Creating invoices and credit memos

Use this procedure to create invoices and credit memos. Invoices and credit memos are used to bill customers for services or other items that are not carried in inventory and are not part of a typical order.

If you use electronic payment (EP) processing, then you must set up electronic payment types before invoices can be released.

  1. Select Manage Processing > Invoice.
  2. Click Create.
  3. Specify this information:
    Company
    Select a company number.
    Batch
    Select a batch to which the invoices and credit memos belong. The batch is assigned by the system when the records are added.
    Invoice
    Select an invoice number that is assigned by the system.
  4. On the Main tab, specify this information:
    Customer
    Select a customer number.
    Process Level
    Select a process level, such as division, department, or sales office.
    Location
    Select the inventory ship-from location. This location is used for pricing and as a reference when a return-to-stock situation exists. The selected location is the default to the invoice line level.
    Ship To
    Select the customer's ship-to location, which is the mailing address for the goods.
    Reason Code
    For credit memos, you must add a reason code to explain why the credit is added to the application.
    Invoice Type
    Select an invoice type which assigned to the user as a default when an order is processed through invoicing. If you are defining an invoice unrelated to an order, then you must select the invoice type.
    Date
    Select a date that is the basis date for the terms discount and due date calculations.
    Currency
    Select a currency code of the invoice. In a multicurrency company, the currency code is the default from the customer and can be overridden when defining an order or invoice. In a non-multicurrency company, the company base currency is assigned.
    Currency Table
    Select a currency table. The currency tables from the associated company system closing control or the Global Ledger company record are used.
    Currency Rate
    Select the currency rate from the customer.
    Currency Revaluation
    Select this check box if a currency revaluation is required for the non-base invoice or debit memo.
    Vat Registration Number
    Certification Number
    This number is specified on the order and carried through to the billing invoice, and the receivable invoice. This number is used as the invoice number for South American countries.
    Certification Date
    This date is used for South American countries in conjunction with the certification number..
  5. On the Invoice Options tab, specify this information:
    Bill To
    Select a bill-to code that represents the address where the invoice is sent.
    Original Invoice
    Specify the original invoice prefix and number to automatically apply a credit memo to an invoice.
    Auto Apply
    Select this check box to automatically apply a credit memo to an invoice.
    Payment Terms
    Select a payment terms code that is used to determine the invoice due date and any payment discounts.
    Payment Code
    Select a transaction code that represents a type of cash payment, bill of exchange payment, or bank service transaction.
    Accounts Receivable Code
    Select a Receivables code that is tied to the Receivables GL account. This is the account that is debited for the order or invoice.
    Additional Discount
    Specify an amount of the add-on discount that is defined in the invoice currency. This field is a flat amount if you specify it on the invoice.
    Hold Code
    Select a hold code. Hold codes prevent the invoice from printing.
    Project
    Select a project for the revenue account.
    Cost Project
    Select a project for the cost of goods sold account.
    Invoice Type Code
    Select an invoice type code.
    Regime Code
    Select a regime code.
  6. In the Dates section, specify this information:
    Global Ledger Posting Date
    Select a Global Ledger posting date. It is the default to the invoice date.
    Pricing Date
    Select a date which invoice items are priced. This field may have an affect if, for example, the pricing date is within the promotion or contract date range.
    Shipping Date
    Select a shipping date.
  7. On the Payment tab, specify this information:
    Tax Exempt Code
    Select Taxable if the corresponding invoice lines can be taxable and exempt. Select Exempt if all corresponding invoice lines must be exempt.
    Tax Code
    Select a code representing the tax authorities that the ship-to pays sales tax. This field is required if the company does not use a third-party taxing system and the line is not tax exempt.
    Date
    Select a date that is the default for the tax calculation date when the order is created.
    Payment Number
    Specify a payment number for the order. The payment number is associated with the invoice if the customer is required to send a down payment or cash-in-advance when placing the order.
    Down Payment
    Specify a down payment amount for the invoice.
    Letter Of Credit
    Optionally, specify a letter of credit number for the invoice.
  8. In the Electronic Payment Data section, specify this information:
    Type
    Select an electronic payment type which may be a company or a customer electronic payment.
    Account
    Select an electronic payment account number.
    Expiration Date
    Select an expiration date of the electronic account.
  9. In the Shipment section, specify this information:
    Order
    Select an order number that is associated with the invoice.
    Shipment
    Select a shipment number of the order to which the invoice belongs.
    Freight Code
    Select a freight code.
    Freight Charge
    Specify the total amount of the freight being charged on the invoice.
  10. In the Sales Data section, specify this information:
    Territory
    Select a sales territory to which the customer being invoiced belongs.
    Sales Representative 1
    Select the primary sales representative for the order.
    Commission
    Specify a commission rate for the primary sales representative.
    Sales Representative 2
    Select the secondary sales representative for the order.
    Commission
    Specify a commission rate for the secondary sales representative.
    Split
    Specify the portion of the invoice that the second sales representative's commission percent is applied. The first sales representative's commission percent is applied to the remaining amount.
  11. In the Customer PO section, specify a purchase order number for the customer that is associated with the invoice.
  12. In the Global section, select a document type code.
  13. On the Amounts tab, you can view the tax information at the invoice header level.
  14. Click Save.
    The Invoice Lines, Invoice Charges, Comments tabs are now available.