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Invoice Information Subtask

Use the Invoice Information subtask on the Manage Cash Receipt screen to select from all outstanding invoices and apply cash received against them.

After you select the invoices and the amounts distributed, click OK to have the system look up the accounting information and record it on the Manage Cash Receipts screen.

You cannot save this subtask until the Amount Received field has been reduced to zero.

The information in the Invoice Information subtask is updated only after you post the cash receipts to the General Ledger.

Invoice Information

Field	Description
Customer Account	Enter, or click to select, a customer's account. After you exit the field, the system displays the customer's name and the table populates with all of the customer's outstanding invoices. The field to the right displays the customer's name.
Amount Received	Enter the amount received from this customer for this cash receipt. You must distribute the amount entered here before updating the main screen.
Cash Account	Enter, or click to select, a cash account to which the cash receipt is applied (debited). This field loads the description of the default account that is entered in the Cash Account field on the Configure Accounts Receivable Settings screen. Use to select a different cash account description. You can select only those accounts that you identified as cash accounts on the Manage Transfer Accounts screen. 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.
Amount Unapplied	This field displays the amount of cash received for this customer that has not been distributed to an invoice or finance charge, or entered as an unidentified amount. Amount Unapplied must be zero before you can process the information on this screen. Note that the Discount Taken column does not change the Amount Applied.
Check Number	If you entered a value in the Customer Account field, enter the customer's check number or some other reference number to identify this payment. This check number is stored in the customer receivable history.
Unidentified Amount Received	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 "Unknown" so that the balance can be applied to invoices in the future. The accounting for this amount will cause a debit to cash and a credit to the customer receivable account and organization. Note that this Unknown invoice will print on the open receivable aging report for this customer as a negative invoice.
Apply	Click this button to apply the value in the Balance Due field to the value in the Amount Received field for the invoice numbers that you selected.
Accept Receipts	Click this button to generate cash receipt lines on the Manage Cash Receipts 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 can be created.

Invoice Information Detail

Field	Description
Invoice	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 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 Amount Unapplied is zero.
Invoice Type	This field, which is used by all invoices, is updated when bills are posted. 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."
Invoice Date	This non-editable field displays data from the Accounts Receivable History table.
Due Date	This non-editable field displays data from the Accounts Receivable History table.
Bill Currency	This non-editable field displays the currency that was used to bill the customer.
Customer Account	This non-editable field displays data from the Accounts Receivable History table.
Customer PO	This non-editable field displays data from the Accounts Receivable History table.
Bill Number	This non-editable field displays data from the Accounts Receivable History table.
Amount Received	Enter the cash received for this invoice. The total of this column plus Unidentified Amount Received must add up to the Amount Received at the top of the screen. When all of the cash has been distributed, the Amount Unapplied should be zero. The Amount Unapplied does not include discounts taken. If your customers pay from a statement, enter an Amount Received equal to the Balance Due until the Amount Unapplied is less than the Balance Due. Then apply the Amount Unapplied to that last invoice.
Unidentified Amt Recvd	Enter the amount of cash received that cannot be related to this invoice. The total of this column plus Amount Received must add up to the Amount Received in the top of the screen.
Discount Taken Amt	Enter the prompt payment discount taken for this invoice. You may want to review the original discount amount offered. 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. It will also reduce the invoice amount due. The system will display a warning message if the discount taken is different from the original discount. However, it will not prevent you from entering a different amount.
Amount Applied	This field is calculated by adding the Amount Received, Disc Taken Amt, and Prior Amt Rcvd to show the total Amount Applied to the receivable account. The Balance Due is the Invoice Amt Due less the Amount Applied.
Liquidation Taken	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 on the Manage Accounts Receivable History screen to correct the amount as it appears there in the Liquidation Taken field. In addition, you cannot change the Liquidation Taken field if the invoice is a standard (S) invoice or if the invoice type is blank.
Finance Charge Recvd	Enter the amount of the finance charge that you received for this invoice. You should enter this amount as a separate line item. The total of this column plus Amount Received plus Unidentified Amount Received must add up to the Amount Received at the top of the screen. Note: The Account/ Org/Project where you post finance charges is usually different than the receivable account used for A/R.
Check	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 shift key down as you choose the other applicable invoices. When all invoices paid with that check have been highlighted, click the Apply button. All invoices now show the same check number.
Invoice Amt	This non-editable field displays data from the Accounts Receivable History table. It displays the net amount due for this invoice since the last posting. Please note that the information for this field is not be updated until you post the cash receipts to the General Ledger.
Prior Amount Recvd	This field displays the total amount of any prior receipts. This amount is added to the Amount Received and the Disc Taken Amt to arrive at the total Amount Applied.
Prior Discount Taken Amt	This field displays the total discount taken on prior receipts.
Prior Adjustment Amount	This field displays the prior adjustment amounts.
Balance Due	This field displays the amount calculated by subtracting the Amount > Applied from the Invoice > Amt > Due.
Discount Amt	This non-editable field displays data from the Accounts Receivable History table.
Liquidation Amt	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 Manage Project Product Bills screen in Costpoint Billing or by DD250 invoice postings from Costpoint Sales Order Entry. 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. As noted in the Invoice Type documentation, 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, 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.
Delivery Amount	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 Manage Project Product Bills screen in Costpoint Billing or by DD250 invoice postings from Costpoint Sales Order Entry. This field displays the full value of the shipped finished good.
Account	This non-editable field displays the account number from the Accounts Receivable History Table.
Organization	This non-editable field displays the organization from the Accounts Receivable History Table.
Project	This non-editable field displays data from the Accounts Receivable History table.
Ref 1	This non-editable field displays the reference 1 number from the Accounts Receivable History Table.
Ref 2	This non-editable field displays the reference 2 number from the Accounts Receivable History Table.
Func Amount Recvd	This field displays the amount received in terms of your company's functional currency.
Func Unidentified Amt Recvd	This field displays the unidentified amount received expressed in terms of your company's functional currency.
Func Discount Taken Amt	This field displays the amount of the discount taken in terms of your company's functional currency.
Func Finance Charge Recvd	Enter the amount of the finance charge that you received for this invoice. Enter this amount as a separate line item. The total of this column plus Amount Received plus Unidentified Amount Received must add up to the Amount Received in the top of the screen. Note: The Account/ Org/Project where you post finance charges is usually different than the receivable account used for A/R.

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Invoice Information Subtask

Use the Invoice Information subtask on the Manage Cash Receipt screen to select from all outstanding invoices and apply cash received against them.

After you select the invoices and the amounts distributed, click OK to have the system look up the accounting information and record it on the Manage Cash Receipts screen.

You cannot save this subtask until the Amount Received field has been reduced to zero.

The information in the Invoice Information subtask is updated only after you post the cash receipts to the General Ledger.

Invoice Information

Field	Description
Customer Account	Enter, or click to select, a customer's account. After you exit the field, the system displays the customer's name and the table populates with all of the customer's outstanding invoices. The field to the right displays the customer's name.
Amount Received	Enter the amount received from this customer for this cash receipt. You must distribute the amount entered here before updating the main screen.
Cash Account	Enter, or click to select, a cash account to which the cash receipt is applied (debited). This field loads the description of the default account that is entered in the Cash Account field on the Configure Accounts Receivable Settings screen. Use to select a different cash account description. You can select only those accounts that you identified as cash accounts on the Manage Transfer Accounts screen. 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.
Amount Unapplied	This field displays the amount of cash received for this customer that has not been distributed to an invoice or finance charge, or entered as an unidentified amount. Amount Unapplied must be zero before you can process the information on this screen. Note that the Discount Taken column does not change the Amount Applied.
Check Number	If you entered a value in the Customer Account field, enter the customer's check number or some other reference number to identify this payment. This check number is stored in the customer receivable history.
Unidentified Amount Received	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 "Unknown" so that the balance can be applied to invoices in the future. The accounting for this amount will cause a debit to cash and a credit to the customer receivable account and organization. Note that this Unknown invoice will print on the open receivable aging report for this customer as a negative invoice.
Apply	Click this button to apply the value in the Balance Due field to the value in the Amount Received field for the invoice numbers that you selected.
Accept Receipts	Click this button to generate cash receipt lines on the Manage Cash Receipts 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 can be created.

Invoice Information Detail

Field	Description
Invoice	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 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 Amount Unapplied is zero.
Invoice Type	This field, which is used by all invoices, is updated when bills are posted. 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."
Invoice Date	This non-editable field displays data from the Accounts Receivable History table.
Due Date	This non-editable field displays data from the Accounts Receivable History table.
Bill Currency	This non-editable field displays the currency that was used to bill the customer.
Customer Account	This non-editable field displays data from the Accounts Receivable History table.
Customer PO	This non-editable field displays data from the Accounts Receivable History table.
Bill Number	This non-editable field displays data from the Accounts Receivable History table.
Amount Received	Enter the cash received for this invoice. The total of this column plus Unidentified Amount Received must add up to the Amount Received at the top of the screen. When all of the cash has been distributed, the Amount Unapplied should be zero. The Amount Unapplied does not include discounts taken. If your customers pay from a statement, enter an Amount Received equal to the Balance Due until the Amount Unapplied is less than the Balance Due. Then apply the Amount Unapplied to that last invoice.
Unidentified Amt Recvd	Enter the amount of cash received that cannot be related to this invoice. The total of this column plus Amount Received must add up to the Amount Received in the top of the screen.
Discount Taken Amt	Enter the prompt payment discount taken for this invoice. You may want to review the original discount amount offered. 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. It will also reduce the invoice amount due. The system will display a warning message if the discount taken is different from the original discount. However, it will not prevent you from entering a different amount.
Amount Applied	This field is calculated by adding the Amount Received, Disc Taken Amt, and Prior Amt Rcvd to show the total Amount Applied to the receivable account. The Balance Due is the Invoice Amt Due less the Amount Applied.
Liquidation Taken	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 on the Manage Accounts Receivable History screen to correct the amount as it appears there in the Liquidation Taken field. In addition, you cannot change the Liquidation Taken field if the invoice is a standard (S) invoice or if the invoice type is blank.
Finance Charge Recvd	Enter the amount of the finance charge that you received for this invoice. You should enter this amount as a separate line item. The total of this column plus Amount Received plus Unidentified Amount Received must add up to the Amount Received at the top of the screen. Note: The Account/ Org/Project where you post finance charges is usually different than the receivable account used for A/R.
Check	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 shift key down as you choose the other applicable invoices. When all invoices paid with that check have been highlighted, click the Apply button. All invoices now show the same check number.
Invoice Amt	This non-editable field displays data from the Accounts Receivable History table. It displays the net amount due for this invoice since the last posting. Please note that the information for this field is not be updated until you post the cash receipts to the General Ledger.
Prior Amount Recvd	This field displays the total amount of any prior receipts. This amount is added to the Amount Received and the Disc Taken Amt to arrive at the total Amount Applied.
Prior Discount Taken Amt	This field displays the total discount taken on prior receipts.
Prior Adjustment Amount	This field displays the prior adjustment amounts.
Balance Due	This field displays the amount calculated by subtracting the Amount > Applied from the Invoice > Amt > Due.
Discount Amt	This non-editable field displays data from the Accounts Receivable History table.
Liquidation Amt	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 Manage Project Product Bills screen in Costpoint Billing or by DD250 invoice postings from Costpoint Sales Order Entry. 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. As noted in the Invoice Type documentation, 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, 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.
Delivery Amount	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 Manage Project Product Bills screen in Costpoint Billing or by DD250 invoice postings from Costpoint Sales Order Entry. This field displays the full value of the shipped finished good.
Account	This non-editable field displays the account number from the Accounts Receivable History Table.
Organization	This non-editable field displays the organization from the Accounts Receivable History Table.
Project	This non-editable field displays data from the Accounts Receivable History table.
Ref 1	This non-editable field displays the reference 1 number from the Accounts Receivable History Table.
Ref 2	This non-editable field displays the reference 2 number from the Accounts Receivable History Table.
Func Amount Recvd	This field displays the amount received in terms of your company's functional currency.
Func Unidentified Amt Recvd	This field displays the unidentified amount received expressed in terms of your company's functional currency.
Func Discount Taken Amt	This field displays the amount of the discount taken in terms of your company's functional currency.
Func Finance Charge Recvd	Enter the amount of the finance charge that you received for this invoice. Enter this amount as a separate line item. The total of this column plus Amount Received plus Unidentified Amount Received must add up to the Amount Received in the top of the screen. Note: The Account/ Org/Project where you post finance charges is usually different than the receivable account used for A/R.