Entering Invoices, Debits, and Credits for a Customer

  1. Open the Invoices, Debit and Credit Memos form.
  2. Specify this information:
    Customer
    Select the customer for whom you are entering the transaction. You can select the customer by number or name.
    Type
    Select the type of transaction you are entering:
    • Invoice: The default type, invoice transactions are also created automatically in sales/parts orders.
    • Debit Memo: The transaction is an adjustment to the customer's account, which increases the customer's account balance.
    • Credit Memo: The transaction is an adjustment to the customer's account, which decreases the customer's account balance. Credit memo are also created automatically in sales/parts orders.
    Note: If you are integrated with Distribution SX.e, then Credit Memo is selected and the Type field is disabled.
    Number
    For an invoice transaction, specify the invoice number. Leave this field blank if you want the system to assign the next available invoice number when you save the transaction.
    Apply to Invoice
    For a debit or credit memo transaction, specify one of these:
    • Specify the number of the invoice you are applying the transaction against.
    • Specify 0 to create an Open debit or credit against this customer's account.
    • Specify -1 to apply the debit or a credit to a finance charge for the customer.
    Date
    The current date is displayed. Optionally, select a different date as the invoice date.
    Due Date
    The due date is calculated by the system. Optionally, select a different date.
    Order
    Select the number of the customer's order that this invoice applies to. For transactions that are created in Sales/Parts Orders, the customer's order number is displayed.
    Posted From Order
    This check box is selected if the invoice was added during the posting of a sales/parts order.
    Terms Code
    The customer's terms code is displayed.
  3. Specify this information, as it relates to the transaction amount:
    Amount
    Specify the amount of the transaction.
    Freight
    Specify the freight amount for the transaction.
    Miscellaneous Charges
    Specify any miscellaneous charges for the transaction.
    Sales Tax
    The amount of tax calculated for the invoice is displayed.
    Total
    The total amount is displayed.
    Fixed Rate
    This check box is selected if the current transaction uses a fixed rate.
    Excise Exchange
    This check box is selected if the current transaction uses an excise rate.
    Currency
    The customer's currency is displayed.
    Exchange Rate
    The exchange rate is displayed.
  4. Specify this information:
    A/R Account
    The A/R account set on the Accounts Receivable Parameters form is displayed.
    G/L Reference
    Specify a description for the transaction.
    Description
    Specify any additional descriptive information for the transaction.
  5. Save the record.

Use the buttons on the form to perform additional tasks:

  • Click Distribution to open the Invoices, Debit and Credit Memos G/L Distribution form.
  • Click Generate Distribution to delete all currently entered tax adjustment records, and generate records based on the price adjustments made to each line and the miscellaneous charges and freight adjustments on the header.
  • Click Invoice Posting to open the Invoice Posting form, filtered for the current customer and invoice.
  • Click A/R Posted Transaction Detail to open the A/R Posted Transactions Detail form, where you can view the detail information for the currently selected transaction.
Note: 

When you generate the A/R Invoice Credit Debit Memo Report and you want to print any notes, place any notes at the header level, not on the distributions.

You can apply debits and credits to customers' posted finance charges, and you can apply them as open debits and credits against customers' account balances.

When you post these transactions, the system prompts you to print an Invoice Transaction Report as an audit trail of the transactions that are posted.