Create a Customer Invoice Without a Packing List

System Location: Data Entry > AR > Billing

This topic provides details on how to create a customer (or AR) invoice without using a packing list as the source of information.

For more information see Customer Billing.

 

  1. Go to the blue Data Entry tab, open the AR dropdown menu, and select Billing.
  2. Click New (located at the top of the page).
General Section
  1. Verify / provide the Invoice Number.
  2. Select the Customer (dropdown menu.)
  3. Verify / provide information for the following fields:
    • Ship Charges
    • Invoice Date
    • Period Number: Determines which accounting period the invoice will appear in
      • Defaults to the period associated with the Invoice Date, but can be forced to be different
      • If Period Number and Invoice Date do not coincide, there will likely be a discrepancy in AR Aging Reports when viewed by Date vs. Period.
      • For more information see Process Accounting Functions.
Line Items Section
  1. Select the items to be billed.

ClosedSelect Defined Part

  1. Click Search.
    • The 'Part Search Screen' displays.
  2. Click Search (on the Part Search Screen.)
  3. Select one or more parts to include on the invoice.
  4. Click OK.

ClosedEnter Freeform Part

  1. Click Add Row.
  2. Click in the Part Number field and enter a value.
  3. Enter a Description to provide additional information that will print on the invoice.
  1. Enter Qty Shipped to indicate the number of items being sold.
  2. Enter the dollar amount for the Unit Price.
    • Defined parts will provide a default Unit Price but this can be edited.
  3. Verify / edit the details for each Line Item if needed.
    1. Select a line item in the grid.
    2. Click Details.
    General Section
    1. Verify / edit the following values for each item:
      • Taxable: This radio button determines whether the line item should be included in the tax calculation for the invoice
        • Tax Code is located in the Header Section of the invoice
      • Work Code / Product Code: These values populate from the Customer and the Part selected, respectively, but can be entered / edited as needed.
        • One of these values will determine the Sales GL Code and related accounting values based on how the 'Customer GL Coding Driven By' option (Company Maintenance | Customer Defaults) is set.
      • Discount Percent: If greater than 0, the invoice amount for the line item will automatically reflect the discount
      • Commission Percent: Represents the amount of commission earned by the salesperson associated with the invoice (Header Section)

      When entering percentages in JobBOSS2, enter the value as a "standard" number instead of the decimal equivalent. For example, if the value should be five percent, simply enter "5" as opposed to ".05"; the system will automatically convert the value accordingly.

    Accounts Section
    1. Verify / edit the GL Code(s) associated with the line item.
      • Sales GL Code assigned by Work Code or Product Code as designated in Company Maintenance
      • By default only one GL Code is assigned to a line item but this can be split between multiple GL Codes by manually selecting additional codes and splitting the Unit Cost between them.
      • If additional GL Codes are added, the total Unit Cost needs to remain the same as it is split between the new GL Codes
    2. Click 'OK' to close the details.
Header Section
  1. Verify / provide information for the following fields:
    • Currency Code
    • Sales Tax Code
    • Terms Code
    • AR Account
    • Cash Discount Account
    • Sales Tax Account
    • Work Code
    • Sales ID
      • Commission Percent is designated in Line Item Details
    • Freight Account
Available Addresses Section
  1. Select a Location from the dropdown menu to indicate where the invoice should be sent.
    • Dropdown provides list of Locations associated with customer on the packing list
    • Selecting a Location auto populates details
Complete the Invoice
  1. Click Save to save and close the invoice.

 

Back to Customer Billing