to add a line.Use this screen to manually enter product invoices for customers. You would generally use this screen to bill items from the price catalogs in the Product Definition module. However, you can use this screen to bill items that have not been entered in Costpoint Product Definition. You can simply enter a description along with the quantity and price. A customer product invoice can contain multiple line items. Discounts and sales tax are recorded by line as well. (Enter project product invoices on the Manage Project Product Bills screen.) The Calculate Standard Bills screen does not update this screen. Invoices entered on this screen do not remove billable units from Open Billing Detail, nor do amounts and units billed through this screen update billing history tables. Only A/R history and G/L Detail tables are updated with these invoice amounts.
Before you can enter customer product invoices, you must set up customers on the Manage Customers screen. If you wish to bill units from the price catalogs then you must set up the price catalog and item number and description for the items being invoiced. You must assign unit prices to the items being invoiced. If sales tax is accrued on invoices, you must initialize the sales tax table with sales tax rates.
If discounts and shipping/handling charges are reflected on invoices, you must initialize the A/R default accounts on the Configure Accounts Receivable Settings screen before posting these invoices.
This screen has three tabs:
Invoice Details — Use the this tab to enter the customer, purchase order number, invoice number, terms, due date, and invoice date. You can also select the status of the invoice in this tab.
Addresses — Use this tab to enter the bill to and remit to addresses. The Bill address automatically displays based on the customer default address entered on the Manage Customers screen. The Remit To address automatically displays based on the default remittance address entered on the Manage Project Billing Information screen.
Other Charges — Use this tab to enter other charges information. You can set up other charge codes on the Manage Other Charges screen. You can change the description and enter the amount in this screen.
Enter the invoice number for this invoice.
Click this button to recalculate the bill if you have made changes to the data in the table window.
Use to add a line.
The line numbers are filled in automatically as you add lines to this table.
Enter, or click 
to select, the price catalog for the item being invoiced.
This field displays the name of the price catalog to which this invoice line is being billed.
Enter, or click to select, the item being invoiced. This item must exist for the catalog being invoiced. If only one revision of the item exists, the item revision defaults into the Item Rev field.
Enter, or click to select, the revision number of the item or price catalog being invoiced. If only one revision of the item exists, that revision defaults into this field.
This field displays the item selling description when an item is entered. This field is non-editable if you are using the price catalog to bill items. If you do not wish to use the price catalogs to bill items then you should enter a selling description here.
Enter the number of units to invoice. Units billed through this screen do not update billing history tables with amounts or number of units billed.
For units invoiced by price catalog/item, the unit price defaults in from the Manage Price Catalogs screen. This unit price can be overridden. If you are not using the price catalog to bill you must enter the unit price in this field.
This field displays the number of units billed multiplied by the unit price. It cannot be modified.
Use this field to store volume or good customer discounts. Discount percentages entered in this field are multiplied by the Total Unit Amt to arrive at a Disc Amt. Costpoint uses the Disc Amt to immediately reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied during the entry of cash receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.
This field stores the discount amount arrived at by multiplying the Disc % by the Total Unit Amt. It can be modified. If you modify this field, the Disc % field reflects the new percentage of the discount.
This field is used to store volume or good customer discounts. The Disc Amt is used to immediately reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts since because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied during the entry of cash receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.
Select this check box to indicate that sales or Value Added tax (VAT) must be accrued and added to this invoice. Be default, this check box is not selected. If sales tax is required, enter the sales tax code for the locality for which you want to accrue sales tax.
If you selected the check box in the Taxable field, enter the tax code for which tax should be accrued. This code must exist in the Sales Tax table. You can maintain tax tables on the Manage Sales or Value Added Taxes screen.
The rate entered on the Manage Sales or Value Added Taxes screen for the designated code defaults into this field. This rate can be overridden.
This field displays the tax amount calculated when the Tax Rate is multiplied by the net of the Total Unit Amt less the Disc Amt. This amount can be overridden.
This field displays the total invoice amount. The amount displayed is net of total unit cost, discounts, and tax.
Select this check box to print the long item description on the invoice or leave it cleared to print the short description. If the long description is printed, it wraps across multiple lines on the invoice. The item descriptions are set up on the Manage Item Billings screen.
If you change the Inv Date on the Invoice Details tab, all rows in the table window are marked as edited. If the Unit Price amount is zero or blank, click this button to recalculate the amount. Costpoint calculates the amount by fetching the unit price amount from the PROD_PRICE_SCH table based on the selected catalog ID, providing that the new invoice date lies between the start date and end date in the PROD_PRICE_SCH table.
|
Subtask |
Description |
|
Standard Text |
Click this link to open the Standard Text subtask, where you can identify the standard text that you want to be printed on the invoice. |
|
Exchange Rates |
Click this link to access the Exchange Rates subtask, where you can select a different (other than the default) billing currency or a different source for exchange rates used for this bill. |
|
Invoice Totals |
Click this link to access the Invoice Totals subtask, where you can view billing costs in both your company's functional currency and the billing currency. |
|
Currency Line Info |
Click this link to access the Currency Line Info subtask, where you can view any selected bill line in both the billing currency and your company's functional currency. In addition, you can view the exchange rate for the billing currency. |
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Customs Info |
Click this link to access the Customs Info subtask, where you can view and modify customs information for the selected bill row. Included modifications are destination country, delivery terms, mode of transportation, and supply date. |