Invoice Information

Enter, or use Lookup to select, a customer's account. After you exit the field, the system will display the customer's name and cash account description. You must select the Execute icon on the toolbar to populate the table window with invoice information detail.

The description in the Cash Account field defaults from the A/R Settings screen (Administration\Configure\Accounting).

Use Lookup to select a different cash account description. You can select only those accounts that you identified as cash accounts in the Transfer Accounts screen (Accounting\Maintain\Accounts). The account linked to the cash account description is where the cash receipt will be posted.

You can change the cash account to apply money to two different cash accounts on the same receipt number. To do this, enter the amount received, apply the receipt, then change the cash account to apply receipts against another cash account.

Enter the customer's check number, or some other reference number, to identify this payment. This check number will be stored in the customer receivable history.

Use this drop-down box to select the criterion by which to sort the invoices in this table. All the fields in this table are available as the primary sort.

Enter the amount received from this customer for this cash receipt.  You must distribute the amount entered here by entering the amount received against applicable invoices before updating the main screen.

This field displays the amount of cash received for this customer that you have not distributed to an invoice or finance charge, or entered as an unidentified amount.

The Amount Unapplied field must have a value of zero before you can accept receipts.

Enter the amount of cash received that cannot be related to an invoice or "interest" charges. This amount will create or update an invoice number that begins with "UNK" (Unknown) so that the balance can be applied to invoices in the future.

Accounting for this amount results in a debit to cash and a credit to the customer receivable account and organization if assigned in Default Accounts subtask in the Customer/Default Accounts (Accounting\Maintain\Customers). If no default receivable account is assigned to the customer, the default receivable account from the A/R Settings screen (Administration\Configure\Accounting) will be used. Note that this "Unknown" invoice will print on the open receivable aging report for this customer as a negative invoice.

Select this pushbutton to apply the value in the Balance Due field to the value in the Amount Received field for the invoice numbers you selected.

You can also select invoices and select the Action pushbutton in the toolbar to apply the balance due. Once you have run this process, the value in the Amount Unapplied field must be zero before you can select the Accept Receipts pushbutton.

Select this pushbutton to generate cash receipt lines on the main screen based on the amount received  entered for each invoice. The value in the Amount Unapplied field must be zero before cash receipt lines will be created.

This non-editable field displays data from the Accounts Receivable History table.

If you apply finance charges to a customer's outstanding balance, there will be an invoice number that begins with the customer's account number and ends in "INT" that relates to the accrued finance charges.

If you have had "unidentified amounts received" in the past, there will also be an invoice number that begins with "UNK," showing amounts that were received but not distributed to a specific invoice. The Invoice Amt field for the "UNK" invoice will almost always be negative.

If you want to distribute it back to outstanding invoices, enter a negative amount received and distribute it to actual invoices until the value in the Amount Unapplied field is zero.

This non-editable field displays the currency that was used to bill the customer.

This non-editable field displays the invoice date from the Accounts Receivable History table.

This non-editable field displays the invoice amount stated in terms of the billing currency from the Accounts Receivable History table.

This field displays the amount calculated by subtracting the value in the Amount Applied field from the value in the Invoice Amt Due field plus the amount in the Prior Amount Received field.

Enter the cash received for this invoice. The total of this field plus the value in the Unidentified Amount Received and the Finance Charge Received fields must add up to the value in the Amount Received field. When all of the cash has been distributed, the value in the Amount Unapplied field should be zero. Note that the value in the Amount Unapplied field does not include discounts taken.

This field displays the amount received expressed in terms of your company's functional currency.

The Liquidation Taken field is used by delivery invoices for projects that bill using progress payments.

This field will default to the value of the liquidation amount calculated by the delivery invoice. It can be adjusted if the customer pays an amount that is different from the invoice amount. The system will display a warning message if the liquidation taken is different from the liquidation amount.

You cannot save the new amount of liquidation until you have accessed the Invoice Detail subtask in the Initialize A/R History screen (Accounting\Utilities\Transaction History) to correct the amount as it appears there in the Liquidation Taken field.

In addition, you cannot change the Liquidation Taken field unless the invoice is a delivery invoice.

Enter the amount of the finance charge that you received for this invoice. You must enter this amount as a separate line item. The total of this field plus those of the Amount Received plus Unidentified Amount Received fields must add up to that of the Amount Received field.

Note:  The Account/Org/Project where you post finance charges is usually different than the receivable account used for A/R. The Account/Org/Project used comes from the Default Accounts subtask of the Customers screen (Accounting\Maintain\Customers) or the A/R Settings screen (Administration\Configure\Accounting) if no default is found for the customer.

This uneditable field displays the amount of the finance charge that you received for this invoice.

Enter the amount of cash received that cannot be related to this invoice. The total of this field plus those of the Amount Received and Finance Charge Recvd fields must add up to the Amount Received field.

This non-editable field displays discounts entered from the Accounts Receivable History table.

The system calculates the value in this field by adding the values in the Amount Received, Discount Taken Amt, and Prior Amount Recvd fields to show the total Amount Applied to the invoice.

This uneditable field displays the total amount of any prior receipts.

This amount is added to the value in the Amount Received and the Discount Taken Amt fields to arrive at the value in the Amount Applied field.

This non-editable field displays the project number for the selected invoice from the Accounts Receivable History table.

This non-editable field displays the bill number for the selected invoice from the Accounts Receivable History table.

This non-editable field displays the customer PO for the selected invoice from the Accounts Receivable History table.

This non-editable field displays the due date for the selected invoice from the Accounts Receivable History table.

This non-editable field displays the customer ID for the selected invoice from the Accounts Receivable History table.

Enter the discount taken for this invoice. You may want to review the original discount amount offered in the Discount Amt field.

Entering an amount in this field will cause the system to post a credit to the accounts receivable account and a debit to the discounts taken account. The discount account will default for the customer in the Default Accounts subtask of the Customers screen (Accounting\Maintain\Customers) or the A/R Settings screen (Administration\Configure\Accounting) if not found by customer. It will also reduce the invoice amount due.

Enter the number of the check that was received for this invoice.

If you received another form of payment, you may want to enter some other reference number. This information will be stored in the Accounts Receivable History table.

If you pay more than one invoice with one check, you can copy the check number to other invoices without retyping. Enter the check number for payment of the first applicable invoice. Hold the Ctrl key down as you choose the other applicable invoices. When all invoices paid with that check have been highlighted, select the Apply pushbutton. All invoices now show the same check number.

This field displays the amount of the discount taken in terms of your company's functional currency.

This field displays the total discount taken on prior receipts.

This field displays the prior adjustment amounts, if any.

This non-editable field displays the receivable account number for the selected invoice from the Accounts Receivable History table.

This non-editable field displays the receivable organization for the selected invoice from the Accounts Receivable History Table.

This non-editable field displays the reference 1 number for the selected invoice from the Accounts Receivable History Table.

This non-editable field displays the reference 2 number for the selected invoice from the Accounts Receivable History Table.

This field, which is used by all invoices, is updated when you post bills.

If the invoice is a standard bill, project product bill, customer product bill, or manual bill, this field will contain an "S."

If the invoice is a progress payment bill, the invoice type will be "P."

If the invoice is a delivery bill, the invoice type will be "D."

This field is used only by delivery invoices for projects that bill using progress payments.

It is updated when delivery invoices are posted through the Enter Project Product Bills screen (Projects\Transactions\Billing) or by DD250 invoice postings from Costpoint Sales Order Entry (Materials module).

This field displays the full value of the shipped finished good.

This field is used only by Delivery invoices of projects that bill using progress payments. It is updated when Delivery invoices are posted through the Enter Project Product Bills screen (Projects\Transactions\Billing) or by DD250 invoice postings from Costpoint Sales Order Entry (Materials module). The liquidation amount represents the Progress Payments that have been billed to the customer. It reduces the delivery amount to arrive at the net invoice amount.

Liquidations are "netted" and posted with the delivery invoice, under the net method. However, liquidations are calculated and stored by both the delivery invoices and the form DD250s from Costpoint Sales Order Entry (Materials module), regardless of whether the Gross or Net method is used. If the delivery invoice calculates a liquidation amount, it will be reflected in this field.

This field displays the unidentified amount received expressed in terms of your company's functional currency.