Invoice Details

Enter, or use Lookup to select, the customer receiving  the invoice. The customer description will automatically display in the untitled field to the right.

Enter, or use Lookup to select, a sales abbreviation. Use sales abbreviations to direct the posting of the bill.  You can set up specific accounts in the Sales Abbreviation screen to override the default posting accounts in the Customers screen (Accounting\Maintain\Customers).

This non-editable field displays the posting sequence number assigned to this bill.  This field is populated during the posting process.

Enter, or use Lookup to select, the terms of the invoice.

The terms available in Lookup are initialized in the Customer Terms screen. 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 receiving the invoice.

The currency used for this bill displays in this field. To change this billing currency, use the Exchange Rates subtask.  The automatic default is the functional currency of the database.

Enter, or use Calendar Lookup to select, the invoice date.  The system date will automatically display in this field as a default.

Enter, or use Calendar Lookup to select, the due date for this invoice.  The system calculates and displays the due date based on the terms selected but it can be edited here. The due date is one of the selection criteria that can be used when printing the Account Receivable Aging Report.

Select the status of the invoice from the drop-down box.

A status of "Selected" indicates that this invoice is selected for posting when invoices are posted.  Unselected invoices are not posted.  

Use this field to enter notes that will be added to the bill.

Enter, or use Lookup to select, the tax code needed for the line. The tax code must have been set up in the Tax Codes screens before it can be entered here.

If applicable, enter the tax exempt ID for this tax code.

This non-editable field displays a running invoice total of item costs for all invoice lines.

This non-editable field displays a running invoice total of sales or value added tax amounts 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.

This non-editable field displays a running invoice total of discount amounts for all invoice lines.

This non-editable field displays a running invoice total of the other charges for all invoice lines.

Use this field to attach a file to your customer product bill. You can use this feature to attach a copy of this bill, the section of the contract that defines the billing requirements, documentation for the bill such as timesheets or vouchers, or other information regarding contract funding. You should attach documents before you post the bills.

Enter the location of the file that you want to attach to your bill. You can also select the Browse for file pushbutton to the right of this field to open a dialog and navigate your network to locate the file that you want to attach to your bill.

Use the Open file pushbutton to view the attached file. The system displays an error message if no document location has been entered.

Note:  You can save a copy of this bill in the document location. After making your final edits, set the Status to "Selected" and use the Print Customer Product Bills screen (Projects\Transactions\Billing) to print the bill to a file in the document location.

The system automatically displays the line numbers as you add lines to this table. You can edit this field.

Enter, or use Lookup to select, the price catalog for the item being invoiced.  You must set up price catalogs in the Set Up Price Catalogs screen before they can be selected here.

This field is not used if you are not using price catalogs to do your billings.

This non-editable field displays the description of the catalog entered in the Catalog ID field.  This description is entered in the Price Catalogs screen.

Enter, or use Lookup 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 will default into the Item Rev field.

Enter, or use Lookup 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, you should enter a selling description in this field.   

Enter the number of units to bill. Units billed through this screen do not update billing history tables with amounts or number of units billed.

The system will multiply the number of units entered in this field by the Unit Price to calculate the Total Unit Amt for this line.

For units invoiced by price catalog/item, the unit price defaults in from the Price Catalogs screen. This unit price can be overwritten.  You must enter the unit price in this field if you are not using the price catalog to create the bill.

The Total Unit Amt field displays the number of units billed, shown in the Quantity field, multiplied by the unit price, shown in the Unit Price field. You cannot edit the amount in this field.

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. As a result, 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 at the time of invoice preparation, you do not know whether a customer will pay within the time period to be eligible for discounts. Prompt payment discounts are applied during the entry of cash receipts and are typically applied against invoices that have been recorded at the full invoice amount.

This field stores the discount amount calculated by multiplying the Disc % by the Total Unit Amt and can be edited. If you edit this field, the Disc % field will reflect the new percentage of the discount.

This field stores volume or good customer discounts. The amount in the Disc Amt field is used to immediately reduce the invoice amount. As a result, 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 at the time of invoice preparation whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied during the entry of cash receipts and are typically applied against an invoices that have been recorded at the full invoice amount.

Select this checkbox if sales or value added tax should be accrued and added to this invoice.  The default for this field is unchecked. If sales tax is required, enter the sales tax code for the locality for which you want to accrue sales tax.

If you selected the Taxable checkbox, enter the tax code for which tax should be accrued.

This tax code entered in this field must exist in the Sales Tax table. You can maintain tax codes in the Sales/Value Added Tax screen.

The system will automatically calculate the tax using the total of the bill and the tax code entered.

The rate entered in the Sales/Value Added Tax screen for the designated code defaults into this field. You can overwrite the default code.

This field calculates the tax amount by multiplying the Tax Rate field by the net of the Total Unit Amt less the Disc Amt fields. You can overwrite the tax amount.

This non-editable field displays the total invoice amount. The amount displayed is net of total unit cost, discounts, and tax.

Select this checkbox 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 Item Billings screen.  

If you change the Inv Date, all rows in the table window will be marked as edited. If the Unit Price amount is zero or blank, you can use this pushbutton to recalculate the amount. The system calculates the amount by fetching the unit price amount from the PROD_PRICE_SCH table based on the selected Catalog ID, providing that the new invoice date lies between the start date and end date in the PROD_PRICE_SCH table.