Invoice Entry
Contents
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 accounts receivable balance that is actually expected to be collected. Display only |
| Remaining | Remaining credit limit balance. Display only |
| Status | This is the invoice status. As the invoice progresses through the stages, the status will update to reflect current status. Display only |
| Created by | Displays the user ID, date and time for the invoice creation. Display only |
| Modified by | Displays the user ID, date and time that the invoice was modified, if applicable. Display only |
| Posted | Displays the user ID, date and time that the invoice was posted. Display only |
| Printed | Displays the user ID, date and time that the invoice was printed. Display only |
| Invoice amount | Displays the total amount of the invoice from the Line Items tab. Display only |
| Amount to pay | Displays the amount owed. Display only |
| Last payment | Displays the date of the last payment made against this invoice. Display only |
Line Items tab
To proceed to the Line items tab, click the Line items button on the lower right corner of the Invoice Setup tab, or click the Line Items tab. The Invoice Item Detail screen will appear.
When you have finished entering the line item details, your invoice will look something like this:
If you click the Add button on the toolbar, you will see that you have the following options:
Add Item
If you select Item from the Add dropdown, the Invoice Item Detail screen will launch
Add Comment
If you select Comment from the Add dropdown, the Invoice Comment Line screen will launch
Add Shipping charges
If you select Shipping Charge from the Add dropdown, the Invoice Item Detail for Miscellaneous Charges screen will launch
Add Service charge
Add Discount
If you select Discount from the Add dropdown, the Invoice Item Detail for Miscellaneous Charges screen will launch. This will allow you to add the type of transaction. In this case, you'll select Discount. When you have entered the information, click OK.
Transactions tab
When you click the transactions tab, you will see a screen similar to this one:
If you double-click any of the transactions listed on this screen, the Invoice will launch in View mode:
If you click the Customer button on the toolbar, the Customer Entry screen will launch in View mode.
Customer Info tab
When you click the Customer Info tab, you will see the Customer Entry screen in view mode. To modify any of the customer information, click Edit. This will activate the fields for modification:
When you have finished making your modifications, click Save to retain your changes.
When you have finished entering all of your details for the invoice, click Save to retain your changes.
Finding an Existing Invoice
To locate an existing invoice, you can do one of two things. Enter the invoice number in the Invoice # field and press Enter, or click the Find button to launch the A/R Inquiry screen.
Once you have located the invoice, you can click Edit to modify any of the items, if desired.
