Invoice Header Detail

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If the option to Use batches is selected on the Module Control form, enter batch header details before accessing this form.

If you are not using batches, you can access the AR Invoice Entry form and enter invoice header details.

Batch

This is the number that identifies all transactions in the batch. If you are entering batches, it displays the number you entered into the batch header, otherwise Greentree Desktop generates a batch number when the invoice is saved. System-generated batches display with an S prefixed to the batch number.

Branch

The default value is the branch specified for the customer on the AR Customer Defaults form. Otherwise, it is taken from the branch assigned on the AR Module Control form.

Last invoice number

This field displays the last invoice number entered into the batch in read-only format.

Number

This is the invoice reference number, which must be unique for the customer and can be up 20 alphanumeric characters.

If the Accounts Receivable Module Control option to automatically generate references is selected for invoices, you can leave this field empty. Greentree Desktop allocates a reference when the invoice is saved, using the parameters defined on the Accounts Receivable Module Control form.

Date

This is the transaction document date. It defaults to today's date but you can change it.

Hold code

Hold codes are defined on the Hold Code Maintenance form. You can assign a hold code to an invoice to indicate that it is under review for some reason. You cannot select invoices on hold on the AR Receipt Entry, AR Credit Note Entry, or AR Journal Entry forms.

If the assigned hold code is retained, the value of the held invoice displays in the customer's Retention balance, which can be viewed on the Main tab on the Customer Maintenance form. You can also include or exclude invoices that are on hold from the Aged Balances Report.

Note: You can also use the Release/Alter Holds form to put transactions on hold, and to release transactions on hold.

Order number

Enter the customer's order number, up 30 alphanumeric characters. If the AR Customer Default Order number required option is selected, you must to enter the customer's order number here.

Entered by

This defaults in read-only format to the user entering the invoice.

Customer Detail

Enter or select the customer you are creating the invoice for. You can search for the customer using the Code, Alpha, or Name fields. The Currency and Rate of the customer defaults in read-only format (if applicable). The Terms and Salesperson are taken from the Customer Maintenance form, but you can change them.

Customer status

Click this button to view a summary of the customer's status.

Payment date

This date is calculated using the invoice date and payment terms. If the payment terms option Allow date change on transactions is selected, you can change this date when entering a transaction. Otherwise, it is read-only.

Prompt pay

This date displays if there are prompt payment terms for the invoice's payment terms. The date represents the latest payment date for which prompt payment (discount) terms apply. It is calculated using the invoice date and the invoice payment terms.

If the prompt payment terms option Allow date change on transactions is selected, you can change this date when you enter a transaction. Otherwise, it is read-only.

Posting date

The default value is the invoice date, but you can change it. It is the date that determines which period the transaction falls into for reporting purposes.

Period end

The default value is the period end date of the period in which the posting date falls.

Narration

Enter a narration for the invoice header. In the first instance, this populates with the customer's name. Click F9 to add or view narration (if required). Press CTRL-Enter to start a new line.

If the option to Print invoice notes is selected for a customer, the narration prints on the invoice.

Discount

This field displays the total discount of the invoice. It is derived from the sum of line discount values.

Net

This field displays the total net value of the invoice. It comes from the sum of line net values.

Tax

This field displays the total tax value of the invoice. It comes from the sum of line tax values.

Total

This field displays the total value of the invoice (tax inclusive). It is derived from the sum of line tax inclusive totals.

Transaction table

This table displays invoice line detail. You can add or edit invoice lines in the table if preferred, or using the Line Item tab.

Create credit note

You can create an AR credit note from this form by clicking this button when an invoice is selected. The button is available if the invoice does not already have a credit note, receipt, or journal applied to it. When you click the button, the invoice details defaults to an AR Credit Note Creation form, which displays.

You can select one or more original invoice lines applicable to the credit (you cannot add new lines using this feature), and adjust (reduce only) original invoice line quantities. When the credit is saved, it will be applied to the invoice from which it was created.

Once saved, a credit note created this way can be reviewed and edited fully using the AR Credit Note Entry form. If the Invoice has a hold code applied and the credit note is for the full value of the invoice, then the hold code is removed from the invoice. If the credit note value is less than the invoice value then the hold code remains on the invoice.

If the original invoice is for a foreign customer, the currency and rate of the customer defaults to the AR Credit Note Creation form. If the Accounts Receivable Module Control option Create credit note exchange variances is selected, you can edit the rate (it defaults to the current system rate for the currency).

If you edit the rate so that it differs from the original invoice rate, an exchange variance is generated and updated to the General Ledger Exchange Variance account, specified on the General Ledger Module Control form. If the Accounts Receivable Module Control option Create credit note exchange variances is not selected, can't edit the rate and it defaults, in read-only format, to the same rate as the original invoice.

Note: A credit note cannot be created for an invoice if any of the selected line items (to credit) relate to a non-stocked kitset parent.

This button is disabled if an inventory item is archived.

Create receipt

You can create an AR receipt for the invoice from this form by clicking this button when an invoice is selected. The button is enabled if the invoice has not already been receipted.

Create refund

You can create an AR refund for the invoice from this form by clicking this button when an invoice is selected.

Note: If you have the Hotprint option enabled on the Accounts Receivable Module Control form, you can print customer invoices from this form by clicking the Printer icon at the top of the Invoice Entry form.

• Hold Code Maintenance
• Currency Exchange Rate Maintenance
• Payment Terms Maintenance
• AR Invoice Entry
• AR Invoice Entry (IEC)

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