to select, the customer being invoiced.
The customer description will display in the untitled field to the right.
Use this screen to manually enter product invoices for customers. You would generally use this screen to bill items from the price catalogs in the Product Definition module. However, you can use this screen to bill items that have not been entered in Costpoint Product Definition. You can simply type a description along with the quantity and price. A customer product invoice can contain multiple line items. Discounts and sales tax are recorded by line as well. (Enter project product invoices in the Edit Project Product Bills screen (Projects » Billing » Edit Billings).) The Calculate Billings screen (Projects » Billing » Calculate Billings) does not update this screen. Invoices entered in this screen do not remove billable units from Open Billing Detail, nor do amounts and units billed through this screen update billing history tables. Only A/R history and G/L Detail tables are updated with these invoice amounts.
Before you can enter customer product invoices, you must set up customers in the Maintain Customer screen (Accounting » Accounts Receivable » Customer Info). If you wish to bill units from the price catalogs then you must set up the price catalog and item number and description for the items being invoiced. You must assign unit prices to the items being invoiced. If sales tax is accrued on invoices, you must initialize the sales tax table with sales tax rates.
If discounts and shipping/handling charges are reflected on invoices, you must initialize the A/R default accounts in the A/R Settings screen (Accounting » Accounts Receivable » Controls) before posting these invoices.
Enter, or use to select, the customer being invoiced.
The customer description will display in the untitled field to the right.
This non-editable field displays the posting sequence number assigned to this bill.
Enter, or use to select, a valid sales abbreviation.
For more information on Sales Abbreviations, please see Billing
Special Topic BL-5, "Units."
Select the terms of the invoice. The terms displayed in the drop-down list are initialized in the Customer Terms screen (Accounting » Accounts Receivable » Customer Controls). The terms that you select determine the due date of the invoice.
Enter the purchase order related to this invoice. This should be the purchase order from the customer being invoiced. This is an optional field.
The currency used for this bill will display in this field. To change this billing currency, use the Exchange Rates subtask.
Enter the invoice number for this invoice.
Enter the invoice date. The system date defaults into this field.
Enter the due date for this invoice. Receivables are aged based on due date. The due date defaults in based on the terms selected.
Select the status of the invoice. A status of Selected indicates that this invoice is selected for posting when invoices are posted. Unselected invoices are not posted.
Use the New Line button on the toolbar to add a line.
The line numbers are filled in automatically as you add lines to this table.
Enter, or use to select, the price catalog for the
item being invoiced.
Enter, or use to select, the item being invoiced. This
item must exist for the catalog being invoiced. If only one revision of
the item exists, the item revision defaults into the Item
Rev field.
Enter, or use to select, the revision number of the
item or price catalog being invoiced. If only one revision of the item
exists, that revision defaults into this field.
This field displays the item selling description when an item is entered. This field is non-editable if you are using the price catalog to bill items. If you do not wish to use the price catalogs to bill items then you should enter a selling description here.
Enter the number of units to invoice. Units billed through this screen do not update billing history tables with amounts or number of units billed.
For units invoiced by price catalog/item, the unit price defaults in from the Set Up Price Catalogs screen (Materials » Product Definition » Product Billing). This unit price can be overridden. If you are not using the price catalog to bill you must enter the unit price in this field.
This field displays the number of units billed multiplied by the unit price. It cannot be edited.
Use this field to store volume or good customer discounts. Discount percentages entered in this field are multiplied by the Total Unit Amt to arrive at a Disc Amt. The system uses the Disc Amt to immediately reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied during the entry of cash receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.
This field stores the discount amount arrived at by multiplying the Disc % by the Total Unit Amt. It can be edited. If you edit this field, the Disc % field will reflect the new percentage of the discount.
This field is used to store volume or good customer discounts. The Disc Amt is used to immediately reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts since because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied during the entry of cash receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.
Enter Y (Yes) or N (No) depending on whether sales or Value Added tax (VAT) should be accrued and added to this invoice. N (No) defaults in. If sales tax is required, enter the sales tax code for the locality for which you want to accrue sales tax.
If a value of Y (Yes) has been entered in the Taxable field, enter the tax code for which tax should be accrued. This code must exist in the Sales Tax table. You can maintain tax tables in the Maintain Sales/Value Added Tax screen (Others » System Administration » System Codes).
The rate entered in the Maintain Sales/Value Added Tax screen (Others » System Administration » System Codes) for the designated code defaults into this field. This rate can be overridden.
This field displays the tax amount calculated when the Tax Rate is multiplied by the net of the Total Unit Amt less the Disc Amt. This amount can be overridden.
This field displays the total invoice amount. The amount displayed is net of total unit cost, discounts, and tax.
Enter Y (Yes) to print the long item description on the invoice or N (No) to print the short description. If the long description is printed, it will wrap across multiple lines on the invoice. The short item description is 60 characters in length. The long description is 254 characters. The item descriptions are set up in the Set Up Item Billings screen (Materials » Product Definition » Product Billing). This is a required field.
This field displays the name of the price catalog to which this invoice line is being billed.
These fields display running invoice totals for various fields for all invoice lines.
This field displays a running invoice total of item costs for all invoice lines.
This field displays a running invoice total of discount amounts for all invoice lines.
This field displays a running invoice total of sales or value added tax amounts for all invoice lines.
This field displays a running invoice total of the other charges for all invoice lines.
This field displays the total amount of the invoice net of discounts, sales tax and shipping charges. This amount will be posted as the billed receivable and invoice amount.
Use this group box to set up tax defaults to be used on the bill. If you set up a tax code in the Maintain Customer screen (Accounting » Accounts Receivable » Customer Info), it will default into this field.
Enter the sales tax code you want to default in on invoice lines in the table window. If you enter a code in the field, a value of Y (Yes) defaults into the Taxable field. This sales tax code will default into the Tax Code column in the table window. The rate in the sales tax table for this code will default into the Tax Rate column. The Tax Amount will be calculated based on the Tax Rate multiplied by the total unit amount less discounts.
If applicable, enter the tax exempt ID for this sales tax code.
Click this button to access the Addresses subtask, where you can select the billing and remittance addresses for this bill.
Click this button to open the Standard Text subtask, where you can identify the standard text that you want to be printed on the invoice.
Click this button to access the Other Charges subtask, where you can enter up to three separate other, or miscellaneous, charges that you want to print and post on your customer product bills.
Click this button to access the Exchange Rates subtask, where you can select a different (other than the default) billing currency or a different source for exchange rates used for this bill.
Click this button to access the Currency Line Info subtask, where you can view any selected bill line in both the billing currency and your company's functional currency. In addition, you can view the exchange rate for the billing currency.
Click this button to access the Invoice Totals subtask, where you can view the bill totals in both the billing currency and your company's functional currency. In addition, you can view the exchange rate for the billing currency.
Click this button to access the Notes subtask, where you can add notes to the bill.
Click this button to access the Customs Info subtask, where you can view and edit customs information for the selected bill row. Included edits are destination country, delivery terms, mode of transportation, and supply date.
Click this button to open the Documentation Location subtask, which you can use to attach a file to a customer product bill.
Changes to this screen update the following tables:
CUST_PROD_INVC_HDR
CUST_PROD_INVC_LN
CUSTOMS_VAT_HDR (for Customs Info subtask only)
CUSTOMS_VAT_LN (for Customs Info subtask only)