Manage Invoices in Accounts Receivable

Manage Invoices allows users to create and edit invoices.

Add / Edit Filters

  • Click the filters link. The Add / Edit Filters form will display.

  • Select a customer from the Customer drop-down list.
  • Select a site from the Site drop-down list.
  • Select a user from the User drop-down list. The grid will refresh on the next form.
  • Click the done button.

Search Invoices

  • Enter an Invoice #, Site, or Customer Name in the search field.
  • Enter or select a date range using the Calendar feature in the From and To fields.
  • Select a status from the Invoice Status drop-down list.
  • Click the expand icon to view quick details about the invoice.
  • Click the view / edit button to view or edit the selected invoice. The View / Edit Invoice form will display.
    • Click the history button in the upper right-hand corner to view an audit history of the invoice. The Invoice History window will display.

Create New Invoice

  • Click the add link. The Create New Invoice form will display.

Customer Info

  • Select the site from the Site drop-down list.
  • Select the customer from the Customer Name drop-down list. The customers listed in the drop-down list were created in the Customers section under Cash Management.
  • Enter contact information in the Attn To field.
  • Select Print or E-Mail from the Billing Method drop-down list.
  • Enter the customer Address, City, State, Zip, Phone, and Email in the respective fields. 

Billing Group Info

  • Select a site from the Site drop-down list.
  • Select a billing group from the Billing Groupdrop-down list.
    • Information about the billing group displays in the grid.
    • Double-click a customer name to preview their information.
    • Users will need to go to Customers if any customer information needs to be changed.
    • Once the form is completed, an invoice will be generated for each customer in the billing group all being identical except for the invoice number.

Invoice Info

  • Enter or select the Invoice Date using the Calendar feature.
  • Enter or select the Due Date using the Calendar feature.
  • Select the term from the Terms drop-down list.

Invoice Items

  • Click the add link to add a new Invoice Item.

  • Enter the item code in the Item Code field.
  • Enter the quantity in the Quantity field.
  • Enter a description for this item in the Description field.
  • Enter the price in the Price field.
  • Check the Taxable? box if the item is taxable.
  • The Total field will be calculated automatically.
  • Click the trash icon to delete any line.

NOTE: Click the add link to add an additional to the invoice.

Comments and Amount Totals

  • Enter a message to the customer in the Customer Message text box, which will display on the invoice.
  • Enter a memo in the Office Memo text box.

  • Enter Shipping & Handling and the Tax Rate, if applicable.

  • Click the save button. An invoice number will be assigned.

 

 

 

 

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School LINQ Help, updated 01/2021