AR invoices

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. Click . The New AR Invoice window opens.

   

In the instructions which follow, steps for controls which may be hidden due to settings in the Options dialog box appear in green.

3. Enter the name of the Batch to process the new invoice with. The default is the batch name from the last saved invoice.
4. In the Customer field, select the code of the customer you are issuing the invoice to.

5. In the Date field, enter the invoice date. This date represents the contractual date of the invoice between the company and the customer.

   If this invoice represents a contract payment, this field is disabled and cannot be changed. If changes are required, the invoice must be deleted or voided and the contract payment must be reposted.

6. In the Invoice # field, enter the invoice number to assign to the invoice. If the invoice type you assign to the invoice has an invoice scheme associated with it, ActivityHD automatically generates this number when you enter an invoice type and save the invoice or merge it (depending on how the invoice scheme is set up), so you can bypass this field.
7. If the invoice needs to be included on a summary invoice, select the Summary Type for the invoice. Only invoices of the same invoice type can be included on a given summary invoice.
8. If the invoice needs to be included on a summary invoice, select the Summary Invoice to include it on.
9. In the Type field, select the invoice type.
10. Enter the PO # associated with the invoice.
11. Enter a Description of the invoice.
12. In the Location field, select the customer location to associate with the invoice. The default location is the customer's default location.
13. Select the Salesperson primarily responsible for the sale.
14. If the invoice should be available for printing after it is merged, mark the Print Invoice checkbox. If the invoice should not be included in standard print runs, ensure the checkbox is cleared. The default setting comes from the invoice type you selected.

15. If you need to prevent the invoice from being merged, mark the On Hold checkbox. If initial payments are entered for an invoice that is on hold, the initial payment receipts are placed on hold as well.

    Example

    Suppose you enter an invoice but are uncertain about which ARCode to use on one of the detail lines. You can place the invoice on hold to indicate it needs further attention and to prevent it from being merged. When you resolve the problem, clear the On Hold checkbox to make the invoice eligible for merging.

16. In the Sales Tax section in the Origin field, select the tax entity that represents the location where the sale originated.
17. In the Destination field, select the tax entity that represents the location of the purchaser or where the items will actually be used.
18. From the Source drop-down list, select which of the tax entities to use to calculate sales tax. Your options are:
    • Origin
    • Destination

The tax entity you select displays in the Tax Entity field.

19. In the Category field, select the customer tax category which applies to the invoice. The default value comes from the customer record.

20. Skip the Amount field unless you are entering an after-the-fact invoice. ActivityHD automatically calculates the sales tax for you on the detail lines and inserts the total here. If you are entering an after-the-fact invoice and you billed the customer a sales tax amount that is different from the calculated tax amount, enter the amount you actually billed the customer. The override amount displays in purple.

    Note

    If you override the amount here, that amount is distributed across the tax entities in the Sales Tax Detail table in proportion to the tax rates. If you override amounts in the Sales Tax Detail table, this field updates with the total actually billed for tax from the table.

21. In the General Ledger section in the AR Account field, select the receivables account to debit for the total invoice amount. The default account number is generated from account masks on the invoice type, attribute items, customer, and customer class. If you override the default account number, the number displays in purple.

    Note

    You can enter partial or invalid accounts in this field up until the invoice is merged. At that point, a valid account must be entered.

    Reasons you might want to enter a partial or invalid account include:

    • You only know part of the account number when the invoice is entered.
    • You know the correct account number, but it hasn't been created in the General Ledger yet.

    Invalid accounts are highlighted in yellow in the AR Invoice window and in AR Invoice Detail.

22. In the GL Date field, enter the date that the invoice is accrued in the general ledger.

    Note

    "GL Date" access to the Invoices resource is required to access this field.

23. In the GL Batch field, enter the name of the GL batch to use for the GL entry that is created when the invoice is merged. You can specify different GL batch names on different invoices to summarize them into different GL entries. The default GL batch name comes from the invoice type.

24. The Sales Tax Detail table contains a detail line for each tax entity affected by the invoice. On each line the table shows the tax entity, the sales tax amount due to that entity, and the tax liability account. The Amount column is populated from the sales tax amounts on the invoice detail lines. The tax liability accounts in the Account column default from the account masks on attribute items and the tax entity. (Accounts are only visible if you have "Accounts" access to Invoices.) Skip this table unless you need to override amounts or accounts. If you need to override the entries, enter the appropriate tax amount and tax liability account for each row. If you override an amount or an account, the override value displays in purple. Partial or invalid accounts are allowed in the Account field until the invoice is merged. Invalid or partial accounts are highlighted in yellow.

    Note

    If you entered an override amount in the Amount field in the Sales Tax section, that amount is distributed across the tax entities in proportion to the tax rates. If you override amounts in the table, the Amount field in the Sales Tax section is updated with the total amount actually billed for tax.

    Note about Canadian taxes

    Some Canadian provinces are required to print separate values for federal General Sales Tax (GST) and Provincial Sales Tax (PST) on invoices. Sales tax detail facilitates this. To enable separate printing for GST and PST, ensure that the Print Separate checkbox on the GST tax entity record is marked and provide a print label. Tax entities with the same print label are summarized on invoices.

25. In the Attributes field(s), enter the appropriate attribute value(s) for the invoice. In particular, be sure to enter values for required attributes. Attributes provide additional ways to categorize invoices and may include a GL account mask that contributes to determining the GL accounts used during invoice posting.

    Note

    If an attribute is flagged for "Use on GL Detail" and to "Follow Calendar Post Control" and to "Post to GL (Sales, Cost, Extra GL)" for AR and the invoice is merged and the corresponding GL journal entry (for the invoice or the extra GL detail line) is merged and the post control is "Error", the attribute item on an invoice cannot be changed. If those conditions exist but the post control is "Warning", a message is displayed before the attribute item can be changed.

    The post control in effect is determined as follows:

    1. If there is a segment-specific control calendar on the GL account from the GL detail or extra GL line, use the control calendar. Otherwise, use the default calendar. (Use the invoice AR account for invoice-usage only attributes, the sales account for invoice-detail usage attributes, or the extra GL account.)
    2. Open the calendar period that contains the posting date (invoice GL date or extra GL detail date). If there is an AR-specific post control for the period, use it.
    3. If the period of the posting date is outside the periods before or the periods after the current period, use the post control on the calendar.
26. In the Payment Terms section in the Terms field, select the code for the payment terms to apply to the invoice, if any. If you enter payment terms, ActivityHD calculates the due date and discount detail and disables the Due field and the Discounts table. Clear this field if you need to enter the due date and discount detail manually.
27. The Basis field contains the amount of the invoice that is subject to discount. This amount is calculated as detail lines are added to the invoice. Each line's ARCode determines whether or not the line's amount is added to the basis. If you need to override the basis amount, enter the actual discount basis amount. The override basis amount displays in purple.
28. If you cleared the Terms field, the Due field is enabled and the invoice date is loaded as the default due date. If you need to override the date, enter the date that full payment on the invoice is due.
29. The Finance field defaults to the invoice customer's default finance method. If needed, you can select a different finance method for the invoice. If no finance charges should be applied to the invoice, clear the field contents.
30. If payment terms are specified on the invoice, the Discounts table is disabled. If you left the Terms field blank, the table is enabled so that you can specify discounts for early payment. For each discount detail line you need to add to the table, do the following:
    1. In the Date column, enter the date by which payment must be received to receive the discount described on this detail line.
    2. If the discount is a percentage of the basis amount, enter the discount rate in the Percent field. ActivityHD calculates the Amount for you.
    3. If the discount is a flat amount, enter the discount amount in the Amount field. ActivityHD calculates the Percent discount for you.
31. In the Detail table, perform the following steps for each detail line you need to enter:
    1. In the ARCode column, select the ARCode which applies to the detail line.
    2. The Description defaults from the ARCode. Enter a different detail description if needed. Press F2 if you need to enter a lengthy description.
    3. In the Amount column, enter the amount for the invoice detail line.
    4. The Tax Category column defaults to the tax category assigned to the selected ARCode. If you need to change the tax category, select a different tax category.
    5. The account in the Sales Account column defaults from the account masks from the ARCode, attribute item(s), customer, and customer class. If you need to override the default sales account, enter the appropriate account number. The override account number displays in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow.

    6. The table contains one column for each active attribute with AR invoice usage or AR invoice detail usage (if any). For each attribute, select the appropriate attribute value for the invoice detail line.

       If an attribute is enabled for both AR invoice usage and AR invoice detail usage, and an attribute value has already been specified for the AR invoice, the invoice detail lines default to that attribute value. Overriding the default value will cause the new value to display in purple.

    7. In the Memo field, enter any additional descriptive text to describe the detail line.
32. If needed, use the Initial Payment(s) table to record payments taken at the time of sale/invoice. Initial payments can be entered or edited until the invoice is merged. Do the following for each initial payment you need to record:
    1. In the Receipt Date column, enter the date to post the receipt to the customer's account.
    2. In the Deposit Type column, enter the type of deposit to associate with the payment. The Deposit Type and Receipt Type columns validate one another. If the deposit type is associated with only one receipt type, the receipt type loads in the Receipt Type column.
    3. If you did not select a deposit type or if the deposit type is associated with multiple receipt types, the Receipt Type field is empty. Select the type of receipt to associate with the payment.

    4. In the Reference column, enter a brief reference note to help you identify the receipt. You can use up to 20 characters. If a reference is specified on the receipt type, that reference loads as the default.

       Examples

       For a check, you can use the check number as the reference.

       For a cash payment, you might simply enter "CASH".

    5. In the Payment column, enter the amount of the initial payment.

       Tip

       Press Ctrl+B or select > Tools > Pay Balance to have ActivityHD load the open balance in this field.

    6. In the Description column, enter a brief description of the receipt.
33. When you finish, save the new invoice.

Fields on a new invoice

Field	Description
Batch	The name of the invoice entry batch. The batch allows you to group multiple invoices for proofing and reporting. The batch name defaults from your last saved invoice.
Entry #	The system-assigned entry number for the invoice. The entry number can be changed to match source documents if needed. The entry number must be unique for the batch and the combination of batch and entry number must be unique across ALL invoices (unmerged and merged). To open the field for editing, press Ctrl+Alt+U or select > Tools > Unlock Entry #.
Customer	The customer the invoice is issued to. The customer you select determines the following defaults: salesperson, location, terms, customer tax category, and GL accounts. If you change the customer, these defaults are reset to the new customer's default values even if they were overridden initially. The customer on an invoice can be changed until the invoice is merged. If you enter and merge an invoice with the wrong customer name, void the invoice and re-enter it correctly. Depending on your options settings, this field may default from the customer on the last invoice entered.
Customer name	The customer's name displays here to help you verify that the customer code is correct.
Date	The invoice date. This is the contractual date of the invoice between your organization and your customer. The invoice date is used to calculate payment terms. It can also be used to determine past due amounts for aging and statement printing. The invoice date can be changed until the invoice is merged. Depending on your options settings, this field may default to the current system date or default from the invoice date on the last invoice entered.
Invoice #	The invoice number assigned to the invoice. This number can be controlled by the invoice scheme assigned to the invoice type on the invoice. The invoice scheme may automatically generate the invoice number or may require you to enter an invoice number. The invoice number can be changed until the invoice is merged.
Amount	The total amount of detail lines and sales tax. This amount is automatically updated as you add or change detail lines.
Balance	The invoice amount minus receipt amounts. This amount is automatically calculated.
Summary Type	This field is visible if the Summary Invoice interface is enabled and if the Summary Invoice options setting is marked. If this invoice is summarized on a summary invoice, the summary type assigned to the invoice.
Summary Invoice	This field is visible if the Summary Invoice interface is enabled and if the Summary Invoice options setting is marked. The batch name and entry number of the summary invoice (if one) that the invoice is linked to.
Source	The source from which the invoice originated. This indicator is system-assigned. The valid values are: Charge. The invoice represents a finance charge created using the Assess Finance Charges wizard. Import. The invoice was imported into ActivityHD using the Import Macro function. Manual. The invoice was manually entered in the AR Invoice window. Receipt. The invoice was created from the Receipt window when a miscellaneous invoice or unapplied payment was entered. Recurring. The invoice was created by the Process AR Recurring Invoices wizard. Void. The invoice is a reversal invoice created by the Void AR Invoices wizard.
Type	The invoice type assigned to the invoice. The invoice type's classification determines certain behavior in the AR Invoice window. For "Charge" invoice types, the quantity on new invoice detail lines default to "1" and the total invoice amount must be positive. For "Credit" invoice types, the quantity on new invoice detail lines defaults to "-1" and the total invoice amount must be negative. The GL control on the invoice type determines certain characteristics of the GL postings that result from the invoice. For "Debit AR, Credit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are debited; Sales (Revenue), Sales Tax Liability, and Inventory are credited. For "Credit AR, Debit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are credited; Sales (Revenue), Sales Tax Liability, and Inventory are debited. A default invoice type can be specified in options settings.
PO #	The customer's purchase order number associated with the invoice. The purchase order number can be changed even on merged AR invoices except for voids and reversals.
Salesperson	The salesperson primarily responsible for the invoice. The salesperson defaults from the customer location or, if the location does not have a default salesperson, from the customer record. You can enter a different salesperson if needed.
Description	A description of the invoice. Depending on your options settings, this field may default from the invoice description on the last invoice entered.
Location	The customer location that applies to the invoice. This field defaults to the customer's default location but can be changed. The destination tax entity defaults from the customer location's default tax entity. If a default salesperson is specified on the customer location, the invoice salesperson defaults from the customer location's default salesperson; otherwise, the invoice salesperson defaults from the customer's default salesperson.
Location details	This text box displays the address and phone number for the specified customer location.
Print Invoice	This checkbox indicates whether the invoice is available to be printed after it is merged. If you do not want to include the invoice in standard invoice printing, ensure that the checkbox is cleared. The state of the checkbox defaults from the invoice type.
On Hold	This checkbox indicates whether the invoice is eligible to be merged. Mark the checkbox if the invoice needs further attention in order to prevent it from being merged. Once issues with the invoice are resolved, clear the checkbox to allow merging. The "on hold" setting applies to the invoice and any initial payments on the invoice. This means that the invoice and its receipt(s) will not appear on reports which exclude items on hold. Miscellaneous invoices and unapplied payments inherit "on hold" settings from the "on hold" settings on the receipts which create them.
Origin	The tax entity for the location where the sale originated. The origin tax entity defaults from the tax entity that is flagged as the default tax entity. The origin tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Destination	The tax entity for the location of the purchaser or the location where the items will actually be used. The destination tax entity defaults from the invoice location if a tax entity is specified; otherwise, the origin tax entity is used. The destination tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Source	The tax entity (origin or destination) used to calculate sales tax for the invoice. The default selection is determined from the in-state or out-of-state sourcing options on the destination tax entity. The source can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Tax Entity	This field displays the tax entity with jurisdiction over the sale. This determines the sales tax rates applied to the sale and the reporting requirements. The tax entity is determined by the tax entity source.
Category	The customer tax category that applies to the invoice. Customer tax categories group customers for taxability and tax reporting. The customer tax category defaults from the tax category specified on the customer record. By default, all customers are assumed to be taxable. You can define customer tax categories to assign a nontaxable status to certain groups of customers. You can also define taxable customer tax categories in order to group customers for tax reporting. The customer tax category can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Amount	The calculated sales tax amount. This amount is calculated based on the taxability and effective tax rates on detail lines. Taxable lines are summarized by tax rate. The total tax amount is determined by multiplying each distinct tax rate by the total for that rate. The tax amount can be changed until the invoice is merged. Manual overrides are indicated in purple. If you enter an override amount in this field and come to regret it, blank out the tax amount and press Tab. The system-calculated value is restored. The Invoices folder provides a couple of columns to help you research sales tax discrepancies: Sales Tax Calculated. The calculated sales tax amount as of the invoice date. Sales Tax Difference. The difference between the calculated sales tax amount and the invoice's sales tax amount. These columns help you identify differences between the sales tax actually charged on an invoice and the calculated tax amount based on current date-driven tax rate values. Because you pay sales tax based on the calculated amount and not the amount collected, it's important to know if the right sales tax is being charged. Differences in sales tax charges and calculated sales tax are due to one of the following: The sales tax amount was overridden during invoice entry. Tax rate information changed since the invoice was entered. The Tax Entity, Customer Tax Category, or Item Tax Category on the invoice has changed. A tax entity's taxable status has changed. A customer tax category's taxable status has changed. An item tax category's taxable status has changed. Note Tax rate changes are date-driven. New tax rates take effect as of a specific date, so a new tax rate does not change the calculated tax amount on an invoice posted before the tax rate's effective date.
AR Account	The receivables account that is typically debited for the total invoice amount. The default AR account is derived based on the account masks from the invoice type, attribute item(s), customer, and customer class. When any of these masks change, the default AR account is updated with the new account provided the account has not been overridden manually. The AR account can be changed until the GL entry for the invoice is merged or until the invoice has been paid by a merged receipt. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you enter an override account in this field and come to regret it, blank out the account number and press Tab. The default account number is restored.
GL Date	The date the invoice is accrued in the general ledger. You can change the GL date until the GL entry is merged. Depending on your options settings, this field may default to the invoice date on the last invoice entered, the current system date, the invoice date, or the last day of the GL period that contains the invoice date..
GL Batch	The name of the batch that contains the GL entry that is created when the invoice is merged. You can use GL batch names to summarize different invoices into different GL entries. The GL batch name defaults from the GL batch name specified on the invoice type. You can change the GL batch name until the GL entry is merged. If you change the batch name, the invoice's GL detail is moved to the new GL entry.
Sales Tax Detail table	This table contains one detail line per tax jurisdiction for the tax entity on the invoice. Each detail line shows the tax amount and tax liability account for the corresponding tax jurisdiction.
Rates button	Click this button to open the Sales Tax Rates dialog box. The dialog contains a table of tax rates by tax entity. For each tax entity, the table shows the rate, taxable basis, and calculated tax. The table footer shows the aggregate tax rate and total calculated tax.
Attributes	Attributes provide additional ways to categorize invoices for reporting and they can provide GL account masks to help determine GL accounts during invoice posting. If an attribute is set up to be required, you must provide a value for the attribute on the invoice. You can change attribute values until the GL entry is merged; however, related GL accounts will only be updated if they were not manually overridden.
Terms	The payment terms to apply to the invoice. The payment terms determine the due date and discount detail. If you do not specify a payment terms code, you must manually enter the due date and any discount detail. The payment terms default from the invoice customer's payment terms.
Basis	The amount of the invoice subject to discount. ActivityHD calculates this amount as detail lines are added to the invoice. The ARCode assigned to each detail line determines whether the line's amount is added to the discount basis. If the basis amount is manually overridden, subsequent changes to the detail lines do not affect the basis amount. Manual overrides are indicated in purple. If you enter an override amount in this field and come to regret it, blank out the amount and press Tab. The calculated basis amount is restored.
Due	The date that full payment of the invoice is expected. The due date is calculated based on the payment terms. If no payment terms are specified, the due date is set to the invoice date but can be overridden.
Finance	The finance method to use to calculate finance charges for past due invoices. This field defaults to the customer's default finance method. Leave this field blank to exclude the invoice from finance charges.
Discount table	This table shows the early payment discounts that may apply to the invoice. Each detail line in the table shows the date by which payment must be received to qualify for the corresponding discount, the percent of the discount, and the amount of the discount. When a payment is received, ActivityHD uses the receipt date to determine which discount to apply. Discount amounts are recalculated when changes to the basis amount occur. If payment terms are specified, ActivityHD automatically calculates the discount detail and the Discount table is disabled. If payment terms are not specified, you can manually enter discount details in the table. If you enter a percentage in a detail line, ActivityHD automatically calculates the discount amount. If you enter an amount, ActivityHD calculates the discount percentage.
Detail table	This table shows the invoice detail lines. The columns that show in the table and the columns which have tab stops are controlled by options settings. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (*). *ARCode. Assign an ARCode to categorize the detail line for reporting, to contribute GL account mask information for the construction of GL accounts on the invoice, and to provide information for performing sales tax calculations and determining payment discounts. The ARCode can be changed until the GL entry for the invoice is merged. The GL accounts (sales, cost, and inventory) for the detail line are built by applying account masks from the ARCode, attribute item(s) (last to first), customer, and customer class, in that order. *Description. The description for the detail line. The default description is the description from the ARCode. Press F2 if you need to enter a lengthy description. Manual overrides are indicated in purple. If you override the description and come to regret it, blank out the description and press Tab. The default description is restored. *Amount. The extended amount for the detail line. If the Quantity, Unit Price, and Discount columns all have values, ActivityHD automatically calculates the amount for you using this formula: Amount = (Quantity * Unit Price) - Discount You can manually override the amount if needed; ActivityHD will adjust the unit price if a quantity and discount exist. You can change the detail line amount until the invoice is merged. *Tax Category. The item tax category for the detail line. The item tax category defaults from the ARCode. Item tax categories group ARCodes for taxability and tax reporting. By default, all ARCodes are considered taxable. You can define item tax categories to assign a nontaxable status to groups of ARCodes. You can also define taxable item tax categories to group ARCodes for tax reporting. *Taxable?. This flag indicates whether the detail line is taxable. The state of the checkbox is controlled by the customer tax category assigned to the invoice or by the item tax category assigned to the detail line. If no customer tax category is assigned to the invoice and no item tax category is assigned to the detail line, the detail line is considered taxable. *Sales Account. The revenue account that is typically credited with the detail line's extended amount. The posting sign is determined by the GL control setting on the invoice type. The default sales account is derived using account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default sales account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You can change the sales account until the GL entry is merged. *Sales Account Description. The description of the sales account. *[Attribute Name]. The table contains one column for each active attribute with AR invoice detail usage (if any). The column(s) contain the attribute value(s) assigned to each detail line. *Memo. Additional text to describe the invoice detail line. Discount. Any discount amount associated with the detail line. This column defaults to zero, but you can use it in conjunction with the Quantity and Unit Price columns to represent a discount separately from the standard unit price. If you provide values for quantity, unit price, and amount, ActivityHD will automatically calculate the discount amount for you using this formula: Discount = (Quantity * Unit Price) - Amount If you override the discount amount, ActivityHD will recalculate the detail line amount as long as the quantity, unit price, and discount amount are provided. If you enter a discount amount that causes the detail line amount to have a different numeric sign than the quantity, ActivityHD returns one of these errors: If Amount is negative, Quantity cannot be positive. If Amount is positive, Quantity cannot be negative. This happens when the discount exceeds the detail line amount before the discount is applied. If you override the discount amount and come to regret it, blank out the discount amount and press Tab. The calculated discount amount is restored. Tax Rate. If the detail line is taxable, this field displays the effective tax rate for the invoice tax entity as of the invoice date. ActivityHD calculates the total sales tax for the invoice automatically based on the taxable status of each detail line and on the effective tax rates of each detail line. Taxable lines are summarized by tax rate; the total taxable amount is determined by multiplying each distinct tax rate by the total for the rate. Quantity. The number of units sold for this detail line. This field defaults to "1" for charge invoices and to "-1" for credit invoices depending on the invoice classification on the invoice type. If you change the quantity, the system recalculates the detail line amount as long as there are values for the quantity, unit price, and discount. If you want ActivityHD to calculate the quantity for you, blank out the entry in the Quantity column and enter values for the unit price, discount, and detail line amount. ActivityHD calculates the quantity based on the following formula: Quantity = (Amount + Discount) / Unit Price When the detail line amount is entered, the quantity's numeric sign changes to match the sign of the detail line amount. You can change the quantity until the invoice is merged. Cost. The total cost for the invoice detail line. If there is no cost for the invoice detail line, enter zero; otherwise, enter the cost amount. If the cost amount is not zero, the amount is typically debited to the cost account and credited to the inventory account. The actual posting sign depends on the GL control on the invoice type. You can use the options settings to always default the cost amount to zero. Though rare, the cost on a detail line can be negative while the amount is positive and vice versa. When you attempt to save the invoice, ActivityHD warns you if such a condition exists, but permits you to override the warning. You can change the cost until the associated GL entry is merged. Cost Account. The cost of goods sold account that is typically debited with the invoice detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default cost account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default cost account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You can change the cost account until the GL entry is merged. Cost Account Description. The description of the cost account. Inventory Account. The inventory account that is typically credited with the detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default inventory account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default inventory account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You can change the inventory account until the GL entry is merged. Inventory Account Description. The description of the inventory account. Unit Price. The price per unit of the item sold. The unit price cannot be negative. A unit price may have up to four places after the decimal. If you enter a unit price, ActivityHD calculates the detail amount as long as there are values for quantity, unit price, and discount. If you change the amount on the detail line and there are values for quantity and discount, ActivityHD recalculates the unit price using the following formula: Unit Price = (Amount + Discount) / Quantity You can change the unit price until the invoice is merged. ARCode Description. The description of the ARCode assigned to the detail line.
Initial Payment(s) table	This table shows details of the initial payment(s) made at the time of invoice entry. If you are using invoices to record sales activity after-the-fact where payments were accepted at the time of the sale, you can use this table to record those payments. The columns that show in the table and the columns which have tab stops are controlled by options settings. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (*). *Receipt Date. The date to post the receipt to the customer's account. Depending on your options settings, this field may default to the receipt date from the last initial payment entered, the current system date, the invoice date, or the invoice GL date. *Deposit Type. The deposit type assigned to the initial payment. If the initial payment is associated with a deposit, you can enter a deposit type here to let ActivityHD automatically determine the applicable deposit based on the deposit type and GL receipt date. If a deposit in "New" status already exists for the deposit type and GL receipt date, that deposit is used on the initial payment. If such a deposit does not exist, ActivityHD creates it and associates it with the initial payment. If, on the other hand, a deposit was assigned to the initial payment, the deposit type is set from that deposit. Note The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type. *Receipt Type. The receipt type assigned to the initial payment. You can change the receipt type even on merged receipts as long as the change doesn't violate any of the restrictions on the deposit. Note The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type. *Reference. A brief note to help users identify the receipt. If a reference was specified on the receipt type, that reference defaults here. You can change the reference value until the receipt's GL entry is merged. Tip For checks, you can use the check number. For cash receipts, you can simply use "CASH". *Payment. The amount of the initial payment. If you press Ctrl+B or select > Tools > Pay Balance, this amount defaults to the open balance on the invoice. When the invoice is merged and the journal entry is created for the initial payment, the payment amount is used to make the following type of entry: DR Bank Account (on initial payment line) CR AR Account (on invoice) *Description. A description of the receipt. You can change the description even after the receipt is merged. *Receipt. Once the initial payment is saved, this column displays the receipt batch and entry number of the receipt that is created. The entry number is the next available receipt entry number for the batch. The receipt batch and entry number allow receipts to be grouped for proofing and reporting. The invoice batch is used as the default receipt batch for initial payments; however, if a separate receipt batch is needed, it is available. Deposit. The deposit associated with the initial payment. A deposit can be assigned to an initial payment during invoice entry in a couple of ways: Enter a deposit type and let ActivityHD determine if a suitable deposit already exists or if it needs to create a new deposit based on the deposit type and GL receipt date. The GL batch and bank account on the deposit and receipt are set to the GL batch and bank account from the deposit type. Create a deposit first and assign it to receipts as they are entered. In this case, the deposit type is determined from the deposit. The GL batch, GL date, and bank account for the receipt are set to the GL batch, GL date, and bank account from the deposit. All receipts in a deposit must be summarized into a single GL entry so that one Bank Reconciliation transaction is created per deposit. Batch. The receipt batch for the initial payment. The default batch is the invoice batch, but the batch name can be overridden as required to group receipts for proofing and reporting. If you change the receipt batch, the Receipt column also changes since it contains the receipt batch and receipt entry number. Bank Account. The bank account for the initial payment. If the initial payment is associated with a deposit, the bank account is the bank account assigned to the deposit. In this case, the bank account can only be changed by changing the deposit on the initial payment. If the initial payment is not associated with a deposit, you must specify the bank account here. If a bank account is specified on the receipt type, that bank account defaults here. The bank account can also default from options settings. As long as the initial payment is not associated with a deposit, you can change the bank account if needed. GL Batch. The GL receipt batch name assigned to the initial payment. The GL batch is used to find or create the GL entry used for the initial payment when the invoice is merged. You can specify different GL batch names on different receipts to control how they are summarized into different GL entries. If the receipt is associated with a deposit, the GL batch name comes from the deposit and cannot be changed unless you change the deposit that is assigned to the receipt. If the receipt is not associated with a deposit, the GL receipt batch name defaults from the invoice GL batch but can be changed as needed. GL Date. The accounting date to use when the initial payment is posted to the general ledger. Depending on your options settings, the GL receipt date may default to the GL receipt date from the last initial payment entered, the current system date, the receipt date on the initial payment, or the invoice GL date. If you specify a deposit on the initial payment, the GL receipt date is set to the date on the deposit. If you change that date, ActivityHD blanks out the deposit and assigns or creates a new deposit based on the deposit type and GL date. Customer. The customer to credit with the initial payment. The default customer is the payment customer assigned to the invoice customer; however, if you have "Pay Any" access on Invoices, you can override the default if necessary to reflect the appropriate payment customer for the initial payment.

An invoice cannot be deleted if it has been merged.

To delete an unmerged invoice, highlight the invoice record in the HD view and click , or open the invoice and select > Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the invoice.

You can enter any additional GL postings you need to associate with an invoice on the Extra GL tab. In particular, you can use the Extra GL tab to create statistical entries or to spread an invoice's unearned revenue over a period of time.

Extra GL entries are summarized into GL journal entries when the invoice is merged. Extra GL entries can be changed and deleted as long as the associated journal entry is not merged. You can add new extra GL lines unless the invoice is voided. New journal entries, one per posting date, are automatically created as needed. Extra GL is summarized on the journal entry by account and by debit/credit with a GL detail reference of "Extra".

Because Accounts Receivable creates separate journal entries by day, extra GL entries must be in balance by day (within the ledger) if the ledger requires being in balance. ActivityHD will let you merge an invoice with out-of-balance extra GL; however, a journal entry with out-of-balance postings from extra GL cannot be merged until the extra GL has been corrected.

If an invoice with extra GL is voided, ActivityHD automatically generates extra GL entries on the reversal invoice to reverse the extra GL from the original invoice. An invoice with extra GL cannot be voided unless the extra GL on the original invoice is valid and in balance. Extra GL on a voided invoice cannot be modified.

To enter extra GL on an invoice:

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. In the HD view, locate and double-click the invoice you need to make extra GL entries on to open it in the AR Invoice window.
3. Select the Extra GL tab.

   

4. In the Extra GL table in the Date column, enter the date of the extra GL entry. The default date is the invoice date.

5. In the Account column, enter the number of the account to post the entry to.

   Note

   You can enter partial or invalid accounts in this field up until the invoice is merged. At that point, a valid account must be entered.

   Reasons you might want to enter a partial or invalid account include:

   • You only know part of the account number when the invoice is entered.
   • You know the correct account number, but it hasn't been created in the General Ledger yet.

   Invalid accounts are highlighted in yellow in the AR Invoice window and in AR Invoice Detail.

6. A column displays in the table for each active attribute with AR invoice usage or AR invoice detail usage (if any). Enter the appropriate attribute value(s) for extra GL. Attribute values on extra GL lines need not be the same as the values on the invoice lines.

   If the Post to GL (for Sales, Cost, Extra GL) flag is marked on an attribute, extra GL attribute values are automatically posted to the associated GL journal entries. Like invoice attributes, extra GL attributes can be changed even after the associated GL entry is merged unless the invoice is voided.

   Note

   Attribute values on extra GL lines do not have default values. So, if for instance, you need to allocate deferred revenue over a 12-month period all for the same "event", you would need to enter 24 lines (one debit and one credit per month) all with the same attribute value for the "event" attribute.

7. In the Debit or Credit field, enter the amount to post to the selected account.
8. In the Description field, enter a description of the extra GL entry.
9. In the Memo field, enter any additonal information you need to record about the entry. Press F2 if you need to enter a lengthy description.
10. Enter more extra GL entries as needed.
11. When you finish, save your changes.

Proofing is an optional part of the invoice process; however, it is useful for identifying problems before you attempt to merge invoices. The Proof for Merge AR Invoices wizard reports how many of the invoices in your selection are valid for merging and how many are not. Based on this information, you can decide which invoices need your attention or which invoices you want to leave out of the merge process. If an invoice produces an error in the proof process, the error must be corrected before the invoice can be merged. If an invoice produces a warning, the invoice can be merged, but may, for instance, require more information before the journal entries associated with the invoice can be finalized.

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. Start the Proof for Merge AR Invoices wizard.
   • To proof all or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Proof for Merge from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

        Tip

        Apply the "New Invoices" filter to select the unmerged invoices.

     3. Click Next >>.
   • To proof specifically selected invoices:

     1. In the HD view, select the invoices to include in proofing.

        Tip

        Apply the "New Invoices" filter to see all unmerged invoices.

     2. From the menu, select Merge > Proof for Merge
   • To proof a particular invoice from the AR Invoice window:
     1. In the HD view, locate and double-click the invoice you want to proof. The AR Invoice window opens with the invoice loaded.
     2. From the menu, select Merge > Proof for Merge

3. The wizard reports how many invoices are valid for merging.

   

   If the validation returns errors or warnings, ActivityHD lists the reasons why.

   If you want to view or print the Merge AR Invoices Proof Report, click Report. Otherwise, skip to step 10.

   

4. In the Validation Status? field, select which invoices to include on the proof report. Your options are:
   • Valid Invoices. Only shows the invoices that are valid for merging. This option is disabled if there are no valid invoices in your selection. This option is preselected and the other options are disabled if all the invoices are valid.
   • Exceptions. Only shows the invoices that are not valid for merging. This option is disabled if there are no invalid invoices in your selection. This option is preselected and the other options are disabled if all the invoices are invalid.
   • Both. Shows both valid and invalid invoices. This option is disabled if all the invoices are valid or if all the invoices are invalid.
5. Ensure the checkboxes for the additional information you want to include on the report are marked. All checkboxes except Include Memos are marked by default. Your options include:
   • Validation Messages
   • Locations, Attributes, and Discounts
   • Tax Detail
   • Detail
   • Initial Payments
   • Extra GL
   • GL Accounts
   • GL Summary
     • Attributes that Post to GL. This checkbox is enabled if the GL Summary checkbox is marked. Mark this checkbox to include attributes which post to GL in the "GL Summary" section of the report.
   • Memos
6. Select the Output tab.
7. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
9. When you finish with the Merge AR Invoices Proof Report, close the Merge AR Invoices Proof Copy dialog,
10. Click Finish.

Before an invoice is posted to the general ledger and before its resulting journal entry is merged, the account masks from which the GL accounts on the invoice are derived can be changed at any level and reapplied to the invoice. The Validate GL wizard helps ensure that any changes to masks do not produce invalid GL settings. The Validate GL wizard for AR invoices reapplies the logic that is applied each time an invoice is entered or saved. In particular, this reapplication affects three areas:

• Derived GL accounts. Changes to any account masks (at any of the available levels, such as customer, customer class, attributes, ARCode, etc.) are applied to the invoice accounts that were not manually overridden at invoice entry time.
• Deposit information on initial payments. Changes to a deposit are applied to the deposit information on an invoice's initial payment(s).
• Calculated sales tax amounts. Changes to tax settings and rates are applied to invoices if these were not manually overridden at invoice entry time.

The Accounts Receivable package tracks the invoices with invalid GL settings. Some of these settings must be corrected before an invoice can be merged; others must be corrected before the journal entry that is created is merged to the general ledger. This invalid GL flag is system-maintained but can be viewed in the Invoices HD view if you show the Invalid GL? column in the view. The system turns on the invalid GL flag for an invoice if any of the following conditions is true for the invoice:

• The receivables account is invalid.
• The sales tax account is invalid and the sales tax amount is non-zero.
• The sales account on any invoice detail line is invalid.
• The cost account on any invoice detail line is invalid and the cost amount is non-zero.
• The inventory account on any invoice detail line is invalid and the cost amount is non-zero.
• The GL date on an initial payment is NULL.
• The GL date on an initial payment is not equal to the deposit date.
• The GL batch name on an initial payment is NULL.
• The GL batch name on an initial payment is not the same as the deposit GL batch.
• The bank account on an initial payment is NULL.
• The bank account on the initial payment is not the same as the deposit bank account.
• The discount account on the initial payment is invalid and the discount amount is non-zero.
• The adjustment account on the initial payment is invalid and the adjustment is non-zero.

To validate GL accounts on AR invoices:

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. Start the Validate GL Accounts on AR Invoices wizard.
   • To validate all or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Validate GL Accounts from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

     3. Click Next >>.
   • To validate GL for specifically selected invoices:
     1. In the HD view, select the invoices to validate. You can use Ctrl and/or Shift selection to select multiple invoices.
     2. Click .

3. The wizard prompts you to confirm that you want to validate the GL accounts on the selected invoices.

   

   Click Yes. ActivityHD validates the GL accounts and reports its results.

   

4. If there are no invalid invoices, click Finish to close the wizard.

   If ActivityHD reports invalid invoices, continue at the next step.

5. Click Next >>.

   

   At this point, you can double-click the invoice(s) in the right pane to drill down to the AR Invoice window where you may be able to resolve validation errors, print the AR Invoices Listing, or print the Tax Liability Report.

6. When you finish viewing or working with the invoice(s), click Finish.

Occasionally, you may need to void an AR invoice. For instance, if an invoice was entered and merged with the wrong amount, wrong ARCode(s), or the wrong customer, you must void it in order to reverse it so that it can be re-entered correctly. Only merged invoices can be voided. Unmerged invoices with mistakes can be corrected and merged afterwards or deleted altogether.

When an invoice is voided, ActivityHD creates a reversal invoice to reverse the original invoice. On the reversal invoice, the signs are reversed on the invoice amount, sales tax amount, and invoice detail amounts. The reversal invoice is flagged as a reversal with a reference to the original invoice it reverses. Similarly, the voided invoice is flagged as voided with a reference to the reversal invoice. The print flag on both the voided invoice and the reversal invoice is set to NULL so that neither invoice can be printed or reprinted.

Reversal invoices are automatically merged.

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. In the HD view, highlight the invoice(s) you need to void. You can use Ctrl and/or Shift selection to select multiple invoices.
3. Click . The Void AR Invoices wizard starts.

   

4. In the Reversal Invoice Batch field, select which batch to process the reversal invoice(s) in. Your options are:
   • Original Invoice Batch
   • Specify the batch to process the reversal invoices in.
5. In the Reversal GL Batch field, select the GL batch to use for the journal entries for the reversal invoice(s). Your options are:
   • Original GL Batch
   • Specify the GL batch to process the reversal journal entries in.
6. In the Reversal Invoice Date field, select the invoice date to use on the reversal invoice(s). Your options are:
   • Original Invoice Date
   • Enter the invoice date to use on the reversal invoice(s).
7. In the Reversal GL Date field, select the GL date to use on the reversal journal entries. Your options are:
   • Original GL Date
   • Enter the GL date to use on reversal journal entries.
8. Click Next >>. ActivityHD prompts you to confirm that you want to void the invoice(s).

   

9. Click Yes. ActivityHD reports the results.

   

   If the validation returns errors or warnings, ActivityHD lists the reasons why.

10. Click Next >>.

    

    At this point, you can double-click the reversal invoice(s) in the right pane to drill down to the AR Invoice window, print the AR Invoices Listing, or print the Tax Liability Report.

11. When you finish viewing or working with the reversal invoice(s), click Finish.

ActivityHD determines if an invoice needs to be printed based on the Print Invoice flag on the invoice record. The default setting for the Print Invoice flag comes from the invoice type on the invoice. The print flag can be overridden on an invoice-by-invoice basis. The invoice delivery specified on the customer location that is assigned to an invoice determines whether the invoice is printed on paper or sent by email. During the actual printing process, invoices are separated by delivery type so that they can be processed appropriately. Even during the printing process, however, you can still override the delivery method if needed.

ActivityHD flags each invoice with a print status to indicate which invoices are eligible for printing. The following print statuses may be assigned to invoices at different stages of the printing process:

• NULL. A "NULL" status is assigned if the Print Invoice flag is cleared on the invoice. Also, the "NULL" status is assigned to voided invoices or reversal invoices that are created by the Void Invoices wizard. Invoices with a "NULL" print status are not eligible for printing.
• New. A "New" status is assigned if the Print Invoice flag is marked on the invoice and the invoice has not yet been merged. Invoices with "New" status are not ready to be printed.
• Ready. A "Ready" status is assigned if the Print Invoice flag is marked on the invoice, the invoice has been merged, and the invoice has not been flagged as printed.
• Printed. A "Printed" status is assigned if the invoice has been flagged as printed. Once an invoice has been flagged as printed, you must use the Reprint Invoices wizard to print it again.

After an invoice has been printed and flagged as printed, it can only be printed again using the Reprint AR Invoices wizard.

To reprint invoices using the Reprint AR Invoices wizard:

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. Start the Reprint AR Invoices wizard:
   • To reprint all eligible invoices or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Reprint from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

     3. Click Next >>. ActivityHD determines which invoices are valid for reprinting.
   • To reprint specifically selected invoices:
     1. In the HD view, select the invoices to reprint. You can use Ctrl and/or Shift selection to select multiple invoices.
     2. Click the down arrow next to the Print button and select Reprint from the drop-down menu. ActivityHD determines which invoices are valid for reprinting.
   • To reprint a particular invoice from the AR Invoice window:
     1. In the HD view, locate and double-click the invoice you want to reprint. The AR Invoice window opens with the invoice loaded.
     2. Click . (If the invoice has indeed already been printed, this button is labeled "Reprint".) ActivityHD determines if the invoice is valid for reprinting.



If the validation returns errors or warnings, ActivityHD lists the reasons why.

3. Click Next >>.

   

4. On the Options tab in the Preferred Invoice Delivery section, ensure the checkbox is marked for the delivery method you want to reprint invoices for. Your options are:
   • Include invoices with "Print" delivery option
   • Include invoices with "Email" delivery option

Note

To adhere to customers' preferred delivery methods when you have invoices for "Print" delivery and for "Email" delivery in your selection, select one option at a time. In other words:

1. Mark the "Print" option, specify sorting and output options, then click .
2. Mark the "Email" option, specify the output option, then click and select Email or Email to Customers from the drop-down menu.

To attach a PDF copy of the invoice to the invoice record, either use the Attach function after performing each "print" method or, after you finish printing, mark both checkboxes and then click .

5. Select the Sorting tab.

   

6. In the Available Sort Options list box, highlight the field(s) to sort the invoices by, then click to move your selection(s) to the Assigned Sort Options list box.
7. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.

8. If you want to send invoices to customers as attachments to an email using the Email > Email to Customers feature, select the Email Defaults tab to set up the default email content. Otherwise, skip to step 14.

   

9. From the From drop-down list, select the email account from which to send the email. Your options are:
   • Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
   • Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
   • Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
10. Use the CC and BCC fields to enter any email addresses to copy and/or blind copy on the email.The email will automatically be sent to the contact on each customer's invoice location.
11. Enter a Subject for the email. You can use keywords to customize the content of the subject line of the email. Keywords are replaced in the resulting email with the corresponding information from the invoices. Click here to see the keywords available for use when you customize an email for invoices.
12. If invoice attachments are enabled in Accounts Receivable, the Include Invoice Attachments (Email to Customers) checkbox is visible. Mark the checkbox if you want the Include Invoice Attachments checkbox to be marked by default in the Email Invoices to Customers dialog which opens when you select Email > Email to Customers. If the checkbox is marked, all attachments on an invoice are copied to the email message.
13. Enter the body content for the email. You can use keywords to customize the content of the body text of the email. Keywords are replaced in the resulting email with the corresponding information from the invoices. Click here to see the keywords available for use when you customize an email for invoices.
14. Select the Output tab.
15. In the Design field, look up and select the invoice design to use.

    There are two built-in report designs for AR invoices:

    • Print Invoices Sample 1 - This simple design shows the customer name and address; invoice number, date, and amount; and detail of charges including ARCode, description, taxability, and amount.
    • Print Invoices Sample 2 - This design handles multiple pages of invoice detail. In addition to what the first sample shows, this design includes the due date and sales tax information. If the invoice balance differs from the original invoice, the invoice balance is also shown.
16. In the toolbar, click the icon for the type of output you want:
    • - Provides access to two preview options.
      • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the invoices in the Crystal Reports viewer.
      • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the invoices in the PDF reader.
    • - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the invoices.

    • - Opens a drop-down menu so that you can select whom to send the email to. Select Email to send the invoices to a list of recipients you specify. Select Email to Customers to send each customer a copy of their invoice(s).

      When you choose Email to Customers, invoices are attached in pdf format with file names of the form "Invoice <number>.pdf".

    • - Opens the Export Report dialog so that you can save the invoices to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

    • - Attaches a copy of the invoices to the corresponding invoice records.

      Note

      If you attached an invoice to its invoice record when you initially printed it and attempt to attach the reprinted invoice, ActivityHD will advise you that there is an existing attachment named Invoice.pdf and prompts you whether to replace it or to cancel the attachment process.

17. When you finish reprinting invoices, click Finish.

Some customers prefer to have their invoices grouped on a single invoice, called a summary invoice, so that they receive one bill for the whole group of invoices. The Summarize AR Invoices wizard creates summary invoices based on the summary types assigned to invoices. The process links multiple transaction invoices of the same summary type for a customer to a single summary invoice so that a single bill for the group can be printed.

Transaction invoices may fail to be linked to a summary invoice for one of the following reasons:

• The invoice is already paid.
• The invoice is already linked to a summary invoice.
• The invoice has already been printed.
• A summary type is not specified on the invoice.
• The invoice has been voided.
• The invoice is a reversal invoice.

To summarize invoices:

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. Start the Summarize AR Invoices wizard.
   • To summarize all eligible invoices or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Summarize from the shortcut menu.

     2. On the Selection tab, define any filters to apply to the invoices.

        Note

        Invoices that are not eligible for summarization are automatically excluded from the Summarize AR Invoices wizard.

        

     3. Click Next >>.
   • To summarize specifically selected invoices:

     1. In the HD view, select the invoices to summarize.

        Tip

        Apply the "Ready to Summarize" filter to see all invoices that are eligible for summarizing.

     2. Click .
   • To add a particular invoice to a summary invoice from the AR Invoice window:
     1. In the HD view, locate and double-click the invoice you want to add to a summary invoice. The AR Invoice window opens with the invoice loaded.
     2. Click .
3. On the Options tab in the Batch field, enter the name of the batch to use to process the summary invoice(s).

   

4. In the Date field, enter the summary invoice date to use when the Date Option on the summary type is "End Date" or "None".
5. In the Customer field, select the Customer to use when the Customer Option on the summary type is "None". The invoices which match this criterion are summarized on a summary invoice that references the customer you specify here. You can leave this field blank if none of the invoices in your selection references a customer whose default summary type has the Customer Option set to "None".
6. Click Next >>. ActivityHD prompts you to confirm that you want to link the selected invoices to summary invoices.

   

7. Click Yes. ActivityHD reports its results.

   

   If any of the invoices cannot be summarized, ActivityHD lists the reasons why.

8. Click Next >>. ActivityHD shows the transaction invoices which it created summary invoices for.

   

   At this point, you can double-click the transaction invoice(s) in the right pane to drill down to the AR Invoice window, print the AR Invoices Listing, print the Tax Liability Report, proof unmerged invoices, merge unmerged invoices, validate GL accounts on invoices, or unsummarize the invoices.

9. When you finish viewing or working with the transaction invoices, click Next >>. ActivityHD shows the summary invoice(s) created in this process.

   

   At this point, you can double-click the summary invoice(s) in the right pane to drill down to the Summary Invoice window or print the Summary Invoices Listing.

10. When you finish viewing or working with the summary invoices, click Finish.

You can manually link an invoice to a summary invoice by assigning a summary invoice on the invoice record.

You can always assign a summary invoice from the AR Invoice window when:

• The transaction balance is zero.
• A summary type is assigned on the invoice.

If you try to assign an invalid summary invoice to a transaction invoice, ActivityHD will return one of the following warnings depending on summary type settings:

• Invoice Customer must match Summary Invoice Customer.
• Invoice Payment Customer must match Summary Invoice Customer.
• Invoice Date must equal (or cannot exceed) Summary Invoice Date.
• Location must match Summary Invoice Location.
• Terms must match Summary Invoice Terms.
• Salesperson must match Summary Invoice Salesperson.
• PO # must match Summary Invoice PO #.
• (Attribute) must match Summary Invoice.
• (Custom Field) must match Summary Invoice.

To manually link an invoice to a summary invoice:

1. Open the invoice you want to link to a summary invoice in the AR Invoice window.
2. In the Summary Invoice field, select the valid summary invoice to link to. (If the summary invoice is not valid, ActivityHD will return error messages when you attempt to save the invoice.)
3. Save your changes.

If you need to remove linked transactional invoices from summary invoices, you can unsummarize them. If every link on a summary invoice is removed, the summary invoice itself is automatically deleted.

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. Start the Unsummarize AR Invoices wizard.
   • To unsummarize all eligible transaction invoices or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Unsummarize from the shortcut menu.

     2. On the Selection tab, define any filters to apply to the invoices.

        Note

        Invoices that are linked to a summary invoice that is on hold or locked are automatically excluded from the Unsummarize AR Invoices wizard.

        

     3. Click Next >>.
   • To unsummarize specifically selected transaction invoices:
     1. In the HD view, select the invoices to unsummarize.
     2. Click the down arrow next to the Summarize button and select Unsummarize from the drop-down menu. The Unsummarize AR Invoices wizard starts.
   • To unsummarize a particular invoice from the AR Invoice window:
     1. In the HD view, locate and double-click the invoice to unsummarize. The AR Invoice window opens with the invoice loaded.
     2. Click .

3. You are immediately prompted whether you want to unlink the transactional invoices in your selection.

   

   Click Yes.

4. ActivityHD processes the invoices and reports its results.

   

   If any of the invoices cannot be unsummarized, ActivityHD lists the reasons why.

5. Click Next >>. ActivityHD shows the invoices which were unlinked.

   

   At this point, you can double-click the invoice(s) in the right pane to drill down to the AR Invoice window, print the AR Invoices Listing, print the Tax Liability Report, proof unmerged invoices, merge unmerged invoices, validate GL accounts on invoices, or summarize the invoices.

Note

If all transaction invoices on a summary invoice are unlinked, the summary invoice is deleted.

6. When you finish viewing or working with the invoices, click Finish.

If you adjust a customer's AR account balance so that a refund or rebate results, you can use the Post AR Invoices to AP wizard, part of the ActivityHD AP/AR interface, to pay the customer through Accounts Payable.

Assuming the AP/AR interface is installed, an invoice must meet the following conditions to be eligible for posting to AP:

• Must be assigned an invoice type that has "Post to AP" enabled.
• Must not already have been posted to AP.
• Must be merged.
• Must not have been voided.
• Must not be a reversal invoice.
• Must not have an invoice amount of zero.
• Must not have a sales tax amount.

The following procedure corresponds to step 5 in the process delineated above:

1. In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
2. Start the Post AR Invoices to AP wizard.
   • To post all eligible invoices or a filtered subset of invoices to AP:
     1. Right-click the Invoices folder and select Select and Post to AP from the shortcut menu.

     2. On the Selection tab, define any filters to apply to the invoices.

        

        Tip

        Apply the "Ready to Post to AP" filter to select invoices that are eligible to post to AP.

     3. Click Next >>.
   • To post specifically selected invoices:

     1. In the HD view, select the invoices to post to AP.

        Tip

        Apply the "Ready to Post to AP" filter to see all invoices that are eligible to post to AP.

     2. Click .
   • To post a particular invoice to AP from the AR Invoice window:
     1. In the HD view, locate and double-click the invoice you want to post to AP. The AR Invoice window opens with the invoice loaded.
     2. Click .
3. On the Options tab in the Invoice Batch field, enter the name of the batch to process the AP invoices in.

   

4. Enter a Description for the AP invoices that result from this process. You can enter literal text and/or keywords to derive the invoice descriptions. The keywords use information from the source AR invoice to build the AP invoice description.
5. In the Invoice # field, enter the literal text and/or keywords to use to derive the invoice numbers for the AP invoices that result from this process. The keywords use information from the source AR invoice to build the AP invoice number.
6. In the Invoice Date field, enter the invoice date to assign to the AP invoices that result from this process. The default date is today's date.

7. In the GL Date field, enter the GL date to assign to the GL detail postings for the AP invoices that result from this process. The default date is the invoice date.

   Tip

   Press F2 to open the Date Expression dialog box where you can enter a date expression based on the invoice date.

8. In the GL Batch field, enter the name of the batch to use when merging the GL entries that are created for the AP invoices that result from this process.
9. In the AP Account field, select the AP account mask to combine with the AP account mask from the AP vendor to determine the AP account on the AP invoices that result from this process. This mask is applied "on top" of the vendor AP account mask.
10. In the Vendor field, select the vendor to assign to the AP invoices. Your options are:
    • From Customer. Assign the same vendor that is assigned to the AR customer.

    • Specified. Select the miscellaneous vendor to assign to the AP invoices. If you select this option, the Location field is enabled. Enter a location mask to use to generate a unique sequence of AP location codes for the AP invoices. The mask must contain "<xxxx>" and may contain additional literal text.

      Example

      Enter Refund <xxxxx> to generate AP location codes like "Refund 00001", "Refund 00002",...,"Refund 99999".

11. In the Terms field, select the payment terms to assign on the AP invoices. Payment terms allow due dates and discount amounts to be calculated automatically on the AP invoices. Your options are:
    • From Vendor. Assign the same default terms that are assigned to the AP vendor.
    • Specified. Select the payment terms to assign on the AP invoices.
12. In the APCode field, select the APCode to assign on the AP invoices. APCodes help categorize invoices for future analysis and reporting. Your options are:
    • From Vendor. Assign the same APCode(s) assigned to the AP vendor.
    • Specified. Select the APCode to assign on the AP invoices.
13. Click Next >>. ActivityHD prompts you to confirm that you want to post AR invoices to AP.

    

14. Click Yes. ActivityHD reports its results.

    

    If the validation returns errors or warnings, ActivityHD lists the reasons why.

15. Click Next >>. ActivityHD shows the AP invoices created in the process.

    

    At this point, you can double-click the AP invoice(s) in the right pane to drill down to the AP Invoice window, print the Invoices Listing, proof the AP invoices, merge the AP invoices, pay the AP invoices, or void AP invoices.

16. When you finish viewing and working with the AP invoices, click Finish.

You can assess finance charges on your customers from the Customers folder. When you do, finance charge invoices are generated to handle the charges. Finance charge invoices have a special tab called Charge Detail where you can view which customer invoices finance charges were assessed on as well as the finance method, basis type, and the assessment period.

All fields on the Charge Detail tab are disabled.