Review and Modify Pending Invoices
Shipping an order automatically creates a pending invoice. You can:
• Review and/or modify the pending invoice
• Preview the invoice print
• Post and print the invoice
• Put the invoice on hold
Pending Invoice Register
Use Pending Invoice Register (7.13.2) to review pending invoices and to determine what modifications (if any) to make.
Pending Invoice Maintenance
Pending Invoice Maintenance can be used to:
• Correct existing pending invoices
• Change some of the invoice information
• Credit terms
• Commission percentages
• Prices and Discounts
• Enter invoices for non-inventory items (line item ship type of memo)
• Enter invoices for over-the-counter sales
• Process a credit invoice for a sales order return using a negative quantity
Note: Use Sales Order Maintenance or Sales Order Shipments to change the line item information. When using Pending Invoice Maintenance to modify a line item shipped from multiple locations, you can only modify the following.
• Due date
• Interest terms
• Price, Discount, and Net Price
• Commission percentage
• Tax field and Tax Class
• Comments
Preview Invoice Print
Use this program to print a simulated version of invoices that have not yet been posted in Invoice Post and Print. For example, you can use printed copies for review before posting. Preview Invoice Print does not print official invoice documents.
Note: This program only selects unposted invoices. To print one that has already been posted, use Invoice Print or Reprint.
The preview print functionality simulates the standard post and print process; for example, you can use most of the same selection criteria and view the effects of invoice consolidation on the draft. However, the program does not actually post selected invoices or have any financial effect. Because the invoice number is generated during post based on the associated daybook, preview invoices do not include that number. Additionally, the copy includes the text DRAFT INVOICE at the top, as well as a user-defined message that can include additional information about the invoice status.
Post and Print Invoices
Invoices that are ready to post have the Ready to Invoice field on the trailer set to Yes in Sales Order Shipments and Pending Invoice Maintenance.
Use Invoice Post and Print to post and print invoices. You can:
• Print a single invoice or a range of invoices
• Consolidating invoices
Invoice Post and Print
You can post and print by:
• Sales order number
• Shipping Date
• Sold-To
• Bill-To
Note: You can also print the invoice in a different language (specified in the Language field).
The date on the invoice is the system date unless you specify a different date in the Invoice Date field.
Posting an invoice affects many areas of the system:
• Assigns an invoice number based on a daybook defined for the associated daybook set. The system also uses this number as the GL reference. The system determines the specific daybook based on the value of the invoice (positive or negative) and whether you are using correction invoices and GL correction.
• Updates General Ledger, debiting the Accounts Receivable and Sales Discount accounts and crediting sales, tax, and trailer charge accounts.
• Updates the customer open AR balance.
• When the Credit Terms code on the order calls for staged payments, calculates the due date and amount, as well as the settlement discount date, of each installment. This information is stored as part of the customer invoice record.
• When the line entities are different from the header entity, generates intercompany balancing entries based on the intercompany daybook defined for the associated daybook set.
• Updates sales analysis history, including salesperson commission and quota history.
• Updates invoice history. Invoice printing functions use these records.
• When applicable, updates Intrastat data, including associated tax records.
• If Ship To Installed Base is Yes in Service Management Control, updates the installed base in the Service/Support Management module.
• Updates a setting in the invoice history record that allows it to be selected for printing.
• Once all lines are shipped completely and invoiced, deletes the order. Note that when the Days to Retain a Sales Order field in Sales Order Accounting Control is not 0 (zero), manually delete orders using Completed Sales Order Delete after the specified number of days.
• Generates a report showing invoices posted, corresponding sales order numbers, line item information, and financial amounts.
Print or Reprint Invoice
Use Invoice Print or Reprint to print invoices after posting.
Invoice Print or Reprint
Use this program to print customer invoices that have already been posted to Accounts Receivable (AR) using Invoice Post and Print. You can:
• Print invoices that were not printed during the posting process. When Reprint is No, only those invoices are selected for printing.
• Reprint previously printed invoices. Set Reprint to Yes to select these invoices. By default, the system prints ***DUPLICATE*** at the bottom of each invoice. You can update this message as needed.
Important: Only posted invoices can be printed.
Exercise: Invoices
As soon as an order has been shipped it is ready for invoicing. In this activity, you create invoices for items shipped.
1 Use Pending Invoice Register (7.13.2) to review invoice details for sales orders SO001 and SO002. Leave all fields blank to review all data and direct output to Page.
2 Use Invoice Post and Print (7.13.4) to post and print invoice for sales order SO001.
There are separate outputs for the post transaction and the print transaction. In our case direct both outputs to page.
