Invoices and Memos

Opens the Payments and Applications (AR302000) form with the elements filled in with the customer information and with the document amount.

This button and command appear only if the document has the Credit Memo type.

Approves the selected document and changes its status from Pending Approval to Pending Print, Pending Email, or Balanced, depending on the settings specified in the Data Entry Settings section on the General tab of the Accounts Receivable Preferences (AP101000) form. If parallel or multistage approvals have been configured and other approvals are required for this document, its status remains Pending Approval.

When you click this button or command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected in the Reason for Approval box. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.

This button and command appear on the form only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.

This command is available for documents that have the Invoice, Debit Memo or Overdue Charge type, and the On Hold, Pending Print, Pending Email, or Balanced status. For details on putting a document on credit hold, see Automatic Credit Verification: General Information.

Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing.

This button and command are available if the document has the Balanced status. The status is assigned by default to a new document if the Hold Documents on Entry check box on the Accounts Receivable Preferences (AR101000) form is cleared.

Opens the Payments and Applications (AR302000) form with the elements filled in with the customer information and with the invoice amount specified as the document amount.

This action and command appear for a document that has the Invoice or Debit Memo type, and is available only if the document has a status of Open.

Navigates to the Pro Forma Invoices (PM307000) form.

This menu command is available only if the invoice has originated from a pro forma invoice.

Navigates to the Project Transaction Details (PM401000) form.

This menu command is available only if the invoice has related project transactions.

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.

This command appears on the menu only if the Approval Workflow feature is enabled on the Enable/Disable Features form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.

Opens the Payments and Applications (AR302000) form, on which you can create a refund for the credit memo. This command appears on the menu for documents with the Credit Memo type.

For details, see Refunds: General Information.

Rejects the selected document and changes its status from Pending Approval to Rejected.

When you click this button or command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected in the Reason for Rejection box. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.

After rejecting the document, you can click Hold to assign the On Hold status to the document; you can then modify it and resubmit it for approval.

This command appears on the menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.

Navigates to the Release AR Retainage (AR510000) form, where you review the settings of the retainage to be released, and then run the process of releasing the retainage. (As a result, a retainage invoice or credit memo is created in the system.)

This command appears on the menu only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

Releases the document from credit hold and changes the document’s status to Balanced, Pending Print, or Pending Email (if the document had one of these statuses and was put on credit hold but has not been emailed or printed yet), or to Pending Approval if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an active approval map is selected for the document type on the Accounts Receivable Preferences (AR101000) form.

For details on releasing a document from credit hold, see Automatic Credit Verification: General Information.

Changes the status of the document from On Hold to Balanced, making it possible to release the document.

This button and command are available if the document has the On Hold status. For a new document, they appear by default if the Hold Documents on Entry check box on the Accounts Receivable Preferences (AR101000) form is selected or if approvals are configured for AR documents—that is, if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.

Initiates validation of the customer's bill-to and ship-to addresses through the integrated specialized software or service.

This command appears on the menu only if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

Navigates to the Bills and Adjustments (AP301000) form where you can view the AP document generated for the selected AR document.

This command appears on the menu if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form.

• Current Line To recalculate prices and discounts for the selected line of the document
• All Lines: To recalculate prices and discounts for all lines of the document

A check box that indicates (if selected) that when you click OK, the system does the following for the selected line or all lines (depending on the option selected in the Recalculate box):

• Updates the item price with the current price if the price has been changed on the Sales Prices (AR202000) form.
• Checks whether the state of the Ignore Automatic Line Discounts check box for the item price has been changed on the Sales Prices (AR202000) form. If it has, the system does the following:
  • If it has been cleared, applies or updates the automatic line discounts if the discounts have been changed
  • If it has been selected, removes any automatic line discounts that have been applied

With the current check box selected, the system updates document discounts as well as group discounts related to the lines with updated prices. The system updates discounts regardless of the state of the Recalculate Discounts check box in this dialog box.

A check box that indicates (if selected) that the system must override the prices that have been modified manually in the Unit Price or Ext. Price column with the current prices. After the manual prices are overridden in the document, the system clears the Manual Price check boxes in the appropriate document lines.

This check box is available for selection if the Set Current Unit Prices check box is selected.

A check box that indicates (if selected) that when you click OK, the system will recalculate and apply automatic line discounts, group discounts, and document discounts, even if prices have not been changed for the selected line or lines.

The system will recalculate automatic line discounts for the line or lines if the Ignore Automatic Line Discounts check box is cleared. If the Ignore Automatic Line Discounts check box is selected for any line, the system will not recalculate or apply any automatic line discounts to the line.

If the Recalculate Discounts check box is selected and a manual line discount has been applied to any line of the document, the system will preserve the manual line discounts. The system will override the manual line discount only if the Override Manual Line Discounts check box has also been selected.

If the Recalculate Discounts check box is selected and manual group or document discounts have been applied, the system will preserve these discounts. The system will override the manual, group, or document discounts only if the Override Manual Group and Document Discounts check box has also been selected.

This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form.

If the check box is cleared, the system will preserve the manual line discounts in the processed lines.

This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.

A check box that indicates (if selected) that when you click OK, the system will remove any manual group and document discounts from the document, and will apply the applicable automatic group or document discounts if the conditions for applying these discounts are met.

If the check box is cleared, the manual group and document discounts will remain unchanged in the document.

This check box appears on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current business date.

If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).

The document type. The following types are available:

• Invoice: A document that contains a list of goods sold or services provided.
• Debit Memo: A document that adjusts the amount in previous undercharging invoices.
• Credit Memo: A document that credits a customer for damaged goods or a previous overcharging invoice.
• Overdue Charge: A document that lists overdue charges to be paid on an outstanding document that is past due. The option is available if the Overdue Charges feature has been enabled on the Enable/Disable Features (CS100000) form.
• Credit WO: A document that writes off a small credit of the customer. This document is created and released automatically by the system when you run the write off process on the Write Off Balances and Credits (AR505000) form for the Credit WO document type. You cannot create this document manually.
• Prepmt. Invoice: A prepayment invoice, which contains a list of the goods or services (or both) to be provided to a customer. The customer is expected to make a prepayment based on this document.

The status of the document, which is assigned by the system. The status can be one of the following:

• On Hold: You can edit the document but cannot release it. When a new document is created on the current form, it is assigned the On Hold status if the Hold Documents on Entry check box is selected on the Accounts Receivable Preferences (AR101000) form or if approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of this form; if the Hold Documents on Entry check box is cleared, the new document is assigned the Balanced or Pending Processing status.
• Pending Print: You can edit the document but should print the document before releasing it. After the document is printed, the document's status changes to Balanced. The document is created with this status if the Require Invoice/Memo Printing Before Release check box is selected on the Accounts Receivable Preferences (AR101000) form and if the Print Invoices check box is selected for the customer for which the invoice is created on the Customers (AR303000) form.
• Pending Email: You can edit the document, but should send the document by email before releasing it. After the document is emailed, the document's status changes to Balanced. The document is created with this status if the Require Invoice/Memo Emailing Before Release check box is selected on the Accounts Receivable Preferences (AR101000) form and if the Send Invoices by Email check box is selected on the Customers (AR303000) form for the customer for which the invoice is created.
• Credit Hold: The system has performed credit verification and has placed the document on credit hold because the validation has failed. If the document has this status, the Remove Credit Hold button is available on the form toolbar.
• Balanced: The Detail Total value of the document plus the Tax Amount value equals the Balance value. The document may be released, or it may be edited and saved with the On Hold or Balanced status.
• Scheduled: The document is attached to a schedule. Scheduled documents are used as templates for generating similar documents, with the dates calculated according to the schedule settings. A document can be scheduled if its status is Balanced, or Pending Print, or Pending Email.

  If the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form and Avalara integration is set up, when the status of a template document changes to Scheduled, no transaction is created in Avalara even if the document has taxes applied to it.

• Voided: The document is no longer used for generating recurring transactions. The system changes the document status from Scheduled to Voided when a user has removed the document from the table on the Document List tab of the Recurring Transactions (AR203500) form.
• Pending Approval: The document needs to be approved by the responsible approvers, which are assigned according to the approval map specified on the Approval tab of the Accounts Receivable Preferences (AR101000) form.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.

• Rejected: The document has been rejected by at least one assigned approver; the document can also be assigned this status because no approver has been found for it. A user can delete a document with this status or put the document on hold, edit the document, and submit it for approval.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.

• Open: The document has been released and cannot be edited. As payments are applied to the document, its balance decreases.
• Reserved: The document has been released and then put on hold. That is, on the Payments and Applications (AR302000) form, a user clicked the Hold button on the form toolbar (or the equivalent action) for the document when it had the Open status, and the system changed the document’s status from Open to Reserved. Reserved documents cannot be applied to outstanding documents and are excluded from the auto-application process. You can click Remove Hold to release the document from the Reserved status. This status is available if the document has the Credit Memo, Payment, Prepayment, Refund, or Balance WO type.
• Closed: The balance of the AR invoice, which had been open, is 0.

The date when the AR document was created. By default, for a new document, it is the current business date, but you can change the date.

You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.

The period to which the document should be posted.

By default, it is the current period, but you can change the period. The ability to post to closed periods is controlled by the Restrict Access to Closed Periods check box on the General Ledger Preferences (GL102000) form.

The original reference number or ID assigned by the customer to the customer document (for informational purposes).

If the AR document has been created based on a pro forma invoice, the customer order number is copied from the pro forma invoice.

The customer associated with the document.

If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of customers may be limited based on the branch specified for the document. A customer is available for selection if the Restrict Visibility To box on the Financial tab of the Customers (AR303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).

The location of the customer related to the document.

By default, it is the default location of the selected customer or, if the invoice is created from an opportunity, it is the customer location specified for the opportunity.

The currency of the document. To change the currency rate, click the arrow by the rate to open the Rate Selection dialog box.

You can override the currency rate used by the system if on the Customers (AR303000) form, the Enable Rate Override check box is selected for the customer.

The system checks whether an effective currency rate for the specified rate type is defined as of the selected date in all of the following cases:

• When you save the document
• When you change the currency and specify a non-base currency
• When you release the document

The credit terms used in relations with the customer.

For a retainage document, this setting is copied from the customer's settings by default.

For a credit memo, this box appears on the form (and is an optional setting) if the Use Credit Terms in Credit Memos check box is selected on the Accounts Receivable Preferences (AR101000) form. By default, the system copies this value from the customer's settings, but you can override this setting or clear the box. If this box is empty, the Due Date and Cash Discount Date boxes are empty, the Cash Discount box contains 0.00, and these three boxes are unavailable.

The date when payment for the document is due, in accordance with the credit terms.

For a credit memo, this box appears on the form if the Use Credit Terms in Credit Memos check box is selected on the Accounts Receivable Preferences (AR101000) form and terms are selected in the Terms box.

The end date of the cash discount period, which the system calculates by using the credit terms.

For a credit memo, this box appears on the form if the Use Credit Terms in Credit Memos check box is selected on the Accounts Receivable Preferences (AR101000) form and terms are selected in the Terms box.

The project or the customer contract with which this document is associated, or the non-project code, which indicates that this document is not associated with any project. The non-project code is defined on the Projects Preferences (PM101000) form.

The list of projects that are available for selection in this box depends on the Restrict Project Selection setting on the Projects Preferences (PM101000) form: If All Projects is selected, the user can select any project, and if Customer Projects is selected, the list includes only projects of the customer selected in the AR document.

The box is available if at least one of the following features is enabled on the Enable/Disable Features (CS100000) form: Project Accounting or Contract Management. If the Project Accounting feature is enabled, the AR check box must also be selected in the Visibility Settings section on the Projects Preferences (PM101000) form.

A check box that indicates (if selected) that this is a document with retainage. By default, the system applies the setting that has been specified for the selected customer in the Retainage section on the Customers (AR303000) form.

This check box appears on the form only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and can be edited if the selected document is unreleased and has the Invoice or Credit Memo type.

A check box that indicates (if selected) that for the selected document, payments can be applied to individual document lines. If the check box is cleared, payments can be applied only to the outstanding balance of the entire document.

This check box appears on the form if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form. The check box is available for selection only if no lines have been added to the document.

For each new AR document, the default state of this check box is inherited from the settings of the customer selected in the document—that is, the settings that have been specified for the customer in the Financial Settings section on the Financial tab of the Customers (AR303000) form.

If this check box is selected for a credit memo that has a cash discount, the cash discount will be distributed equally between the document lines. The distributed value of each line is saved in the database as the cash discount balance.

If this check box is selected for the document and on the Financial tab, a tax zone for an external tax provider is selected in the Customer Tax Zone box, the system will not allow you to release this document because the Payment Application by Line feature is not supported for taxable documents using external tax providers such as Avalara.

A check box that indicates (if selected) that this is a retainage document, which means an invoice or a credit memo with an amount withheld from the invoice or credit memo with retainage.

The system automatically selects this check box for a document the system has created when the retainage was released for the related document with retainage.

The sum of the discounts specified for the document on the Discounts tab. This box is available (that is, you can manually specify the discount amount) if the Customer Discounts feature is disabled on the Enable/Disable Features (CS100000) form. If the Customer Discounts feature is enabled, this box is unavailable.

For the document, if the Apply Retainage check box is selected, the Pay by Line check box is selected, or both check boxes are selected, this box is unavailable, and a warning message is displayed.

Read-only. The sum of the retained amounts of all document lines on the Details tab.

If the Retain Taxes check box is selected on the General tab of the Accounts Receivable Preferences (AR101000) form, this box shows the total retained amount with taxes.

The box appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

The difference between the original amount and the rounded amount.

The box appears on the form only if the Invoice Rounding feature is enabled on the Enable/Disable Features (CS100000) form.

For details, see To Set Up Document Amount Rounding.

The amount of the document after taxes and discounts.

If the Validate Document Totals on Entry check box is selected on the Accounts Receivable Preferences (AR101000) form, you enter this amount manually, and it should be equal to the sum of amounts in the Amount column of the Details tab (which is displayed in the Detail Total box) minus the total amount of group and document discounts (which is displayed in the Document Discounts box) plus the total amount of exclusive taxes. If the Validate Document Totals on Entry check box is cleared, this amount is calculated by the system and displayed only for released documents.

If the document is open, the outstanding balance after any payments were applied. If the document has the Open or Closed status, these payments are listed on the Applications tab of the form.

This box does not appear on the form if the document has the Prepmt. Invoice type and one of the following statuses: On Hold, Pending Approval, Pending Print, Pending Email, Rejected, Balanced, or Pending Payment.

The outstanding balance of the prepayment invoice after any payments were applied.

This box replaces the Balance box if the document has the Prepmt. Invoice type and one of the following statuses: On Hold, Pending Approval, Pending Print, Pending Email, Rejected, Balanced, or Pending Payment.

This box is available if the VAT Recognition on Prepayments feature is enabled on the Enable/Disable Features (CS100000) form.

The cash discount amount that has been or will be taken on the document, which the system calculates based on the specified credit terms. If a document has the On Hold or Balanced status, you can change the amount of the calculated cash discount.

For a credit memo, this box appears on the form if the Use Credit Terms in Credit Memos check box is selected on the Accounts Receivable Preferences (AR101000) form and terms are selected in the Terms box.

If you change the cash discount amount, the system recalculates the taxable and tax amounts of the document if the applied taxes have Calculation Rule set to Exclusive Line-Level or Exclusive Document-Level and Cash Discount set to Reduces Taxable Amount on the Taxes (TX205000) form.

Changes you make to the cash discount amount do not affect the taxable and tax amounts of the document if the applied taxes have Calculation Rule set to Inclusive Line-Level and Cash Discount set to Reduces Taxable Amount on the Taxes (TX205000) form.

For details on the automatic calculation of cash discounts, see Setup and Calculation of Cash Discounts.

If the document has retainage (that is, if the Apply Retainage check box is selected in the Summary area), the type of the related original document—Invoice or Credit Memo.

This column appears on the tab if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the document has the Retainage Document check box selected in the Summary area of the current form.

If the document has retainage (that is, if the Apply Retainage check box is selected in the Summary area), the reference number of the related original document. If this is a non-consolidated retainage document, this column shows the same value that is shown in the Original Document box on the Financial tab.

This column appears on the tab if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the selected document has the Retainage Document check box selected in the Summary area of the current form.

The number of the document line.

This column appears in the table when the Pay by Line check box is selected in the Summary area of the current form.

The subitem of the line item, if applicable.

This box is available only if the Inventory Subitems feature is enabled in your system.

Any comments relevant to the transaction. The alphanumeric string may contain up to 30 characters.

This column contains Multiple Installment Split and cannot be edited if the current document was created automatically by the system and if multiple-installment credit terms are selected in the Terms box of the current form for the original document.

If the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form, in the project-related invoice line that has been created during progress billing, the system copies the unit price from the Unit Rate column of the corresponding revenue budget line on the Revenue Budget tab of the Projects (PM301000) form.

The extended price, which is either the unit price multiplied by the quantity or a manually entered amount that may not be equal to the product of the unit price and the quantity.

If you want to update the extended price automatically to the current value (that is, the applicable sales or default price multiplied by the item quantity), you can use the Recalculate Prices and Discounts action. If you have modified the extended price once and saved the document, the value will not be updated by the system if you change the document date.

This column is available only if the document has the Prepmt. Invoice type and the VAT Recognition on Prepayments feature is enabled on the Enable/Disable Features (CS100000) form.

This column is available only if the documents has the Prepmt. Invoice type and the VAT Recognition on Prepayments feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the discount has been applied manually. If you clear the check box, the system clears entered discount percent, or discount amount, or selected discount code.

This column is available only if the Customer Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The code of the line discount that has been applied to this line automatically or manually.

This column is available only if the Customer Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The identifier of the discount sequence that has been applied to this line.

The column is available only if the Customer Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The percent that is applied to the amount in the Ext. Cost column minus the amount in the Discount Amount column. By default, the system fills in this column with the value specified in the Default Retainage Percent box on the Retainage tab of the form; you can override this value. If you do, the system recalculates the retainage amount accordingly.

This column appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.

The amount to be retained for the line. The system calculates the amount by applying the retainage percent to the amount in the Ext. Cost column minus the amount in the Discount Amount column. You can override this value if required; if you do, the system recalculates the retainage percent accordingly.

This column appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.

The retainage amount that has been associated with the document line but has not been released yet. If the Retain Taxes check box is selected on the Accounts Receivable Preferences (AR101000) form, this column includes the corresponding retained tax amount for each line of the document.

The amount of tax calculated based on the value in the Retainage Amount column. If the Retain Taxes check box is selected on the Accounts Receivable Preferences (AR101000) form, the retained tax amounts will be included in retainage documents.

The type of the sales order from which the prepayment invoice has been created. For details, see Prepayment Invoices for Sales Orders: General Information.

This column is available only if the documents has the Prepmt. Invoice type.

The reference number of the sales order from which the prepayment invoice has been created. For details, see Prepayment Invoices for Sales Orders: General Information.

This column is available only if the document has the Prepmt. Invoice type.

The outstanding balance of the individual document line. The balance of the line includes applicable taxes; document-level taxes are prorated among all lines of the document. If a payment applied to the document line has been released, the balance is updated accordingly.

The sales account used for the transaction. By default, it is the sales account specified for the selected location of the customer.

If the selected document is an intercompany document that has the Invoice, Credit Memo, or Debit Memo type, the system inserts the sales account it copies from the following source, based on the option selected in the Use Intercompany Sales Account From box on the Accounts Receivable Preferences (AR101000) form:

• If Customer Location is selected, the sales account specified in the Sales Account box on the GL Accounts tab of the Customer Locations (AR303020) form for the customer location selected in the Summary area of the current form for the document.
• If Inventory Item is selected, the sales account specified in the Sales Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the non-stock item specified in this line.

The corresponding subaccount used to record this sale transaction.

When a document is created directly on the current form, the subaccount is composed based on the rule defined in the Combine Sales Sub. from box on the Accounts Receivable Preferences (AR101000) form. If the III mask is used for a segment of the subaccount but there is no non-stock item in the document line, the segment value is copied from the customer location (LLL).

You can override this subaccount value if needed.

The particular task of the project with which this document line is associated. If you select a project that has the default project task, this task is automatically populated in the column.

The column is available if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the AR check box is selected in the Visibility Settings section of the Projects Preferences (PM101000) form.

The cost code with which this document is associated to track project costs and revenue.

The column is available if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form and the AR check box is selected in the Visibility Settings section of the Projects Preferences (PM101000) form.

The ID of the applicable salesperson.

This column appears only if the Commissions feature is enabled on the Enable/Disable Features (CS100000) form.

By default, the system populates this column with the salesperson ID specified as the default one on the Salespersons tab of the Customers (AR303000) form for the selected customer, but you can override this setting.

If the Commissions feature is enabled on the Enable/Disable Features (CS100000) form, for each salesperson with an ID specified in this column, you can specify the salesperson's commission in the Commission % column on the Commissions tab of the current form.

A read-only column filled in by the system in the document created as a result of reversing an invoice, credit memo, or debit memo. The column shows the reference number of the deferral schedule associated with the reversed document.

In the reversed documents, this column remains empty.

The deferral code assigned to the stock item or non-stock item specified in this document line. Upon release of the document, the system generates a deferral schedule (or schedules) based on the settings defined in this deferral code. For details, see Processing Deferrals.

You can change the deferral code in this column manually if needed. When you click the selector button in this column, the lookup table that opens shows only the deferral codes for which the Active check box is selected in the Summary area on the Deferral Codes (DR202000) form.

The date when the process of deferred revenue recognition should start for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by Periods, Prorate by days or Flexible by Days in Period recognition method.

This column appears only if the Deferred Revenue Management feature is enabled on the Enable/Disable Features (CS100000) form.

The date when the process of the deferred revenue recognition should finish for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by Periods, Prorate by days or Flexible by Days in Period recognition method.

This column appears only if the Deferred Revenue Management feature is enabled on the Enable/Disable Features (CS100000) form.

The entity usage type of the customer or customer location if sales to this location are tax-exempt.

If integration with Avalara is configured, in a document with the current customer selected, this value is sent to Avalara to specify the reason for tax exemption. If the Taxable - Override Exemption option is selected, the document's exemption is overridden, and taxes are calculated in the external tax service.

By default, in a newly added line, the system inserts the entity usage type specified on the Financial tab.

This column is available only when the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that commission is paid on the line item amount.

The column is available if the Commissions feature is enabled on the Enable/Disable Features (CS100000) form.

The total tax amount calculated for the line. For retainage invoices, this column displays the total of all retained taxes.

If the invoice is generated by the project billing process you can decrease the value in the Amount column of the document line and specify how the system should proceed.

The following options are available:

• Complete Line: The system creates a project transaction for the decreased amount and considers the project task as billed.
• Bill Later: The system creates a project transaction for the decreased amount and an outstanding project transaction for the difference between the original amount and decreased amount, so that a user can bill this later.

A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.

This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The reference number of a service document (an appointment, a service order or a service contract) from which an AR invoice (or AR credit memo) has been originated. This reference number is a link, which you can click to view document details on the applicable form.

This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form. For a service contract, the Equipment Management feature should be enabled on the Enable/Disable Features (CS100000) form.

A read-only check box that indicates (if selected) that automatic line discounts are turned off (that is, not calculated) for the price in this line.

The system copies the state of this check box from the Sales Prices (AR202000) form.

The column can be displayed on the form if the Customer Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The ID of the batch that updates the appropriate account balances with the amounts of the document transactions when the batch is posted.

The asset account specified as the AR account for the selected location of the customer.

The account selected in this box should be configured as a control account for the accounts receivable subledger. That is, for this account, AR should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.

The reference number of the original invoice that is being corrected by the currently selected invoice or credit memo.

If the current document is reversing a retainage document, this box shows a link to the document being reversed.

The reference number of the correction document (a correction invoice or a cancellation credit memo) for the current invoice.

This box appears on the tab only if a correction invoice or a cancellation credit memo has been created for the current invoice. If the box contains the reference number of a cancellation credit memo, this reference number is shown in the box only until a cancellation credit memo is released.

The account used to record retained amounts on the document.

The account selected in this box should be configured as a control account for the accounts receivable subledger. That is, for this account, AR should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.

By default, the system inserts into this box the account (if any) specified for the customer location on the GL Accounts tab of the Customer Locations (AR303020) form, if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form. If this feature is not enabled, the system inserts into this box the account specified for the customer in the Retainage Receivable Account box on the GL Accounts tab of the Customers (AR303000) form.

This box appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.

The subaccount used to record retained amounts on the document.

By default, the system inserts into this box the subaccount (if any) specified for the customer location on the GL Accounts tab of the Customer Locations (AR303020) form if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form. If this feature is not enabled, the system inserts into this box the subaccount specified for the customer in the Retainage Receivable Sub. box on the GL Accounts tab of the Customers (AR303000) form.

This box appears on the form only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected in the Summary area of this form.

If a credit memo is currently selected in the Summary area of the form, the identifier of the document that was reversed with the credit memo. If a retainage invoice is currently selected on the form, this is the identifier of the original invoice with retainage for which the retainage invoice was created.

If you click the link in this box, the current form opens with the details of the reversed document.

A check box that indicates (if selected) that the system will calculate overdue charges for this document. Clear the check box to exclude the document from the process of overdue charges being applied.

The check box is displayed after the document is released if the Apply Overdue Charges check box is selected for the selected customer on the Customers (AR303000) form.

The tax zone to be used for the calculation of taxes.

The system inserts the tax zone by using the first applicable rule it finds from the following:

1. If the document was created from an opportunity that has a tax zone specified, the system copies the tax zone specified for this opportunity on the Opportunities (CR304000) form.
2. If the document was created from a sales quote that has a tax zone specified, the system copies the tax zone specified for this sales quote on the Sales Quotes (CR304500) form.
3. If the document is related to a particular project (that is, if a project is selected in the Project/Contract box of the Summary area) and the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the system copies the tax zone from the Revenue Tax Zone box on the Addresses tab of the Projects (PM301000) form.
4. If the document was created from a pro forma invoice that has a tax zone specified, the system copies the tax zone specified for this pro forma invoice on the Financial tab of the Pro Forma Invoices (PM307000) form.
5. If the system has not yet found an applicable rule, the system searches for a tax zone that matches the range of postal codes specified on the Tax Zones (TX206000) form. If no tax zone is found, the system continues searching for a tax zone that matches the state of the shipping address. If no tax zone is found, the system searches for a tax zone that matches the country of the shipping address. The postal codes included in a particular tax code are specified on the Ship-To Addresses tab of the Tax Zones (TX206000) form. For details, see Tax Zones and Categories: Automatic Assignment of a Tax Zone in Documents.

If a tax zone related to an external tax provider is selected in the current box and the Pay by Line check box is selected for the document, the system will not allow you to release this document because the Payment Application by Line feature is not supported for taxable documents if the selected tax zone uses an external tax provider, such as Avalara.

The exemption certificate number of the selected customer, which is used if your system is integrated with AvaTax by Avalara. By default, the value is pulled from customer's location, but you can override it on the document level, if needed. The box appears on the form if the External Tax Calculation Integration feature has been enabled on the Enable/Disable Features form.

The tax calculation mode to be applied to the document.

The entity usage type of the customer location if sales to this location are tax-exempt. By default, the system copies the value of this box from the customer record.

This box is displayed only if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the document is excluded from the dunning process. Clear the check box if you want the system to process the document when you prepare dunning letters.

The box is displayed if the By Document option is selected in the Dunning Process box on the Dunning tab of the Accounts Receivable Preferences (AR101000) form.

A check box that indicates (if selected) that the bill-to address has been validated.

This check box appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the ship-to address has been validated.

This check box appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

The latitude coordinates, which are entered for a customer location if there is no postal address or the postal address cannot be validated. The system uses the coordinates to identify the tax jurisdiction if the postal code is not available.

This box is displayed if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form and the automatic calculation of taxes is configured through the integration of MYOB Acumatica with the AvaTax service by Avalara or the Vertex Tax service by Vertex. For details, see Integrating MYOB Acumatica with External Tax Providers.

The longitude coordinates which are entered for a customer location if there is no postal address or the postal address cannot be validated. The system uses the coordinates to identify the tax jurisdiction if the postal code is not available.

This box is displayed if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form and the automatic calculation of taxes is configured through the integration of MYOB Acumatica with the AvaTax service by Avalara or the Vertex Tax service by Vertex. For details, see Integrating MYOB Acumatica with External Tax Providers.

The taxable amount for the retainage.

This box is available only if the Retain Taxes check box is selected on the Accounts Receivable Preferences (AR101000) form.

The retained amount of the tax that is posted to the Tax Retainage Claimable account specified for the tax on the Taxes (TX205000) form.

This box is available only if the Retain Taxes check box is selected on the Accounts Receivable Preferences (AR101000) form.

The amount of the discount. This column is available for editing for document discounts and external discounts.

The discount percent if the discount is defined to be calculated as a percentage. This column is available for editing for document discounts and external discounts.

The code of an external discount. You can enter this code for informational purposes when you manually enter an external discount in the document.

A brief description of the discount, which helps users to identify it.

The percent of the amount that is retained for each document line.

By default, the system populates this box with the retainage percent of the project associated with the document and specified in the Retainage (%) box in the Billing and Allocation Settings section of the Summary tab of the Projects (PM301000) form. If no particular project is associated with the document, the system populates this box with the value specified for the customer on the Customers (AR303000) form (or the customer location, if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form) in the Retainage Percent box. You can override this value.

The released retainage for an original document with retainage.

If the original document has unreleased retainage documents, the column is empty. If the original document has released retainage documents, the column shows the appropriate portion of the amount from the retainage document that is related to the original document.

If the amount in this column is positive, it means that the released retainage has been increased. If the amount is negative, it means that the released retainage has been reduced.

The amount of the released retainage related to the current original document, which has been paid. If the original document has unreleased retainage documents, this column is empty.

If the amount in this column is positive, it means that the paid retainage has been increased. If the amount is negative, it means that the paid retainage has been reduced.

The amount of the document related to the document with retainage.

For an original document with retainage, this column is hidden by default and shows the total amount of the retainage document, including the applicable taxes.

The balance of the document related to the document with retainage after tax (if inclusive) and the discount.

For an original document with retainage, this column is not shown.

Loads all open payments for the selected customer except payments that have unreleased applications.

The button is available for unreleased documents of the Invoice and Debit Memo type.

Applies the loaded payments to the document, starting with the first payment displayed in the table (even if the table rows have been sorted or filtered), until the document amount is paid in full. If the document amount is greater than the sum of all the loaded payments, then all payments are applied.

If you change the document details and then clicks Auto Apply, the applied amounts are recalculated and reapplied starting from the first row in the table.

The button is available for unreleased documents of the Invoice and Debit Memo type.

The branch specified in the payment document listed in this row.

This column is displayed on the form if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the payment has been fully or partially applied to the document.

The system automatically selects this check box for payments selected for application to the document when you click the Auto Apply button on the table toolbar.

If you select this check box for a row, the Amount Paid column for the payment in the row becomes equal to the balance of the payment listed in the row (that is, the value in the Balance column). The total amount of the application, however, cannot exceed the document total.

If you clear this check box for a row, the Amount Paid for the payment in the row becomes zero.

The system selects this check box automatically when you change the amount in the Amount Paid column to a nonzero value.

A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.

This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.

This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The type of the compliance document. The following document types are available:

• Certificate
• Insurance
• Lien Waiver
• Notice
• Other

If a project is specified, this compliance document is displayed on the Compliance tab of the Projects form for the selected project.

If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Cost Task type.

The identifier of the vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

The reference number of the payment that is associated with the compliance document.

The payment method associated with the vendor.

The reference number of the invoice associated with the compliance document. If an invoice number is specified, the current compliance document will be displayed on the Compliance tab of the Invoices and Memos form for the selected invoice.

The amount of the invoice.

The reference number of the payment associated with the compliance document.

The customer’s default payment method.

The account associated with the vendor (Expense account) or customer (Sales account).

The reference number of the bill associated with the compliance document. If a bill number is specified, the current compliance document will be displayed on the Compliance tab of the Bills and Adjustments form of the selected bill.

The bill amount to be paid for the document.

The number of the certificate.

The identifier of the customer associated with the compliance document. If a customer is specified, the current document will be displayed on the Compliance tab of the Customers form of the selected customer.

The name of the customer associated with the compliance document.

The date when the document is issued.

The date when the compliance document takes effect. You should specify the date manually while adding the document.

The name of the insurance company.

The identifier of the joint vendor associated with the compliance document. If a joint vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

A check box that indicates (if selected) that the joint release has been received.

The amount covered by the lien waiver.

The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.

The method used to send the document.

The date when the payment is created.

The reference number of the payment.

The reference number of the project transaction associated with the compliance document.

The reference number of the purchase order associated with the compliance document. If a purchase order is specified, this compliance document will be displayed on the Compliance tab of the Purchase Orders form for the selected purchase order.

The inventory ID of the item in the purchase order line, which can be specified only if a purchase order has been selected.

The insurance policy number.

The date of the inventory receipt.

The date when the goods are received.

The person responsible for receiving goods.

A check box that indicates (if selected) that a joint payment is required.

The identifier of the revenue task within the project to which the compliance document relates. If a revenue task is specified, the current compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Revenue Task type.

The identifier of the secondary vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

The name of the secondary vendor associated with the compliance document.

The source of the payment, which is one of the following options:

• AP Bill
• PO/Sub
• Customer
• Project

The name of the sponsor organization.

The identifier of the subcontract associated with the compliance document. If a subcontract is specified, the current document will be displayed on the Compliance tab of the Subcontracts form for the selected subcontract.

The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.

The date when the goods are shipped.