To Create an Invoice (with Item Quantities and Unit Costs)

  1. Open the Invoices and Memos (AR301000) form.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  2. On the form toolbar, click Add New Record.
  3. In the Type box of the Summary area, select Invoice.
  4. In the Date box, change the current business date, if needed.

    The Post Period box is filled in automatically based on the selected document date.

  5. In the Customer box, select the customer associated with the document.
  6. In the Location box, check the customer location, and change it, if needed.
  7. Make sure the document currency in the Currency box is the one you need, and select another one, if needed.
  8. In the Terms box, check the credit terms associated with the customer.

    In the Due Date box, the due date of the invoice is calculated based on the credit terms. The credit terms may allow a cash discount to be taken and specify its terms in the Cash Discount Date box.

  9. If needed, in the Customer Order Nbr. box, enter the reference number from the original customer document.
  10. In the Description box, add a brief description of the invoice.
  11. On the Details tab, for each line the invoice, click Add Row on the table toolbar and do the following:
    1. If needed, in the Inventory ID column, enter the ID of the particular item sold or service provided to the customer.
    2. If needed, in the Transaction Descr. column, enter a description of the transaction if it has not been filled in automatically.
    3. If needed, in the Quantity column, enter the quantity of the item sold.
    4. If needed, in the UOM column, enter the unit of measure for the item if it has not been filled in automatically.
    5. If needed, in the Unit Price column, enter the price per unit if it has not been filled in automatically.
    6. In the Ext. Price column, enter the extended price of the specified inventory item or service if it has not been calculated automatically.
    7. If needed, enter the discount percentage in the Discount Percent column or the discount amount in the Discount Amount column, if you offer the customer a discount on this item or service.

      If you enter a percentage, the system will calculate the discount amount automatically by multiplying the extended price of the item by the discount percentage.

    8. Check the Amount column, which displays the total for the line item. The system calculates this total by deducting the discount amount (if any) from the extended price.
    9. Check the Account column. By default, the system uses the sales account of the customer location, but you can select another account.
    10. Check the Subaccount column if applicable, and change it, if needed.
    11. If needed, in the Salesperson ID column, select the salesperson associated with the customer.
    12. If needed, in the Deferral Code column, select a deferral code if the expenses related to the item or service must be recognized in future periods.
    13. If needed, select the Commissionable check box if a commission is paid on the line item amount.
  12. If you want to save the document with the Balanced status, do one of the steps below:
    • If the Amount box of the Summary area is available on the form, enter the total amount of the invoice in this box.
    • If the Amount box is not available on the form, notice that the total amount of the document is displayed correctly in the Balance box.
  13. If needed, in the Discount Total box of the Summary area, enter the amount of discount if you want to apply the manual discount to the document.
  14. In the Cash Discount box of the Summary area, check the cash discount amount of the document.
  15. On the form toolbar, click Save.