Accounts Receivable Entry

Accounts Receivable transactions can be entered from a screen that is opened either from the top of the Open Accounts screen or when viewing accounts receivable for a specific customer. The image below is for an invoice, and the screen layout is essentially the same for other transaction types except payments. See the manual topic for Processing Payments for more information.

Post and Review GL / Post – The entry will post using the default accounts receivable, sales and tax accounts as defined in company settings or the customers default sales account. If Post and Review is selected, you can modify amounts and accounts on the entry if user security settings allows it, except the accounts receivable control.

Type – There are six different types of accounts receivable transactions that can be entered. If the entry screen was opened from within a specific customer and by choosing the type from the black arrowhead next to new, the Type field will not be editable.

  • Invoice
  • Payment
  • Credit Memo
  • Debit Memo
  • Service Charge
  • Write Off

Customer – Select an Existing customer code for the transaction entry, if you created the entry from the Open Accounts list. If you created the entry while editing a customer, this field will be hidden and automatically assigned to that customer.

Date – The date for the transaction.

Terms – The payment terms code for this invoice that calculates the due date and if an early payment discount can be given.

Transaction no. – The next available GL transaction number in Company Settings, which is not reserved for this transaction. Posting will always re-read the next GL transaction number for use.

Reference no. – Usually the invoice or other document number.

Customer PO – Customer’s purchase order number, which is only visible for Invoice transactions.

Memo – An additional description that can be used to describe this entry, if desired.

Subtotal – Total before taxes, calculated from the Total and taxes and cannot be edited.

Tax – One or more Tax fields for this transaction, based on how many tax codes are set for this vendor. They are editable for correction if necessary, usually to adjust by a penny or two.

Total – Total amount for the entry, including taxes if any are set for the customer.

Job – The Job tab allows selection of a Job Costing code to assign the Accounts Receivable transaction as an Income amount for the job. For more information, read the Job Costing – Accounts Receivable manual topic.

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