Activant Prophet 21 - Epicor · Accounts Receivable personnel in charge of manual invoice creation...
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Activant Prophet 21 Manual Invoice Creation and Adjustment
Transcript of Activant Prophet 21 - Epicor · Accounts Receivable personnel in charge of manual invoice creation...
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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