8 Work with Standard Invoices

This chapter contains these topics:

8.1 Working with Standard Invoices


From Accounts Receivable (G03), choose Customer & Invoice Entry

From Customer & Invoice Entry (G0311), choose Standard Invoice Entry

Standard invoices provide the most features and flexibility when you enter invoices for your customers. When you need to change, delete, or void an invoice, use standard invoice entry. If you routinely distribute invoices to multiple G/L accounts, you can set up a journal entry to use as a model.

Invoice information is stored in the A/R Ledger (F0311) and Account Ledger (F0911) tables.

You can use the Import/Export function in this program. See the JD Edwards World Technical Tools Guide for more information.

What You Should Know About

Topic Description
Revenue Recognition From the Standard Invoice Entry program (P03105) you can enter an invoice into revenue recognition by choosing Add Invoice to Revenue Recognition (F20).

See Chapter 37, "Work with Revenue Recognition (Release A9.3 Update)" for more information.

8.1.1 Before You Begin

  • Set up customers on Customer Master Information

8.2 Entering Standard Invoices

The following graphic illustrates the forms you use to enter standard invoices.

Figure 8-1 Forms to Enter Standard Invoices

Description of Figure 8-1 follows
Description of ''Figure 8-1 Forms to Enter Standard Invoices''

You must create an invoice to bill a customer for goods or services. You create an invoice by entering information about how you will process the invoice for receipt or allow the system to enter this information from the customer record.

After you enter information that is specific to the invoice, you enter the G/L distribution information. You typically enter a credit to a revenue account. When you post the invoice, the system creates the offset to the AR trade account as designated by AAI item RC.

When entering standard invoices, you:

  • Enter invoice information

  • Enter general ledger information

You must complete both tasks for each invoice.

The system assigns a batch type of I to invoices.

To enter invoice information

On Standard Invoice Entry

Figure 8-2 Standard Invoice Entry screen

Description of Figure 8-2 follows
Description of ''Figure 8-2 Standard Invoice Entry screen''

  1. Complete the following fields:

    • Account Number

    • Invoice Number (optional)

    • Invoice Amount

    • Payment Terms (optional)

    • Payment Instrument (optional)

    • Invoice Date

    • Company

    • Purchase Order Number (optional)

    • G/L Date

  2. In the invoice schedule, complete the following optional fields for each pay item:

    • Pay Item

    • Gross Amount

    • Remark

    • Net Due Date

    • Pay Status (PS)

  3. Press F4 to access the detail area

    Figure 8-3 Standard Invoice Entry (Detail) screen

    Description of Figure 8-3 follows
    Description of ''Figure 8-3 Standard Invoice Entry (Detail) screen''

  4. Complete the following optional fields:

    • G/L Offset

    • Tax Explanation Code

    • Taxable Amount

    • Tax Rate

    • Bank Type


    The fields which display in the Detail area will vary depending on the format selected.
Field Explanation
Account Number The address number you want to retrieve. You can use the short format, the long format, or the tax ID (preceded by the indicators listed in the Address Book constants).
Invoice Number A number that identifies the original document, such as a voucher, invoice, unapplied cash, journal entry, and so on. On entry forms, you can assign the original document number or let the system assign it through Next Numbers.

Matching document (DOCM) numbers identify related documents in the Accounts Receivable and Accounts Payable systems. Examples:

  • Automated/Manual Payment

    Original document - Voucher

    Matching document - Payment

  • A/R Original Invoice

    Original document - Invoice

  • Receipt Application

    Original document - Invoice

    Matching document - Receipt

  • Credit Memo/Adjustment

    Original document - Invoice

    Matching document - Credit Memo

  • Unapplied Receipt

    Original document - Receipt

Invoice Amount The gross amount of the invoice payments. This is a total of the gross amounts of all scheduled payments.
Invoice Date The date of the invoice. This can be either the date of the supplier's invoice to you or the date of your invoice to a customer.
Company A code that identifies a specific organization, fund, entity, and so on. This code must already exist in the Company Constants table (F0010). It must identify a reporting entity that has a complete balance sheet. At this level, you can have intercompany transactions.

Note: You can use company 00000 for default values, such as dates and automatic accounting instructions (AAIs). You cannot use it for transaction entries.

Purchase Order A document that authorizes the delivery of specified merchandise or the rendering of certain services.
G/L Date A date that identifies the financial period that the transaction is to be posted to. The general accounting constants specify the date range for each financial period. You can have up to 14 periods. Generally, period 14 is for audit adjustments.

The system edits this field for PBCO (posted before cutoff), PYEB (prior year ending balance), and so on.

Pay Item A number that identifies the pay item for a voucher or an invoice. The system assigns the pay item number. If the voucher or invoice has multiple pay items, the numbers are sequential.

Form-specific information

The system allows only one pay item on recurring invoices.

Gross Amount The gross amount of an invoice or voucher pay item, including tax but not including discounts. The total amount for a voucher or invoice is the accumulation of the open pay items. The accounting distributions must balance to the net amount of a voucher or invoice, not to the gross amount.

Form-specific information

The total gross amount of all pay items must equal the invoice amount.

The gross amount includes the original invoice amount. If you make a payment or an adjustment, this amount is reflected in the open amount. The gross amount total changes if you change the invoice amount, but does not change with the entry of a payment, adjustment, and so on.

Remark A generic field that you use for a remark, description, name, or address.

Form-specific information

This is used as a default in the Explanation 2 field in the G/L section if you leave that Explanation 2 field blank.

This text prints on invoices and statements.

Net Due Date The date the net payment is due (accounts receivable). In accounts payable, this date is either the discount date or the net due date, depending on what you entered or how you set up your payment terms.

If you leave this field blank during invoice entry or voucher entry, the system calculates the due date using the invoice date and the payment terms code. If you leave the Payment Terms field blank, the system calculates them based on the payment terms you specified for the customer on Customer Master Information or for the supplier on Supplier Master Information.

Pay Status A user defined code (00/PS) that indicates the current payment status for a voucher or an invoice. Codes are:

P – Paid. The voucher or invoice is paid in full.

A – Approved for payment, but not yet paid. This applies to vouchers and automatic cash applications.

H – Hold pending approval.

R – Retainage.

% – Withholding applies.

? – Other codes. All other codes indicate reasons that payment is being withheld. The Accounts Payable system does not print payments for any other code.

Form-specific information

You cannot change the pay status to P (paid), D (draft accepted), or # (payment in-process).

If you leave this field blank, the system uses the default value from the functional server processing options (XT0311Z1).

G/L Offset The table of Automatic Accounting Instruction accounts that allows you to predefine classes of automatic offset accounts for Accounts Payable, Accounts Receivable, and other systems.

G/L offsets might be assigned as follows:

  • blank or 1210- Trade Accounts Receivable

  • RETN or 1220 - Retainages Receivable

  • EMP or 1230 - Employee Accounts Receivable

  • JIB or 1240 - JIB Receivable (See A/R Class Code - ARC)

  • blank or 4110 - Trade Accounts Payable

  • RETN or 4120 - Retainage Payable

  • OTHR or 4230 - Other Accounts Payable (See A/R Class code - APC)

If you leave this field blank during data entry, the system uses the default value from the Customer Master Information table (F0301) or the Supplier Master Information table (F0401). The post program uses the G/L Offset class to create automatic offset entries.

Caution: Do not use code 9999. It is reserved for the post program and indicates that offsets should not be created.

Bank Type Use to designate a specific bank type to be used.

8.2.1 What You Should Know About

Topic Description
Creating a customer record You can create a new customer record when you enter invoice information by choosing the Exit to Address Book function (F11) on Standard Invoice Entry.
Invoice Category Codes By setting a processing option for Invoice Entry (P03105), you may display and update the invoice category codes when adding or changing an invoice.
Entry errors If an error occurs during entry, the system highlights the field. View the error message (F7), correct the error, and press Enter to accept the invoice.

8.2.2 Processing Options

See Section 102.1, "Invoice Entry (P03105)" for more information.

To enter general ledger information

On AR and AP Journal Entries

Figure 8-4 AR and AP Journal Entries screen

Description of Figure 8-4 follows
Description of ''Figure 8-4 AR and AP Journal Entries screen''

  1. Toggle among alternate formats (F2) to locate the format you want to use.

  2. Complete the following fields for each G/L distribution:

    • Account Number

    • Amount

    • Explanation 2 (optional)

    Alternately, you can access additional fields in the detail area (F4).

  3. Complete the following optional fields and click Add.

    • Enhanced Subledger 1-4

    • Enhanced Subledger Types

Figure 8-5 AR and AP Journal Entries (Fold) screen

Description of Figure 8-5 follows
Description of ''Figure 8-5 AR and AP Journal Entries (Fold) screen''

Field Explanation
Account Number A field that identifies an account in the general ledger. You can use one of the following formats for account numbers:
  • Structured account (business unit.object.subsidiary)

  • 25-digit unstructured number

  • 8-digit short account ID number

  • Speed code

The first character of the account indicates the format of the account number. You define the account format in the General Accounting Constants program (P000909).

Amount A number that identifies the actual amount. Type debits with no sign or a plus sign (+). Type credits with a minus sign (-) either before or after the amount. You can use decimals, dollar signs, and commas. The system ignores non-significant symbols.
Explanation 2 A name or remark that describes an element in the JD Edwards World systems.

Form-specific information

You can provide additional information about the account number or transaction.

Enhanced Subledger 1- 4 An enhanced subledger can be, for example, an equipment item number or an address book number. If you enter an enhanced subledger code, you must also specify the enhanced subledger type. This field acts the same and is edited much the same as the Subledger field.
Enhanced Subledger Types 1 - 4 A user defined code (16/E1 through 16/E4)) that is used with the associated Enhanced Subledger field (ABR1 through ABR4) to identify the Enhanced Subledger field type and how the system will perform the Enhanced Subledger editing. The second line of the description on the User Defined Codes form controls how the system validates entries in the Enhanced Subledger field. This is either hard-coded (edits against a file as described in the second line of the description) or user defined.

8.2.3 Processing Options

See Section 102.2, "A/R and A/P Journal Entries (P03101)" for more information.

To enter a model journal entry using invoice and voucher entry

To enter a model at the time you are entering an invoice, complete the following steps:

  1. After completing the invoice entry portion of the transaction, on the AR and AP Journal Entries screen (P03101), press F5 to create a new model.

  2. Type in the model information such as document type, explanation and account information and press Enter. Entering amounts for models is optional.

  3. Once you have pressed Enter the original invoice information will appear. At this point, you can either use the newly created model, or enter account information for the transaction.

  4. To access the model:

    • Press F15

    • Locate the model (either press enter to display all, or enter a document type to limit your search criteria)

    • Enter a 1 in the option field and press Enter to select the model.

    • Enter amounts, if necessary, and press Enter.


    If the document company field (KCO) assigned to the model Journal Entry is different from what has been defined for that model in the Customer Master file (F0301), the model journal entry will not default into the Journal Entry side of the invoice.

    If the document company on the model journal entry is 00000 (which can be used regardless of the company on the invoice), and the document company field is blank in the Customer Master record, change the document company to all zeros. Upon re-inquiry, the document company will display as blank, but now the Customer Master file is populated with 00000 instead of BLANK.

8.3 Locating Invoices

To review, change, delete, or void an invoice, you must first locate it.

To locate an invoice

On Standard Invoice Entry

  1. Complete the following fields to limit your search:

    • Invoice Number

    • Invoice Type (optional)

    • Invoice Company (optional)

  2. If Document Inquiry appears, select an invoice.

8.3.1 What You Should Know About

Topic Description
Other methods of locating invoices You can also locate an invoice on the following forms:
  • Invoice Journal Review, if you know the batch number

  • Customer Ledger Inquiry, if you know the customer number.

See Section 11.1, "Reviewing and Approving Invoices" and Chapter 16, "Locate Customer Ledger Information"

8.4 Revising Unposted Invoices

You can change or delete an invoice before you post it. However, you cannot change the following key fields:

  • Invoice Number

  • Invoice Type

  • Invoice Company

  • Customer Number

  • G/L Date

If you need to change one of the key fields, you must delete the invoice and re-enter it, or you can copy the invoice and change the copied information.

To revise unposted invoices

On Standard Invoice Entry

  1. Locate the invoice.

  2. Change any field that is not a key field.

  3. To change the general ledger information on AR and AP Journal Entries, complete the following fields to create a balancing entry, if necessary:

    • Account Number

    • Amount

    • Explanation 2 (optional)

  4. Press Enter to accept the changes.

8.4.1 What You Should Know About

Topic Description
Batch headers Any change to an invoice on an invoice entry form reopens the batch and requires you to repost it. Consider using Speed Status Change to change information, such as due dates, that does not affect the G/L distribution.

See Chapter 19, "Update Invoices for Payment" for information about using Speed Status Change to change invoice information.

Changing invoice amounts You must also change the gross amounts in both the invoice information and general ledger information and ensure that they balance.
Changing several invoices To quickly change specific information for several invoices at the same time, such as discounts, use Speed Status Change.

See Chapter 19, "Update Invoices for Payment" for mor e information.

Copying an invoice to another customer To copy or enter the same invoice information for a new customer, you must change the customer number and invoice number.
Deleting unposted invoices After you delete an unposted invoice, no audit trail exists. You cannot delete a posted invoice. You must void it.