Invoice Entry - Properties Window

Use this window to view invoice properties including billing and shipping addresses, and modify G/L account number, terms code, salesperson code and sales tax information.

Field

Description

Printed

During initial entry of an invoice, the screen displays Yes if the Printing tab on the Accounts Receivable Installation screen indicates that invoices should be entered as already printed.

If the invoice was generated as a draw request, then transferred to Invoice Entry, an X displays in this field.

Print alternate address?

Select this checkbox to print an alternate bill-to address on the invoice.

Billing Address

If the Print alternate address checkbox is selected, the company name associated with the selected alternate bill-to address code displays. Otherwise, the name maintained for the customer in the Customers screen will display.

Print job address?

Select this checkbox if the job address should normally appear on the printed invoice.Do not select the checkbox for non-job invoices.

If a job invoice should show a ship-to address other than the one specified in the Jobs screen, do not select the checkbox and then record the alternate address below.

A/R G/L account

The default Accounts Receivable General Ledger account number displays in this field. This account is not normally changed by the operator unless multiple A/R accounts are used. If this G/L account should be different than specified by default, use the up-arrow key at the Terms field to access this field for changes. If the G/L code’s status is set to 'Not used', no entry is allowed.

Terms

The normal terms code set up for this customer displays in this field. The terms code must have been previously defined through Terms Code File Maintenance.

Salesperson

The salesperson code for this customer displays in this field. This code must already have been previously defined through Salesperson Code Maintenance.

Sales tax

The sales tax code defined for this customer displays in this field. Press Enter to accept this default, or enter a different code if desired. The tax rate will display to the right of this field; if the percentage is zero, nothing will display. This code defaults from the Contracts when this is a job invoice.

The sales tax code entered here must have been previously defined in Sales Tax Code Maintenance; sales tax codes may be up to 15 characters long. If an effective date falls before the first date in the rate history file, Spectrum will use the earliest revision.

If there are different tax rates on different portions of the invoice, enter an asterisk (*) in this field. Then, after all detail lines have been entered, it will be possible to enter the appropriate tax code for each line using the Sales Tax Allocation in the summary portion of the screen.

Taxable?

Select whether or not this invoice entry is taxable, or press Enter to accept the software default.

Retention

If a job was entered on the main screen, then the retention percentage for this contract displays. The retention defaults from Contracts. If no job was entered on the main screen, this field is bypassed, but it is possible to left arrow back and record a retention percentage for the invoice.

This percentage will be used to apply any retention revenue, if indicated on the contract and Use deferred retention revenue account checkboxes on the Accounts Receivable Installation > G/L Codes tab is selected.

Remarks

Enter any remarks for this invoice, or enter an asterisk * and a message code to use a standard message. When standard messages are used, the standard message must already have been set up in Item Description/Message Maintenance.