Creating an Accounts Receivable Invoice

The below process highlights how to create a new Accounts Receivable Invoice in Order Entry. Parish accounting users should create Accounts Receivable Invoices at the entity level. If you are in need of assistance in navigating to the entity level, please refer to the “Switching to Entity Level” documentation.

When adding an Accounts Receivable Invoice, all fields with a red asterisk are required to post the Invoice. Any field that does not have a red asterisk is optional, however, some fields may be recommended.

Steps

Click the Application drop-down menu
Click Order Entry
Click the All tab
Click the “+” sign next to Accounts Receivable Invoice

Graphical user interface, text, application, email

Description automatically generated

Click on Add

Graphical user interface, application

Description automatically generated

Graphical user interface, text

Description automatically generated

The Invoice date will default to today’s date – update if needed
Confirm that the GL posting date is correct
1. Note: This field will default to the Bill date entered from step 5. If needed, you may change the GL Posting date to a different date than the Bill date
Select the Customer the bill is for – i.e.: C-00068 – Convent Rental
1. Note: The Pay to and Return to fields will automatically default to Customer’s Contact as indicated above
Classification is left blank for the transaction header. Classifications will be added, if needed, in the line Entries section of the transaction screen.
Confirm the correct terms are selected
1. Note: The Customer terms will populate based on the default terms for the Customer. If no term populates, please select a term from the drop-down list
Confirm the Invoice due date, which will default based on the term selected
If needed, enter a Reference number for the Invoice
If needed, enter any text that you want to appear on the printed document into the Message field for any information that is in addition to invoice line details.
Add an attachment as support for the Invoice
1. Note: It is always best practice to add an attachment to all Invoices
If needed, enter a Customer PO number
Select an Item for the transaction – i.e.: PSC_Utility_Gas
Select the Location beginning with “PRL” that appears in the drop-down list – i.e.: PRL – 0000 – Demonstration Parish
Select an Operating Unit – i.e.: Church
Select a Department – i.e.: 8050 – Facility Administration
Classification is not required for customer billing. Select a Classification, if needed – i.e.: WORSHIP_OTHER
Enter a Quantity
Enter a Price
Confirm the Extended price
Click Post