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

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

  1. Access Invoice Entry (BL20.1).
    Note: The invoice type indicates whether the net amount is credit or debit. Mixed charges are allowable.
  2. Add header values for the invoice. Use these guidelines to specify the field values:
    Invoice Type

    The invoice type identifies the kind of invoice that you are creating such as invoice, credit memo, or return.

    Reason Code

    If you are entering a credit memo, you must add a reason code to explain why you are adding the credit to the application.

  3. Click Invoice Options to add billing information to the header. Consider these tabs:
    Billing

    The Billing tab lets you 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 you must 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 default from the process level in the Accounts Receivable application.

    If you apply an electronic payment down payment, then 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 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

    The Payment tab lets you 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: 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. For information, see the LPA Services for Infor Lawson Reference Guide.
    Shipment The Shipment tab lets you add freight information, such as shipment number, freight code, and freight charge.
    Sales Data The Sales Data tab lets you add sales information, such as sales territory, assigned sales representative, and commission.
    Dates The Dates tab lets you override dates that default to the invoice, such as general ledger posting date, pricing date, and shipping date.
    Currency The Currency tab lets you define currency options, such as currency code and conversion rate.
    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 Invoice Entry (BL20.1), click Invoice Options.
    2. Click Charges.
    3. Apply add-on charges.
      Note: An invoice can consist of one (or more) add-on charges. Line items are not required.
  5. Click Copy to copy an existing invoice and create a new one.
    1. From Invoice Entry (BL20.1), click Copy.
    2. The Invoice Copy subform appears. Select the invoice or credit memo you want to copy from.
      Note: You can select a different customer number or customer ship-to location for the new invoice.
  6. Click Tax Inquiry to view tax information at the invoice header level.
  7. If you are creating invoices with items, then add line items to the invoice, as well as the quantity and line item price.
    Note: Infor Process Automation users have a service available that notifies the billing manager that the calculated price for an order line was overridden. For information, see the LPA Services for Infor Lawson Reference Guide.
  8. To add billing information to a line item, click Options. Consider these tabs or button:
    Line Charges The Line Charges button lets you apply add-on charges to the line item.
    Line Tax Inquiry The Line Tax Inquiry button lets you view tax information at the invoice line level.
    Discounts The Discounts tab lets you select whether the line item has no charge, is discountable, and also lets you add a discount to the line item.
    Tax The Tax tab lets you select whether the line item is tax exempt and lets you apply a tax code.
    Note: If you use electronic payment processing, then the Billing application performs settlement 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. For information, 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 or are not on hold) Released Invoice (BL92.1)
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