Maintaining unreleased invoices and credit memos

You can maintain invoices and credit memos that you have not yet released. This procedure shows you how to maintain unreleased invoices and credit memos.

This procedure shows you how to create invoices and credit memos in the Billing application.

To maintain unreleased invoices and credit memos

  1. Access Invoice Entry (BL20.1).
  2. To maintain header values for the invoice, 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 tab to add sales information, such as sales territory, assigned sales representative, and commission. Sales Data
    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.
  3. To maintain add-on charges at the invoice header level, access Invoice Add-On Charges (BL20.3).
    1. From Invoice Entry (BL20.1), click Invoice Options.
    2. Click Charges.
    3. Select the add-on charges you want 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 that you want 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 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.
  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 that you want to copy from.
    You can select a different customer or customer ship-to location on the new invoice.
  7. 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 EP invoices in batch EP Invoice Batch Release (BL125)
    Note: Infor Process Automation users have a service available that notifies the billing manager that an invoice was released. For information, see the LPA Services for Infor Lawson Reference Guide.

Related Reports and Inquiries

To Use
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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