Activant Prophet 21 Manual Invoice Creation and Adjustment
This class is designed for.. Accounts Receivable personnel in charge of manual invoice creation and invoice adjustments or maintenance
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
This course will NOT cover Customer Maintenance Shipping Confirmation RMA Entry Job IDs System Setting enabled for invoices
Manual Invoice Creation Manual invoices can be created by item or by amount
Manual Invoice Creation Invoice by Item Item Details Freight Codes Invoice by Amount No Item Details No Freight Code options
Why use manual invoice entry? Miscellaneous charges unrelated to inventory Repairs Consulting Other services Legacy invoices
Invoice Entry by Amount
Invoice Entry by Amount Enter the Ship To ID
Invoice Entry by Amount Review Invoice Batch Number, Invoice Date and Branch ID
Invoice Entry by Amount Review Fiscal Period and Year and adjust Invoice Class if using
Invoice Entry by Amount Enter Total Amount
Invoice Entry by Amount Enter Amount
Invoice Entry by Amount Enter User-Defined Description
Invoice Entry by Amount Verify the GL Revenue Account Defaults from Customer Maintenance
Invoice Entry by Amount For additional invoice lines, press [ENTER], until you access a new line
Invoice Entry by Item
Invoice Entry by Item Enter Ship To ID
Invoice Entry by Item Review Invoice Batch Number, Invoice Date and Branch ID
Invoice Entry by Item Review Fiscal Period and Year and adjust Invoice Class if using
Invoice Entry by Item Enter Total Amount
Invoice Entry by Item Enter Item ID Search for existing one or enter one on the fly Has no affect on inventory
Invoice Entry by Item Enter a Description, Quantity and Unit of Measure
Invoice Entry by Item Enter Unit Price Pricing does not default even if Item in Item Database is used
Invoice Entry by Item Verify the GL Revenue account Defaults from Customer Maintenance
Invoice Entry By Item For additional invoice lines, press the [ENTER] key until you access a new line
Invoice Entry by Item Normal taxing rules apply
Invoice Entry by Item Freight can be added to invoice
Invoice Entry Document Links Add, edit or delete external documents attached to transaction RMB click for menu
Invoice Entry- Terms Terms default from Customer Maintenance Existing invoices can be retrieved to change terms
Invoice Entry-Salesreps Defaults from Ship to Record
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
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
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
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
NOTE! If you do not print or fax the invoice you can always print it later! We ll learn later in this lesson.
Manual Invoices and the GL What? Where? How? Accounts Receivable Customer Record Debit GL Revenue Defaults from Customer record but is normally changed Credit
Credit/Debit Memos Create Credit/Debit Memos to increase or decrease customer invoices or accounts
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
Creating a Reference Memo
Referencing Memos Key or search for the Reference Number Invoice number
Referencing Memos Review the fiscal Period and Year
Referencing Memos Enter in the Total Amount
Referencing Memos Select Adjustment Type Defaults to Credit Memo
Referencing Memos Enter Details related to the adjustment
Referencing Memos Enter Item ID Search for existing one or enter one on the fly Has no affect on inventory
Referencing Memos Enter a Description, Quantity and Unit of Measure
Referencing Memos Enter the Unit Price
Referencing Memos Verify GL Revenue Account Defaults from Customer Maintenance
Referencing Memo For additional invoice lines, press the [ENTER] key until you access a new line
Creating an Independent Memo
Independent Memos Enter Ship To ID Do NOT enter Reference Number
Independent Memos Review Fiscal Period and Year Information
Independent Memos Enter Total Amount of the Adjustment
Independent Memos Select the Adjustment Type Defaults to Credit Memo
Independent Memos Enter Details related to the adjustment
Independent Memos Enter Item ID Search for existing one or enter one on the fly Has no affect on inventory
Independent Memos Enter a Description, Quantity and Unit of Measure
Independent Memos Enter Unit Price
Independent Memos Verify GL Revenue account Defaults from Customer Maintenance
GL Impact: Credit Memo Entry What? Where? How? Accounts Receivable Customer Record Credit GL Account Account(s) designated on transaction Debit
GL Impact: Debit Memo Entry What? Where? How? Accounts Receivable GL Account Customer Record Account(s) designated on transaction Debit Debit
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
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
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
Printing and Reprinting Invoices and Memos Invoices and Memos can be printed for the first time or reprinted in the following window:
Entering Print Parameters
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
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
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
Inquire Options AR Drill Down By Customer ID AR Drill Down By Invoice
AR Drill Down by Customer View invoices on customer account View memo information Details Customer Credit History
AR Drill Down by Customer Enter the Customer ID for your Inquiry
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.
AR Drill Down by Customer
AR Drill Down by Customer Customer Credit Info tab
AR Drill Down by Invoice Use this option to view invoice details Key or search for the Invoice Number.
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
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