Customer Invoice

System Location: Data Entry > AR > Billing

Customer invoices are used to track items or services sold to customers for accounting purposes. Customer invoices can be created in any of the following ways:

  • Through the use of an existing packing list
    • Can be created one invoice at a time or in a batch as a billing cycle using the Automatic Billing Utility
  • By using the Copy Utility
    • Can be used to create a single invoice or a series of invoices for recurring transactions
  • By entering the required information directly onto the invoice without benefit of a packing list
    • Could be for a defined part or a freeform part
  • By using the 'Create Credit Memo' feature on a customer return
    • Creates an invoice with a "negative" balance to indicate the dollar amount to be applied against a future invoice or paid back to the customer

Customer invoices have the following characteristics:

  • Line items display the Part Number and quantities related to what was sold
    • Line item details provide information regarding taxes, Work Code, and Product Code
    • Can also be used to detail how the sale should be broken down by GL Code
  • Cannot be created or edited in a posted period
  • Terms Code and Tax Code are required fields

Once created, customer invoices can be used to populate details on cash receipts.

Where to Start

Before you start creating a customer invoice, it's important to make sure you have defined all the tables you need and that you understand how the system will behave based on the related company preferences and other settings.

ClosedTables Used on Customer Invoices

The following tables and / or base tables are used on customer invoice records:

Preferences and Other Related Settings

There are no preferences or related settings that affect the creation of a customer invoice.

Customer Invoice Details

Each customer invoice has information that identifies the customer, charges, related GL accounts, and even previous payments.

The following links lead to topics that provide reference information for each section of the customer invoice record.

Go to Billing Details - General Section

Go to Billing Details - Line Items Section

Go to Billing Details - Header Section

Go to Billing Details - Payments Section

Go to Billing Details - Available Addresses Section

Go to Billing Details - Contacts Section

Go to Billing Details - Notes Section

For information on setting up for customer prepayments, go to AR-Customer Prepayments.

Creating and Editing Customer Invoices

Options for Creating Customer Invoices

Follow the links below for step by step instructions of creating customer invoices:

Continue to Create a Customer Invoice From a Packing List

Continue to Create a Customer Invoice Without a Packing List

Continue to Use the Auto Billing Utility to Create Multiple Customer Invoices

Once the Customer Invoice is Created

Editing a customer invoice record is heavily dependent on whether or not there have already been payments (cash receipts) against it.

  • If there HAVE NOT been payments:
    • You can change the customer, line item details, header information, and notes.
  • If there HAVE been payments:
    • You can change address, contact, and note information.
    • You can change line item details IF you unprocess the cash receipts related to the invoice.

Reports, Forms, and Labels

Reports

The following summary reports are available for review / generation under the AR reports dropdown menu:

  • AR Aging Summary
  • Sales Summary
  • Statements (Customer)
  • Commission Summary
  • Unbilled Shipment Summary
  • AR Sales Tax Summary
Forms and Labels

The following forms / labels are available under the Print dropdown menu located in the Billing Navigator:

  • Invoice (Customer)

What Comes Next

After creating a customer invoice, users often create cash receipts as they receive payments for their customer invoices. These cash receipts are identified within the payments section of the customer invoice record.

For more information see Cash Receipts.