CenterPoint Fund Accounting - Customer Invoices - Quick Entry

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Customer Sales Invoices - Quick Entry Video - Duration: 15 min 16 sec

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Customer Invoices are used to record a sale of goods or services. If the invoice is entered without a payment, the invoice will increase the customer's balance and the accounts receivable account. A return is entered using the same process, but negative quantities are used instead of positive.

In this topic, we will identify how to enter customer invoices quickly on a single-tab consolidated entry screen. Invoices can also be entered on a multi-tab entry screen by following the Enter a Paid Sales Invoice, Enter an Unpaid Sales Invoice or Return, or Enter an Unpaid Sales Invoice or Return with Inventory topic.

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Entering a Sale

1. To begin entering a sale or return, select Processes >Revenues>Customer Invoices - Quick Entry (Detail).

2. Enter the Customer by typing in a portion of the customer’s name or abbreviation or click on the lookup button to display a list of your existing customers.
• If you enter a name into the Customer box and it does not exist, the Lookup screen automatically displays, from this screen you can either Create a New Customer or Create a One-Time Use Customer:
  • Create a New Customer - Click New . The Add a New Customer screen displays with the name that you entered automatically displaying in the Company/Fund box. Complete the additional details to create the customer and then click Save.
  • Create a One-Time Use Customer - Click New One Time Use. The New One Time Use Name screen displays with the name that you entered automatically displaying in the Name box. Complete the additional details to create the one time use customer, including the customer Price Level, and then click Save. When creating a new customer through the New One Time Use Name screen, the customer is automatically saved as an inactive customer in all companies/funds so it does not appear in Customer lookups (unless you chose to lookup inactive customers).

3. To view or change the customer's Billing Name/Address, Shipping Name/Address, or Sales Tax, click the Address icon to display the Customer Billing & Shipping Addresses screen.

4. To view or add internal notes for a customer, click the Additional Notes icon .
Note: To add a time stamp to a note added or edited on the Additional Notes screen, click Stamp. If you are adding/editing a stamp in a database without security, the stamp will display "Edited on (current date and time)". If you are adding/editing a stamp in a database with security, the stamp will display "Edited by (username) on (current date and time)".
5. In the Invoice Number box, the next available sequence number will display. Click the Sequence icon or press F4 to display the sequences associated with the Customer Invoices screen. From the list of sequences, select the sequence that contains the next number that you want to display in the data entry box. The next sequence number will display. If the list of sequences that displays does not contain any sequences, right-click, select New, and create a sequence for the data entry box. If you want to change the sequence number that displays, you can either type over the sequence number to change the next available sequence number, or right-click, select Edit, and then change the sequence number. Messages will display when duplicate sequence numbers are found based on the Duplicates and the Check When fields in Setup > General > Numbering Sequence. The messages inform you if a duplicate sequence number was found and how the duplicate sequence number should be replaced with a new sequence number, automatically or manually.
6. The Date box will display the current system date.
7. If desired, enter a Customer PO # or some other information that indicates the source of the invoice (up to 20 characters).
8. Click the Terms icon to verify or change the Due Date and Discount Date.
9. In the Salesperson box, verify or enter the salesperson responsible for this invoice.
10. The Commissions box displays the calculated commission for the selected salesperson. Change the amount and the Override check box is selected automatically. Uncheck Override to return to the original calculated amount.
11. There are many fields that can be displayed in the data entry grid. These can be selected by right-clicking anywhere in the grid and selecting Add/Remove Columns. In this topic, we will identify the most commonly used fields.
12. Select the first Item ordered by the customer by either typing in a portion of the item abbreviation or the item description or click on the lookup button to display a list of items. Once the Item is selected the system will automatically display the Description, Account , Unit of Measure, and Sales Price. This information will pull from the information that has been setup on the item and can also be modified, if needed.

13. Specify the Quantity sold. A positive quantity is used for a sale, a negative quantity for a return The Amount is calculated from the price. The Description, Account and Sales Price can also be modified, if needed. 

14. Continue entering additional lines on the Invoice for each item that is sold to this customer.
    • If you click the Detail button in the data entry grid, you can enter additional details about the transaction, for example for some of the fields you chose not to display on the data entry grid such as associated account, notation, and department. If you click in the Account box on the Detail screen you can also display an Account Balances screen. This screen will display the latest period balances for the account entered on the grid. If the account is not a balance sheet account, a balance will not display.
    • The Substitutes button will be highlighted in red if there is not enough quantity available from the item/location combination and the item has a substitute. Click the button to display the Substitutes Locations/Items screen. The Inventory Locations tab allows you to view the quantity on hand, assigned, available at the locations available in the system. The Substitutes tab lists any substitute items, inventory locations, quantity on hand, assigned, available, on order, and unit of measure.
    • If you click the Additional Description button on the data entry grid, the Sales Item Additional Description screen displays that allows you to type in a 3200 character additional description for each line item in the data entry grid.
    • If you click the Comments button on the data entry gird, a Line Comments screen displays that allows you to type in a 3200 character comment for each line in the data entry grid.
    • If you click the Price Level button in the data entry grid, the Price Levels screen displays the price levels for the pricing method for the item being entered and allows you to select a different price level for the item.
    • The Taxed check box allows you to indicate if a sales item is taxable or non-taxable on each line of the invoice. If an exemption id is required for this customer, it can be entered in Setup > Customers > Accounting in the Exemption Id box.
    • A Notation can also be entered if you'd like to specify a description of what was purchased. If the sales item has an additional description, it will display in the Notation column. The Notation field is optional.
15. Click the Memo/Comments button to add or view Memo 1 or Memo 2 (which print on the invoicete), Comments (or a 3200 character comment for the invoice), or up to eight custom fields you can define in File > Preferences > General > Custom Transaction Fields .
16. Select the Shipping Method.
17. If applicable, enter Freight and Miscellaneous charges at the bottom of the screen. The Freight and Miscellaneous dollars can be added when the order is filled also. To specify management details to be posted for the freight or miscellaneous charges, for example profit center, location, project, etc. or a notation specific to these charges, click the Freight or Miscellaneous buttons and enter the information on the Details screen.
18. If you entered a weight for your inventory items in Setup > Inventory > Items, the Total Weight will display the sum of each line item's weight multiplied by the Quantity Ordered (converted to Stocking Units). You can add an optional Weight column to the data entry grid to display the weight of each item multiplied by the Quantity Ordered (converted to Stocking Units) by right-clicking and selecting Add/Remove columns.
19. The Sales Tax will be calculated automatically based on the Sales Tax selected in Setup > Customers. To change or adjust the Sales Tax, click the button labeled wit the assigned sales tax (next to the amount).

20. If the customer is setup to receive Trade Discounts, the amount calculated will be displayed in the Discounts box.
21. The Invoice Total box displays the calculated amount from the Subtotal + Freight + Misc + Sales Tax - Discounts boxes.
22. Click the Amount Received button to apply applicable customer deposits/term discounts and pay the remaining balance while assigning the receipt account, payment type, and check/ref#. Click OK.

23. Verify the information for accuracy and click Save to complete the invoice. If the Invoice Total is less than zero, the Customer Credit Invoices preference in File > Preferences > Customer Invoices > Customer Returns and Refunds will be checked to determine how to handle the negative invoice:

• Not Set - When a negative customer invoice is entered and you click Save, the following screen will display for you to determine if you want the negative invoice saved as a Customer Deposit (Refundable Credit) that posts to Customer Deposits instead of an Accounts Receivable account or Negative Invoice that posts to your Accounts Receivable account. You also have the opportunity to save your selection as your preference in File > Preferences > Customer Invoices > Customer Returns and Refunds and not display this screen again
• Save as a customer deposit invoice (refundable credit) - When a negative customer invoice is entered and you click Save, the negative invoice will be saved as a Customer Deposit (Refundable Credit) that posts to Customer Deposits instead of an Accounts Receivable account. The Customer Deposit can then be refunded or applied to a future invoice. You will not see the Credit Invoice Save Options screen when this preference is set.
• Save as negative invoice - When a negative customer invoice is entered and you click Save, the negative invoice will be saved as a negative invoice that posts to your Accounts Receivable account. The amount will show as a credit on the customer's account and can be applied to an outstanding balance on the Receipts screen. You will not see the Credit Invoice Save Options screen when this preference is set.
• Always Show me the Save Options - When a negative customer invoice is entered and you click Save, the Credit Invoice Save Options screen will always display for you to determine if you want the negative invoice saved as a Customer Deposit (Refundable Credit) that posts to Customer Deposits instead of an Accounts Receivable account or Negative Invoice that posts to your Accounts Receivable account. You also have the opportunity to save your selection as your preference in File > Preferences > Customer Invoices and not display this screen again.

24. The invoice will be printed if the Print button had a green check mark on it or e-mailed if the E-mail button had a green check mark on it.

 

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