Non –Inventory Invoicing – Process Description

The Non-Inventory Invoicing program is started from the Marketing Screen pull down menu.  As the program is selected from the Marketing Screen, two system parameters are checked to determine if the operator is allowed to use the program (please see the Technical Notes section of this document for more information about the parameters used by the program).  If the user is authorized to access the program, the program will be displayed and the screen will be loaded with the default customer Bill To information for the selected company.

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 (please see the Technical Notes section of this document for more information about the tables used in this program).

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 on one side and to the Accounts Receivable GL control account on the other.  The AR control account used by the program is determined by the AR_AUTOPOST field in the customer record being processed (if loaded) or by the system default setting if the customer division and department information is not loaded.

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Non-Inventory Invoicing - Technical Notes