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Add/Edit Customer Invoices


Accounts Receivable >> Manage Invoices >> Customer Invoices
The Customer Invoice form will be displayed.  The data entry form will allow for splitting invoices into as many line items as are required to charge (or credit) various sales or other general ledger accounts. You may also wish to split invoices so that different reference numbers or job cost numbers may be assigned to the line items.
During input you may enter a projected payment date. If you do not, the system will automatically supply a default date of 30 days after the invoice date. When you double-click on the projected pay date field, a calendar will pop up. You can then select the correct date from the calendar. 
Both the asset (debit) account general ledger number (normally accounts receivable) and the sales (credit) account general ledger number will default to the accounts on the Customer and Company Profile records. You may override these defaults by entering a different general ledger account. The Type field in the data entry section is used to segregate sales according to the requirements of sales tax reports.
Each detail line item can be charged to a job cost number and marked if the line item is for retainage.
Selecting the button for [Tax] will display a form for selecting one or more sales tax jurisdictions. The sales tax percentages previously set up for the City, County, State, Country or Other Jurisdictions will then be used to calculate the correct sales tax amount. Sales tax percentages are set up using the jurisdiction editors from the System Tables Module - Data Entry tab. Sales tax is calculated by line item in order to accommodate non-taxable items such as labor.
Sales discounts are also accommodated by line item. Enter the appropriate discount percentage for each line item. Choose the [Print] button on the toolbar to print the invoice.
eTEK is designed to allow either one-at-a-time immediate creation and posting of transactions such as AR invoices, or you may enter transactions in batches. After entering or editing a batch of invoices, you can create a batch list showing each customer, invoice number, invoice amount and the total of the batch by selecting the [List] button from the eTEK tool bar. Only invoices that have been moved to the master files will appear on the batch list. The batch list may be viewed and/or printed. The batch total should balance to a control tape (which is an adding machine tape of all of the invoices for the batch).
If the control tape and the batch list do not balance, you must make the necessary corrections. If a invoice is missing, return to the input screen and add any missing invoices. If a invoice is entered for an incorrect amount, you must exit and re-enter and make the necessary corrections.
An invoice may be changed at any time prior to being printed and/or updated to the general ledger. A invoice is updated to the general ledger when it has appeared on the general ledger trial balance and the trial balance is updated. To edit the invoice, choose [Edit]. When [Edit] is selected and dollar amounts are changed, the batch totals on the Batch Table will be adjusted to account for any changes. The date, time and user will also be recorded on the batch table.
For step-by-step instructions, see the Common A/R Transactions section.