Standard Invoice Entry

These fields are used on the Standard Invoice Entry form.

Document No/Type/Co (document number, document type, and document company)

Displays the number, document type, and document company that the system assigns to transactions. You can assign the document number instead of letting the Next Numbers program (P0002) automatically assign it.

Customer

Enter the address book number of the customer for which you want to enter an invoice.

Company

Enter the number of the company to which the invoice is posted.

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

Invoice Date

Enter the date of the invoice.

If you leave this field blank, the system uses the value that you enter in the G/L Date field.

G/L Date

Enter the date to which the transaction is posted.

If you leave this field blank, the system uses the value that you enter in the Invoice Date field.

Payment Terms

Displays the payment terms that the system assigns from the customer record.

Gross Amount

Enter the total amount of the invoice. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the gross amount field.

You cannot enter or change the open amount in the detail area of Standard Invoice Entry. The system automatically calculates it for you. However, if you change the gross amount, the system recalculates the open amount when you click the next pay item or click OK.

Remark

Enter a remark, description, name, or address. The system uses the remark that is entered on the invoice for the Explanation Remark field (EXR) on the G/L Distribution form.

Due Date

Displays the date that the net payment is due.

The system calculates the due date based on the payment term that is entered, or you can enter it manually. If you enter a negative invoice (credit memo), the system might use the G/L date as the due date regardless of the payment term that is entered. A processing option in the master business function (P03B0011) controls how the system calculates the due date for credit memos.

G/L Offset

Enter the code that determines the trade account that the system uses as the offset when you post invoices. The system concatenates the value that you enter to the AAI item RC (for Accounts Receivable) to locate the trade account. For example, if you enter TRAD, the system searches for the AAI item RCTRAD (for receivables).

You can assign up to four alphanumeric characters to represent the G/L offset, or you can assign the three-character currency code (if you enter transactions in a multicurrency environment). You must, however, set up the corresponding AAI item for the system to use; otherwise, the system ignores the G/L offset and uses the account that is set up for RC for the company that is specified.

If you set up a default value in the G/L Offset field of the customer record, the system uses the value during transaction entry unless you override it.

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