Accounts Receivable > Invoice > Create AR Invoice

The AR Invoice Transaction function allows you to create and amend accounts receivable invoices. Creating invoices increases the customers’ account balances, accumulated-to-date (ATD) sales, and year-to-date (YTD) sales. It decreases the on-hand quantity balances of the inventory records of stock items. In this section, we will discuss how to create an AR invoice using the AR Invoice Transaction function.

Various drillable fields are available in this function. When you click drillable fields in this function, the corresponding Maintenance function is automatically displayed. The following are some exceptions:

•If the Inventory Control module is not activated, you cannot drill down on the Warehouse field and you cannot access its corresponding List box button. You also cannot drill down on the In-Transit Quantity field in the Line Items page.

•If the Purchase Order module is not activated, you cannot drill down on the On-Order Quantity field in the Line Items page.

To create an invoice, perform the following steps:

1.Access the AR Invoice Transaction function from the Invoice group in the Transactions menu. Click the New button to create a new AR invoice transaction.

2.In the Customer # field, enter the number of the customer for whom you want to record an accounts receivable invoice. Alternatively, you may click the Lookup button to display the Search window showing all customers with an active status; then, click a customer number to select.

Note: If the customer number that you enter in the Customer # field is for a company who has exceeded its credit limit, the system will display a message informing you that the customer’s credit limit has been reached. You may proceed to create an invoice for this customer by clicking the Yes button; however, you cannot save the invoice that you have created unless you have activated the Allow to Exceed Credit Limit option in the General Information page of the AR Module Setup or SO Module Setup function or unless you increase the customer’s credit limit..

3.In the Information page review, and enter, accept or amend information which is applicable to the invoice. For more information, refer to the Information Page section.

4.In the Line Items page, enter the line items for the invoice. Also, enter other required information pertaining to the line items included in the invoice. For more information, refer to the Line Items Page section.

5.In the Payment/ Bill / Ship page, provide the sales tax code, method of payment, the billing and shipping addresses, and contact information for the invoice. For more information, refer to the Payment / Bill / Ship Page section.

6.View or update the customer activities in the Activity page. Refer to the Activity Page section for more information.

7.In the Notes page, enter narrative information about the customer and for the invoice. For more information, refer to the Notes Page section.

8.When you are ready to save the invoice that you are creating, click the Save button in the function toolbar to proceed. In the Create AR Invoice save confirmation window that is displayed, perform these steps:

•If the User Input (Numeric) option is selected in the AR Module Setup function, follow these steps:

5.1. Enter a receipt number in the Invoice # field.

5.2. Click the Save button to save the transaction; otherwise, click the Cancel Save button.

Note: If the Automatic option is activated for Invoice Numbering in the AR Module Setup function, AccountMate will automatically provide an invoice number in the Invoice # field, and both the Save and Cancel Save buttons are disabled.

9.When you have saved the transaction, you can choose to perform any of the following options:

oPreview

Click the Preview button if you want to view the invoice before you print it.

oPrint

Click the Print button if you want to print the invoice.

oE-mail

Click this button if you want to send the invoice as an attachment to an email. Click the List box button to select the file format of the report to be attached to the email.

oExport

Click the Export button if you want to export the invoice. Click the List box button to select the file format in which you want to export the invoice.

oApply Payment

Click this button to access the Apply Payment function directly from this window in order to record customer payments.

oContinue

Click this button if you want to close the Save window but still view the recently saved transaction so you can review or amend it.

oNew

Click the New button to create another AR invoice transaction.

oClose

Click this button to close the save window and close the transaction function screen. Alternatively, you may click the [X] button at the upper right corner of the save confirmation window.

Note: The Preview, Print and Apply Payment buttons are enabled only if the user has the necessary access rights to these functions. To manage user access rights, use the Groups access rights function in the System Administrator module.

Create AR Invoice

Create AR Invoice

See Also