Maintaining unreleased invoices and credit memos

You can maintain invoices and credit memos that you have not yet released.

  1. Access Invoice Entry (BL20.1).
  2. To maintain header values for the invoice, click Invoice Options. This table shows the tabs that you can use:
    This table shows the tabs that you can use.
    Tab Description
    Billing

    You can use the Billing tab to apply billing options to the invoice such as a credit memo, terms code, payment code, AR code, additional discount, and hold code.

    If you apply a cash down payment, then assign a terms code, payment number, down payment amount, and AR code.

    Note: If you do not assign an AR code for the cash down payment, then one is set as default from the process level in the Accounts Receivable application.

    If you apply an electronic payment down payment, then you must assign a terms code and an AR code.

    Note: If you do not assign an AR code for the electronic payment down payment, then one is set as default from the EP type.

    You can also use this tab to assign an activity or account category to the revenue account or cost of goods sold account.
    Payment

    You can use the Payment tab to add payment information to the invoice such as tax codes, down payments, and EP information.

    If you apply an EP down payment, then assign the down payment amount and EP information.

    Note: Lawson ProcessFlow and Infor Process Automation users have a service available that notifies the billing manager that an invoice has failed the authorization or settlement process for electronic payments.

    See Process Flow Reference Guide and LPA Services for Infor Lawson Reference Guide.

    Shipment You can use the Shipment tab to add freight information, such as shipment number, freight code, and freight charge.
    Sales Data You can use the Sales Data tab to add sales information, such as sales territory, assigned sales representative, and commission.
    Dates You can use the Dates tab to override dates that default to the invoice, such as general ledger posting date, pricing date, and shipping date.
    Currency You can use the Currency tab to define currency options, such as currency code and conversion rate.
    User 1 You can use the User 1 tab to add user-defined fields to the invoice. These fields are passed on to the Accounts Receivable application.
    User 2 You can use the User 2 tab to add additional user-defined fields to the invoice.
  3. Access Invoice Add-On Charges (BL20.3) to maintain add-on charges at the invoice header level,.
    1. From Invoice Entry (BL20.1), click Invoice Options.
    2. Click Charges.
    3. Select the add-on charges to maintain in the invoice.
      Note: Maintenance options are limited for invoice lines created from subsystems. You can change price and reference fields.
  4. In the Invoice Entry (BL20.1), specify line items to maintain on the invoice.
  5. To maintain billing information to a line item, click Options. In the Line Options (BL20.4), use these buttons and tabs:
    Tab or button Description
    Line Charges Click Line Charges tab to apply add-on charges to the line item.
    Line Comments Click Line Comments to add comments to an invoice line.
    Line Tax Inquiry Click Line Tax Inquiry to view tax information at the invoice line level.
    Sales Data Use the Sales Data tab to add sales representative and commission information to the invoice line.
    Discounts Use the Discounts tab to select whether the line item has no charge and has discount. You can also specify an add-on discount to the line item.
    Tax Use the Tax tab to select whether the line item is tax exempt and specify a tax code.
    Accounts Use the Accounts tab to select general ledger accounts, activities, and account categories to the invoice line.
    User Fields Use the User Fields tab to add a reason code and user-defined fields to the invoice line.
  6. To create a new invoice by copying an existing invoice or credit memo, click Copy from the Invoice Entry (BL20.1) then select the invoice or credit memo.
    You can select a different customer or customer ship-to location on the new invoice.
  7. Select a release method for the invoice.
    This table shows the different release methods:
    Function Form
    Release the invoice when you are satisfied it is correct Select the Release form action
    View, change, and release batches of invoices Batch Control (BL29.1)
    Release an invoice batch Invoice Batch Release (BL120)
    Release EP invoices in batch EP Invoice Batch Release (BL125)
    Note: Infor Process Automation users have a service available that notify the billing manager that an invoice is released.

    See LPA Services for Infor Lawson Reference Guide.

    This table shows the example of relared reports and inquiries:
    Function Form
    Print a list of invoices with status Invoice Status (BL220)
    Reprint invoices and invoice registers Invoice Register (BL291)
    Inquire on, fax, or print an invoice or credit memo Invoice Inquiry (BL80.1)
    View a list of invoices for inquiry by the invoice number Invoices By Invoice Number (BL80.2)
    View a list of invoices for inquiry by the customer Invoices By Customer (BL80.3)
    List the total number of unreleased invoices and the total amount of all invoices in the batch Unreleased Invoices by Batch (BL80.6)
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