Enter Invoices > Detail tab

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Use the Detail tab to enter invoice and credit memo transactions, to view detailed invoice information, and to see which payments have been applied to this transaction.

Choose Actions > Enter Invoices and click the Detail tab.

Fields & buttons

  • 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.
  • Customer ID. (Required) Select the applicable customer. The application automatically enters the customer name in the Name 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, and discount amounts. Payment terms are set up in the Setup > Firm Information > Payment Terms screen.
  • Due date. 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.
  • AR account. (Required) Select the appropriate GL account to use for the accounts receivable account.
  • PO #. Enter a PO number for this transaction.
  • 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. The message can be up to 1,000 characters long. Depending on the length of the message, you may want to click the Ellipsis Ellipsis button button to open the Message dialog, where you can enter and view the text in a separate dialog that includes spell check functionality.

Tabbed pages in this section

  • Items. Use this tabbed page to select items to include on the invoice. The drop-down list in the Item column includes all active Item, Service, Other Charge, Group, and Discount items that were set up in the Setup > Invoice Items screen. Select the items and specify the quantity and price or total amount. If the items on the invoice are taxable, select the applicable sales tax item. The drop-down list in the Sales tax item field includes all sales taxes and sales tax groups set up in the Invoice Items screen for the selected client.

    Notes

    • You can modify the description, which can be up to 1,000 characters long. To view and edit the description in a separate dialog that includes spell check functionality, click the Ellipsis Ellipsis button button to open the Description dialog.
    • 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.
  • Shipping. Use this tab to specify shipping information for this invoice. Select the shipping address and shipping item (defined in the Enter Invoices screen for Shipping type items), and then enter the shipping amount and date. You can also specify the name of a specific person to whom to address the invoice.

These fields are 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.

  • Discount exp. 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. 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. The application displays the account selected for the client in the General Ledger Accounts section of the Setup > Clients > Accounts Receivable tab.

This grid displays the payments that have been applied to this invoice. To unapply any of the applied payments, highlight it in the grid and click the Unapply Selected button.

This section displays the amounts that comprise the invoice, the gross invoice total, and the invoice due date.

This section displays the customer balance.

This section displays the aging information, which is based on the transaction due date.

Related topics

Using the Detail tab of the Enter Invoices screen

Entering customer invoices

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