Processing Invoices

Creating an Invoice with Item Quantities and Unit Costs

Open the Invoices and Memos (AR301000) form.
To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Invoice.
In the Date box, change the current business date, if needed.
The system fills in the Post Period box automatically based on the selected document date.
In the Customer box, select the customer associated with the document.
In the Location box, check the customer location, and change it, if configured and required.
Make sure the document currency in the Currency box is the one you need, and select another one, if needed.
In the Terms box, check the credit terms associated with the customer.
In the Due Date box, the system calculates the due date of the invoice based on the credit terms. The credit terms may allow a cash discount to be taken and specify its terms in the Cash Discount Date box.
If needed, in the Customer Order Nbr. box, enter the reference number from the original customer document.
In theDescription box, add a brief description of the invoice.
On theDetails tab, for each line the invoice, click Add Row on the table toolbar and do the following:
1. If needed, in the Inventory ID column, enter the ID of the item sold or service provided to the customer.
2. If needed, in the Transaction Descr. column, enter a description of the transaction if it has not been filled in automatically.
3. If needed, in the Quantity column, enter the quantity of the item sold.
4. If needed, in the UOM column, enter the unit of measure for the item if it has not been filled in automatically.
5. If needed, in the Unit Price column, enter the price per unit if it has not been filled in automatically.
6. In the Ext. Price column, enter the extended price of the specified inventory item or service if it has not been calculated automatically.
7. If needed, enter the discount percentage in the Discount Percent column or the discount amount in the Discount Amount column, if you offer the customer a discount on this item or service.
8. If you enter a percentage, the system will calculate the discount amount automatically by multiplying the extended price of the item by the discount percentage.
9. Check the Amount column, which displays the total for the line item. The system calculates this total by deducting the discount amount (if any) from the extended price.
10. Check the Account column. By default, the system uses the sales account of the customer location, but you can select another account.
11. Check the Subaccount column if applicable, and change it, if needed.
12. If needed, in the Salesperson ID column, select the salesperson associated with the customer.
13. If needed, in the Deferral Code column, select a deferral code if future periods must recognise the expenses related to the item or service.
14. If needed, select the Commissionable check box if a commission is paid on the line-item amount.
If you want to save the document with the Balanced status, do one of the steps below:
1. If the Amount box of the Summary area is available on the form, enter the total amount of the invoice in this box.
2. If the Amount box is not available on the form, notice that the total amount of the document is displayed correctly in the Balance box.
If needed, in theDiscount Total box of the Summary area, enter the amount of discount if you want to apply the manual discount to the document.
In theCash Discount box of the Summary area, check the cash discount amount of the document.
On the form toolbar, click Save.

Creating a Credit Memo

Open the Invoices and Memos (AR301000) form.
To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Credit Memo.
In the Date box, enter the credit memo date.
The system fills in the Post Period box automatically based on the selected document date.
In the Customer box, select the customer associated with the credit memo.
In the Location box, check the customer location.
If needed, in the Customer Order Nbr. box, enter the reference number assigned by the customer to the customer document.
Make sure the document currency in the Currency box is the one you need, and change it, if needed.
You may override the currency only if you select the Allow Currency Override check box for the customer on the Customers (AR303000) form.
In the Description box, add a brief description of the credit memo or the reference number of the original invoice.
On the Details tab, for each line of the credit memo, click Add Row on the table toolbar and do the following:
1. If needed, in the Inventory ID column, enter the ID of the item sold or the service provided to the customer.
2. If needed, in the Transaction Descr. column, enter a description of the transaction.
3. If needed, in the Quantity column, enter the quantity of the item sold.
4. If needed, in the UOM column, enter the unit of measure for the item.
5. If needed, in the Unit Price column, enter the price per unit.
6. In the Ext. Price column, enter the extended price. If you have specified an inventory item, the system calculates the extended price by multiplying its unit price and the quantity sold, but you can override the calculated price.
7. Check the Account column. By default, the system uses the sales account associated with the customer location, but you can select another account.
8. Check the Subaccount column if applicable, and change it, if needed.
9. If needed, in the Salesperson ID column, select the salesperson associated with the customer.
10. If needed, in the Deferral Code column, select a deferral code if the expenses related to the item or service must be recognized in future periods.
11. To save the document with the Balanced status, perform one of the steps below:
  1. If the Amount box of the Summary area is available on the form, enter the total amount of the credit memo.
  2. If the Amount box is not available on the form, notice that the total amount of the document is displayed correctly in the Balance box.
On the form toolbar, click Save.

Applying a Credit Memo

Open the Payments and Applications (AR302000) form.
In the Type box of the Summary area, select Credit Memo.
In the Reference Nbr. box, select the number of the credit memo to apply.
In the Application Date box, check the date of the credit memo. Change it, if needed.
On the Documents to Apply tab, add the documents to which the credit memo should be applied, and follow the steps below to add each line (document):
1. Click Add Row on the table toolbar to add a new row to the table.
2. In the Doc. Type column, select the appropriate option to apply the credit memo to an invoice, debit memo, or overdue charge.
3. In the Reference Nbr. column, select a document by its identifier from the list of documents. (The system includes in this list documents associated with the current customer that have the Open status and the selected document type.)
4. Check the information in the other columns of this table, which are filled in automatically when you select a document.
Review the Applied to Documents box in the Summary area. The system automatically inserts the total amount of the applied documents.
On the form toolbar, click Release to release the credit memo.

Creating a Debit Memo

Open the Invoices and Memos (AR301000) form.
To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Debit Memo.
In the Date box, enter the date of the debit memo.
The system fills in the Post Period box automatically based on the selected document date.
In the Customer box, select the customer associated with the document.
In the Location box, check the customer location, and change it, if needed.
Make sure the document currency in the Currency box is the one you need, and change it, if needed.
You may override the currency only if you select the Allow Currency Override check box for the customer on the Customers (AR303000) form.
If needed, in the Description box, enter the reference number of the original invoice.
On the Details tab, for each line of the debit memo, click Add Row on the table toolbar and do the following:
1. If needed, in the Inventory ID column, enter the ID of the additional item sold or service provided to the customer.
2. If needed, in the Transaction Descr. column, enter a description of the transaction.
3. If needed, in the Quantity column, enter the quantity of the item sold.
4. If needed, in the UOM column, enter the unit of measure for the item.
5. If needed, in the Unit Price column, enter the price per unit.
6. In the Ext. Price column, enter the extended price of the specified inventory item or service.
7. Check the Account column. By default, the system uses the sales account associated with the customer location, but you can select another account here.
8. Check the Subaccount column, if applicable.
If needed, in theSalesperson ID column, select the salesperson associated with the customer.
If needed, in the Deferral Code column, select a deferral code if the expenses related to the item or service must be recognized in future periods.
If theAmount box of the Summary area is available on the form, enter the total amount of the debit memo in this box.
On the form toolbar, click Save.
If needed, in theDiscount Total box of the Summary area, enter the amount of discount if you want to apply the manual discount to the document.
In the Cash Discount box of the Summary area, check the cash discount amount of the document.
This box may automatically fill in based on the customer's credit terms, or you can manually change the amount of the calculated cash discount.
On the form toolbar, click Save.

Entering a Cash Sale

Open the Cash Sales (AR304000) form.
To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Cash Sale.
In the Date box, select the date of the cash sale document.
The system selects the current date in the box by default, but you can select another date. The system fills in the Post Period box automatically based on the selected document date.
In the Customer box, select the customer.
In the Location box, check the customer location and change it, if needed.
In the Payment Method box, check the customer's default payment method. The cash sale must be paid by a method based on cash, cheque, or credit card.
Make sure the document currency in the Currency box matches the currency of the customer payment.
You may override the currency only if you select the Allow Currency Override check box for the customer on the Customers (AR303000) form.
In the Payment Ref. box, enter the reference number of the customer payment.
In theDescription box, enter a description of the cash sale.
On the Details tab, for each line of the cash sale document, click Add Row on the table toolbar and do the following:
1. If needed, in the Inventory ID column, enter the inventory ID of the non-stock item or service paid for by the customer.
2. If needed, in the Transaction Descr. column, enter the description of the transaction.
3. If needed, in the Quantity column, enter the quantity of the item or service.
4. If needed, in the UOM column, enter the unit of measure used with the quantity.
5. If needed, in the Unit Price column, enter the price per unit.
6. In the Ext. Price column, enter the sale amount if the amount has not been filled in automatically (as it is when you have specified the quantity and the unit price).
7. If needed, enter the discount percentage in the Discount Percent column or the discount amount in the Discount Amount column, if you offer the customer a discount on this item or service.
Check the Amount column, which displays the total for the line item (calculated by deducting the discount amount from the extended price).
Check theAccount column. By default, the system uses the sales account associated with the customer location, but you can select another account.
Check the Subaccount column, if applicable. Change the subaccount, if needed.
If needed, in theSalesperson ID column, select the salesperson associated with the customer.
If needed, select the deferral code defined in the system in the Deferral Code column if the system must recognise the expenses related to the item or service in future periods.
If needed, select theCommissionable check box if the system pays commission on the line amount.
If needed, on the Charges tab, add the applicable charges or fees for processing this payment in the bank. For each applicable charge, do the following:
1. Click Add Row to append a new row to the table.
2. In the Entry Type column, select the entry type that designates the bank charge that applies to this cash sale.
3. In the Amount column, type the charge amount that applies to this document.
4. In the Payment Amount box of the Summary area, enter the total amount of the cash sale.
5. If needed, in theCash Discount Taken box of the Summary area, enter the cash discount amount, that applies to the document.
On the form toolbar, click Save.

Printing invoices and memos

Ensure that you connect the printer to your computer and prepare it for printing.
Open the Print Invoices and Memos (AR508000) form.
In the Action box of the Selection area, select Print.
If needed, for invoices associated with contract servicing, select the user or the workgroup (in the Assigned To or Workgroup box) that the documents assign to.
In the table, select the unlabelled check boxes for the documents you intend to print.
On the form toolbar, click Process. Each document will appear in a new browser tab.
Click Print on the form toolbar for each document you want to print. The browser opens the Print dialog box, in which you select the printing options.

Releasing an Invoice or Memo

Open the Invoices and Memos (AR301000) form.
In the Type box on the Summary area, select one of the following options:
1. Invoice: To view an invoice (a payment request for goods sold or services provided).
2. Debit Memo: To view a debit memo (a debit adjustment to an undercharging invoice).
3. Credit Memo: To view a credit memo (a credit adjustment to an overcharging invoice).
Open the invoice or memo you want to release.
On the form toolbar, click Release. The system assigns the released document the Open status.

Releasing Multiple Accounts Receivable Documents

Open the Release AR Documents (AR501000) form.
Do one of the following:
1. On the form toolbar, click Release All to release all listed documents.
2. Select the unlabelled check box for each document you want to release to release only selected documents, and then click Release.

Sending Invoices and Memos by Email

fOpen the Print Invoices and Memos (AR508000) form.
In the Action box on the Selection area, select Email.
If needed, for invoices associated with contract servicing, select the user or the workgroup (in the Assigned To or Workgroup box) that the documents assign to.
Do one of the following:
1. To send all listed invoices, click Process All.
2. To send the selected invoices, select the unlabelled check boxes for the documents you intend to email, and click Process.

If the emails containing documents were generated successfully, the system marks them with green check marks.

Scheduling a Recurring Document

Open the Recurring Transactions (AR203500) form.

To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
In the Summary area, in the Description box, add a description of the schedule.
In the Start Date box, select the start date for the schedule. The system selects the current date by default.
Specify limitations on the schedule execution in one of the following ways:
1. In the Expiration Date box, enter the date when the schedule expires, or select the Never Expires check box.
2. In the Execution Limit (Times) box, enter the maximum number of times you want the schedule to execute, or select the No Limit check box.
Specify how often the document should be generated:
1. To generate the document daily or every x days, do the following:
  1. In the Schedule Type section, select Daily.
  2. In the Every Day(s) box of the Daily section, type an integer to specify the number of days between document generation. For example, to generate a document every day, enter 1, and to generate a document every other day, enter 2.
2. To generate the document weekly or every x weeks, do the following:
  1. In the Schedule Type section, select Weekly.
  2. In the Every Week(s) box of the Weekly section, type an integer to specify the number of weeks between document generation.
Select the appropriate check box or check boxes in the Weekly section to specify the day or days of the week for generating the documents.
1. To generate the document monthly or every x months, do the following:
  1. In the Schedule Type section, select Monthly.
  2. In the Every Month(s) box of the Monthly section, type an integer to specify the number of months between document generation.
Select when the document should be generated: either the day of the month or the week in the month and day of the week (such as the first Monday of the month).
1. To generate the document every x financial periods, do the following:
  1. In the Schedule Type section, select By Financial Period.
  2. In the Every Period(s) box of the By Financial Period section, type an integer to specify the frequency of document generation by financial period.
Specify if the system should generate the document on the first day of the financial period, the last day of the financial period, or a specific day of the period.
Select theActive check box for the schedule.
On the form toolbar, click Save.
If needed, attach a scanned copy or electronic version of the document on which this schedule is based. To do this, drag the file from the folder on your computer and drop it on theSummary area.
On theDocument List tab, repeat the following steps for each document you want to add:
1. On the table toolbar, click Add Row.
2. In the Type column, select the type of document to add.
3. In the Reference Nbr. column, select the document by its reference number.
4. If needed to attach an electronic version of the related document or a scanned image of it, click the staple icon, then select and upload the document.
On the form toolbar, click Save.

Generating Recurring Documents

Open the Generate Recurring Transactions (AR504000) form.
To select the schedules by the range of due dates, do the following:
1. Select the start date in the Execution Date box.
2. Select the Stop on Execution Date option button to indicate that the date you selected in the Execution Date box will be the date when the system stops running the schedules.
To run a specific number of schedules, do the following:
1. Select the start date in the Execution Date box.
2. Select the Stop After Number of Executions option button, and in the unlabelled adjacent box, type the number of schedule executions.
Do one of the following:
1. To run all listed schedules, on the form toolbar, click Run All.
2. To run only selected schedules, select the unlabelled check box of each schedule you want to run, and then click Run on the form toolbar.

Processing Invoices

This job aid contains step-by-step instructions related to processing of customer invoices, credit and debit memos in MYOB Acumatica.

Creating an Invoice with Item Quantities and Unit Costs

Creating a Credit Memo

Applying a Credit Memo

Creating a Debit Memo

Entering a Cash Sale

Printing invoices and memos

Releasing an Invoice or Memo

Releasing Multiple Accounts Receivable Documents

Sending Invoices and Memos by Email

Scheduling a Recurring Document

Generating Recurring Documents