Create a Customer Invoice From a Packing List

System Location: Data Entry > AR > Billing

This topic provides details on how to create a customer (or AR) invoice 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 packing list to use as the source of the invoice.
    1. Click Search (located next to 'Packing List No.')
    2. Select the desired packing list from the Packing List Search Screen.
    3. Click OK.
    4. Select the items from the packing list that are being billed.
      • All items that were shipped are selected by default.
    5. Click OK.
      • Details from the selected packing list are used to populate the Line items Grid and many other areas of the invoice.
  3. Verify / provide information for the following fields:
    • Customer
    • Ship Charges
    • Invoice Date: The date the system uses for AR Aging purposes
      • Defaults to the date of the packing list selected but can be edited
      • Cannot be a date that falls within a posted period or a closed year
    • 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. Verify the following values for each line item present:
    • Part Number
    • Qty Ordered
    • Qty Shipped
      • This is the quantity that will be applied for billing purposes
    • Qty Cancel
    • Unit Cost
    • Job Number
    1. Verify / edit the details for each line item.
      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 populated from the job associated with the item being billed
          • 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: Provides the tax rate to apply for any item marked as eligible to be taxed (Line Item Section)
      • In order for taxes to be calculated and applied, the following conditions must be met:
        • At least one Line Item must be marked as 'Taxable: Yes'
        • The 'Sales Tax Code' must have a tax rate greater than 0
    • Terms Code
    • AR Account
    • Cash Discount Account
    • Sales Tax Account
    • Work Code
    • Sales ID
    • 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
    • Information can be edited
Complete the Invoice
  1. Click 'Save' to save and close the invoice.
    • Use the Save dropdown menu if you want to create a new record or print a report upon saving.
    • Invoices in a posted period cannot be edited.

 

Back to Customer Billing