Activant Prophet 21. Manual Invoice Creation and Adjustment

Transcription

1 Activant Prophet 21 Manual Invoice Creation and Adjustment

2 This class is designed for.. Accounts Receivable personnel in charge of manual invoice creation and invoice adjustments or maintenance

3 Objectives Create manual invoices Adjust invoices and customer accounts with Credit/Debit Memos Print and reprint invoices and memos Locate invoice and customer info using the Drill Down options

4 This course will NOT cover Customer Maintenance Shipping Confirmation RMA Entry Job IDs System Setting enabled for invoices

5 Manual Invoice Creation Manual invoices can be created by item or by amount

6 Manual Invoice Creation Invoice by Item Item Details Freight Codes Invoice by Amount No Item Details No Freight Code options

7 Why use manual invoice entry? Miscellaneous charges unrelated to inventory Repairs Consulting Other services Legacy invoices

8 Invoice Entry by Amount

9 Invoice Entry by Amount Enter the Ship To ID

10 Invoice Entry by Amount Review Invoice Batch Number, Invoice Date and Branch ID

11 Invoice Entry by Amount Review Fiscal Period and Year and adjust Invoice Class if using

12 Invoice Entry by Amount Enter Total Amount

13 Invoice Entry by Amount Enter Amount

14 Invoice Entry by Amount Enter User-Defined Description

15 Invoice Entry by Amount Verify the GL Revenue Account Defaults from Customer Maintenance

16 Invoice Entry by Amount For additional invoice lines, press [ENTER], until you access a new line

17 Invoice Entry by Item

18 Invoice Entry by Item Enter Ship To ID

19 Invoice Entry by Item Review Invoice Batch Number, Invoice Date and Branch ID

20 Invoice Entry by Item Review Fiscal Period and Year and adjust Invoice Class if using

21 Invoice Entry by Item Enter Total Amount

22 Invoice Entry by Item Enter Item ID Search for existing one or enter one on the fly Has no affect on inventory

23 Invoice Entry by Item Enter a Description, Quantity and Unit of Measure

24 Invoice Entry by Item Enter Unit Price Pricing does not default even if Item in Item Database is used

25 Invoice Entry by Item Verify the GL Revenue account Defaults from Customer Maintenance

26 Invoice Entry By Item For additional invoice lines, press the [ENTER] key until you access a new line

27 Invoice Entry by Item Normal taxing rules apply

28 Invoice Entry by Item Freight can be added to invoice

29 Invoice Entry Document Links Add, edit or delete external documents attached to transaction RMB click for menu

30 Invoice Entry- Terms Terms default from Customer Maintenance Existing invoices can be retrieved to change terms

31 Invoice Entry-Salesreps Defaults from Ship to Record

32 Differences Shipping Confirmation Invoice created directly from a sales order Affects inventory stock and associated GL accounts Manual Invoice Entry Free-standing invoice Does NOT affect inventory

33 Key Points for Invoice Entry Total Amount fields must balance prior to saving Terms, Branch, Salesrep, and account information link directly to Customer/Ship To Maintenance Invoice by Item does not affect inventory Costs are not entered or calculated 100% profit attached to invoice

34 Key Points for Invoice Entry To list additional invoice lines, [Enter] until you access a new line. Fax or print the invoice From within this window From the File menu Using the fax or print buttons

35 Key Points for Invoice Entry Existing invoices can be retrieved in this window for editing Batch number Invoice Date Route PO Number Invoice Class Terms

36 NOTE! If you do not print or fax the invoice you can always print it later! We ll learn later in this lesson.

37 Manual Invoices and the GL What? Where? How? Accounts Receivable Customer Record Debit GL Revenue Defaults from Customer record but is normally changed Credit

38 Credit/Debit Memos Create Credit/Debit Memos to increase or decrease customer invoices or accounts

39 Credit/Debit Memo Options Referencing memos Affects an invoice directly Independent memos Posts to the customer s account as an open transaction which can be applied to an invoice in Cash Receipts at a later time

40 Creating a Reference Memo

41 Referencing Memos Key or search for the Reference Number Invoice number

42 Referencing Memos Review the fiscal Period and Year

43 Referencing Memos Enter in the Total Amount

44 Referencing Memos Select Adjustment Type Defaults to Credit Memo

45 Referencing Memos Enter Details related to the adjustment

46 Referencing Memos Enter Item ID Search for existing one or enter one on the fly Has no affect on inventory

47 Referencing Memos Enter a Description, Quantity and Unit of Measure

48 Referencing Memos Enter the Unit Price

49 Referencing Memos Verify GL Revenue Account Defaults from Customer Maintenance

50 Referencing Memo For additional invoice lines, press the [ENTER] key until you access a new line

51 Creating an Independent Memo

52 Independent Memos Enter Ship To ID Do NOT enter Reference Number

53 Independent Memos Review Fiscal Period and Year Information

54 Independent Memos Enter Total Amount of the Adjustment

55 Independent Memos Select the Adjustment Type Defaults to Credit Memo

56 Independent Memos Enter Details related to the adjustment

57 Independent Memos Enter Item ID Search for existing one or enter one on the fly Has no affect on inventory

58 Independent Memos Enter a Description, Quantity and Unit of Measure

59 Independent Memos Enter Unit Price

60 Independent Memos Verify GL Revenue account Defaults from Customer Maintenance

61 GL Impact: Credit Memo Entry What? Where? How? Accounts Receivable Customer Record Credit GL Account Account(s) designated on transaction Debit

62 GL Impact: Debit Memo Entry What? Where? How? Accounts Receivable GL Account Customer Record Account(s) designated on transaction Debit Debit

63 Credit/Debit Memo Entry Complete credits for returned material through Return Material Authorization (RMA) Entry Prior to saving, the total amounts must balance Do not auto-post a memo against an existing memo

64 Credit/Debit Memo Entry Multiple line items can be listed on a memo Press [Enter] until you a new line appears Alternative methods to save the record include using the Print and Fax options The Description field prints on memos

65 Credit Memo/RMA Credit/Debit memos Use for miscellaneous adjustments such as price adjustments RMA Entry Tied directly to inventory and customer accounts Use RMA entry for customer returns

66 Printing and Reprinting Invoices and Memos Invoices and Memos can be printed for the first time or reprinted in the following window:

67 Entering Print Parameters

68 Printing Invoices/Memos for the first time Enter parameters to include all records necessary Pay close attention to date entry Determine your print quantity copies specific to customer request copies specific to your needs Do not select the Reprint checkbox

69 Reprinting Invoices/Memos Narrow search parameters You do NOT want to reprint all invoices entered in the system! Be sure to select the Reprint checkbox

70 How does CommerceCenter know if an invoice/memo printed? Invoice records hold a field that indicates Y or N If the record is listed with an N, the record has not been printed and only those records are included in the search parameters

71 Inquire Options AR Drill Down By Customer ID AR Drill Down By Invoice

72 AR Drill Down by Customer View invoices on customer account View memo information Details Customer Credit History

73 AR Drill Down by Customer Enter the Customer ID for your Inquiry

74 AR Drill Down by Customer Locate the details by clicking anywhere the appears. For example, drill into the Invoice Number field to view details for this record.

75 AR Drill Down by Customer

76 AR Drill Down by Customer Customer Credit Info tab

77 AR Drill Down by Invoice Use this option to view invoice details Key or search for the Invoice Number.

78 Summary Entered invoices by Item and Amount Adjusted invoices using Credit/Debit Memo Entry Printed and reprinted invoices and memos Used Drill Downs to locate invoice and customer info

79 For More Information Prophet 21 Help Files Visit Activant on the web: distribution.activant.com Browse Documentation Search the Solutions database View Educational Services course offerings Submit a Support case Professional Services Sales pss@activant.com