Invoice Entry

Overview of AR12

Most invoices in DDI are created through generation from orders. As a new order progresses naturally through item picking and picking completion, it becomes eligible for the generation of an invoice showing the ship-to and bill-to addresses, item quantities ordered, the balance due and payments made against that balance, etc. There’s no need to construct the invoice piece by piece, as the system generates it in a form appropriate for the order in its current state.

There may be occasions, however, when automated, order-based invoicing is impractical. You might even have a need for an invoice when no order exists. Perhaps you want to charge a customer for a service rendered, for example. Or maybe you’re selling pre-picked inventory at an event and need to produce invoices to get purchases into the A/R system. Invoice Entry is intended to be used for standalone invoices like these.

Note: While Invoice Entry is well-suited to standalone invoicing needs, it should not be used to modify invoices produced through Order Entry and related activities. This can create unintended discrepancies between Order Entry and Accounts Receivable. Although it is possible to access order-generated invoices in Invoice Entry, DDI doesn’t recommend modifying them here.

• From the DDI Connect main menu, double-click Accounts Receivable
• Double-click Invoice Entry. You will see this screen:

Adding a New Invoice

To add a new invoice, click the New button on the toolbar. You will see this screen:

There are multiple tabs available on this screen.

Invoice Setup tab

The following fields are available on the Invoice Setup tab:

Field	Description
Customer #	Type the customer number in this field, or click the list icon to search for the customer record. YOu can also click the Add button to launch the Customer Entry process
Invoice dt	The invoice date will default to the business date of your system. You can modify the date by typing the new date in mm/dd/yyyy format or by clicking the calendar icon to select the new date
G/l tran date	This is the date that the invoice transaction will be posted to the GL. The date defaults to the business date, but you can modify it by typing the new date in mm/dd/yyyy format or by clicking the calendar icon to select the new date
Comment	If desired, enter a comment on the invoice
Trans type	The transaction type code will default to sale. To change it, type the new transaction code or click the list icon to select from a list of active transaction type codes in the system
Form code	The system will default the form code to INV for invoice. This should not be changed
Terms	The terms will default to the term code you established as the default for this customer. You can change the terms by typing the new code or clicking the list icon to select from a list of active term codes in the system
Due date	The due date will default from one month from today's business date. You can change the due date by typing the new date in mm/dd/yyyy format or by clicking the calendar icon to select the date
Discount dt	If the customer is eligible for a discount on this invoice if paid by a certain date, enter the date on or before which they have to pay the invoice. Type the date in mm/dd/yyyy format or click the calendar icon to select the date
Discount percent	If applicable, enter the % of the total invoice that is applied as a discount if the invoice is paid on or before the Discount date
Credit limit	If the customer has a credit limit with your organization, this field displays their limit. Display only
Balance	If the customer has an outstanding balance with your organization, it is shown here. Display only
Actual balance	The actual balance is the difference
Remaining	Example
Status	Example
Created by	Example
Modified by	Example
Posted	Example
Printed	Example
Invoice amount	Example
Amount to pay	Example
Last payment	Example