry option on the Accounts Receivable Menu. This will display the Transaction Header screen (AR030S01). If the user is not authorized to enter transactions, the Transaction Selection screen (AR030S03) is displayed. (See step 3, Update Invoices, Debit/Credit Memos, Finance Charges, and Cash Sales.)

Enter Invoices, Debit/Credit Memos, or Cash Sales

2. To enter an invoice, debit memo/credit memo, or cash debit/credit memo, or cash sale, first enter data in the enterable fields on the Transaction Header screen and press the Enter key. Enterable fields are underlined on the screen.

Three kinds of data are entered on the screen: key data, control data, and indicative data.

Key data fields are used to identify transactions in the system. These fields appear on the top third of the Transaction Header screen. The following key data fields are required:

· Customer

· Company/location

· Document type

· Document number

· Date

Control data fields are used to ensure that the Transaction Header screen amounts and Transaction Detail screen amounts are kept in balance with each other. These fields appear on the middle third of the Transaction Header screen. The following control data fields are required:

· Header item count

· Header gross

Enter specific information about the invoice, debit memo/credit memo, or cash sale in the indicative data fields on the bottom third of the screen. The following indicative data fields are required:

· Disputed item flag

· Accounts receivable code (for invoices, debit memos/ credit memos only)

· Bank code (for cash sales only)

· Currency code

For some fields, default values are initially displayed on the screen. The operator can override all default values if necessary by keying the new value over the displayed value.

The accounting date is used to determine the fiscal period in which the transaction is distributed to the general ledger. If the accounting date is not entered, the document date is used as its default value.

The disputed item flag indicates whether the customer is disputing a particular item. The disputed item field is initially set to the code for No.

If default values for company/location, payment terms, payment type, accounts receivable code, and bank code are set up on the Reference File (category 300), they display automatically. The values on two other fields on Reference File category 300—Validate Reference Number and Age Credit Note—will determine whether credit memos will be aged and the date from which they will be aged.

The accounts receivable code is used to determine the accounts receivable account in which the receivable amount will be recorded. To specify the accounts receivable code, do one of the following:

· Use the initially-displayed value.

· Modify the initially displayed value.

· Use the customer's default value by either blanking out the initially displayed value or leaving the field blank if no value was initially displayed. (This requires that a default value has been specified for the customer on the Customer File.)

The bank code is used to determine the bank account into which the payment for a cash sale is deposited. To specify the bank code, do one of the following:

· Use the initially displayed value.

· Modify the initially displayed value.

The payment terms code is used to calculate the due date, discount date, and discount amount. In addition, the payment term is used to determine whether installments will be generated for the document. To specify the payment terms code, do one of the following:

· Use the initially displayed value.

· Modify the initially displayed value.

If a bill of exchange will be used as the payment type for the invoice/debit memo and customer parameters permit draft generation, a draft will automatically be generated and assigned the next available draft number on Reference File category F37. If you decide not to create a draft at this time, you can create a draft through the Draft Creation conversation (DM100S01) or use an existing draft to apply to the open item at payment time.

The due date is the date by which the document must be paid. If the due date is not entered, it is calculated from the document date and payment terms.

The discount date is the date by which the document must be paid for the discount to be taken. If the discount date is not entered, it is calculated from the document date and payment terms.

The discount amount is the discount available for an open item. If the discount amount is not entered, it is calculated from the payment terms and the portion of the document gross amount due to line items that are subject to discount. This value is zero if the payment terms do not allow discounts to be taken.

To validate the data, press the Enter key. If the data is valid, the Transaction Detail screen (AR030S02) is displayed.

If any field is invalid, the Transaction Header screen is redisplayed, the invalid field is highlighted, and an error message is displayed.

The Transaction Detail screen is used to enter sales and additional charge information about each invoice, debit memo, credit memo, or cash sale item. Two lines are available for the entry of each item. However, because all the fields on the second line are optional, a one-line format showing only the first detail line for each item is also available.

The Transaction Detail screen is initially displayed in the one-line format. To enter data on the second line, press F6-Fold/Truncate. To return to the one-line format, press F6 again.

The Transaction Detail screen can be used to enter eight one-line or four two-line items. After all of the lines are filled, the Rollup key can be used to display another set of blank lines. The roll keys can be used to page forward (Rollup) and backward (Rolldown) through the open items.

Enter data for the invoice, debit memo, credit memo or cash sale line items in the enterable fields on the Transaction Detail screen. The account number and distribution amount fields are required. Additional data is optional.

If a standard distribution code was entered on the Transaction Header screen, up to nine account numbers are displayed automatically on the Transaction Detail screen. The standard distribution code refers to a group of account numbers that can be set up on Reference File category 301. Standard distribution detail lines can be deleted by blanking out their associated account number fields. Additional detail line items can also be added to the standard distribution lines. Only the account number and distribution amount fields are required.

To validate line item data, press the Enter key. (Use of any key other than Enter, Rollup or Rolldown erases all entered data.) After the data is validated, the Transaction Detail screen is redisplayed. Control amounts are updated for valid lines. The Transaction Detail screen continues to be displayed as long as line items are being added.

To remove an individual line, blank out all the enterable fields for that line. To cancel an entire transaction, press F13-Cancel Transaction.

If the payment term entered on the header screen contains installments, the installments generated for the document may be viewed by pressing F20 - Installments.

When all line items for the transaction are added, verify that control amounts equal actual amounts and end the transaction. (See step 6, End Transaction.)

Update, Inquire, or Delete Invoices, Debit Memos/Credit Memos, Finance Charges, and Cash Sales

3. To update, inquire, or delete invoices, debit / credit memos, finance charges and cash sales, press F10-Function Select, on the Transaction Header screen. This displays the Transaction Selection screen. This screen is displayed directly from the Accounts Receivable Menu if the user is not authorized to enter transactions.

To select a transaction for modification, inquiry, or deletion, enter the company/location, document number, and the appropriate transaction code (C, I, or D) on the Transaction Selection screen. The Transaction Header screen corresponding to the invoice, debit / credit memo, finance charge, or cash sale selected will be displayed. Transactions generated from Order Processing cannot be maintained. If the specified transaction is not found, the next transaction is displayed. To view Transaction Header screens for other open items, use F17- Previous Trans and F18- Next Trans.

Update

It is possible to update all underlined fields on the Transaction Header screen. To validate all the data on the screen, press the Enter key.

If any field is not valid, the Transaction Header screen is redisplayed, the invalid field is highlighted, and an error message is displayed.

If the Transaction Header screen is valid, a blank Transaction Detail screen is displayed. However, if installments were generated for the document, the Installment Detail Screen is displayed.

It is not possible to end an update transaction without first going to the Transaction Detail screen. If no information on the Transaction Detail screen will be added or updated, press F22-End Transaction, to end the update.

If installments were generated for the item, you may maintain them by pressing F20 - Installments to display the Installment Detail screen, or by pressing Enter when on the Header screen. You may not add or delete any installment lines. Only existing installment lines may be maintained. If payments have been made against the open item, you may only maintain the due date associated with the installment.

If detail information must be added or updated, press F9-Review Detail to review previously entered information on the Transaction Detail screen. Fields on this screen cannot be changed. To add or update information on the Transaction Detail screen, press F8-Enter Detail. A blank, enterable Transaction Detail screen is displayed. Enter information for new detail lines and validate the screen by pressing the Enter key.

To change an incorrect account number on the initial transaction, add a new line item with a negative balance for that account number. Then add a new line item with a positive balance for the correct account number. For example, if account number 0000142813 is incorrect and has a balance of $30.00, add a new line item for 0000142813 with a balance of -$30.00. Then add a new line item for the correct account number, 0000142814, with a balance of $30.00.

The header item count field on the Transaction Header screen must be updated when new detail lines are entered so the difference between it and the detail item count is zero.

Inquire

In inquire mode, no data can be entered or changed on the Transaction Header screen and Transaction Detail screen. To go from the Transaction Header screen to the Transaction Detail screen, press the Enter key. However, if installments were generated for the document, the Installment Detail screen is displayed after pressing Enter on the Header screen. If you press Enter from the Installment Detail screen, the Transaction Detail screen is displayed.

To go from the Transaction Detail screen to the Transaction Header screen, press F16-Review Header. To end the inquiry, press F22-End Transaction or F13-Cancel Transaction. This redisplays the Transaction Selection screen.

Delete

To select a transaction for deletion, enter the company/location, document number and the delete transaction code on the Transaction Selection screen.

The Transaction Header screen corresponding to the invoice, debit memo/credit memo, finance charge, or cash sale selected is displayed. If the indicated transaction is not found, the next transaction is displayed. To view Transaction Header screens for other open items, use F17-Previous Trans and F18- Next Trans.

Only an invoice, debit memo/credit memo, finance charge, or cash sale to which no payments have been made can be deleted.

End Transaction

4. To end any transaction, press F22-End Transaction on the header or detail screen. For an enter transaction, the transaction is balanced and, if valid, a blank Transaction Header screen Is displayed in enter mode.

For an update, inquire, or delete transaction, the transaction is balanced and, if valid, the Transaction Selection screen is displayed. For these transactions, the message Previous Transaction Successfully Processed is displayed on the new screen.

If the transaction is invalid, an error message is displayed on the screen containing the error. If data on both screens is invalid, the screen in use when F22 was pressed is redisplayed. If control amounts do not equal actual amounts or if an error exists on an individual line item, verify that all line items for the transaction have been entered correctly. Make any necessary corrections, either by adding line items or by changing or deleting previously entered line items.

Cancel Transaction

5. To cancel any transaction, press F13-Cancel transaction, on the header, detail, or installment detail screens. For an enter transaction, the transaction is canceled, no files are updated, and a blank Transaction Header screen is displayed in enter mode. For an update, inquire, or delete transaction, the transaction is canceled, no files are updated, and the Transaction Selection screen is displayed with the message Previous transaction successfully canceled.

End Session

6. To end the session and redisplay the Accounts Receivable Menu, first end or cancel any enter, update, or delete transactions, and then press F3-Exit, on any conversation screen.