Customer Recurring Invoices - Field Descriptions

Use this table for reference when completing the fields on this screen.

Field/Button

Description

Recurring invoice heading

Customer

Enter the customer code for whom this recurring invoice is being prepared. A lookup window is available for viewing existing customer codes or adding a new customer. If the customer’s status is set to Not used, no entry is allowed.

Note:

Once you enter or select the customer code, the customer's name and mailing address display. If there are two lines of text in the address, the second line displays with the city and state below the first line of the address and customer's name.

Job

If this recurring invoice is for a contract, enter a valid job number. The job description will display beneath the job number. A search window is available for viewing valid job numbers. If this recurring invoice is not for a contract, press Enter to skip the job number.

When entering the job, if there is an error message "RECORD NOT IN FILE CR.CNTR," this indicates the contract is not currently on file for this customer and job. To resolve this, click Cancel to exit the screen and then add the contract information using Contracts.

If the cost centers feature is enabled, Spectrum will compare the cost center assigned to the job with cost centers in the operator’s assigned scheme; if the job’s cost center is not present, then invoice entry for that job will be disallowed.

Recurring #

Press Enter to display the next available recurring invoice number. Otherwise, enter the recurring invoice number for this transaction.

While in this field, press F4 to open the Unposted A/R Invoices search window. This window displays a list of all unposted invoices and credit memos for the specified customer code (already entered in Invoice Entry). Here you can see the invoice details, including the invoice number, date, the G/L date, the invoice total and any remarks.

Invoice type

Select either Invoice or Credit memo from the drop-down menu, depending upon the transaction type.

Positive numbers will always be entered on invoices and credit memos; the Invoice or Credit memo designation indicates whether the customer's account will be increased or decreased.

Frequency code

Enter the frequency code; for example, M for (M)onthly, Q for (Q)uarterly, or other batch frequencies, as desired.

Customer P.O.

Enter the customer’s purchase order number, if applicable.

Must print invoice form prior to update?

Select this checkbox to give the invoice a status of unprinted. If this checkbox is selected, the invoice should be printed in AR Invoice Entry.

Cost center

If the cost center feature is enabled in the Enterprise Installation screen, enter a cost center for the recurring invoice in this field. Spectrum compares the entered cost center with cost centers in the operator’s assigned scheme. If the cost center assigned to the contract is not present, then that entry for that contract will not be allowed.

More Info

Click this button to open the More Invoice Information window. This window will open automatically after entering the Customer P.O. (and Cost center) fields.

Internal Notes

Click this button to add an internal invoice note, or edit an existing note.

User-Defined

Click this button to select a user-defined field for use with this invoice.

Financials

Non-taxable

The non-table amount from the invoice entry is displayed in this field.

Note: All values in this section will be updated as detail lines are added or changed.

Taxable

The taxable amount from the invoice entry is displayed in this field.

Subtotal

The sum of the non-taxable and taxable line transactions for this invoice are displayed in this field.

Sales tax

The sales tax amount from the invoice entry screen displays in this field.

If the Override calculated tax checkbox is selected, enter a new sales tax amount. No tax calculation will occur if additional lines are added or the invoice date is changed to another date with a different tax rate.

Invoice total

The sum of the Subtotal and Sales tax amounts are displayed in this field.

Override calculated retention?

Select this checkbox to enter a new retention amount.

Override calculated holdback? If the PST code is set up for holdback in PST Tax Maintenance and the Allocate PST on holdback? option is selected on the More Invoice Information window, select this option to enter a PST holdback amount.

Retention

The retention amount from the invoice entry displays in this field. If the Override calculated retention checkbox is selected, enter a new retention amount. No retention calculation will occur if additional lines are added.

  • If the Override calculated retention checkbox is selected, enter a new retention amount. No retention calculation will occur if additional lines are added.
  • If the Override calculated holdback checkbox is selected, the holdback percentage of the taxable amount displays in this field instead.
Retention VAT

This field only displays when the Utilize value added tax (VAT) tracking? checkbox in General Ledger Installation is selected. This amount will recalculate any time the retention percent is changed.

Retention VAT = ‘VAT tax amount’ x <retention percentage> / 100

The ‘Sales tax’ amount is included in its entirety in the ‘Current’ portion. ‘VAT tax’ is split between ‘Current’ and ‘Retention’ using the ‘retention percentage’ assigned to the invoice.

If the Override calculated holdback checkbox is selected, the Holdback VAT amount displays in this field instead.

Holdback PST If the PST code is set up for holdback in PST Tax Maintenance and the Override calculated holdback checkbox is selected, this field will display the holdback percentage amounts for PST.

Current

The Invoice total minus the retention/holdback amount(s) displays in this field.

Detail Lines

Type

Select an invoice type:

  • Detail

  • Message

  • Equipment

Equipment

If an Equipment invoice type was selected, enter the equipment code for the invoice in this field. Entry of a retired equipment code will be disallowed.

If a Detail or Message invoice type was selected, this field will be skipped.

This column will be hidden if the Equipment Control module is not present, the Enter equipment on non-job invoices? option is not selected in Accounts Receivable Installation, or this is a contract invoice.

Rate type

If an Equipment invoice type was selected, enter the rate type for the invoice in this field.

If a Detail or Message invoice type was selected, this field will be skipped.

This column will be hidden if the Equipment Control module is not present, the Enter equipment on non-job invoices? option is not selected in Accounts Receivable Installation, or this is a contract invoice.

Quantity

If applicable, enter the quantity for this line item. If a quantity is entered, the extension is calculated as the quantity multiplied by the unit price. If no quantity is entered, then the extension is entered by the operator.

Description

Enter the description for this invoice line item.

  • If a Detail or Equipment invoice type was selected, enter a description of up to 30 characters, or search for customer invoice messages. If an equipment code has been entered, the equipment name from Equipment File Maintenance defaults.

  • If a Message invoice type was selected, enter a description of up to 250 characters, or search for customer invoice messages. The rest of the columns will be disabled for Message invoice types.

Um

If a quantity was entered, enter the unit of measure for this invoice line item. For example, include EA, LB, and so forth. If no quantity was entered, this field will be skipped.

Unit price

If a quantity was entered, enter a unit price for this line item. If no quantity was entered, this field will be skipped. If an equipment code was entered, the unit price defaults from the rental rate of the equipment from Equipment File Maintenance.

Extension

If the quantity and unit price were entered, this field will be calculated and displayed automatically; no entry is required. If no quantity was entered, enter the total dollar amount for this line.

G/L account

Enter the G/L account code. If the G/L code’s status is set to Not used, no entry is allowed.

At the G/L account field in the Invoice Detail portion of the screen, Spectrum will verify the cost center assigned to the G/L account code by comparing the entry to the list of allowed cost centers for that G/L account. Spectrum compares the G/L account’s list of shared cost centers with cost centers in the operator’s assigned scheme; if there are no common cost centers, then that G/L account code is not allowed. Validation is also performed if the operator attempts to change or delete an existing distribution line. In addition, the cost center assigned to the detail line must be valid for the G/L account code assigned to that line.

Tax

Select this checkbox if this invoice is taxable. Otherwise, leave this checkbox clear if the invoice is not taxable. This information defaults from the Contracts if this is a job invoice.

Expand

Click the Expand button to show the G/L account code description and Cost center description for each detail line, as applicable.