Accounts Receivable > Invoice > Create AR Invoice

In the Payment/Bill/Ship page of the AR Invoice function you can enter the data for the method of payment, billing and shipping addresses, and sales tax rate that will be applied to this invoice.

To enter relevant information in this page, perform the following steps:

1.In the Payment area, accept or amend the default values in the following fields:

oInvoice Total

This read-only field shows the total amount of the AR invoice you are creating. The amount is shown in the customer's currency.

oPay Code

The pay code signifies the method of payment used for the shipment of the line items in this invoice. Accept the default or enter another pay code. You may also click the List box button to select a different pay code.

Note: You can assign a Pay Code with a ClickToPay type only if the ClickToPay feature is enabled.

oBank #

This is the bank into which the payments for the shipped quantities in this invoice will be deposited. The default bank comes from the pay code record.

Note: If the Automatically Pay Invoice option in the pay code record is not activated, you cannot amend the Bank # field.

The following fields correspond to the pay code you provided in the Pay Code field. Depending on the pay code you entered, you can accept or amend the values in the following fields:

oCheck/Card #

This field is only enabled if you have entered a pay code that has a Check or Credit Card pay type. Enter in this field, the appropriate check or credit card number. If you entered a credit card number, you may click the List box button to select a credit card number from the credit card number(s) that you have set up in the customer record whose pay code(s) match(es) with the pay code that you entered in the Pay Code field. If the pay code’s pay type is Check, the Automatically Pay Invoice option in the pay code record must be marked to enable this field.

oExpires on

If you entered a credit card pay code, the system will automatically display this field and the expiration date of the credit card entered in the Card # field that you have set up in the customer record.

oCardholder Name

If you entered a credit card pay code, the system will automatically display this field and the name of the cardholder that you have set up in the customer record.

oReference

This field is only accessible if the Automatically Pay Invoice option is activated in the pay code record. Enter in this field appropriate reference for the payment.

oSave Credit Card

Mark this checkbox if you want AccountMate to save the credit card information in the customer record upon saving this transaction. This checkbox is inaccessible if the Save Credit Card checkbox is not marked in the customer record or if the Save Credit Card in Customer File feature is not activated in either SO Module Setup or AR Module Setup.

Notes:

•If the pay code type is Check, the Expiration Date and Card Holder fields are not accessible.

•If you have been granted the necessary access right, you can view the entire credit card number in the Check/Card # field; otherwise, you can only see the first six (6) and the last four (4) digits of the credit card while the rest are replaced with asterisks.

•If you enter a new credit card record in this function and you mark the Save Credit Card checkbox, the credit card information in the customer record will be updated once you save this transaction. The Save Credit Card checkbox is inaccessible if the Save Credit Card checkbox is not marked in the customer record or if the Save Credit Card in Customer File feature is not activated in either SO Module Setup or AR Module Setup.

2.In the Billing Address and Shipping Address areas, enter the billing and shipping addresses and the contact information for the billing and the shipment of the sales order for which the invoice is created for.

Notes: If you have entered address codes in the Bill To Address and Ship To Address fields in the customer record, the default billing and shipping addresses come from the Address Maintenance record; otherwise, the default addresses come from the primary address and primary contact information in the customer record.

2.1. To change the default billing or shipping address, enter an address code in the Address Code field. You may also click the List box button to select a different address code.

2.2. To manually amend the billing and shipping addresses, click the Overwrite Address button adjacent to the Address Code field to enable the fields in the Billing Address or Shipping Address areas; then, enter the desired address and contact information.

3.In the Tax Code field, enter a sales tax code that you want to apply to the taxable line items in the invoice. You may also click the List box button to select a different sales tax code. To apply a sales tax to the line item, the line item must be taxable and a sales tax rate must be entered in this page. Access the Line Items Page to verify that the Taxable checkbox is marked for each line item.

Notes:

•If you have provided a shipping address code in the Address Code field, the default sales tax code comes from the Address Code maintenance record; otherwise, the default value comes from the customer maintenance record.

•The Taxable checkbox is only accessible if the Allow Overwrite Tax Status option is activated in the inventory item record.

Payment/ Bill / Ship Page

Payment/ Bill / Ship Page

See Also