Activant Prophet 21

Manual Invoice Creation and Adjustment

This class is designed for..

Accounts Receivable personnel in charge of manual invoice creation and invoice adjustments or maintenance

Objectives

Create manual invoicesAdjust invoices and customer accounts with Credit/Debit MemosPrint and reprint invoices and memosLocate invoice and customer info using the Drill Down options

This course will NOT cover…

Customer MaintenanceShipping ConfirmationRMA EntryJob IDs

System Setting enabled for invoices

Manual Invoice Creation

Manual invoices can be created by item or by amount

Manual Invoice Creation

Invoice by ItemItem DetailsFreight Codes

Invoice by AmountNo Item Details No Freight Code options

Why use manual invoice entry?

Miscellaneous charges unrelated to inventory

RepairsConsultingOther services

Legacy invoices

Invoice Entry by Amount

Invoice Entry by Amount

Enter the Ship To ID

Invoice Entry by Amount

Review Invoice Batch Number, Invoice Date and Branch ID

Invoice Entry by Amount

Review “Fiscal” Period and Year and adjust Invoice Class if using

Invoice Entry by Amount

Enter Total Amount

Invoice Entry by Amount

Enter Amount

Invoice Entry by Amount

Enter User-Defined Description

Invoice Entry by Amount

Verify the GL Revenue AccountDefaults from Customer Maintenance

Invoice Entry by Amount

For additional invoice lines, press [ENTER], until you access a new line

Invoice Entry by Item

Invoice Entry by Item

Enter Ship To ID

Invoice Entry by Item

Review Invoice Batch Number, Invoice Date and Branch ID

Invoice Entry by Item

Review “Fiscal” Period and Year and adjust Invoice Class if using

Invoice Entry by Item

Enter Total Amount

Invoice Entry by Item

Enter Item IDSearch for existing one or enter one on the flyHas no affect on inventory

Invoice Entry by Item

Enter a Description, Quantity and Unit of Measure

Invoice Entry by Item

Enter Unit PricePricing does not default even if Item in Item Database is used

Invoice Entry by Item

Verify the GL Revenue accountDefaults from Customer Maintenance

Invoice Entry By Item

For additional invoice lines, press the [ENTER] key until you access a new line

Invoice Entry by Item

Normal taxing rules apply

Invoice Entry by Item

Freight can be added to invoice

Invoice Entry – Document Links

Add, edit or delete external documents attached to transactionRMB click for menu

Invoice Entry- Terms

Terms default from Customer MaintenanceExisting invoices can be retrieved to change terms

Invoice Entry-Salesreps

Defaults from Ship to Record

Differences

Shipping Confirmation Invoice created directly from a sales orderAffects inventory stock and associated GL accounts

Manual Invoice Entry Free-standing invoiceDoes NOT affect inventory

Key Points for Invoice Entry

Total Amount fields must balance prior to savingTerms, Branch, Salesrep, and account

information link directly to Customer/Ship To MaintenanceInvoice by Item does not affect inventoryCosts are not entered or calculated

100% profit attached to invoice

Key Points for Invoice Entry

To list additional invoice lines, [Enter] until you access a new line.Fax or print the invoice

From within this windowFrom the File menu Using the fax or print buttons

Key Points for Invoice Entry

Existing invoices can be retrieved in this window for editing

Batch numberInvoice DateRoutePO NumberInvoice ClassTerms

NOTE!

If you do not print or fax the invoice you can always print it later!

We’ll learn later in this lesson….

Manual Invoices and the GL

What? Where? How?

Accounts Receivable

Customer Record Debit

GL Revenue Defaults from Customer record but is normally changed

Credit

Credit/Debit Memos

Create Credit/Debit Memos to increase or decrease customer invoices or accounts

Credit/Debit Memo Options

Referencing memos Affects an invoice directly

Independent memos Posts to the customer’s account as an open transaction which can be applied to an invoice in Cash Receipts at a later time

Creating a Reference Memo

Referencing Memos

Key or search for the Reference NumberInvoice number

Referencing Memos

Review the “fiscal” Period and Year

Referencing Memos

Enter in the Total Amount

Referencing Memos

Select Adjustment Type Defaults to Credit Memo

Referencing Memos

Enter Details related to the adjustment

Referencing Memos

Enter Item IDSearch for existing one or enter one on the flyHas no affect on inventory

Referencing Memos

Enter a Description, Quantity and Unit of Measure

Referencing Memos

Enter the Unit Price

Referencing Memos

Verify GL Revenue AccountDefaults from Customer Maintenance

Referencing Memo

For additional invoice lines, press the [ENTER] key until you access a new line

Creating an Independent Memo

Independent Memos

Enter Ship To IDDo NOT enter Reference Number

Independent Memos

Review “Fiscal” Period and Year Information

Independent Memos

Enter Total Amount of the Adjustment

Independent Memos

Select the Adjustment TypeDefaults to Credit Memo

Independent Memos

Enter Details related to the adjustment

Independent Memos

Enter Item IDSearch for existing one or enter one on the flyHas no affect on inventory

Independent Memos

Enter a Description, Quantity and Unit of Measure

Independent Memos

Enter Unit Price

Independent Memos

Verify GL Revenue accountDefaults from Customer Maintenance

GL Impact: Credit Memo Entry

What? Where? How?

Accounts Receivable

Customer Record Credit

GL Account Account(s) designated on transaction

Debit

GL Impact: Debit Memo Entry

What? Where? How?

Accounts Receivable

Customer Record Debit

GL Account Account(s) designated on transaction

Debit

Credit/Debit Memo Entry

Complete credits for returned material through Return Material Authorization (RMA) EntryPrior to saving, the total amounts must balanceDo not auto-post a memo against an existing memo

Credit/Debit Memo Entry

Multiple line items can be listed on a memo Press [Enter] until you a new line appears

Alternative methods to save the record include using the Print and Fax optionsThe Description field prints on memos

Credit Memo/RMA

Credit/Debit memosUse for miscellaneous adjustments such as price adjustments

RMA EntryTied directly to inventory and customer accounts Use RMA entry for customer returns

Printing and Reprinting Invoices and Memos

Invoices and Memos can be printed for the first time or reprinted in the following window:

Entering Print Parameters

Printing Invoices/Memos for the first time

Enter parameters to include all records necessaryPay close attention to date entryDetermine your print quantity

copies specific to customer requestcopies specific to your needs

Do not select the Reprint checkbox

Reprinting Invoices/Memos

Narrow search parametersYou do NOT want to reprint all invoicesentered in the system!Be sure to select the Reprint checkbox

How does CommerceCenter know if an invoice/memo printed?

Invoice records hold a field that indicates ‘Y’ or ‘N’If the record is listed with an ‘N’, the record has not been printed and only those records are included in the search parameters

Inquire Options

AR Drill Down By Customer IDAR Drill Down By Invoice

AR Drill Down by Customer

View invoices on customer accountView memo informationDetails Customer Credit History

AR Drill Down by Customer

Enter the Customer ID for your Inquiry

AR Drill Down by Customer

Locate the details by clicking anywhere the appears.

For example, drill into the Invoice Number field to view details for this record.

For example, drill into the Invoice Number field to view details for this record.

AR Drill Down by Customer

AR Drill Down by Customer

Customer Credit Info tab

AR Drill Down by Invoice

Use this option to view invoice details

Key or search for the Invoice Number.

Summary

Entered invoices by Item and AmountAdjusted invoices using Credit/Debit Memo EntryPrinted and reprinted invoices and memosUsed Drill Downs to locate invoice and customer info

For More Information…

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