Creating invoices and credit memos

You can create invoices and credit memos in the Billing application to bill customers for services or other items that are not carried in inventory and are not part of a usual order.

If you use electronic payment (EP) processing, then you must set up electronic payment types before you release invoices. See Electronic Payment overview.

Follows these steps to create invoices and credit memos in theBilling application.

  1. Access Invoice Entry (BL20.1).
    You can use invoice types to select whether the net amount is credit or debit. Mixed charges are allowable.
  2. To add header values for the invoice, specify this information:
    Invoice Type

    Select whether the invoice type that you want to create is invoice or credit memo. If you are selecting an invoice unrelated to an order, then you must specify or select an invoice type.

    Reason Code

    Select a reason code to explain why you are adding the credit to the application.

    Note: If you are entering a credit memo, then you must select a reason code.
  3. To add billing information to the header, click Invoice Options. Use these tabs:
    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 will 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 will 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 the Process Flow Reference Guide and LPA Services for Infor Lawson Reference Guide.
    Shipment You can use the ShipmentShipment tab to add freight information, such as shipment number, freight code, and freight charge.
    Sales Data You can use the the Sales Data tab to add sales information, such as sales territory, assigned sales representative, and commission.
    Dates You can use the Datestab 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 ReceivableApplication.
    User 2 You can use theUser 2 tab to add additional user-defined fields to the invoice.
    Note: You can create invoices without items by applying the flat rate add-on charge at the header level.
  4. To apply add-on charges at the invoice header level, access Invoice Add-On Charges (BL20.3).
    1. From the Invoice Entry (BL20.1) form, click Invoice Options.
    2. Click Charges.
    3. Select the add-on charges you want to apply in the invoice.
      You can select one or more add-on charges in the invoice. Line items are not required.
  5. 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 that you want to copy.
    You can select a different customer or customer ship-to location on the new invoice.
  6. To view tax information at the invoice header, click Tax Inquiry.
  7. If you are creating invoices with items, then add line items to the invoice, as well as the quantity and line item price in the Invoice Entry (BL20.1) form.
    Note: Infor Process Automation users have a service available that notifies the billing manager that the calculated price for an order line was overridden. See the LPA Services for Infor Lawson Reference Guide.
  8. To add billing information to a line item, clickOptions. Use these tabs and buttons:
    Tab or button Description
    Line Charges Click Line Charges 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 the Line Tax Inquiry button 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 theDiscounts 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 or not 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.
    Note: If you use electronic payment processing, then the settlement is performed by the Billingapplication when you release the invoice.

    See Electronic Payment overview.

  9. Select a release method for the invoice.
    To Use
    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 Electronic Payment invoices in batch Electronic Payment Invoice Batch Release (BL125)
    Note: Infor Process Automation users have a service available that notifies the billing manager that an invoice was released. See the LPA Services for Infor Lawson Reference Guide.

Related reports and inquiries

To Use
View released and unreleased invoices on hold Invoices On Hold (BL91.1)
View released invoices that are on hold or not on hold) Released Invoice (BL92.1)
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