Use this screen to manually enter product invoices for customers. This application is made up of three tabs and five subtasks, as follows:
The Identification block contains the invoice number. This header data always displays, regardless of which tab or subtask is currently active on the screen.
The Invoice Details tab contains fields for customer, customer terms, invoice date, due date, purchase order number, sales abbreviation, billing currency, status, tax code, tax exempt ID, and notes.
The Addresses tab contains fields for the billing and remittance addresses. The addresses automatically display based on the default customer address assigned in the Customer screen and the default remittance address entered in the Billing Settings screens.
The Other Charges tab contains fields where you can enter other charges codes. Other charges are added to the invoice total and posted to accounts that have been identified in the Other Billing Charges screen.
The Standard Text subtask contains a table window for entry of the standard text code that can print on the invoice. Standard text codes can be set up in the Billing Standard Text screen.
The Exchange Rates subtask contains fields for transaction currency, rate group, rate date, conversion calculations, and freeze rate options. Use this subtask only if you are billing your customer in a currency other than the functional currency of the database.
The Invoice Totals subtask contains fields that display summaries of the invoice. There are summary fields for total unit amount, discount amount, tax amount, invoice line amount, other charges, and amount due. There is also information on currencies and exchange rates.
The Currency Line Info subtask contains fields that display exchange rates, billing currency, quantity, unit price, unit price amount, discount amount, tax amount, and invoice line total for each line on the invoice in both functional and billing currencies.
The Customs Info subtask contains fields for entry of data needed for value added tax reporting. You do not need to use this subtask if you are billing in the functional currency of your database.
Use this screen to manually enter product invoices for customers and to bill items from the price catalogs. You can also use this screen to bill items that have not been entered in price catalogs by typing a description along with the quantity and price.
Use this screen after you have set up customers in the Customers screen (Accounting\Maintain\Customers). If you want to bill units from the price catalogs, you must first set up the price catalog with an item number, description, and a unit price for the items to be invoiced. If sales tax is to be accrued on invoices, you must also 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 before posting these invoices.
Does the Calculate Bills process update this screen?
The Calculate Bills program (Projects\Process\Billing) does not update this screen. Invoices entered in this screen do not remove billable units from Open Billing Detail.
The Post Customer Product Bills process updates the account receivable history, general ledger, and customer product history tables when the invoices in this screen are posted.
Can I enter a project in this screen?
You cannot associate a project with invoices entered in this screen. Use the Enter Project Product Bills screen (Projects\Transactions\Billing) when you want to invoice a project.
The Post Customer Product Bills process uses accounts that have been linked to the revenue and accounts receivable transaction codes in the Customers screen will be used for posting to the general ledger. Use sales abbreviations to direct the posting process to use other accounts for posting.
The default accounts in the A/R Settings screen are used if no accounts are entered in the Customers screen and no sales abbreviations are found.
How does this screen interact with Materials applications?
You can access information from price catalogs when creating customer product bills. Price Catalog data is available in Lookup once you have initialized the data in the Price Catalogs and Price Catalogs Items (Materials\Maintain\Price Catalogs) screens.
Can I use the Pay When Paid feature in this screen?
You can use the Pay When Paid feature when billing from this screen. The system updates the CUST_PROD_HDR_HS and the CUST_PROD_LN_HS tables with the billing information when customer product bills are posted. The information in these history tables is used to evaluate the Pay when Paid status of an invoice.
Is there a history table available for this screen?
The system updates the CUST_PROD_HDR_HS and CUST_PROD_LN_HS during the Post Customer Product Bills process. All the history for the customer product bills are stored in these tables.
How can I reverse an incorrect Customer Product bill that has already been posted?
The best way to reverse a posted Customer Product bill is to enter negative amounts that are identical to the positive amounts that were posted. This will create a complete reversal of the bill.
You can also enter one line with the amount of the entire bill as a negative. You should use this method only if you are not planning to use the history tables for reports.
Once the negative invoice is posted, you must use the Enter Cash Receipts application to offset the positive and negative records.
How are sales abbreviations used in Customer Product bills?
Use sales abbreviations to direct the posting of customer product bills to specific accounts. If you do not use sales abbreviations, the system will use either the accounts that have been set up in the default subtask of the Customers screen (Accounting\Maintain\Customers) or the accounts in the A/R Settings screen.
Use the fields in this header group box to enter the invoice ID. This group box will be displayed regardless of which tab or subtask is currently active.
Invoice *
Enter the invoice number for this invoice or allow the system to auto-assign an invoice number.
Select this pushbutton to recalculate the bill if you have made changes to the data in the table window.
* A red asterisk denotes a required field.
Select this subtask link to open the Standard Text subtask, where you can enter the standard text code that prints on the invoice.
Select this subtask link to open the Exchange Rates subtask, which contains fields for transaction currency, rate group, rate date, conversion calculations, and freeze rate options. Use this subtask only if you are billing your customer in a currency other than the functional currency of the database.
Select this subtask link to open the Invoice Totals subtask, which displays summaries of the invoice. There are summary fields for total unit amount, discount amount, tax amount, invoice line amount, other charges, and amount due. There is also information on currencies and exchange rates.
Select this subtask link to open the Currency Line Info subtask, which displays exchange rates, billing currency, quantity, unit price, unit price amount, discount amount, tax amount, and invoice line total for each line on the invoice in both functional and billing currencies.
Select this subtask link to open the Customs Info subtask, where you can enter data needed for value added tax reporting. You do not need to use this subtask if you are billing in the functional currency of your database.