The Non-Inventory Invoicing program allows users to create AR invoices and credit Memos without using inventory item numbers or affecting inventory quantities or amounts. The Non-Inventory Invoicing program can be used to bill or credit customers for non-sales activity such as co-operative marketing or price protection pass through deals, freight adjustments, etc.
To create a Non-Inventory invoice, the operator first accepts or overrides the division and department to be used for the invoice. The operator then enters the customer purchase order for the invoice and accepts or overrides the default payment terms, shipping method, shipping terms and sale rep for the invoice.
Once the default customer information is accepted or changed as required, the operator must select the GL Charge Code and Invoice Subtype to be used for the invoice. The GL Charge Code and Invoice Subtype are table driven fields and the operator must select from one of the valid entries defined for each of these fields before they will be allowed to save the invoice.
The GL Charge Code is used by the system to indicate which GL account will be updated as the invoice is saved. The Invoice Subtype is a user-definable field used for display and reporting purposes. Normally the entries in the two tables used by the program are set to the same values
Once the operator selects the appropriate GL Charge Code and Invoice Subtype, and enters the amount of the invoice, they may save the invoice by pressing the SAVE key. As the save key is pressed, the system creates the invoice and posts a journal entry to the General Ledger. The journal entry is posted to the account pointed to by the GL Charge Code used for the invoice and to the Accounts Receivable GL control account