Invoice Processing

There are several ways that an invoice can be created by the Integral Accounting Enterprise system. The first way an invoice is created is through a Point of Sale (POS) interface or through the ecommerce section of this software. The second way an invoice can be created is automatically by the software as one of the final steps in the Ordering Process after the goods are shipped.

The third way an invoice can be created by the system is manually entered directly into the Invoice Screen. It is this method that this section of the documentation will cover.

When you are ready to manually enter an invoice, from the Accounts Receivable menu select Invoices. This will bring you to the Main Invoice Entry Screen. You will see a list of all the open invoices that have been entered for your company or division. Click the New button and a blank screen will appear with some of the fields already completed. This is where you will enter the invoice.

The Invoice Number field will automatically be completed with the next available invoice number in the system once the invoice is placed. There is no need to edit or change this field.

The Order Number field is not used when entering an invoice manually. Leave this field set to default.

The Invoice Date field is automatically filled in with the current date. If need be, you can change the date of the invoice by entering a new date. The date must be entered as mm/dd/yyyy.

The Transaction Type field is automatically completed for you. It selected Invoice as the transaction type since we are entering a new invoice.

Select the Customer ID from the drop down list at the end of this field. If you do not know the Customer ID, you can search for the customer based on customer name, phone number, or other criteria.

Select the Ship To ID if the shipping address for this customer is different then the billing address. 

The Ship For ID is an optional field that is used if the invoice is for a specific location, but being shipped to a different address. For example, if the invoice is shipped to a warehouse, but will eventually be shipped to a store, then the store ID would be selected from the drop down list for this field. Most of the time, this field will be left blank.

The Warehouse field identifies where the inventory is coming from for this invoice. Select the warehouse where the invoice is coming from in the drop down list. If the warehouse not known, or if only one warehouse is used for your company, you can leave this field set to the default value.

You will notice that the customer information is automatically completed for you once you selected the Customer ID from the Customer ID field above. There are a few fields here that need to be filled in manually.

If this invoice is a drop shipment for a customer, check the Customer Drop Shipment Box.

The Invoice Due Date is automatically filled in with the current date. You can change this date if necessary. The date must be entered as mm/dd/yyyy.

The Tax Exempt ID is automatically filled in when the customer is selected, if the customer has a tax exempt ID.

The XID Rate is the Currency Exchange ID and Currency Exchange Rate. It is the method of currency and the current exchange rate that your company uses. It will be automatically filled in based on the information entered during the Company Setup Process. There is no need to change or edit this field.

If a percentage is offered as a discount to this invoice (i.e., 10% off total invoice), enter that percentage in the Discount Percent field. If no discount is applied, this field can be left at the default value of zero.

The Discount Amount field is automatically filled in based on the number that was entered in the Discount Percent field.

The Taxable Sub Total field will be automatically updated if any part of the invoice is taxable. There is no need to manually edit or change this field.

The Terms ID field is automatically filled in based on the terms that were entered for that customer during the customer creation process.

The Tax Percent field and Tax Amount field are automatically filled in based on the tax group field that was selected above.

The next fields, Com, S., C., are automatically filled in once items are entered into the invoice. There is no need to edit or change these fields. Com represents the commission paid on this invoice to the salesman, S represents the total sales price of the invoice (but is not the total of the invoice), and C represents the total cost of the invoice.

If known, enter the Purchase Order Number for this invoice. If there is no purchase order number for this invoice, then enter the word none.

If known, enter the Salesman for this invoice. Select the Salesman ID from the drop down list. If there is no Salesman ID, you can leave this field set to the default value.

The Ship Date will automatically be filled in with the current date. If the actual ship date is different then the current date, you can enter the new date. This date must be entered as mm/dd/yyyy.

Select the method of shipping from the drop down list in the Ship Via field.

The Terms field is automatically filled in based on the payment terms that were entered for the customer during the customer creation process.

The fields in the yellow box on the screen are automatically completed by the systems as the invoice goes through the invoicing process. There is no need to edit or change these fields. 

The Subtotal will be filled in once the individual items are entered into the invoice. For now, it can be left at the default value of zero.

Enter the Shipping charge in the Shipping field.

If the shipping charge is taxable, check the box next to Tax Freight.

The Handling field will be automatically filled in based on the information entered during the Company Setup process.

In the Tax field, select the tax group that your company uses from the drop down list. If you are not sure, you can select the default value from the list which is the value entered when the company was entered. This field must be completed for the rest of the form to be properly calculated. Upon entering the Tax group, the actual tax percent will be automatically filled in and the tax on the items will be calculated (if the items are taxable).

The Total field will be automatically filled in once the line items are entered on the Invoice Detail screen.

The next step after entering all the information on this screen is to enter the items for this invoice.

Once all the information is entered for the invoice and the invoice is final, click the Post button. You MUST Post the invoice for it to properly enter the system. This will post the invoice to the proper accounts, debit inventory quantities, and prepares the invoice for printing. Once the invoice is posted, no changes can be made. Therefore, it is important to ensure that all the information has been entered and all the data entered is accurate. When the Post button is pressed, the screen will close and you will return to the Main Menu Screen.