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Add/Edit T&M (Itemized) Billing Invoices
Accounts Receivable >> Manaage Invoices >> T/M Invoices
>> Enter/Edit T/M Invoices
>> T/M Categories
>> T/M Items
>> Update Billing Prices
In eTEK we use the terms T/M Invoicing and Itemized Billing interchangably as they are essentially the same functionality. Itemized Billing offers the ability to have different physical addresses, billing addresses, and shipping addresses for the same customer. Another feature is its ability to pick a product from your items list and have a number of values calculated automatically, including extended price, tax, and discounts.
Itemized Billing uses a limited item file. You are able to enter categories for items and you can enter the items themselves. Note: Categories and items must be set up prior to invoicing.
Itemized Billing also handles multiple Ship To addresses that are linked to a specific customer. When that customer is selected, the Ship To scroll box will contain all the shipping addresses associated with that selected customer.
Tax and discounts are set up to calculate automatically. To calculate tax, the system using the Ship To address. If any jurisdictions in the Ship To address has been set up with sales tax percentages, the system will calculate the sales tax for any taxable items on the invoice. Sales tax percentages are set up from the jurisdictions editors on the System Utilities Module - Data Entry "Ribbon".
The data entry form allows you to enter as many line items as you need to create your invoice. When adding line items to an invoice, you are able to choose the item by Item ID or Description for faster data entry. The description of an item may be modified as well as the total dollar amount for that line.
The asset (debit) account general ledger number (normally accounts receivable) will default to the account on the Company Profile. The credit account general ledger number (usually sales) will default to the account on the category record for that item. You may override these defaults by selecting a different general ledger account using the G/L account selector screen.
Sales discounts are also accommodated by line item. Enter the appropriate discount percentage for each line item. Job Cost numbers can also be selected on each line item.
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 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 simply 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 in [Edit] mode 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, simply 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 to the total amount. The date, time and user will also be recorded on the Batch Table.
To print the invoice, choose the [Print] button on the eTEK toolbar or go to Accounts Receivable >> Print Invoices >> Select/Print Invoices.
For step-by-step instructions, see the Common A/R Transactions section.