Enter Invoices > Rapid tab

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Rapid tab to enter invoice and credit memo transactions in a grid format. As you enter data in this tabbed page, the application updates the corresponding fields in the Detail tab.

Choose Actions > Enter Invoices and click the Rapid tab.

Fields & buttons

You can choose to hide or skip certain columns in the grid by marking the checkbox for those columns in the Edit > Options dialog.

  • Template. If you set up any invoice templates with an On Demand frequency in the Setup > Invoice Templates screen, you can select the applicable template in this field. The application recalls the information from the template record and enters it in the appropriate fields for this invoice transaction.
  • Type. (Required) Select the applicable transaction type - Invoice or Credit Memo.
  • ID. (Required) Select the applicable customer. The application automatically enters the customer name in the Customer field.

    Note: To use the same customer as the last saved transaction, press TAB (or ENTER, if you marked the Use Enter key to move between fields checkbox in the Setup > User Preferences dialog) without selecting a customer.

  • Journal. (Required) By default, the application uses the journal selected in the Settings and Field Defaults section of the Enter Invoices Options dialog, but you can select a different journal if necessary.
  • Posting Period. (Required) By default, the application uses the current posting period, but you can select a different posting period.
  • Date. (Required) Enter the transaction date or use one of the date entry shortcuts.
  • Reference. If the Disable auto increment reference number checkbox is not marked in the Accounts Receivable tab of the Setup > Clients screen, the application automatically enters the next reference number in this field. You can enter a different reference if necessary. If you leave this field blank, the application assigns a reference when the invoice is printed.
  • Payment Term. If applicable, select the appropriate payment term. The application uses payment terms to determine due dates, discount dates, discount amounts. Payment terms are set up in the Setup > Firm Information > Payment Terms screen.
  • Due Date. (Required) The application automatically calculates the due date based on the payment term selected, but you can enter a different due date. If a payment term is not selected, this field will default to the transaction date.
  • PO #. Enter a PO number for this transaction.
  • AR Account. (Required) Select the appropriate GL account to use for the accounts receivable account.
  • Message. By default, the application uses the text from the Message field in the Invoice Information section of the Setup > Customers > Accounts Receivable tab, but you can modify the message as needed.
  • Discount Exp. This field is available only if the Offer payment discount checkbox is marked for this client in the Accounts Receivable Processing section of the Setup > Clients > Accounts Receivable tab. If you select a payment term, the application calculates the discount expiration date and displays it here. But you can override the date as necessary.
  • Discount Amount. This field is available only if the Offer payment discount checkbox is marked for this client in the Accounts Receivable Processing section of the Setup > Clients > Accounts Receivable tab. If you select a payment term, the application calculates the discount amount and displays it here. But you can override the amount as necessary.
  • Discount Account. This field is available only if the Offer payment discount checkbox is marked for this client in the Accounts Receivable Processing section of the Setup > Clients > Accounts Receivable tab. The application displays the account selected for the client in the General Ledger Accounts section of the Setup > Clients > Accounts Receivable tab.
  • Balance Due. The application automatically calculates the balance due by summing the gross amounts and subtracting discounts and payments that have been applied.

By default, the Invoice items grid is collapsed for all transactions. Click the plus sign (+) to the left of any transaction to display the items that are included on the invoice. Each row in the grid represents an item on the invoice.

  • Item / Description. Select an item to include on the invoice. The drop-down list includes all active Item, Service, Other Charge, Group, and Discount items that were set up in the Setup > Invoice Items screen.
  • Non Disc. This field is available only if the Offer payment discount checkbox is marked for this client in the Accounts Receivable Processing section of the Setup > Clients > Accounts Receivable tab. The field displays the discount status as set up for this item in the Setup > Invoice Items screen. If the checkbox is marked, this item is not eligible for a discount.
  • Quantity. If applicable, enter the quantity of the invoice item to include on the invoice.
  • Price. Enter the per-item price.
  • Amount. The application calculates the total amount for this item based on the quantity and price.
  • Tax status. This field indicates the tax status of the invoice item. By default, Accounting CS uses the tax status selected for this item in the Setup > Invoice Items screen. Or if this is a tax exempt customer (one with a value entered in the Tax exempt # field in the Setup > Customers > Main tab), the application uses Non-tax by default. If applicable, you can select a different tax status that applies to this invoice only.

Related topics

Using the Rapid tab of the Enter Invoices screen

Entering customer invoices

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