Invoice Entry

Description: This is where you enter your invoices into the Accounts Receivable system. The N/

Compass Invoice Entry program is designed for basic invoice entry. You have the opportunity to override the sales account for each invoice as you enter it. After the invoices are entered, you can apply cash and age these invoices. If you have the N/ Compass Billing system installed, the invoices from Billing are brought to the Accounts Receivable system as posted invoices when the Billing Update Process is completed.

The invoices are added in batches, which allows multiple users to enter and process their batches

individually. After invoices are entered, you can modify or delete them until you post the batch through Post Invoices/Credit Memos (Processing Menu Option 4). There are two different ways to get to invoice entry.

You can create a new batch, or enter invoices into an existing batch. Each of these options is explained in this section, followed by the instructions for entering the invoice and changing the account distribution.

Adding a New Batch for Invoices

Press F9 to create a new batch for invoices. You are asked to enter a batch description. The description is helpful in identifying the batch when you run edit listings and post batches. The system assigns the batch number in numeric order. If you need to change an invoice after it is entered, see to the “Change a Batch”

section that follows. After you add the batch, proceed to the “Entering an Invoice” section on the following page.

Press Enter to add your invoice to the batch.

ountsReceivableProcessing

Changing an Existing Batch (F10)

You can add or change invoices in an existing batch by entering a 1 next to the batch number (see preceding page for the screen). You are only allowed to change an invoice if it has not been posted. If you have the N/

Compass Billing system, the invoice is brought to the Accounts Receivable system for you when you run the Billing Update Process.

Entering or changing an Invoice

When you are in a batch, you can add (F9), change (F10), or delete (F11) invoices. The screen you see looks like the one that follows. The screen is divided into two sections. When this screen is displayed, you will see the top portion of the screen.

Once that information is entered, press the enter key for the second portion of the screen.

ountsReceivableProcessing Invoice Number: If you are adding a new invoice, the next invoice number is entered for you. If you

are changing an invoice, enter the invoice number you want to change.

Customer Number: Enter a valid customer number. If you are not sure of the customer number, press F2 or F4 (Customer Lookup) to find the customer.

Purchase Order Number: Enter a customer P.O. number if applicable.

Invoice Date: Enter the date of invoice in MMDDYY format.

G/L Posting Period: Enter the fiscal posting period to which you want this invoice to post. The invoice date must fall within this posting period. Posting dates and periods are set up in Posting Period File Maintenance (Control Files Menu Option 6). For more information on posting dates and periods, see the N/Compass Control Files Manual.

Invoice Amount: Enter the total invoice amount.

After you enter this information, press Enter to see the remaining invoice information. The four fields in the lower section of the screen default based on the terms code assigned to the customer.

They can be overridden if necessary.

Terms Code: This code defaults from the customer file and can be overridden to any valid terms code. Terms codes are set up in Terms Code Maintenance (Table Files Option 2).

Discount Amount: The discount amount is calculated based on the terms code you entered.

Discount amounts are calculated using the discount percentage in Terms Code Maintenance (Table Files Option 2).

Discount Date: The discount date defaults based on the discount days assigned to the terms code.

This date can be overridden.

Due Date: The due date defaults based on the net days assigned to the terms code. This date can be overridden.

Changing the Account Distribution (F7 key)

You can override your sales account number when you enter an invoice into the system by pressing F7. After you key in the invoice information and press Enter to calculate the due dates, the F7 key is displayed at the bottom of the screen. When you press F7, the following screen appears.

The F14 (Customer Maintenance) CMD key will allow you to change the customer default information from the master file.

The default account number appears on the screen. At this point, you can change the account or add additional accounts. To do this, enter the new information over the old information.

Press Enter to complete invoice.

ountsReceivableProcessing Option 2: Credit Memo Entry

Description: You use this option to enter credit memos that were not posted through the N/Compass Billing system. You can override the sales account, if necessary. When you enter a credit memo, you can apply it toward an invoice (which makes it an applied credit memo) or apply it to a customer’s account (which makes it an unapplied credit memo). If you enter an unapplied credit memo, you can apply it to an invoice using Apply Unapplied Cash and Credit Memos (Processing Menu Option 27).

The credit memos are added in batches, which allows multiple users to enter and process their batches individually. After credit memos are entered, you can modify or delete them until you post the batch through Post Invoices/Credit Memos (Processing Menu Option 4). There are two ways to get to credit memo entry.

You can create a new batch, or enter them into an existing batch. Each of these is explained in this section, followed by the information for entering the credit memo and changing the account distribution.

Add a New Batch for Credit Memos

Press F9 to create a new batch for credit memos. You are asked to enter a batch description. The description is helpful in identifying the batches as you run edit listings and post batches. The system assigns the batch number in numeric order. If you need to change a credit memo after it is entered, see the “Change a Batch”

section that follows. After you add the batch, proceed to the “Entering or Changing a Credit Memo” section on the following page.

Press Enter to add your credit memo to the batch.

Changing an Existing Batch

You can add or change credit memos in an existing batch by entering a 1 next to the batch number (see previous page for the screen). You can only change a credit memo if it has not been posted.

ountsReceivableProcessing Entering or changing A Credit Memo

When you are in a batch, you can enter (F9) or change (F10) invoices. If you are adding a new credit memo, the next credit memo number defaults for you. If you are changing an existing credit memo, enter the credit memo you want to change. The screen you see looks like the one that follows.

Credit Memo Number: Enter the credit memo number. If you are in ‘add’ mode, the next credit memo number defaults for you. You can override it if necessary.

Invoice Number: If you know the invoice you want to apply this credit memo to, enter it here.

If you do not know the invoice number, leave this field blank and enter the customer number in the customer number field. You can enter an invoice number or a customer number but not both. If you do not know the invoice number you want to use, press F5 (Invoice Lookup) for a listing of all invoice numbers. If you apply this to the customer instead of an invoice (unapplied credit memo), the credit memo can be applied to an invoice in Apply Cash/Credit Memo Process (Processing Menu Option 27) after it has been posted.

Customer Number: If you do not know the invoice to which you want to apply this credit memo, you need to enter the customer number here. If you apply this to a customer instead of an invoice, the credit memo will be entered as an unapplied credit memo. When you are ready to apply it, use Apply Cash/Credit Memo Entry (Processing Menu Option 27). You can enter either an invoice number or a customer number, but not both. If you do not know the customer number, press F2 (Customer Lookup) for a listing of all customers.

After you enter the fields from the preceding page, press Enter to continue with credit memo entry.

You see the following screen. Depending on whether you are applying this credit memo to an invoice or customer, you see the following fields.

Customer: You see the name and number of the customer regardless of whether you are applying this credit memo to an invoice or a customer.

Invoice Date: The original date of the invoice to which you are applying the credit memo.

Original Invoice Amount: The amount of the invoice before any discounts or payments.

Invoice Balance: The system calculates the current balance of the invoice based on the original invoice amount less any discounts or credits that have been applied (payments, adjustments, and other credit memos).

You need to enter the following fields:

Credit Memo Date: Enter the date of credit memo in MMDDYY format.

G/L Posting Period: Enter the fiscal posting period for this credit memo. The credit memo date must fall within this posting period. You set up posting dates and posting periods in Posting Period File Maintenance (Control Files Menu Option 6). For more information on posting dates and periods, see the N/Compass Control Files Manual.

Credit Memo Amount: Enter the credit memo amount as a positive number. This amount cannot exceed the invoice balance.

ountsReceivableProcessing Changing the Account Distribution (F7 key)

You can override the sales account number as you enter your credit memo by pressing F7. After you enter the credit memo information and press Enter to calculate the due dates, the F7 key is displayed at the bottom of the screen. After you press Enter, the following screen appears.

The default account number appears on the screen. At this point, you can change the account or add additional accounts. To do this, enter the new information over the old information.

Press Enter to complete credit memo entry.