To Enter an Invoice with Retainage (with Items' Quantities and Unit Costs)

You create an Accounts Receivable invoice by using the Invoices and Memos (AR301000) form. You use this procedure if you are specifying items' quantities and unit costs in the detail lines of the invoice. If you are instead specifying the line total amounts in the detail lines, you should use To Enter an Invoice with Retainage (with Line Totals).

Note: You can enter an invoice with retainage only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

To Enter an Invoice with Retainage (with Items' Quantities and Unit Costs)

  1. Open the Invoices and Memos (AR301000) form.
  2. On the form toolbar, click Add New Record to initiate a database entry for a new document.
  3. In the Type box of the Summary area, select Invoice.
  4. In the Date box, change the current business date if needed.
  5. In the Customer box, select the customer associated with the document.

    The system fills in the following boxes automatically with the default settings of the selected customer: Location, Terms, Due Date, Cash Discount Date, Apply Retainage, and Default Retainage Percent. Review these settings, and make any needed changes.

  6. If required, in the Project/Contract box, specify the project or contract with which this document is associated or the code indicating that this document is not associated with any project.
  7. If the Apply Retainage check box is not already selected, select it.
  8. Optional: In the Description box, add a brief description of the invoice.
  9. On the Details tab, for each detail line of the invoice, click Add Row on the table toolbar, and do the following:
    1. In the Branch column (if it appears), ensure that the system has specified the correct branch. Specify another branch, if needed.
    2. If an item is involved, in the Inventory ID column, select the required item.
    3. In the Quantity column, enter the quantity of the line item sold to the customer.
    4. In the Unit Price column, enter the price of each specified unit of the item.
    5. Check the Retainage Percent and Retainage Amount columns, and change the value in one of the columns if necessary. (The system will automatically change the value in the other column based on the value you specify.)
    6. In the Account column, ensure that the specified account is correct.
    7. In the Subaccount column (if it appears), ensure that the specified subaccount is correct.
  10. If you want to save the document with the On Hold status, click Hold on the form toolbar.
  11. If you want to save the document with the Balanced status, if the Amount box of the Summary area is available on the form, enter the total amount reduced by the retained amount of the invoice in this box. On the form toolbar, click Remove Hold.
  12. On the form toolbar, click Save.

Notes About the Procedure

The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. This section can include other notes.

Note the following about the Summary area of the form:

  • The system fills in the Post Period box automatically, based on the specified document date.
  • The Location box appears on the form and is required only if the Business Account Location feature is enabled on the Enable/Disable Features (CS100000) form.
  • The Project/Contract box appears on the form only if the Project Accounting feature is enabled on the Enable/Disable Features form.
  • The Amount box appears on the form and is required only if the Validate Document Totals on Entry check box is selected on the Accounts Receivable Preferences (AR101000) form.

Note the following about the Details tab:

  • The Branch column appears only if the Multibranch Support feature is enabled on the Enable/Disable Features form.
  • The system automatically calculates and inserts the value in the Ext. Price column based on the values that you have specified in the Quantity and Unit Price columns.
  • In the Account column, the system specifies the sales account associated with the customer location if the Inventory ID column is empty. If you have specified an inventory item in the Inventory ID column, the system enters the sales account specified in the settings for the inventory item.
  • In the Subaccount column, the system inserts the subaccount generated in accordance with the rule in the Combine Expense Sub. from box on the Accounts Receivable Preferences form. You can manually change the subaccount if necessary.
  • The Project Task column appears only if the Project Accounting feature is enabled on the Enable/Disable Features form.

For details on attaching scanned images of the supporting documents, see To Attach a File to a Record. For details on entering an invoice with retainage, which can be paid by line, see To Enter an Invoice with Retainage that Can Be Paid by Line.