AR invoices

An AR invoice is the electronic document that records a sale to a customer.

Field	Description
Batch	The name of the invoice entry batch. The batch allows you to group multiple invoices for proofing and reporting. The batch name defaults from your last saved invoice.
Entry #	The system-assigned entry number for the invoice. The entry number can be changed to match source documents if needed. The entry number must be unique for the batch and the combination of batch and entry number must be unique across ALL invoices (unmerged and merged). To open the field for editing, press Ctrl+Alt+U or select > Tools > Unlock Entry #.
Customer	The customer the invoice is issued to. The customer you select determines the following defaults: salesperson, location, terms, customer tax category, and GL accounts. If you change the customer, these defaults are reset to the new customer's default values even if they were overridden initially. The customer on an invoice can be changed until the invoice is merged. If you enter and merge an invoice with the wrong customer name, void the invoice and re-enter it correctly. Depending on your options settings, this field may default from the customer on the last invoice entered.
Customer name	The customer's name displays here to help you verify that the customer code is correct.
Date	The invoice date. This is the contractual date of the invoice between your organization and your customer. The invoice date is used to calculate payment terms. It can also be used to determine past due amounts for aging and statement printing. The invoice date can be changed until the invoice is merged. Depending on your options settings, this field may default to the current system date or default from the invoice date on the last invoice entered.
Invoice #	The invoice number assigned to the invoice. This number can be controlled by the invoice scheme assigned to the invoice type on the invoice. The invoice scheme may automatically generate the invoice number or may require you to enter an invoice number. The invoice number can be changed until the invoice is merged.
Amount	The total amount of detail lines and sales tax. This amount is automatically updated as you add or change detail lines.
Balance	The invoice amount minus receipt amounts. This amount is automatically calculated.
Summary Type	This field is visible if the Summary Invoice interface is enabled and if the Summary Invoice options setting is marked. If this invoice is summarized on a summary invoice, the summary type assigned to the invoice.
Summary Invoice	This field is visible if the Summary Invoice interface is enabled and if the Summary Invoice options setting is marked. The batch name and entry number of the summary invoice (if one) that the invoice is linked to.
Source	The source from which the invoice originated. This indicator is system-assigned. The valid values are: Charge. The invoice represents a finance charge created using the Assess Finance Charges wizard. Import. The invoice was imported into ActivityHD using the Import Macro function. Manual. The invoice was manually entered in the AR Invoice window. Receipt. The invoice was created from the Receipt window when a miscellaneous invoice or unapplied payment was entered. Recurring. The invoice was created by the Process AR Recurring Invoices wizard. Void. The invoice is a reversal invoice created by the Void AR Invoices wizard.
Type	The invoice type assigned to the invoice. The invoice type's classification determines certain behavior in the AR Invoice window. For "Charge" invoice types, the quantity on new invoice detail lines default to "1" and the total invoice amount must be positive. For "Credit" invoice types, the quantity on new invoice detail lines defaults to "-1" and the total invoice amount must be negative. The GL control on the invoice type determines certain characteristics of the GL postings that result from the invoice. For "Debit AR, Credit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are debited; Sales (Revenue), Sales Tax Liability, and Inventory are credited. For "Credit AR, Debit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are credited; Sales (Revenue), Sales Tax Liability, and Inventory are debited. A default invoice type can be specified in options settings.
PO #	The customer's purchase order number associated with the invoice. The purchase order number can be changed even on merged AR invoices except for voids and reversals.
Salesperson	The salesperson primarily responsible for the invoice. The salesperson defaults from the customer location or, if the location does not have a default salesperson, from the customer record. You can enter a different salesperson if needed.
Description	A description of the invoice. Depending on your options settings, this field may default from the invoice description on the last invoice entered.
Location	The customer location that applies to the invoice. This field defaults to the customer's default location but can be changed. The destination tax entity defaults from the customer location's default tax entity. If a default salesperson is specified on the customer location, the invoice salesperson defaults from the customer location's default salesperson; otherwise, the invoice salesperson defaults from the customer's default salesperson.
Location details	This text box displays the address and phone number for the specified customer location.
Print Invoice	This checkbox indicates whether the invoice is available to be printed after it is merged. If you do not want to include the invoice in standard invoice printing, ensure that the checkbox is cleared. The state of the checkbox defaults from the invoice type.
On Hold	This checkbox indicates whether the invoice is eligible to be merged. Mark the checkbox if the invoice needs further attention in order to prevent it from being merged. Once issues with the invoice are resolved, clear the checkbox to allow merging. The "on hold" setting applies to the invoice and any initial payments on the invoice. This means that the invoice and its receipt(s) will not appear on reports which exclude items on hold. Miscellaneous invoices and unapplied payments inherit "on hold" settings from the "on hold" settings on the receipts which create them.
Origin	The tax entity for the location where the sale originated. The origin tax entity defaults from the tax entity that is flagged as the default tax entity. The origin tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Destination	The tax entity for the location of the purchaser or the location where the items will actually be used. The destination tax entity defaults from the invoice location if a tax entity is specified; otherwise, the origin tax entity is used. The destination tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Source	The tax entity (origin or destination) used to calculate sales tax for the invoice. The default selection is determined from the in-state or out-of-state sourcing options on the destination tax entity. The source can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Tax Entity	This field displays the tax entity with jurisdiction over the sale. This determines the sales tax rates applied to the sale and the reporting requirements. The tax entity is determined by the tax entity source.
Category	The customer tax category that applies to the invoice. Customer tax categories group customers for taxability and tax reporting. The customer tax category defaults from the tax category specified on the customer record. By default, all customers are assumed to be taxable. You can define customer tax categories to assign a nontaxable status to certain groups of customers. You can also define taxable customer tax categories in order to group customers for tax reporting. The customer tax category can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Amount	The calculated sales tax amount. This amount is calculated based on the taxability and effective tax rates on detail lines. Taxable lines are summarized by tax rate. The total tax amount is determined by multiplying each distinct tax rate by the total for that rate. The tax amount can be changed until the invoice is merged. Manual overrides are indicated in purple. If you enter an override amount in this field and come to regret it, blank out the tax amount and press Tab. The system-calculated value is restored. The Invoices folder provides a couple of columns to help you research sales tax discrepancies: Sales Tax Calculated. The calculated sales tax amount as of the invoice date. Sales Tax Difference. The difference between the calculated sales tax amount and the invoice's sales tax amount. These columns help you identify differences between the sales tax actually charged on an invoice and the calculated tax amount based on current date-driven tax rate values. Because you pay sales tax based on the calculated amount and not the amount collected, it's important to know if the right sales tax is being charged. Differences in sales tax charges and calculated sales tax are due to one of the following: The sales tax amount was overridden during invoice entry. Tax rate information changed since the invoice was entered. The Tax Entity, Customer Tax Category, or Item Tax Category on the invoice has changed. A tax entity's taxable status has changed. A customer tax category's taxable status has changed. An item tax category's taxable status has changed. Note Tax rate changes are date-driven. New tax rates take effect as of a specific date, so a new tax rate does not change the calculated tax amount on an invoice posted before the tax rate's effective date.
AR Account	The receivables account that is typically debited for the total invoice amount. The default AR account is derived based on the account masks from the invoice type, attribute item(s), customer, and customer class. When any of these masks change, the default AR account is updated with the new account provided the account has not been overridden manually. The AR account can be changed until the GL entry for the invoice is merged or until the invoice has been paid by a merged receipt. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you enter an override account in this field and come to regret it, blank out the account number and press Tab. The default account number is restored.
GL Date	The date the invoice is accrued in the general ledger. You can change the GL date until the GL entry is merged. Depending on your options settings, this field may default to the invoice date on the last invoice entered, the current system date, the invoice date, or the last day of the GL period that contains the invoice date..
GL Batch	The name of the batch that contains the GL entry that is created when the invoice is merged. You can use GL batch names to summarize different invoices into different GL entries. The GL batch name defaults from the GL batch name specified on the invoice type. You can change the GL batch name until the GL entry is merged. If you change the batch name, the invoice's GL detail is moved to the new GL entry.
Sales Tax Detail table	This table contains one detail line per tax jurisdiction for the tax entity on the invoice. Each detail line shows the tax amount and tax liability account for the corresponding tax jurisdiction.
Rates button	Click this button to open the Sales Tax Rates dialog box. The dialog contains a table of tax rates by tax entity. For each tax entity, the table shows the rate, taxable basis, and calculated tax. The table footer shows the aggregate tax rate and total calculated tax.
Attributes	Attributes provide additional ways to categorize invoices for reporting and they can provide GL account masks to help determine GL accounts during invoice posting. If an attribute is set up to be required, you must provide a value for the attribute on the invoice. You can change attribute values until the GL entry is merged; however, related GL accounts will only be updated if they were not manually overridden.
Terms	The payment terms to apply to the invoice. The payment terms determine the due date and discount detail. If you do not specify a payment terms code, you must manually enter the due date and any discount detail. The payment terms default from the invoice customer's payment terms.
Basis	The amount of the invoice subject to discount. ActivityHD calculates this amount as detail lines are added to the invoice. The ARCode assigned to each detail line determines whether the line's amount is added to the discount basis. If the basis amount is manually overridden, subsequent changes to the detail lines do not affect the basis amount. Manual overrides are indicated in purple. If you enter an override amount in this field and come to regret it, blank out the amount and press Tab. The calculated basis amount is restored.
Due	The date that full payment of the invoice is expected. The due date is calculated based on the payment terms. If no payment terms are specified, the due date is set to the invoice date but can be overridden.
Finance	The finance method to use to calculate finance charges for past due invoices. This field defaults to the customer's default finance method. Leave this field blank to exclude the invoice from finance charges.
Discount table	This table shows the early payment discounts that may apply to the invoice. Each detail line in the table shows the date by which payment must be received to qualify for the corresponding discount, the percent of the discount, and the amount of the discount. When a payment is received, ActivityHD uses the receipt date to determine which discount to apply. Discount amounts are recalculated when changes to the basis amount occur. If payment terms are specified, ActivityHD automatically calculates the discount detail and the Discount table is disabled. If payment terms are not specified, you can manually enter discount details in the table. If you enter a percentage in a detail line, ActivityHD automatically calculates the discount amount. If you enter an amount, ActivityHD calculates the discount percentage.
Detail table	This table shows the invoice detail lines. The columns that show in the table and the columns which have tab stops are controlled by options settings. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (). ARCode. Assign an ARCode to categorize the detail line for reporting, to contribute GL account mask information for the construction of GL accounts on the invoice, and to provide information for performing sales tax calculations and determining payment discounts. The ARCode can be changed until the GL entry for the invoice is merged. The GL accounts (sales, cost, and inventory) for the detail line are built by applying account masks from the ARCode, attribute item(s) (last to first), customer, and customer class, in that order. Description. The description for the detail line. The default description is the description from the ARCode. Press F2 if you need to enter a lengthy description. Manual overrides are indicated in purple. If you override the description and come to regret it, blank out the description and press Tab. The default description is restored. Amount. The extended amount for the detail line. If the Quantity, Unit Price, and Discount columns all have values, ActivityHD automatically calculates the amount for you using this formula: Amount = (Quantity * Unit Price) - Discount You can manually override the amount if needed; ActivityHD will adjust the unit price if a quantity and discount exist. You can change the detail line amount until the invoice is merged. Tax Category. The item tax category for the detail line. The item tax category defaults from the ARCode. Item tax categories group ARCodes for taxability and tax reporting. By default, all ARCodes are considered taxable. You can define item tax categories to assign a nontaxable status to groups of ARCodes. You can also define taxable item tax categories to group ARCodes for tax reporting. Taxable?. This flag indicates whether the detail line is taxable. The state of the checkbox is controlled by the customer tax category assigned to the invoice or by the item tax category assigned to the detail line. If no customer tax category is assigned to the invoice and no item tax category is assigned to the detail line, the detail line is considered taxable. Sales Account. The revenue account that is typically credited with the detail line's extended amount. The posting sign is determined by the GL control setting on the invoice type. The default sales account is derived using account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default sales account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You can change the sales account until the GL entry is merged. Sales Account Description. The description of the sales account. [Attribute Name]. The table contains one column for each active attribute with AR invoice detail usage (if any). The column(s) contain the attribute value(s) assigned to each detail line. Memo. Additional text to describe the invoice detail line. Discount. Any discount amount associated with the detail line. This column defaults to zero, but you can use it in conjunction with the Quantity and Unit Price columns to represent a discount separately from the standard unit price. If you provide values for quantity, unit price, and amount, ActivityHD will automatically calculate the discount amount for you using this formula: Discount = (Quantity * Unit Price) - Amount If you override the discount amount, ActivityHD will recalculate the detail line amount as long as the quantity, unit price, and discount amount are provided. If you enter a discount amount that causes the detail line amount to have a different numeric sign than the quantity, ActivityHD returns one of these errors: If Amount is negative, Quantity cannot be positive. If Amount is positive, Quantity cannot be negative. This happens when the discount exceeds the detail line amount before the discount is applied. If you override the discount amount and come to regret it, blank out the discount amount and press Tab. The calculated discount amount is restored. Tax Rate. If the detail line is taxable, this field displays the effective tax rate for the invoice tax entity as of the invoice date. ActivityHD calculates the total sales tax for the invoice automatically based on the taxable status of each detail line and on the effective tax rates of each detail line. Taxable lines are summarized by tax rate; the total taxable amount is determined by multiplying each distinct tax rate by the total for the rate. Quantity. The number of units sold for this detail line. This field defaults to "1" for charge invoices and to "-1" for credit invoices depending on the invoice classification on the invoice type. If you change the quantity, the system recalculates the detail line amount as long as there are values for the quantity, unit price, and discount. If you want ActivityHD to calculate the quantity for you, blank out the entry in the Quantity column and enter values for the unit price, discount, and detail line amount. ActivityHD calculates the quantity based on the following formula: Quantity = (Amount + Discount) / Unit Price When the detail line amount is entered, the quantity's numeric sign changes to match the sign of the detail line amount. You can change the quantity until the invoice is merged. Cost. The total cost for the invoice detail line. If there is no cost for the invoice detail line, enter zero; otherwise, enter the cost amount. If the cost amount is not zero, the amount is typically debited to the cost account and credited to the inventory account. The actual posting sign depends on the GL control on the invoice type. You can use the options settings to always default the cost amount to zero. Though rare, the cost on a detail line can be negative while the amount is positive and vice versa. When you attempt to save the invoice, ActivityHD warns you if such a condition exists, but permits you to override the warning. You can change the cost until the associated GL entry is merged. Cost Account. The cost of goods sold account that is typically debited with the invoice detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default cost account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default cost account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You can change the cost account until the GL entry is merged. Cost Account Description. The description of the cost account. Inventory Account. The inventory account that is typically credited with the detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default inventory account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default inventory account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You can change the inventory account until the GL entry is merged. Inventory Account Description. The description of the inventory account. Unit Price. The price per unit of the item sold. The unit price cannot be negative. A unit price may have up to four places after the decimal. If you enter a unit price, ActivityHD calculates the detail amount as long as there are values for quantity, unit price, and discount. If you change the amount on the detail line and there are values for quantity and discount, ActivityHD recalculates the unit price using the following formula: Unit Price = (Amount + Discount) / Quantity You can change the unit price until the invoice is merged. ARCode Description. The description of the ARCode assigned to the detail line.
Initial Payment(s) table	This table shows details of the initial payment(s) made at the time of invoice entry. If you are using invoices to record sales activity after-the-fact where payments were accepted at the time of the sale, you can use this table to record those payments. The columns that show in the table and the columns which have tab stops are controlled by options settings. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (). Receipt Date. The date to post the receipt to the customer's account. Depending on your options settings, this field may default to the receipt date from the last initial payment entered, the current system date, the invoice date, or the invoice GL date. Deposit Type. The deposit type assigned to the initial payment. If the initial payment is associated with a deposit, you can enter a deposit type here to let ActivityHD automatically determine the applicable deposit based on the deposit type and GL receipt date. If a deposit in "New" status already exists for the deposit type and GL receipt date, that deposit is used on the initial payment. If such a deposit does not exist, ActivityHD creates it and associates it with the initial payment. If, on the other hand, a deposit was assigned to the initial payment, the deposit type is set from that deposit. Note The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type* column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type. Receipt Type. The receipt type assigned to the initial payment. You can change the receipt type even on merged receipts as long as the change doesn't violate any of the restrictions on the deposit. Note The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type* column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type. Reference. A brief note to help users identify the receipt. If a reference was specified on the receipt type, that reference defaults here. You can change the reference value until the receipt's GL entry is merged. Tip For checks, you can use the check number. For cash receipts, you can simply use "CASH". Payment. The amount of the initial payment. If you press Ctrl+B or select > Tools > Pay Balance, this amount defaults to the open balance on the invoice. When the invoice is merged and the journal entry is created for the initial payment, the payment amount is used to make the following type of entry: DR Bank Account (on initial payment line) CR AR Account (on invoice) Description. A description of the receipt. You can change the description even after the receipt is merged. Receipt. Once the initial payment is saved, this column displays the receipt batch and entry number of the receipt that is created. The entry number is the next available receipt entry number for the batch. The receipt batch and entry number allow receipts to be grouped for proofing and reporting. The invoice batch is used as the default receipt batch for initial payments; however, if a separate receipt batch is needed, it is available. Deposit. The deposit associated with the initial payment. A deposit can be assigned to an initial payment during invoice entry in a couple of ways: Enter a deposit type and let ActivityHD determine if a suitable deposit already exists or if it needs to create a new deposit based on the deposit type and GL receipt date. The GL batch and bank account on the deposit and receipt are set to the GL batch and bank account from the deposit type. Create a deposit first and assign it to receipts as they are entered. In this case, the deposit type is determined from the deposit. The GL batch, GL date, and bank account for the receipt are set to the GL batch, GL date, and bank account from the deposit. All receipts in a deposit must be summarized into a single GL entry so that one Bank Reconciliation transaction is created per deposit. Batch. The receipt batch for the initial payment. The default batch is the invoice batch, but the batch name can be overridden as required to group receipts for proofing and reporting. If you change the receipt batch, the Receipt column also changes since it contains the receipt batch and receipt entry number. Bank Account. The bank account for the initial payment. If the initial payment is associated with a deposit, the bank account is the bank account assigned to the deposit. In this case, the bank account can only be changed by changing the deposit on the initial payment. If the initial payment is not associated with a deposit, you must specify the bank account here. If a bank account is specified on the receipt type, that bank account defaults here. The bank account can also default from options settings. As long as the initial payment is not associated with a deposit, you can change the bank account if needed. GL Batch. The GL receipt batch name assigned to the initial payment. The GL batch is used to find or create the GL entry used for the initial payment when the invoice is merged. You can specify different GL batch names on different receipts to control how they are summarized into different GL entries. If the receipt is associated with a deposit, the GL batch name comes from the deposit and cannot be changed unless you change the deposit that is assigned to the receipt. If the receipt is not associated with a deposit, the GL receipt batch name defaults from the invoice GL batch but can be changed as needed. GL Date. The accounting date to use when the initial payment is posted to the general ledger. Depending on your options settings, the GL receipt date may default to the GL receipt date from the last initial payment entered, the current system date, the receipt date on the initial payment, or the invoice GL date. If you specify a deposit on the initial payment, the GL receipt date is set to the date on the deposit. If you change that date, ActivityHD blanks out the deposit and assigns or creates a new deposit based on the deposit type and GL date. Customer. The customer to credit with the initial payment. The default customer is the payment customer assigned to the invoice customer; however, if you have "Pay Any" access on Invoices, you can override the default if necessary to reflect the appropriate payment customer for the initial payment.

Date	Account	Debit	Credit
01/31/2014	Unearned Revenue	$100
01/31/2014	Service Revenue		$100
02/28/2014	Unearned Revenue	$100
02/28/2014	Service Revenue		$100
.
.
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12/31/2014	Unearned Revenue	$100
12/31/2014	Service Revenue		$100
		$1,200	$1,200

Field	Description
Batch - #	The name of the invoice entry batch and the invoice entry number.
Customer	The customer the invoice is issued to. You cannot change the customer on an invoice after the invoice is merged. If you enter and merge an invoice with the wrong customer name, void the invoice and re-enter it correctly.
Customer name	The customer's name displays here to help you verify that the customer code is correct..
Date	The invoice date. This is the contractual date of the invoice between your organization and your customer. The invoice date is used to calculate payment terms. It can also be used to determine past due amounts for aging and statement printing. The invoice date cannot be changed after the invoice is merged.
Invoice #	The invoice number assigned to the invoice. The invoice number cannot be changed after the invoice is merged.
Amount	The total amount of detail lines and sales tax.
Balance	The invoice amount minus receipt amounts.
Summary Invoice	This field is visible if the Summary Invoice interface is enabled and if the Summary Invoice options setting is marked. The batch name and entry number of the summary invoice (if one) that the invoice is linked to.
Source	The source from which the invoice originated. This indicator is system-assigned. The valid values are: Charge. The invoice represents a finance charge created using the Assess Finance Charges wizard. Import. The invoice was imported into ActivityHD using the Import Macro function. Manual. The invoice was manually entered in the AR Invoice window. Receipt. The invoice was created from the Receipt window when a miscellaneous invoice or unapplied payment was entered. Recurring. The invoice was created by the Process AR Recurring Invoices wizard. Void. The invoice is a reversal invoice created by the Void AR Invoices wizard.
Type	The invoice type assigned to the invoice. The GL control on the invoice type determines certain characteristics of the GL postings that result from the invoice. For "Debit AR, Credit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are debited; Sales (Revenue), Sales Tax Liability, and Inventory are credited. For "Credit AR, Debit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are credited; Sales (Revenue), Sales Tax Liability, and Inventory are debited. After the invoice is merged, the invoice type can only be changed to types with compatible invoice classifications: charges to charges, credits to credits. After the GL entry is merged, the invoice type can only be changed to types that also have the same GL control.
PO #	The customer's purchase order number associated with the invoice. The purchase order number can be changed even on merged AR invoices except for voids and reversals.
Salesperson	The salesperson primarily responsible for the invoice. You can enter a different salesperson if needed.
Description	A description of the invoice.
Location	The customer location that applies to the invoice. You can enter a different customer location if needed.
Location details	This text box displays the address and phone number for the customer location.
Print Invoice	This checkbox indicates whether the invoice is available to be printed after it is merged. If you do not want to include the invoice in standard invoice printing, ensure that the checkbox is cleared.
AP Invoice	This field is visible only for invoices with an invoice type that is flagged to post to AP. This field displays the batch name and entry number of the AP invoice created in association with the AR invoice.
Recurring	This field is visible only for invoices created by the recurring invoice process. This field displays the recurring invoice that the AR invoice was generated from.
Reverses	This field is visible only for reversal invoices. This field displays the batch name and entry number of the voided invoice that the current invoice reverses.
Voided By	This field is visible only for voided invoices. This field displays the batch name and entry number of the reversal invoice that voids the current invoice.
Origin	The tax entity for the location where the sale originated. The origin tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Destination	The tax entity for the location of the purchaser or the location where the items will actually be used. The destination tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Source	The tax entity (origin or destination) used to calculate sales tax for the invoice. The source can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Tax Entity	This field displays the tax entity with jurisdiction over the sale. This determines the sales tax rates applied to the sale and the reporting requirements. The tax entity is determined by the tax entity source.
Category	The customer tax category that applies to the invoice. Customer tax categories group customers for taxability and tax reporting. The customer tax category can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice will not change since it represents the amount actually billed to the customer.
Amount	The calculated sales tax amount. This amount is calculated based on the taxability and effective tax rates on detail lines. Taxable lines are summarized by tax rate. The total tax amount is determined by multiplying each distinct tax rate by the total for that rate. The tax amount cannot be changed after the invoice is merged. Manual overrides are indicated in purple. The Invoices folder provides a couple of columns to help you research sales tax discrepancies: Sales Tax Calculated. The calculated sales tax amount as of the invoice date. Sales Tax Difference. The difference between the calculated sales tax amount and the invoice's sales tax amount. These columns help you identify differences between the sales tax actually charged on an invoice and the calculated tax amount based on current date-driven tax rate values. Because you pay sales tax based on the calculated amount and not the amount collected, it's important to know if the right sales tax is being charged. Differences in sales tax charges and calculated sales tax are due to one of the following: The sales tax amount was overridden during invoice entry. Tax rate information changed since the invoice was entered. The Tax Entity, Customer Tax Category, or Item Tax Category on the invoice has changed. A tax entity's taxable status has changed. A customer tax category's taxable status has changed. An item tax category's taxable status has changed. Note Tax rate changes are date-driven. New tax rates take effect as of a specific date, so a new tax rate does not change the calculated tax amount on an invoice posted before the tax rate's effective date.
AR Account	The receivables account that is typically debited for the total invoice amount. The AR account cannot be changed after the GL entry for the invoice is merged or after the invoice has been paid by a merged receipt. Manual overrides are indicated in purple.
GL Date	The date the invoice is accrued in the general ledger. You cannot change the GL date after the GL entry is merged.
GL Batch	The name of the batch that contains the GL entry that is created when the invoice is merged. You can use GL batch names to summarize different invoices into different GL entries. You cannot change the GL batch name after the GL entry is merged.
GL Entry	The GL batch and entry number of the GL entry that contains the invoice's posting detail.
Sales Tax Detail table	This table contains one detail line per tax jurisdiction for the tax entity on the invoice. Each detail line shows the tax amount and tax liability account for the corresponding tax jurisdiction.
Rates button	Click this button to open the Sales Tax Rates dialog box. The dialog contains a table of tax rates by tax entity. For each tax entity, the table shows the rate, taxable basis, and calculated tax. The table footer shows the aggregate tax rate and total calculated tax.
Attributes	Attributes provide additional ways to categorize invoices for reporting and they can provide GL account masks to help determine GL accounts during invoice posting. If an attribute is set up to be required, you must provide a value for the attribute on the invoice. You cannot change attribute values after the GL entry is merged.
Terms	The payment terms to apply to the invoice. The payment terms determine the due date and discount detail. If you do not specify a payment terms code, you must manually enter the due date and any discount detail.
Basis	The amount of the invoice subject to discount. Manual overrides are indicated in purple. If you enter an override amount in this field and come to regret it, blank out the amount and press Tab. The calculated basis amount is restored.
Due	The date that full payment of the invoice is expected. The due date is calculated based on the payment terms. If no payment terms are specified, the due date is set to the invoice date but can be overridden.
Finance	The finance method to use to calculate finance charges for past due invoices. Leave this field blank to exclude the invoice from finance charges.
Discount table	This table shows the early payment discounts that may apply to the invoice. Each detail line in the table shows the date by which payment must be received to qualify for the corresponding discount, the percent of the discount, and the amount of the discount. When a payment is received, ActivityHD uses the receipt date to determine which discount to apply. Discount amounts are recalculated when changes to the basis amount occur. If payment terms are specified, ActivityHD automatically calculates the discount detail and the Discount table is disabled. If payment terms are not specified, you can manually enter discount details in the table. If you enter a percentage in a detail line, ActivityHD automatically calculates the discount amount. If you enter an amount, ActivityHD calculates the discount percentage.
Detail table	This table shows the invoice detail lines. The columns that show in the table and the columns which have tab stops are controlled by options settings. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (). ARCode. The ARCode assigned to categorize the detail line for reporting, to contribute GL account mask information for the construction of GL accounts on the invoice, and to provide information for performing sales tax calculations and determining payment discounts. The ARCode can be changed until the GL entry for the invoice is merged. The GL accounts (sales, cost, and inventory) for the detail line are built by applying account masks from the ARCode, attribute item(s) (last to first), customer, and customer class, in that order. Description. The description for the detail line. The default description is the description from the ARCode.Press F2 if you need to enter a lengthy description. Manual overrides are indicated in purple. If you override the description and come to regret it, blank out the description and press Tab. The default description is restored. Amount. The extended amount for the detail line. If the Quantity, Unit Price, and Discount columns all have values, ActivityHD automatically calculates the amount for you using this formula: Amount = (Quantity * Unit Price) - Discount You cannot change the detail line amount after the invoice is merged. Tax Category. The item tax category for the detail line. Item tax categories group ARCodes for taxability and tax reporting. By default, all ARCodes are considered taxable. You can define item tax categories to assign a nontaxable status to groups of ARCodes. You can also define taxable item tax categories to group ARCodes for tax reporting. Taxable?. This flag indicates whether the detail line is taxable. The state of the checkbox is controlled by the customer tax category assigned to the invoice or by the item tax category assigned to the detail line. If no customer tax category is assigned to the invoice and no item tax category is assigned to the detail line, the detail line is considered taxable. Sales Account. The revenue account that is typically credited with the detail line's extended amount. The posting sign is determined by the GL control setting on the invoice type. Manual overrides are indicated in purple. You cannot change the sales account after the GL entry is merged. Sales Account Description. The description of the sales account. Memo. Additional text to describe the invoice detail line. Discount. The discount amount associated with the detail line. Tax Rate. If the detail line is taxable, this field displays the effective tax rate for the invoice tax entity as of the invoice date. ActivityHD calculates the total sales tax for the invoice automatically based on the taxable status of each detail line and on the effective tax rates of each detail line. Taxable lines are summarized by tax rate; the total taxable amount is determined by multiplying each distinct tax rate by the total for the rate. Quantity. The number of units sold for this detail line. This field defaults to "1" for charge invoices and to "-1" for credit invoices depending on the invoice classification on the invoice type. You cannot change the quantity after the invoice is merged. Cost. The total cost for the invoice detail line. If the cost amount is not zero, the amount is typically debited to the cost account and credited to the inventory account. The actual posting sign depends on the GL control on the invoice type. You can change the cost until the associated GL entry is merged. Cost Account. The cost of goods sold account that is typically debited with the invoice detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default cost account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default cost account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You cannot change the cost account after the GL entry is merged. Cost Account Description. The description of the cost account. Inventory Account. The inventory account that is typically credited with the detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default inventory account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default inventory account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. You cannot change the inventory account after the GL entry is merged. Inventory Account Description. The description of the inventory account. Unit Price. The price per unit of the item sold. The unit price cannot be negative. A unit price may have up to four places after the decimal. You cannot change the unit price after the invoice is merged. ARCode Description*. The description of the ARCode assigned to the detail line.
Initial Payment(s) table	This table shows details of the initial payment(s) made at the time of invoice entry. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (). Receipt Date. The date to post the receipt to the customer's account. Deposit Type. The deposit type assigned to the initial payment. Receipt Type. The receipt type assigned to the initial payment. You can change the receipt type even on merged receipts as long as the change doesn't violate any of the restrictions on the deposit. Reference. A brief note to help users identify the receipt. You cannot change the reference value after the receipt's GL entry is merged. Payment. The amount of the initial payment. When the invoice is merged and the journal entry is created for the initial payment, the payment amount is used to make the following type of entry: DR Bank Account (on initial payment line) CR AR Account (on invoice) Description. A description of the receipt. You can change the description even after the receipt is merged. Receipt. The receipt batch and entry number of the receipt that was created. Deposit. The deposit associated with the initial payment. Batch. The receipt batch for the initial payment. Bank Account. The bank account for the initial payment. GL Batch. The GL receipt batch name assigned to the initial payment. The GL batch is used to find or create the GL entry used for the initial payment when the invoice is merged. GL Date. The accounting date to use when the initial payment is posted to the general ledger. Customer. The customer to credit with the initial payment.

How the key fields on a reversal invoice are derived
Field	Source of the field value
Batch - #	Invoice batch is specified in the Void Invoices wizard. It is concatenated with the next available entry number for the invoice batch.
Date	Specified in the Void Invoices wizard.
Invoice #	Set to the same number as the voided invoice.
Amount	Set to the amount of the voided invoice with the opposite sign.
Source	Set by ActivityHD to "Void".
Reverses	Set to the batch and entry number of the voided invoice.
Sales Tax Amount	Set to the sales tax amount of the voided invoice with the opposite sign.
GL Date	Specified in the Void Invoices wizard.
GL Batch	Specified in the Void Invoices wizard.
Discounts	Because discounts do not apply to reversal invoices, any discount information from the original invoice is removed.
Invoice Detail	The sign on the quantity for each invoice detail line is reversed. As a result, the sign on the amount is also reversed. The signs on discount and cost amounts are also reversed. The sign on the unit price is not changed.

How the key fields on an AP invoice created from Post to AP are derived
Field	Source of the field value
Batch	Specified in the Post AR Invoices to AP wizard.
Entry #	Set to the next available entry number for the invoice batch.
Vendor	Set to the vendor assigned to the customer from the AR invoice being posted to AP or to the miscellaneous vendor specified in the Post AR Invoices to AP wizard.
Description	Set to the description specified in the Post AR Invoices to AP wizard. Expressions can be used to build a description from the information on the corresponding AR invoice.
Invoice #	Set to the invoice number specified in the Post AR Invoices to AP wizard. Expressions can be used to build an invoice number from the information on the corresponding AR invoice.
Date	Specified in the Post AR Invoices to AP wizard.
Amount	Set to the same amount as the AR invoice being posted.
Source	ActivityHD sets this to "AR Invoice". The AR invoice's batch and entry number are also assigned to the AP invoice for cross-reference.
Payment Location	Set to the default payment location of the AP vendor.
AP Account	Derived from the account mask on the AP vendor combined with any account mask specified in the Post AR Invoices to AP wizard.
GL Date	Specified in the Post AR Invoices to AP wizard.
GL Batch	Specified in the Post AR Invoices to AP wizard.
Payment Terms	Specified in the Post AR Invoices to AP wizard. The AP invoice either uses the AP vendor's terms or terms specified in the wizard.
Distribution	Built directly from the AR invoice detail lines. The AR sales account is copied to the AP distribution account. The distribution cannot be changed for AP invoices with a source of "AR Invoice".

Purpose

The AR Invoices Listing provides a list of invoices recorded in Accounts Receivable.

Content

For each invoice included on the report, the listing shows:

batch - entry number
customer code
customer name
invoice date
invoice number
invoice type
classification
due date
amount
merge number
invoice description
GL date
PO number
source
GL batch
terms
balance
summary invoice (if applicable)
tax entity
customer tax category
salesperson
finance method
sales tax
"voided by" invoice number (when applicable)
"reverses" invoice number (when applicable).

The report also includes a recap of total invoices and of total payments.

In addition, you can include one or more of the following:

locations, attributes, and discounts (location address; attributes and assigned values; discount date, discount percentage, discount basis, discount amount)
tax detail (for each tax entity: tax entity code, tax amount)
detail (for invoice detail: line number, ARCode, description, quantity, unit price, discount amount, extended amount, cost, item tax category, whether taxable; for charge detail: charge detail line number, invoice batch - entry number, invoice date, due date, invoice number, invoice description, amount, average balance)
payments (receipt batch - entry number, receipt type, deposit ID, GL date, reference, description, payment amount, GL batch)
extra GL (for each extra GL line: line number, date, account, unit, debit amount, credit amount, description)
GL accounts (receivables account, sales tax account, sales account [if you include detail], cost account [if you include detail and there is a cost amount on the detail line], inventory account [if you include detail and there is a cost amount on the detail line], bank account [if you include payments])
GL summary (for each GL account: account number and name, unit, source, count, total debits, total credits); optionally include attributes which post to GL
memos
timestamps
custom fields.

The following totals appear on the report:

invoice totals by invoice type
payment totals by receipt type

Print the report

In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
Start the report set-up wizard.
- To report on all or a filtered subset of AR invoices:
  1. Right-click the Invoices folder and select Select and Report > AR Invoices Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected AR invoices:
  1. In the HD view, select the AR invoices to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select AR Invoices Listing from the drop-down menu.
- To report on a particular AR invoice from the AR Invoice window:
  1. In the HD view, locate and double-click the invoice to report on. The AR Invoice window opens with the invoice loaded.
  2. Click and select AR Invoices Listing from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Locations, Attributes, and Discounts
- Tax Detail
- Detail
- Payments
- Extra GL
- GL Accounts
- GL Summary
  - Attributes that Post to GL. This checkbox is enabled if the GL Summary checkbox is marked. Mark this checkbox to include attributes which post to GL in the "GL Summary" section of the report.
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Memos
- Timestamps
- Custom Fields (only visible if custom fields are set up)
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Invoices
Invoice detail
Tax details
Invoice discounts
Attributes
Receipt detail
Invoice charge detail
Extra GL

Tax Liability Report

AR Tax Liability Report

Purpose

The Tax Liability Report produces a summary of your tax liability by tax entity.

Most states (or provinces) and some counties and cities levy a tax on the sale of goods and services. The regulations governing these vary. Tax rates also vary and change at frequent intervals. The goods and services taxed in one jurisdiction may not be taxed in another. Each taxing authority establishes its own requirements for tax reporting. ActivityHD AR collects the information necessary for filing sales tax reports.

Tax liability is determined from tax entities in ActivityHD AR. These tax entities define the tax rate (percentage), taxability of certain tax categories, and categorization of customers/items on the Tax Liability Report.

Content

For each tax entity included on the report, the report shows:

standard code or description for the tax entity
effective date of tax rate
tax rate
gross sales
tax invoiced
tax calculated
breakdown of amounts by tax status.

In addition, you can include the following:

unmerged invoices not on hold.

When you run the report, you can select among four levels of detail. Each level provides the gross sales, tax invoiced, and tax calculated totals applicable at that level as well as the corresponding totals for higher levels. The totals for each level are derived by summing the amounts from the invoice detail lines that comprise that level.

The gross sales amount is based on the amount from each invoice detail line.

The tax invoiced amount on a detail line is determined using the invoice tax amount from the invoice header in the following calculation:

Invoice Tax Amount * (Invoice Detail Line Tax Calculated / Total Invoice Tax Calculated)

The tax calculated amount is based on the tax rate and taxability definitions when the report is run. Tax rates are based on the effective date of the rate and the invoice date on the invoice.

The following totals appear on the report:

grand totals.

Print the report

In the Navigation pane, highlight the Accounts Receivable > Invoices folder.
Start the report set-up wizard.
- To report on all or a filtered subset of invoices:
  1. Right-click the Invoices folder and select Select and Report > Tax Liability Report from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected invoices:
  1. In the HD view, select the invoices to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Tax Liability Report from the drop-down menu.
- To report on a particular invoice from the AR Invoice window:
  1. In the HD view, locate and double-click the invoice to report on. The AR Invoice window opens with the invoice loaded.
  2. Click and select Tax Liability Report from the drop-down menu.
Select the Options tab.
In the Date Range fields, enter the range of invoice dates for which to include invoices on the report.
To restrict the report to invoices with certain tax entities, mark the Tax Entity checkbox and enter a tax entity mask or specific tax entity code in the field.
To restrict the report to invoice details with certain report categories, mark the Report Category checkbox and enter a report category mask or specific report category in the field. If you mark the checkbox and leave the field blank, the report will only show invoice details with no report category specified.
To restrict the report to invoices with certain customer tax categories, mark the Customer Category checkbox and enter a customer tax category mask or specific customer tax category code in the field. If you mark the checkbox and leave the field blank, the report will only show invoices with no customer category specified.
To restrict the report to invoice detail lines with certain item tax categories, mark the Item Category checkbox and enter an item tax category mask or specific item tax category code in the field. If you mark the checkbox and leave the field blank, the report will only show invoice detail lines with no item tax category specified.
To restrict the report to invoice detail lines with certain ARCodes, mark the ARCode checkbox and enter an ARCode mask or specific ARCode in the field.
To only include tax entities with the same liability basis as you specify in the Liability Basis field, mark the Limit Tax Entities by Liability Basis checkbox.
Mark the checkbox(es) for the additional information to include:
- Taxable Sales
- Nontaxable Sales
- Unmerged Invoices Not on Hold
In the Liability Basis field, select the type of amounts to include on the report. Your options are:
- Invoice (Accrual)
- Receipt (Cash)
In the Detail Level field, select the level of detail to include on the report. Your options are:
- Tax Entity. Invoice detail is summarized by tax entity and tax entity totals are broken down into taxable and nontaxable amounts.
- Report Category. In addition to the detail in the "tax entity" level, totals at this level are also broken down by report category.
- Invoice/Receipt. In addition to the detail in the "report category" level, totals at this level are also broken down by invoice. For each invoice on the report, the report shows invoice date, customer code, gross sales, invoice batch - entry number, and invoice number. Voids and reversals are flagged on the report. If a void and its corresponding reversal do not both occur within the report date range, they will not appear together on the report.
- Invoice Detail. In addition to the detail in the "invoice/receipt" level, totals at this level are also broken down by invoice detail line.
If the underlying tax detail rate has a blank report category and you want to replace it with the description of the customer tax or item tax category, mark the Replace Blank Report Category with Selected Customer/Item Category checkbox. If you do not mark this checkbox, any tax detail lines with a blank report category will be reported as "**Uncategorized Taxable**" or "**Uncategorized Nontaxable**". Also, if both a customer tax and item tax category are specified on the tax detail rate but no report category is specified, the category will be reported as "**Uncategorized Taxable**" or "**Uncategorized Nontaxable**".
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Invoices

Controls denoted by green labels may or may not be visible depending on your options settings for invoices.

Invoice Record ID

Batch

The name for the batch of invoices to process the invoice with. The default batch name is the name from the last invoice entered. The batch name allows you to group invoices for proofing, merging, and reporting.

This field is visible for unmerged invoices only.

Entry #

This field defaults to the next sequential number available for the specified batch, or "1" if this is the first entry in the batch.

If you need to override the entry number, you can press Ctrl+Alt+U or select > Tools > Unlock Entry # to enable the field for editing. The combination of batch name and entry number must be unique across all invoices, merged and unmerged.

This field is visible for unmerged invoices only.

Batch - #

The batch name and entry number combined.

This field is visible after the invoice is merged.

Merge #

The sequential number assigned to the invoice by ActivityHD during the invoice merge process. The merge number serves as part of the invoice audit trail.

This field is visible after the invoice is merged.

Customer

The customer to which the invoice is issued. The customer selected determines the invoice defaults including salesperson, customer location, payment terms, customer tax category, and GL accounts. If you change the customer on the invoice, the default information is reset to the defaults for the new customer—even though you may have overridden them for the original customer.

This field is disabled after the invoice is merged. If you merge an invoice and discover subsequently that the invoice was entered for the wrong customer, you should use the Void Invoices wizard to reverse the invoice and then enter a new invoice for the correct customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Date

The invoice date. This is the contractual date of the invoice between the company and the customer. The invoice date is used to calculate payment terms and can be used to determine past due amounts for aging and statements.

For invoices created in Contracts Processing, the invoice date is the invoice date from the scheduled payment. The invoice date cannot be modified on a scheduled payment invoice; therefore, if changes are required, the invoice must be deleted or voided and the payment must be reposted.

This field is disabled after the invoice is merged.

Invoice #

The invoice number assigned to the invoice. If the invoice type you assign to the invoice has an invoice scheme associated with it, ActivityHD will automatically generate this number when you enter an invoice type and then save the invoice or merge it (depending on how the invoice scheme is set up); in that case, you can bypass this field.

The invoice date is used to calculate payment terms and can be used to determine past due amounts.

This field is disabled after the invoice is merged.

Amount

The invoice amount. ActivityHD maintains this field; it cannot be modified. The invoice amount includes the total of detail lines and sales tax. This field is automatically updated as detail lines are added and as other changes are made to the invoice.

Balance

The invoice amount minus the amount of receipts. ActivityHD maintains this field; it cannot be modified.

Summary Type

This field is visible only if the Summary Invoice interface is enabled and the invoice option is set to make it visible. If the invoice is included on a summary invoice, the type of summary invoice It is included on.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Summary Invoice

This field is visible only if the Summary Invoice interface is enabled and the invoice option is set to make it visible. If the invoice is included on a summary invoice, the summary invoice it is included on.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Invoice tab

Invoice (Classification)

The section title indicates in parentheses the classification (charge, credit, or finance charge) of the invoice. The classification comes from the invoice type assigned to the invoice.

Source

This field indicates the process where the invoice originated. Valid sources include:

Charge. The invoice is a finance charge invoice created by the Assess Finance Charges wizard.
Import. The invoice was imported by an import macro.
Manual. The invoice was entered manually in the AR Invoice window.
Receipt. The invoice was created when a miscellaneous invoice or unapplied payment was entered in the Receipt window.
Recurring. The invoice was automatically created from a recurring invoice by the Process Recurring AR Invoices wizard.
Void. The invoice is a reversal invoice created by the Void Invoices wizard to void another invoice.

Type

The invoice type for the invoice.

The invoice type provides the following functions:

Categorizes invoices for reporting.
Classifies invoices as a charge or credit.
Controls whether to require a zero balance entry.
Controls whether the invoice can be posted to AP to generate a customer payment.
Determines which fields are evaluated to determine duplicate invoice conditions.
Controls the determination of debit or credit on GL postings.
Provides the default GL batch name and invoice printing setting.
Provides the invoice scheme for automatic invoice numbering.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

The classification on the invoice type influences how the AR Invoice window behaves. The following table delineates that behavior:

Classification	Behavior
Charge	The quantity on a new invoice detail line defaults to "1".
Charge	The total invoice amount must be positive.
Credit	The quantity on the new invoice detail line defaults to "-1".
Credit	The total invoice amount must be negative.

The GL control on the invoice type impacts the GL postings. The following table delineates that behavior:

GL Control	Behavior
Debit AR, Credit Sales	Debit Accounts Receivable and Cost of Goods Sold
Debit AR, Credit Sales	Credit Sales (Revenue), Sales Tax Liability, and Inventory
Credit AR, Debit Sales	Credit Accounts Receivable and Cost of Goods Sold
Credit AR, Debit Sales	Debit Sales (Revenue), Sales Tax Liability, and Inventory

Note

You can change the invoice type on a merged invoice as long as the new invoice type has the same classification as the original invoice type. If the invoice's GL entry has been merged, the classification and the GL control on the original and new invoice type must be the same.

PO #

The customer's purchase order number associated with the invoice. The purchase order number can be changed even on merged AR invoices except for voids and reversals.

Description

A description of the invoice. This field can be modified after the invoice is merged.

Location

The customer location associated with the invoice. The default customer location is the customer's default location.

Selection of a customer location provides the following additional defaults for the invoice:

The destination tax entity defaults to the location's default tax entity.
If a salesperson is specified on the location, the salesperson on the invoice defaults to the location's default salesperson. If no salesperson is specified on the location, the salesperson on the invoice defaults to the customer's default salesperson.

This field can be modified after the invoice is merged.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Salesperson

The salesperson primarily responsible for the invoice. The default salesperson comes from either the customer location or the customer (if no salesperson is specified on the location).

This field can be modified after the invoice is merged.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Print Invoice

If this checkbox is marked, indicates the invoice is available for printing after the invoice is merged. If you do not want to include the invoice in standard print runs, ensure the checkbox is cleared. The default setting comes from the invoice type.

On Hold

If this checkbox is marked, indicates the invoice is temporarily prevented from being merged. If initial payments are entered for an invoice that is on hold, the initial payment receipts are placed on hold as well.

The hold status of a miscellaneous invoice or an unapplied payment invoice is controlled by the receipt. Changes to a receipt's hold status are automatically applied to its miscellaneous invoices and unapplied payment invoices.

This checkbox is disabled for merged invoices.

Example

Suppose you enter an invoice but are uncertain about which ARCode to use on one of the detail lines. You can place the invoice on hold to indicate it needs further attention and to prevent it from being merged. When you resolve the problem, clear the On Hold checkbox to make the invoice eligible for merging.

Scheduled Payment

This field is visible if the invoice represents a contract scheduled payment. This field displays a concatenation of the contract number, the invoice date from the scheduled payment, and the payment type.

Sales Tax

Origin

The tax entity for the location where the sale originated. The default tax entity is the default tax entity on the customer location.

You can change the origin tax entity at any time to generate accurate reporting. However, the sales tax amount on a merged invoice will not change because it represents the amount actually billed to the customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Destination

The tax entity for the purchaser's location or the location where the purchase will actually be used. The default tax entity is the default tax entity on the invoice location, or the origin tax entity if a tax entity is not specified on the invoice location.

You can change the destination tax entity at any time to generate accurate reporting. However, the sales tax amount on a merged invoice will not change because it represents the amount actually billed to the customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Source

The tax entity used to calculate sales tax on the invoice. Your options are:

Origin
Destination

The default source is determined from the destination tax entity's sourcing options and whether the origin and destination tax entities are in the same state or different states.

You can change the source at any time to generate accurate reporting. However, the sales tax amount on a merged invoice will not change because it represents the amount actually billed to the customer.

Tax Entity

This field displays the tax entity, determined from the source tax entity, that is used to calculate sales tax and to determine reporting requirements for the invoice.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Category

The customer tax category that applies to the invoice. The customer tax category defaults from the category specified on the customer record. By default, all customers are considered taxable.

Customer tax categories are used to group customers for taxability and tax reporting. You can define customer tax categories to assign nontaxable status to certain groups of customers. You can also create taxable customer tax categories to group customers for tax reporting.

You can change the customer tax category at any time to generate accurate reporting. However, the sales tax amount on a merged invoice will not change because it represents the amount actually billed to the customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Amount

The total sales tax for the invoice. ActivityHD calculates the sales tax amount based on the taxability and effective tax rate for each detail line. Taxable lines are summarized by tax rate. The total taxable amount is obtained by multiplying each distinct tax rate by the total amount for that tax rate.

If you are entering an invoice after the fact and you billed the customer a different sales tax amount than ActivityHD calculates, replace the calculated amount with the amount actually billed. The override amount displays in purple. ActivityHD will not replace an override amount with a system-calculated amount. If you need to revert to the system-calculated amount, blank out the field. When you leave the field, the system-calculated amount loads.

The sales tax amount cannot be changed after the invoice is merged.

Tip

The following columns are available in the HD view of the Invoices folder:

Sales Tax Calculated. The system-calculated sales tax as of the invoice date based on current settings.
Sales Tax Difference. The difference between the sales tax amount on the invoice and the system-calculated sales tax amount.

You can use these columns to see differences in the sales tax actually charged and the amount that ActivityHD calculated using current date-driven tax rates. Since the amount of sales tax owed is based on the calculated tax rather than the collected tax, these columns can help you see if the correct amount of sales tax is being charged.

A difference in the sales tax values results from one of the following reasons:

The system-calculated sales tax amount was overridden by a user during invoice entry.
Tax rate information changed since the invoice was entered.
The tax entity, customer tax category, and/or item tax category on the invoice has changed.
The taxable status of the tax entity has changed.
The taxable status of the customer tax category has changed.
The taxable status of an item tax category has changed.

Note

Tax rates are date-driven. Since new tax rates take effect "as of" a particular date, a new tax rate does not affect the calculated tax on invoices posted before a tax rate's effective date.

General Ledger

AR Account

The receivables account to debit with the total invoice amount. The default account comes from applying the account masks from the invoice type, attribute items, customer, and customer class. If any of these account masks change, the default account updates accordingly unless the account number is overridden.

Overridden accounts display in purple. ActivityHD will not replace an override account with the default account. If you need to revert to the default account, blank out the field. When you leave the field, the default account loads.

Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow.

You cannot change the account number if the invoice's GL entry is merged or if the invoice is paid by a merged receipt.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

GL Date

The accounting date when the invoice is accrued in the general ledger.

This field can be modified after the invoice is merged but not after the resulting GL entry is merged.

For invoices created in Contracts Processing, the GL date is the invoice date from the associated scheduled payment.

Note

"GL Date" access to the Invoices resource is required to access this field.

GL Batch

The name of the GL batch to include the invoice in. The GL batch is used to create and to find the GL entry for the invoice when the invoice is merged. Specify different GL batch names on different invoices to summarize them into different GL entries. This field defaults to the GL batch name on the invoice type.

This field can be modified after the invoice is merged but not after the resulting GL entry is merged. If you change the GL batch on an invoice before the GL entry is merged, the invoice's GL detail is "moved" to the new GL entry.

GL Entry

The GL batch name and entry number of the GL entry that contains the invoice's posting detail.

This field becomes visible after the invoice is merged.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Sales Tax Detail

Rates button

Click this button to open the Sales Tax Rates popup. For each tax entity on the invoice, the table in the popup shows the tax rate, the taxable basis, and the calculated tax. The table also shows the aggregate rate and total calculated tax for all tax entities on the invoice.

Sales Tax Detail table

This table contains a detail line for each tax entity affected by the invoice. Unless you need to override amounts or accounts, you can skip this table.

Tax Entity

The tax entity associated with the detail line.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Amount

The amount of sales tax due to the corresponding entity. The amount comes from the sales tax amounts on the invoice detail lines.

If the amount calculated for a tax entity is different than the amount collected, enter the actual amount collected for the entity. Overridden amounts display in purple. The total of all sales tax detail lines must equal the total sales tax amount.

Note

Prior to merging the invoice, if you enter an override amount in the Amount field in the Sales Tax section, that amount is distributed across the tax entities in proportion to the tax rates. If you override amounts in the table, the Amount field in the Sales Tax section is updated with the total amount actually billed for tax.

Account

The tax liability account for the sales tax. The default account is derived from the account masks on attribute items and the tax entity.

If you need to change the tax liability account, select the tax liability account to use. Overridden accounts display in purple. ActivityHD will not replace an override account with the default account. If you need to revert to the default account, blank out the field. When you leave the field, the default account loads.

Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Attributes

One field, labeled with the attribute name, appears in this section for each active attribute with AR invoice usage.

[Attribute Name]

An attribute item that applies for the invoice. If the attribute is a required attribute, you must select an attribute item.

Attribute items provide additional ways to categorize invoices for reporting and they can contribute to the GL account masks used to derive the GL accounts used during invoice posting.

Note

If an attribute is flagged for "Use on GL Detail" and to "Follow Calendar Post Control" and to "Post to GL (Sales, Cost, Extra GL)" for AR and the invoice is merged and the corresponding GL journal entry (for the invoice or the extra GL detail line) is merged and the post control is "Error", the attribute item on an invoice cannot be changed. If those conditions exist but the post control is "Warning", a message is displayed before the attribute item can be changed.

The post control in effect is determined as follows:

If there is a segment-specific control calendar on the GL account from the GL detail or extra GL line, use the control calendar. Otherwise, use the default calendar. (Use the invoice AR account for invoice-usage only attributes, the sales account for invoice-detail usage attributes, or the extra GL account.)
Open the calendar period that contains the posting date (invoice GL date or extra GL detail date). If there is an AR-specific post control for the period, use it.
If the period of the posting date is outside the periods before or the periods after the current period, use the post control on the calendar.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Payment Terms

Use this section to provide due date and discount information for payment of the invoice and the finance charge method to use if the invoice becomes past due.

Terms

The payment terms to apply to the invoice, if any. This field defaults to the default payment terms from the invoice customer. If you accept the default terms or enter payment terms, ActivityHD calculates the due date and discount detail and disables the Due field and the Discounts table.

Blank out this field if you want to specify the due date and discount detail manually.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Basis

The amount of the invoice that is subject to discount. The basis amount is calculated as detail lines are added to the invoice. The ARCode on each detail line determines whether its amount is added to the basis.

If you need to override the basis amount, enter the actual discount basis amount. The override amount displays in purple. ActivityHD will not replace an override amount with the system-calculated basis amount even when the invoice detail changes. If you need to revert to the system-calculated basis amount, blank out the field. When you leave the field, the system-calculated basis amount loads.

Due

The date that full payment is due on the invoice. If you entered payment terms, this field is disabled and ActivityHD calculates the due date for you based on the payment terms. If you cleared the Terms field, this field is enabled and defaults to the invoice date. Accept the default date or enter the actual due date.

Finance

The finance method to use to calculate finance charges for the invoice if it becomes past due. The default finance method is the invoice customer's default finance method. To exclude the invoice from finance charges, clear this field.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Discounts table

This table shows any early-payment discounts available for the invoice. If you entered payment terms, the table is disabled and ActivityHD loads the discount table from the payment terms. If you cleared the Terms field, the table is enabled. Enter one row for each discount deadline that applies to the invoice.

Date

The date by which payment must be received to qualify for the discount described on the detail line.

Percent

If the discount is a percentage of the basis amount, enter the discount rate. ActivityHD calculates the discount amount for you.

Amount

If the discount is a flat amount, enter the discount amount. ActivityHD calculates the percent discount for you.

Detail table

The columns in the Detail table depend on your invoice options settings. The columns available when you use the system default settings are shown above the green line. The remaining columns that can be added to the table are shown below the line in alphabetical order.

Tip

Line numbers in the Detail table are editable except on void and reversal invoices. You can change the line numbers in order to reorder the rows in the table. Line numbers cannot be changed on void and reversal invoices so that all attribute changes to a void invoice can be correctly applied to the corresponding lines on its reversal invoice.

ARCode

The ARCode that applies to the detail line. The ARCode categorizes the invoice detail line for reporting and provides information for deriving the GL account numbers, calculating sales tax, and calculating payment discounts.

The sales, cost, and inventory accounts on the detail line are derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class.

Example

The table illustrates how a sales account might be constructed. In the example, "Department" and "Project" are invoice attributes directly linked to the corresponding GL segments.

ARCode	Department	Project	Customer	Class	Result
1000-00-000-A	????-12-???-?	????-??-318-?	????-??-???-?	????-??-???-?	1000-00-000-A
1000-??-000-A	????-12-???-?	????-??-318-?	????-??-???-?	????-??-???-?	1000-12-000-A
1000-??-???-A	????-12-???-?	???-??-318-?	????-??-???-?	????-??-???-?	1000-12-318-A

The ARCode on a detail line cannot be changed after the GL entry for the invoice is merged.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Description

A description of the detail line. The detail description defaults to the description from the ARCode. Press F2 to access the Detail Description popup which makes it easier to enter a long description.

If you override the default description, the new description displays in purple. If you need to revert to the original description, blank out the cell. When you leave the cell, the default description loads.

Amount

The extended amount for the detail line. ActivityHD automatically calculates the amount when there are values in the Quantity, Unit Price, and Discount columns.

Amount = (Quantity * Unit Price) - Discount

If you enter a manual amount in this column, ActivityHD automatically adjusts the unit price if the quantity and discount values are provided.

The amount cannot be changed after the invoice is merged.

Tax Category

The item tax category for the detail line. The tax category defaults from the tax category on the ARCode, but can be overridden.

Item tax categories group ARCodes for taxability and tax reporting. By default, all ARCodes are considered taxable. You can define item tax categories to assign nontaxable status to groups of ARCodes. You can also define taxable item tax categories to group ARCodes for tax reporting.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Taxable?

This column indicates the taxability of the invoice detail line. The state of the checkbox (marked or unmarked) is controlled by the customer tax category on the invoice and/or the item tax category on the detail line.

If the checkbox is marked, the invoice detail line is subject to tax. If the checkbox is unmarked, the invoice is considered nontaxable. By default, invoice detail lines are considered taxable unless there is a nontaxable customer tax category on the invoice or a nontaxable item tax category on the detail line. So, if a tax category is not assigned to either the invoice or the detail line, the detail line is deemed taxable.

Sales Account

The sales account (or "revenue" account) that is credited with the extended amount for the detail line in the associated GL entry. The posting sign on the entry is controlled by the GL control setting on the invoice type. The default account is derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class. If any of the account masks changes, the sales account is updated unless the default account is overridden.

Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow. If you override a valid account number with a different valid account number, the new account number displays in purple. If you need to revert to the original account, blank out the cell. When you leave the cell, the default account loads.

The sales account cannot be changed after the GL entry is merged.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Sales Account Description

The description of the selected sales account.

[Attribute Name]

One column displays in the table for each active attribute with AR invoice detail usage (if any). The column(s) contain the attribute value(s) assigned to each invoice detail line.

Memo

Additional information about the invoice detail line if needed. Press F2 to access the Detail Memo popup which makes it easier to enter a long memo.

ARCode Description

The description of the ARCode assigned to the detail line.

Cost

The total cost for the invoice detail line, or zero if there is no cost associated with the detail line. If the cost is not zero, the amount is typically debited to the cost account and credited to the inventory account. The posting sign on the entry is controlled by the GL control on the invoice type.

The cost can be changed until the associated GL entry is merged.

Cost Account

The cost account (or "cost of goods sold" account) that is debited with the cost from the detail line (if non-zero) in the associated GL entry. The posting sign on the entry is controlled by the GL control setting on the invoice type. The default account is derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class. If any of the account masks changes, the cost account is updated unless the default account is overridden.

The cost account cannot be changed after the GL entry is merged.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Cost Account Description

The description of the selected cost account.

Discount

The line item discount amount for the detail line. The default value is zero, but you can enter a value in this column if you want to represent the discount separately from the standard unit price.

If you enter a different value, ActivityHD calculates a new amount provided there are values for quantity, unit price, and discount. If the discount amount causes the amount to have a different numeric sign than the quantity, ActivityHD returns one of the following errors:

If Amount is negative, Quantity cannot be positive.

If Amount is positive, Quantity cannot be negative.

The error condition is caused by the discount amount exceeding the extended amount of the invoice detail line before the discount is applied.

If you want ActivityHD to calculate the discount automatically, blank out this field, then enter values for the quantity, unit price, and amount.

Discount = (Quantity * Unit Price) - Amount

Inventory Account

The inventory account that is credited with the cost for the detail line (when non-zero) in the associated GL entry. The posting sign on the entry is controlled by the GL control setting on the invoice type. The default account is derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class. If any of the account masks changes, the inventory account is updated unless the default account is overridden.

The inventory account cannot be changed after the GL entry is merged.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Inventory Account Description

The description of the selected inventory account.

Quantity

The number of units sold for the detail line. This field defaults to "1" for charge invoices and to "-1" for credit invoices.

If you change the quantity, the system recalculates the detail line amount as long as there are values for the quantity, unit price, and discount. If you want ActivityHD to calculate the quantity for you, blank out the entry in the Quantity column and enter values for the unit price, discount, and detail line amount. ActivityHD calculates the quantity based on the following formula:

Quantity = (Amount + Discount) / Unit Price

When the detail line amount is entered, the quantity's numeric sign changes to match the sign of the detail line amount.

You cannot change the quantity after the invoice is merged.

Tax Rate

If the detail line is taxable, this field displays the effective tax rate for the invoice tax entity as of the invoice date.

ActivityHD calculates the total sales tax for the invoice automatically based on the taxable status of each detail line and on the effective tax rates of each detail line. Taxable lines are summarized by tax rate; the total taxable amount is determined by multiplying each distinct tax rate by the total for the rate.

Unit Price

The price per unit of the item sold. The unit price cannot be negative. A unit price may have up to four places after the decimal.

If you enter a unit price, ActivityHD calculates the detail amount as long as there are values for quantity, unit price, and discount.

If you change the amount on the detail line and there are values for quantity and discount, ActivityHD recalculates the unit price using the following formula:

Unit Price = (Amount + Discount) / Quantity

You cannot change the unit price after the invoice is merged.

Initial Payment(s) table

The columns in the Initial Payment(s) table depend on your invoice options settings. The columns available when you use the system default settings are shown above the green line. The remaining columns that can be added to the table are shown below the line.

Use this table to record payments made at the time of invoice entry.

Receipt Date

The date to post the receipt to the customer's account. The default date depends on your options settings.

Deposit Type

The deposit type assigned to the initial payment.

If the initial payment is associated with a deposit, you can enter a deposit type here to let ActivityHD automatically determine the applicable deposit based on the deposit type and GL receipt date. If a deposit in "New" status already exists for the deposit type and GL receipt date, that deposit is used on the initial payment. If such a deposit does not exist, ActivityHD creates it and associates it with the initial payment.

If, on the other hand, a deposit was assigned to the initial payment, the deposit type is set from that deposit.

Note

The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Receipt Type

The receipt type assigned to the initial payment.

The receipt type provides the following functions:

Categorizes receipts for reporting.
Classifies receipts as cash, check, credit card, collapsed, or other.
Determines valid deposit types.
Determines if a deposit is required.
Allows an optional receipt reference to be specified.

You can change the receipt type even on merged receipts as long as the change does not violate any of the restrictions on the deposit.

Note

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Reference

A brief note to help users identify the receipt. If a reference was specified on the receipt type, that reference defaults here.

You can change the reference until the receipt's GL entry is merged.

Examples

For checks, you can use the check number.

For cash receipts, you can simply enter "CASH".

Payment

The amount of the initial payment. If you press Ctrl+B or select > Tools > Pay Balance, the payment amount defaults to the open balance of the invoice.

When the invoice is merged and the journal entry is created for the initial payment, the payment amount is used to make the following type of entry:

DR Bank Account (on initial payment line)

CR AR Account (on invoice)

Description

A description of the receipt. The description can be changed even after the receipt is merged.

Receipt

Once the initial payment is saved, this column displays the receipt batch and entry number of the receipt that is created. The entry number is the next available receipt entry number for the batch. The receipt batch and entry number allow receipts to be grouped for proofing and reporting.

The invoice batch is used as the default receipt batch for initial payments; however, if a separate receipt batch is needed, it is available.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Bank Account

The bank account for the initial payment.

If the initial payment is associated with a deposit, the bank account is the bank account assigned to the deposit. In this case, the bank account can only be changed by changing the deposit on the initial payment.

If the initial payment is not associated with a deposit, you must specify the bank account here. If a bank account is specified on the receipt type, that bank account defaults here. The bank account can also default from options settings. As long as the initial payment is not associated with a deposit, you can change the bank account if needed.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Batch

The receipt batch for the initial payment. The default batch is the invoice batch, but the batch name can be overridden as required to group receipts for proofing and reporting. If you change the receipt batch, the Receipt column also changes since it contains the receipt batch and receipt entry number.

Customer

The customer to credit with the initial payment. The default customer is the payment customer assigned to the invoice customer; however, you can override the default if necessary to reflect the appropriate payment customer for the initial payment.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Deposit

The deposit associated with the initial payment.

A deposit can be assigned to an initial payment during invoice entry in a couple of ways:

Enter a deposit type and let ActivityHD determine if a suitable deposit already exists or if it needs to create a new deposit based on the deposit type and GL receipt date. The GL batch and bank account on the deposit and receipt are set to the GL batch and bank account from the deposit type.
Create a deposit first and assign it to receipts as they are entered. In this case, the deposit type is determined from the deposit. The GL batch, GL date, and bank account for the receipt are set to the GL batch, GL date, and bank account from the deposit. All receipts in a deposit must be summarized into a single GL entry so that one Bank Reconciliation transaction is created per deposit.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

GL Batch

The GL receipt batch name assigned to the initial payment. The GL batch is used to find or create the GL entry used for the initial payment when the invoice is merged. You can specify different GL batch names on different receipts to control how they are summarized into different GL entries. If the receipt is associated with a deposit, the GL batch name comes from the deposit and cannot be changed unless you change the deposit that is assigned to the receipt. If the receipt is not associated with a deposit, the GL receipt batch name defaults from the invoice GL batch but can be changed as needed.

GL Date

The accounting date to use when the initial payment is posted to the general ledger.

Depending on your options settings, the GL receipt date may default to the GL receipt date from the last initial payment entered, the current system date, the receipt date on the initial payment, or the invoice GL date.

If you specify a deposit on the initial payment, the GL receipt date is set to the date on the deposit. If you change that date, ActivityHD blanks out the deposit and assigns or creates a new deposit based on the deposit type and GL date.

Charge Detail tab

This tab is only visible for finance charge invoices.

Finance Charge

Method

Displays the finance method assigned to the invoices listed in the Charge Detail table when the finance charge invoice was created.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Basis

Indicates the type of basis amount finance charges were assessed on. Valid types are:

Average Daily Balance
Ending Balance

Assessment Period

Begin Date

The first day of the assessment period for the finance charge.

End Date

The last day of the assessment period for the finance charge.

Charge Detail table

This table shows the invoices upon which finance charges were assessed.

Invoice

Displays the batch name and entry number of an invoice which was subject to finance charges.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Invoice Date

Displays the invoice date of the corresponding invoice.

Due Date

Displays the due date of the corresponding invoice.

Invoice #

Displays the invoice number of the corresponding invoice.

Invoice Description

Displays the description of the corresponding invoice.

Amount

Displays the invoice amount of the corresponding invoice.

Average Balance

This column is visible if the basis of the finance method is "Average Daily Balance". Displays the calculated average daily balance for the corresponding invoice during the assessment period.

Balance

This column is visible if the basis of the finance method is "Ending Balance". Displays the calculated balance of the corresponding invoice as of the end date of the assessment period.

Summary Invoice

This column is visible if the Summary Invoice feature is enabled. Displays the batch name and entry number of the summary invoice which the corresponding invoice is included on. If this column is blank, the invoice is not included on a summary invoice.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Summary Invoice Date

This column is visible if the Summary Invoice feature is enabled. Displays the invoice date of the summary invoice which the corresponding invoice is included on. If this column is blank, the invoice is not included on a summary invoice.

Summary Invoice #

This column is visible if the Summary Invoice feature is enabled. Displays the invoice number of the summary invoice which the corresponding invoice is included on. If this column is blank, the invoice is not included on a summary invoice.

Charge Detail Totals (Amount)

Displays the total invoice amount for all invoices listed in the table.

Charge Detail Totals (Average Balance)

This column is visible if the basis of the finance method is "Average Daily Balance". Displays the total average daily balance for all invoices listed in the table.

Balance

This column is visible if the basis of the finance method is "Ending Balance". Displays the total ending balance for all invoices listed in the table.

Extra GL tab

You can enter any additional GL postings you need to associate with an invoice on the Extra GL tab. In particular, you can use the Extra GL tab to create statistical entries or to spread an invoice's unearned revenue over a period of time.

Extra GL entries are summarized into GL journal entries when the invoice is merged. Extra GL entries can be changed and deleted as long as the associated journal entry is not merged. You can add new extra GL lines unless the invoice is voided. New journal entries, one per posting date, are automatically created as needed. Extra GL is summarized on the journal entry by account and by debit/credit with a GL detail reference of "Extra".

Because Accounts Receivable creates separate journal entries by day, extra GL entries must be in balance by day (within the ledger) if the ledger requires being in balance. ActivityHD will let you merge an invoice with out-of-balance extra GL; however, a journal entry with out-of-balance postings from extra GL cannot be merged until the extra GL has been corrected.

If an invoice with extra GL is voided, ActivityHD automatically generates extra GL entries on the reversal invoice to reverse the extra GL from the original invoice. An invoice with extra GL cannot be voided unless the extra GL on the original invoice is valid and in balance. Extra GL on a voided invoice cannot be modified.

Extra GL table

Use the table to enter the additional GL postings you want to associate with the invoice.

Tip

Line numbers in the Extra GL table are editable except on void and reversal invoices. You can change the line numbers in order to reorder the rows in the table. Line numbers cannot be changed on void and reversal invoices so that all attribute changes to a void invoice can be correctly applied to the corresponding lines on its reversal invoice.

Date

The date of the extra GL entry.

Account

The account number to post the extra GL entry to. Partial or invalid accounts are allowed in this field until the invoice is merged. Invalid or partial accounts are highlighted in yellow.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Account Description

The description of the selected account.

[Attribute Name]

One column displays in the table for each active attribute with AR invoice usage or AR invoice detail usage (if any). The column(s) contain the attribute value(s) assigned to the extra GL lines. The attribute values on GL lines need not be the same as the values on the invoice lines.

If the Post to GL (for Sales, Cost, and Extra GL) flag is marked on an attribute, extra GL attribute values are automatically posted to the associated GL journal entries. Like invoice attributes, extra GL attributes can be changed even after the associated GL entry is merged unless the invoice is voided.

Note

Attribute values on extra GL lines do not have default values. So, if for instance, you need to allocate deferred revenue over a 12-month period all for the same "event", you would need to enter 24 lines (one debit and one credit per month) all with the same attribute value for the "event" attribute.

Debit

If the entry represents a debit, the debit amount to post to the selected account.

Credit

If the entry represents a credit, the credit amount to post to the selected account.

Unit

The unit assigned to the selected account.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Description

A description of the extra GL entry.

Memo

Additional information about the extra GL entry if needed. Press F2 to access the Memo popup which makes it easier to enter a long memo.

Journal Detail

After the invoice is merged, this field displays the batch name, entry number, and line number of the journal detail entry associated with the extra GL entry.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Entry Totals button

Click this button to open the Balancing for AR Invoice dialog box where you can view required balancing information.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Finance Charges tab

This tab is only visible for invoices on which finance charges have been assessed.

The Invoices pane shows the AR Invoices HD view filtered to show all finance charge invoices for the selected invoice.

Double-click a row in the pane to drill down to its record in the AR Invoice window.

Receipt Detail tab

The Receipt Detail pane shows the Receipt Detail HD view filtered to show all receipt detail for the selected invoice.

Double-click a row in the pane to drill down to its record in the Receipt Detail window.

Receipts tab

The Receipts pane shows the Receipts HD view filtered to show all receipts for the selected invoice.

Double-click a row in the pane to drill down to its record in the Receipt window.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected invoice.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Note

You cannot delete an attachment that is designated as the primary attachment. If you need to delete a primary attachment, you must first set the Attachment field to "<blank>", save the record, and then go to the Attachments tab to delete the attachment.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

In addition, the Merged section shows the user, date, and time of the invoice merge and the merge number. The Printed section shows the user, date, and time of invoice printing, the primary attachment to the invoice, and the current state of the "Printed" flag. (The actual printed invoice can be viewed from the Attachments tab.)

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Extras\Accounts Receivable\Import AR Invoices.xls

Common accesses available on invoices

Access	A user with this access can...
Change	Use the mass change action on invoices.
Change Logs
Custom Fields	Create and edit custom fields for invoices.
Data	Have read-only access to invoices from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete invoices.
Edit	Edit invoice records.
Export	Export invoice records from ActivityHD.
Import	Import invoice records into ActivityHD.
New	Create new invoice records.
Read	Have read-only access to invoice records.
Report	Run reports with invoice information.
Report Designs	Create and edit report designs with invoice information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to invoices.
Shared Filters	Create and edit shared filters on invoices.
Visible	View the AR Invoices folder in the Navigation pane.

Special accesses available on invoices

Access	A user with this access can...
Accounts	Access GL accounts in the AR Invoice window.
GL Date	Access the GL Date field in the AR Invoice window.
Merge	Merge invoices.
Pay Any	Access the group pay process (does not limit by customer)
PostToAP	Post invoices to Accounts Payable.
Print	Print statements.
Proof	Run proof process to determine if invoices are valid for merging.
Reprint	Reprint statements.
Summarize	Run the Summarize process.
Tessitura Import	Run the Tessitura Import process. Only available if the Tessitura AR interface is installed.
Void	Void an invoice.

The following built-in filters are available for AR invoices:

Filter Name	Effect
? Aging Category	Prompts for an aging category and lists the invoices in an aging category that contains the specified search string.
? Batch	Prompts for a batch name and lists the invoices in batches with a name that contains the specified search string.
? Customer Class	Prompts for a customer class and lists the invoices for customers with a class code that contains the specified search string.
? Customer Code	Prompts for a customer code and lists the invoices for customers with a customer code that contains the specified search string.
? Customer Name	Prompts for a customer name and lists the invoices for customers with a name that contains the specified search string.
? Has ARCode	Prompts for an ARCode and lists the invoices with a detail line assigned to that ARCode.
? Invoice Amount	Prompts for a range of amounts and lists the invoices with an amount in that range.
? Invoice Created Date	Prompts for a range of dates and lists the invoices created in that date range.
? Invoice Date	Prompts for a range of dates and lists the invoices with an invoice date in that date range.
? Invoice GL Date	Prompts for a range of dates and lists the invoices with a GL date in that date range.
? Invoice Number	Prompts for a range of invoice numbers and lists the invoices with a number in that range.
? Salesperson	Prompts for a salesperson code and lists the invoices assigned to that salesperson.
? Tax Category (Customer)	Prompts for a customer tax category and lists the invoices with a customer tax category that contains the specified search string.
? Tax Entity	Prompts for a tax entity and lists the invoices with a tax entity that contains the specified search string.
Has Invalid GL	Lists invoices with general ledger problems.
Has Sales Tax	Lists invoices with a non-zero sales tax amount.
Invoices for This Week	Lists the invoices with invoice dates in the current week.
Invoices for Today	Lists the invoices created today.
Invoices on Hold	Lists the invoices flagged as "on hold".
New Invoices	Lists unmerged invoices only.
Outstanding	Lists invoices with a non-zero balance.
Outstanding Charges	Lists invoices with a balance greater than zero.
Outstanding Credits	Lists invoices with a balance less than zero.
Ready to Email	Lists invoices with a print status of "Ready" and an invoice delivery type of "Email".
Ready to Post to AP	Lists merged, unvoided invoices which are flagged to post to AP and have a non-zero invoice amount and no sales tax and that do not already have an AP invoice . This filter is only available if you have the AP/AR interface.
Ready to Print	Lists invoices with a print status of "Ready" and an invoice delivery type of "Print".
Ready to Print/Email	Lists invoices with a print status of "Ready".
Ready to Summarize	Lists previously unsummarized, unprinted invoices with a summary type assigned and set up for summary invoicing that have a non-zero balance and have not been voided.
Voided Invoices	Lists invoices flagged as "Voided" or "Reversal".

From

The email account from which the invoice email will be sent. This field defaults from the From field of the Email Defaults tab.

This field is disabled.

The email address(es) to which the invoice email will be copied. This field defaults from the CC field of the Email Defaults tab.

BCC

The email address(es) to which the invoice email will be blind copied. This field defaults from the BCC field of the Email Defaults tab.

Subject

The subject of the email. This field defaults from the Subject field of the Email Defaults tab. You can use keywords to customize the content of the subject line of the email. Keywords are replaced in the resulting email with the corresponding information from the invoices. Click here to see the keywords available for use when you customize an email for invoices.

Include Invoice Attachments

Mark this checkbox to copy all attachments on an invoice to its email message. The state of the checkbox defaults from the Include Invoice Attachments checkbox of the Email Defaults tab.

[Email body]

The body content of the email. This field defaults from the body field of the Email Defaults tab. You can use keywords to customize the content of the body of the email. Keywords are replaced in the resulting email with the corresponding information from the invoices. Click here to see the keywords available for use when you customize an email for invoices.

Account masks for sales, cost, and inventory accounts in Accounts Receivable are applied in the following order:

ARCode
Attribute items (last to first)
Customer
Customer class

To apply account masks, begin with the ARCode account mask, replacing wildcards with the corresponding values from the next mask. Continue in this manner until all masks are applied.

Example

The table below shows ways the sales account might be constructed. In the example, "Department" and "Project" are invoice attributes linked directly to the corresponding GL account segments.

ARCode	Department	Project	Customer	Class	Result
1000-00-000-A	????-12-???-?	????-??-318-?	????-??-???-?	????-??-???-?	1000-00-000-A
1000-??-000-A	????-12-???-?	????-??-318-?	????-??-???-?	????-??-???-?	1000-12-000-A
1000-??-???-A	????-12-???-?	???-??-318-?	????-??-???-?	????-??-???-?	1000-12-318-A

The following errors and warnings may be returned in the proofing process or merge process for invoices which do not pass validation:

Invoice Validations

Error: Invoice is already merged.
Error: Invoice is on hold. To merge the invoice, the "On Hold" flag must be cleared.
Error: GL Batch is undefined.
Error: Receivables Account is undefined.
Error: Invoice is duplicate (xxxxx). Based on the duplicate conditions defined on the invoice type that is assigned to the invoice, the invoice duplicates another invoice.
Error: Cannot merge invoice created by a receipt. The invoice is the result of a miscellaneous or unapplied payment applied on a receipt. The invoice cannot be merged apart from the receipt. The invoice will be merged when the receipt is merged.
Error: Invoice type (xxxxx) requires zero balance. Based on the zero balance setting on the invoice type that is assigned to the invoice, the invoice must have a zero balance in order to be merged. An initial payment for the entire invoice balance must be entered.
Error: Customer (xxxxx) is obsolete. The customer on the invoice is flagged as obsolete. To merge the invoice, specify a different customer or remove the obsolete flag from the currently assigned customer.
Error: Salesperson (xxxxx) is obsolete. The salesperson on the invoice is flagged as obsolete. To merge the invoice, specify a different salesperson or remove the obsolete flag from the currently assigned salesperson.
Error: Invoice Tax doesn't equal Total Detail Tax.
Warning: Discount basis exceeds invoice amount.
Warning: Due date precedes invoice date.

Invoice Tax Detail Validations

Warning: Sales Tax Account is undefined.

Initial Payment Validations

Error: Receipt (xxxxx) - Customer doesn't match Invoice Payment Customer. A user without "Pay Any" access to invoices attempted to merge an invoice created by another user on which the receipt customer on the initial payment was changed.
Error: Receipt (xxxxx) - Customer is obsolete. The customer on the initial payment is flagged as obsolete. To merge the invoice, specify a different customer or remove the obsolete flag from the currently assigned customer.
Error: Receipt (xxxxx) - GL Date is undefined.
Error: Receipt (xxxxx) - GL Batch is undefined.
Error: Receipt (xxxxx) - GL Date doesn't match Deposit Date.
Error: Receipt (xxxxx) - GL Batch doesn't match Deposit GL Batch.
Error: Receipt (xxxxx) - Bank Account doesn't match Deposit Bank Account.
Error: Receipt (xxxxx) - Receipt Type (xxxxx) requires a Deposit.
Error: Receipt (xxxxx) - Receipt Type (xxxxx) doesn't allow Deposit Type (xxxxx).
Error: Receipt (xxxxx) - Bank Account is undefined.
Error: Receipt (xxxxx) - Receipt is duplicate (xxxxx). Based on the duplicate conditions defined on the receipt type that is assigned to the initial payment, the receipt duplicates another receipt.
Warning: Receipt (xxxxx) - Discount Account is needed and undefined.
Warning: Receipt (xxxxx) - Adjustment Account is needed and undefined.
Warning: Receipt (xxxxx) - Payment amount (xxxxx) exceeds Invoice amount (xxxxx).

Payment Discount Validations

Warning: Discount date (xx/xx/xxxx) precedes invoice date.
Warning: Discount date (xx/xx/xxxx) exceeds due date.
Warning: Discount amount (xxxxx) exceeds invoice amount.

Invoice Detail Validations

Error: ARCode (xxxxx) is obsolete. The ARCode on the invoice detail line is flagged as obsolete. To merge the invoice, assign a different ARCode to the detail line or remove the obsolete flag from the ARCode.
Warning: Line (xxx) - Amount is positive, but Cost is negative.
Warning: Line (xxx) - Amount is negative, but Cost is positive.

GL Validations

Error: Line xxx debit x,xxx.xx has digits in unused part. The journal entry contains significant digits outside the scale specified on the GL unit on the account.
Error: Line xxx credit x,xxx.xx has digits in unused part. The journal entry contains significant digits outside the scale specified on the GL unit on the account.
Error: Line xxx has no control calendar for account xxxx-xx-x. The account on the journal entry does not have a control calendar defined. A GL account's control calendar is determined by the calendar specified on a segment item or by the company's default calendar.
Error: Line xxx has no period for date xx/xx/xxxx in calendar xxxxx. The date on the journal entry is not within a defined period for the account's control calendar. This error also occurs if there is no control calendar defined for the account.
Error: There is no period for today (xx/xx/xxxx) in calendar xxxxx. Today's date is not in a defined period for the account's control calendar. This error also occurs if there is no control calendar defined for the account.
Error: Entry is unbalanced - Accounts: xxxx-xx-x, Unit: xxxxx, Date: xx/xx/xxxx - xx/xx/xxxx, Amount: x,xxx.xx. Based on the balancing segments defined on the account, the journal entry is out of balance.
Error/Warning: Line xxx date xx/xx/xxxx is outside account xxxx-xx-x effective date range. The date on the journal entry is outside the defined posting date range for the account. Whether the validation is a warning or error depends on the posting date message defined on the account.
Error/Warning: Line xxx date xx/xx/xxxx is posting to a closed period in calendar xxxxx. The journal entry is trying to post to a period that is considered closed by the account's control calendar. The number of periods to consider open before or after today's date is controlled by the Open Before and Open After settings on the calendar. Whether the validation is a warning or error depends on the Post Control setting on the calendar. AR-specific posting controls can also be specified on the calendar by period. Package specific posting controls override the general posting controls on a calendar.

The following messages may be returned in the void invoices process for invoices which do not pass validation:

Invoice is not merged. Only merged invoices can be voided. Unmerged invoices can be corrected or deleted in the Invoice window instead.
Invoice is a reversal invoice. The invoice is a reversal invoice that voided another invoice. Reversal invoices cannot be voided.
Invoice is a receipt invoice (Miscellaneous/Unapplied). The invoice is the result of a miscellaneous or unapplied payment. These invoices cannot be voided. Instead you should void the receipt using the Void Receipts wizard.
Invoice is already voided. Since the invoice has already been voided, it cannot be voided again.
Invoice is linked to summary invoice (xxxxx).
Invoice has an unvoided receipt. The invoice has a receipt applied to it. The receipt must be voided using the Void Receipts wizard before the invoice itself can be voided.
Invoice has an unvoided AP invoice. The associated AP invoice must be voided before you can void the AR invoice.
Invoice has invalid GL information. The GL information on the invoice must be corrected before the invoice can be voided. You may be able to correct the invalid information by running the Validate GL wizard for the invoice.
Customer (xxxxx) is obsolete. The customer on the invoice is flagged as obsolete. A reversal invoice cannot be created and merged for an obsolete customer. To void the invoice, first remove the obsolete flag from the customer record.
ARCode (xxxxx) is obsolete. An ARCode on the invoice is flagged as obsolete. A reversal invoice cannot be created and merged with an obsolete ARCode. To void the invoice, first remove the obsolete flag from the ARCode.
Line xxx debit x,xxx.xx has digits in unused part. The journal entry that would be created on the reversal invoice contains significant digits outside the scale specified for the GL unit on the account.
Line xxx credit x,xxx.xx has digits in unused part. The journal entry that would be created on the reversal invoice contains significant digits outside the scale specified for the GL unit on the account.
Line xxx has no control calendar for account xxxx-xx-x. The account on the journal entry that would be created on the reversal invoice does not have a defined control calendar. A GL account's control calendar is determined by the calendar specified on a segment item or by the company's default calendar.
Line xxx has no period for date xx/xx/xxxx in calendar xxxxx. The date on the journal entry that would be created on the reversal invoice is not within a defined period for the account's control calendar. This error also occurs if there is no control calendar defined for the account.
There is no period for today (xx/xx/xxxx) in calendar xxxxx. Today's date is not in a defined period for the account's control calendar. This error also occurs if there is no control calendar defined for the account.
Entry is unbalanced - Accounts: xxxx-xx-x, Unit: xxxxx, Date: xx/xx/xxxx - xx/xx/xxxx, Amount: x,xxx.xx. Based on the balancing segments defined on the account, the journal entry that would be created on the reversal invoice is out of balance.
Line xxx date xx/xx/xxxx is outside account xxxx-xx-x effective date range. The date on the journal entry that would be created on the reversal invoice is outside the defined posting date range for the account.
Line xxx date xx/xx/xxxx is posting to a closed period in calendar xxxxx. The journal entry that would be created on the reversal invoice is trying to post to a period that is considered closed by the account's control calendar. The number of periods to consider open before or after today's date is controlled by the Open Before and Open After settings on the calendar. Whether the validation is a warning or error depends on the Post Control setting on the calendar. AR-specific posting controls can also be specified on the calendar by period. Package specific posting controls override the general posting controls on a calendar.

The following messages may be returned in the reprint invoices process for invoices which do not pass validation:

The "Print Invoice" field is FALSE. The Print Invoice flag on the invoice is unmarked. This can occur if the Print Invoice checkbox was cleared after the invoice was initially printed.
The invoice is not merged. Invoices are not eligible for printing/reprinting until they are merged.
The invoice is a reversal invoice. Reversal invoices are created as a result of the void process and are not eligible for printing/reprinting.
The invoice is voided. Voided invoices are not eligible for printing/reprinting.
The Invoice Location is missing. The invoice is eligible for printing but does not have an invoice location assigned to it. This can occur if the invoice location was removed after the invoice was initially printed. The invoice location determines the delivery format (print or email). To reprint the invoice, assign an invoice location on the invoice.
The Invoice has not been Printed. The invoice is eligible for printing but has not been through the initial print process; therefore, it can't be reprinted. Use the Print AR Invoices wizard to print the invoice.
Invoice does not have a location email address. (Email invoices only) The invoice is eligible for emailing but does not have an email address on the location record.

Customer: xxxx

Location: xxxx

The following messages may be returned in the summarization process for invoices which do not pass validation:

Invoice Validations

Invoice is already linked to a Summary Invoice (xxxxx-xx)
Invoice is already printed
Invoice is already paid
Invoice is voided by (xxxxx-xx)
Invoice is a reversal for (xxxxx-xx)

Summary Type Validations

Summary Type (xxxxx) requires Customer entry in Options dialog
Summary Type (xxxxx) requires Date entry in Options dialog
Summary Type (xxxxx) requires Invoice Location
Summary Type (xxxxx) requires Terms
Summary Type (xxxxx) requires Salesperson
Summary Type (xxxxx) requires PO Number
Summary Type (xxxxx) requires <Attribute xxxxx>
Summary Type (xxxxx) requires <Custom Field xxxxx>

AR invoice email keywords

The following keywords are available for use in the subject and body of email produced in the Print/Reprint Invoices process for attaching invoices:

<CUSTOMER NAME>	<INVOICE DATE MONTH>	<DUE DATE YEAR>
<CUSTOMER CODE>	<INVOICE DATE MONTH NAME>	<MERGE #>
<ADDRESS NAME LINE 1>	<INVOICE DATE DAY>	<TERMS CODE>
<INVOICE #>	<INVOICE DATE YEAR>	<TERMS DESCRIPTION>
<INVOICE DESCRIPTION>	<DUE DATE>	<CUSTOMER PO #>
<INVOICE AMOUNT>	<DUE DATE MONTH>	<ATTRIBUTE ITEM CODE attribute name>
<INVOICE BALANCE>	<DUE DATE MONTH NAME>	<ATTRIBUTE ITEM DESCRIPTION attribute name>
<INVOICE DATE>	<DUE DATE DAY>

AccountingWare, LLC

6224 34th Street

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806.687.8500 | 800.354.7152

AR invoices

Create an AR invoice

Proof AR invoices

Merge AR invoices

Merge AR invoices

Void AR invoices

Print AR invoices

Summarize AR invoices

Post AR invoices to Accounts Payable

AR Invoices Listing

Purpose

Content

Print the report

Data extensions

AR Tax Liability Report

Purpose

Content

Print the report

Data extensions

Invoice Record ID

Invoice tab

Charge Detail tab

Extra GL tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Finance Charges tab

Receipt Detail tab

Receipts tab

Notes tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

Invoices security

Common accesses available on invoices

Special accesses available on invoices

Invoice filters

Email Invoices to Customers

Sales Tax Rates

Entry Totals

Balancing for AR Invoice

Apply account masks for sales, cost, and inventory accounts

Validation messages for the Proof/Merge AR Invoices wizards

Invoice Validations

Invoice Tax Detail Validations

Initial Payment Validations

Payment Discount Validations

Invoice Detail Validations

GL Validations

Validation messages for the Void AR Invoices wizard

Validation messages for the Print AR Invoices wizard

Validation messages for the Reprint AR Invoices wizard

Validation messages for the Summarize AR Invoices wizard

Invoice Validations

Summary Type Validations

Validation messages for the Unsummarize AR Invoices wizard

AR invoice expression keywords for AP invoices

Validation messages for the Post AR Invoices to AP wizard

AR invoice email keywords

AR invoice email keywords