Enter Manual Bills

You can reverse all types of manual bills in this screen including Project Product Bills, Customer Product Bills, and Milestone/Percent Complete Bills.  The recommended way to reverse bills, however, is in the screen of original entry.

Use negative invoice amounts to reverse an incorrect manual bill.  Enter the identical Customer ID, Project ID, and Customer PO fields as were on the original invoice.  

Use the Enter Cash Receipts process to offset the two invoices against each other so that the  Accounts Receivable Aging report will be properly stated.

Use the Reverse Previous Bills process (Projects\Process\Billing) to correct Standard Bills or Progress Payment Bills.

Select any invoice number that you want to use as long as it is unique on a system-wide basis.  

To determine if there is a duplicate invoice number, the system evaluates the accounts receivable history tables, and the Edit Standard Bills, Edit Progress Payment Bills, Enter Milestone/Percent Complete Bills, Enter Customer Product Bills, Enter Project Product Bills, Create Sales Order Invoices, Enter Shipping Transactions, and Print COBRA Coupons /Create Invoice screens when you enter an invoice number.  If a duplicate is found, the system displays an error message and you will be unable to save the record.  

Enter, or use Lookup to select, the open fiscal year to  post the manual invoices.

Enter, or use Lookup to select, the open period to post the manual invoices.

Enter, or use Lookup to select, the open subperiod to post the manual invoices.

Enter, or use Calendar Lookup to select, the invoice date that will be the default in the table window. You can edit this date in the detail lines in the table window, as needed. If you do not want any date to default to your invoices, leave this field blank.  

The default for this field will be the system date.

Enter, or use Calendar Lookup to select, the default due date that will be the default in the table window.  You can edit this date in the detail lines in the table window as needed.  If you do not want a due date to default, leave this field blank.

This non-editable field displays the entry ID of the user.

This non-editable field displays the date the transaction was entered.

This field displays a unique system-generated invoice number created by the system when you enter and save a manual invoice.  If you have an invoice number already selected for your invoice, you should enter that invoice number in this field.

If you enter your own invoice number, the system will check the AR History table to see if that invoice number already exists.  The system will display a warning message if an identical invoice number is found in the history tables.  If you continue and post the invoice, the invoice you are posting will be combined with the one already in the history table. This feature can be used to make corrections to previously posted invoices.

The system also checks the Enter Milestone/Percent Complete Bills, Enter Project Product Bills, Enter Customer Product Bills, Edit Standard Bills, Edit Progress Payment Bills, Create Sales Order Invoices, Enter Shipping Transactions, and Print COBRA Coupons/Create Invoice screens to determine whether a duplicate invoice number exists. If a duplicate is found, the system will display a  warning that a duplicate has been found.  You can elect to post it and have the invoices combine, or you can select a new invoice number.   

Enter, or use Lookup to select, the customer account to which this invoice should be posted.

This non-editable field displays the name of the customer that is linked to the Customer ID entered in the Customer ID field.  Customer IDs and the related names are entered in the Customers screen (Accounting\Maintain\Customers).

Enter, or use Lookup to select, the address code for the address to which this invoice should be sent. Only those addresses saved for this customer in the Customers screen (Accounting\Maintain\Customers) are allowed.

Enter, or use Lookup to select, the address code for the address to which the customer should send payment. Only those remittance addresses saved in the Remittance Addresses screen (Projects\Configure\Billing) are allowed.

Enter, or use Lookup to select, the project to which this invoice should be posted. You can enter invoice data by project abbreviation. If you do, this field will automatically display that project.

This non-editable field displays the name of the  selected project.

Enter, or use Lookup to select, the project abbreviation for the project you want to bill. You can set up project abbreviations in the Basic Info screen in the Project User Flow (Projects\Maintain\Project).   

The project number will automatically display in the Project ID field when you enter the project abbreviation in this field.

Enter, or use Calendar Lookup to select, the date for which the invoice was calculated. If you entered a date in the default Invoice Date field in the header, that date displays in this field and can be edited.

Enter, or use Calendar Lookup to select, the due date of the invoice. If you have entered a date in the default Due Date field in the header, that date is displayed in this field and can be edited. The due date is one of the selection criteria for the aging of accounts receivable.

Enter, or use Lookup to select, the sales tax/VAT code for this invoice. You can maintain tax codes in the Sales/Value Added Tax screen.

Enter the sales tax or value added tax amount for this invoice.

Enter, or use Lookup to select, a valid other charge code number 1.

You can set up valid other charge codes in the Other Billing Charges screen (Projects\Configure\Billing) to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.

This column displays the default description of the other charge code number 1. It is shown for informational purposes only and cannot be changed because it does not print on the billing journal posting.

Enter the amount of the other charge.

Enter, or use Lookup to select, a valid other charge code number 2.

You can set up valid other charge codes in the Other Billing Charges screen (Projects\Configure\Billing) to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.

This column displays the default description of the other charge code number 2. It is shown for informational purposes only and cannot be changed because it does not print on the billing journal posting.

Enter the amount of the other charge.

Enter, or use Lookup to select, a valid other charge code number 3.

You can set up valid other charge codes in the Other Billing Charges screen (Projects\Configure\Billing) to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.

This column displays the default description of the other charge code number 3. It is shown for informational purposes only and cannot be changed because it does not print on the billing journal posting.

Enter the amount of the other charge.

Enter the total invoice amount.

Enter the amount of any discounts, if available.

Enter the bill number that you have assigned to this invoice.

Enter the corresponding customer PO number, if applicable.

Your company's default transaction currency will display by default in this field.  

Use the Exchange Rates subtask to change this currency. You can also use this subtask to change the exchange rate(s) for these manual bills. The rows in this table are not required to have the same billing currency, but the total will NOT display when different currencies are used in this table window.

Use this field to attach a file to your manual 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 must enter manual bills before you can use this field. You should attach documents in this field 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.

Use this field to attach notes to this invoice.