Work with Recorded Customer Invoices

Outcome

Depending on the alternative selected, any of these results apply:

• The payer is changed for an invoice and the balances for the new and the previous payers are updated.
• Invoice values such as due date, payment method, and cash discount are adjusted.
• The invoice is either released or blocked from being included in certain routines.
• The invoice is split into two or more invoices, each one with a separate payment method and due date.
• A standard letter concerning the invoice is printed.
• Copies of invoices that were recorded based on one of the following FAM functions are printed: AR20 (Manual invoicing); CO20 (CO invoicing WO); FA50 (Fixed asset sales); OI20 (CO invoicing); PO20 (Project invoicing); SO20 (SO invoicing); TA20 (TA invoicing).
• Copies of drafts and invoices are printed.

Review the updated payer balance in 'Acc Receivable. Display Balance' (ARS225). Inform the payer of any changed values such as revised due date (the standard letter can be used for this purpose). Send the invoice copy to the payer or use it for internal purposes.

If any invoice values are changed, the accounts receivable balance file (FSLBAL) is updated. No account entries are created.

Before you start

• The customer invoices or drafts must be open, not included in a group invoice proposal or included for netting in a payment proposal in accounts payable.

Depending on the selected alternative

• To block an invoice, general invoice block codes must be defined in 'Payment Reminder Stop. Open' (ARS055).
• To create a standard letter, a standard letter of type 1 must be created in 'Standard Letter. Print' (ARS115).
• To split an invoice, FAM function AR65 must be defined in 'FAM Function. Open' (CRS405).
• Depending on your selection when splitting an invoice, number series 51-3 may have to be defined in 'Number Series. Open' (CRS165).

Follow these steps

1. Start 'Acc Receivable. Display' (ARS200/B). To display the invoices to work with, press F17 and enter your selections on the search panel (ARS200/S).

2. Perform the necessary action:

   • To change basic invoice values, go to step 3.
   • To block an invoice from further processing, go to step 4.
   • To change a future rate agreement for an invoice, go to step 5.
   • To print a standard letter regarding an invoice, go to step 6.
   • To split an invoice, go to step 9.
   • To print an invoice copy, go to step 13.
   • To print a copy of a draft, go to step 15.

   Change invoice values

3. Select one of these alternatives:

   • To change the payer for an invoice, select option 'Change payer.' On the E panel, specify the new payer and confirm the change by pressing Enter.
   • To change invoice values, select option Change for the invoice and enter or adjust any of these values on (ARS201/E): Due date (basis for interest calculation), follow-up date (revised due date, used to extend the payment deadline for the payer), payment method, salesperson responsible, customer's bank account ID, and cash discount values. Press Enter.

   Block or release invoice

4. To block or release the invoice, select option Change for the invoice and specify or adjust any of these values in (ARS201/E):

   • General block code in the 'Payment reminder stop' field; when blocking an invoice, you must also specify the person responsible for the block and the stop date
   • Payment reminder level to determine when the invoice will be included in the payment reminder routine, together with the last payment reminder date
   • Block codes for payment advising, collection, and penalty interest invoicing.

   Change future rate agreement for invoice

5. To connect or disconnect an invoice to a registered future rate agreement, select option Change for the invoice and select or deselect the agreement. Press Enter.

   Create standard letter regarding an invoice

6. Select option 'Standard letter' for an invoice.

7. Review and, if necessary, adjust the proposed standard letter on (ARS115/E). Press Enter.

8. The standard letter printed contains both the letter text and information about the invoice concerned.

   Split invoice

9. To split an invoice into two or more invoices, select option 'Split invoice'.

   Typically, an invoice is split is when the customer is not able to pay the entire invoice amount by the due date. The customer is usually informed about the new invoice numbers over the phone.

10. In 'Customer Invoice. Split' (ARS202/E), select which invoice number to use for the new invoices and then enter the values for the new invoices in the first line in the table displayed: payment method, currency amount, and due date. Press Enter.

11. Repeat step 5 in the subsequent table lines until you have defined all new invoices. Press F3 to create the voucher.

12. On the F panel, specify the voucher text and accounting date. Press Enter to create the new voucher and close the original invoice.

13. If a Parallel invoice number exists for a customer invoice which is split (ARS202), or uses a payment term with a split due date, the Parallel invoice number for the original invoice is copied to the new split invoices, if the payment method for the new invoice is set up in (CMS090).

    Print invoice copy

14. Select option Print for the invoice, provided it belongs to one of the categories listed in the Outcome section.

    • You can also use any of these programs to print an invoice copy: 'Customer Invoice. Display in Number Seq' (ARS205); 'Customer Invoice. Display Due Dates' (ARS220); 'Customer Invoice. Display Follow Up Date' (ARS230); 'Customer Invoice. Display Stopped' (ARS240).

15. In 'Customer Invoice. Display Manual' (ARS122/B), select option Print for the invoice. Press F3 to exit.

    Print draft copy

16. Select option 'Print draft' for the draft. Press F3 to exit.

    Drafts can also be printed from 'Customer Invoice. Display in Number Seq' (ARS205) using the same option.