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AR Invoice Entry

AR Invoice Entry is the AR posting form for direct invoices and for Adjustments, Credit Memos, and Write-Offs against existing invoices. Phase 1 focus for new invoices: non-contract Other lines.

:::caution JB / MS / SM ownership Invoices originated in Job Billing, Material Sales, or Service Management are created and edited in those modules. Do not create or edit JB/MS/SM-originated invoices here. Against those invoices, AR can still adjust, credit, write off, or apply cash. Prefer making JB corrections in JB and re-interfacing unless the contract will no longer be billed (for example after final billings). Contract invoice entry in AR is out of scope for this article; use Job Billing for contract billings. :::

Before you start​

  • Customer exists in AR Customers.
  • AR Company Parameters numbering, tax flags, and Allow Override of Receivable Type are set.
  • You know the receivable type, revenue/offset GL, amount, and whether retainage applies.
  • For Adj / CM / WO: know the apply-to invoice (must exist in AR).

Steps​

Transaction type and header​

  1. Open AR Invoice Entry and start or open a batch.

  2. Choose Trans Type:

    • Invoice: new billing; receives an invoice number (auto or manual).
    • Adjustment: amend an existing invoice (amount, retainage, tax, or add lines). Amount may be positive (debit AR) or negative (credit AR). Applied to a prior transaction; no new invoice number. Contract-related adjustments update JC when the JC interface level allows.
    • Credit Memo: credit all or part of an existing invoice or finance charge by line. Enter amounts as positive; the system treats them as credits. Line items must exist on the apply-to invoice. Tax/retainage/discount credits calculate from the credit amount and may be overridden. Updates JC when interface level allows.
    • Write-Off: remove uncollectible amounts by line on an apply-to invoice. Debits the receivable type WriteOff (or FC WriteOff for finance-charge write-offs). Does not update JC. Enter amounts as positive.

    For Adj / CM / WO, the form opens the apply-to invoice lookup after Trans Type; you must select an apply-to invoice to save.

  3. Enter customer, dates, and amounts. Invoice numbering:

    • Auto: system assigns from Last Invoice Number on Company Parameters.
    • Manual override of an auto number does not bump Last Invoice Number.
    • Duplicate checks include uninterfaced Job Billing invoices.

Receivable type and lines​

  1. Rec Type defaults from customer, else company; when a contract is present, from contract JB Info then customer then company. Allow Override of Receivable Type on Company Parameters controls editing. Rec Type locks once lines exist (delete lines to change). Rec Type is always disabled for Adjustment / Credit Memo / Write-Off.
  2. Add non-contract lines with Type Other (or Material when used). GL offset for non-contract Invoice lines generally defaults from the receivable type Revenue account. Write-Off lines default the type's WriteOff account (override rules depend on JC company GL revenue override when contract-related).
  3. Retainage on direct AR invoices is available when the customer Use Retainage flag is on (non-contract). Contract retainage comes from JC contract items. Release later with Releasing AR Retainage. See also Clearing net $0 retainage.

Validate and post​

  1. Hard recommend File → Process Batch → Validate before Post. Review the Invoice Audit List, Error List, and GL distribution as needed. Correct errors before posting.
  2. Enter the posting date and Post. Wrong customer, GL, or amount after post needs Adjustment / Credit Memo / Write-Off or a rebill; you cannot quietly edit a posted invoice. Prefer a negative Adjustment over a negative Invoice when backing out a posted invoice (negative Invoice can distort age analysis).
  3. Previously posted AR-originated transactions can be added back into an open batch subject to batch-month rules. JB/MS/SM-originated invoices cannot be added or edited via AR.

Notes​