Invoice types

Create an invoice type

1. In the Navigation pane, highlight the Accounts Receivable > Setup > Invoice Types folder.
2. Click . The New Invoice Type window opens.

   

3. Enter a unique Code for the invoice type.

   Examples

   • Invoice
   • Finance Charge
   • Debit Memo
   • Credit Memo
   • Return
   • Refund
4. Enter a Description of the invoice type.
5. In the Classification field, select the type of transaction the invoice type represents. Your options are:
   • Credit. Returns or credits to the customer account. The total invoice amount on credit invoices must be negative.
   • Charge. Regular sales, purchases, and other debits. The total invoice amount on charge invoices must be positive.

   • Finance Charge. Interest, late fees, and other carrying charges.

     Note

     If you assess finance charges on past due invoices, you must have at least one invoice type classified as "Finance Charge". Every finance method must be assigned an invoice type with a finance charge classification.

6. If this invoice type represents a cash-only invoice, mark the Zero Balance checkbox to require invoices of this type to be entered with an initial payment that pays the invoice in full. This ensures the invoice type cannot be used to enter an open invoice.
7. If you have the AP/AR interface installed and you want to be able to generate customer payments in AP from invoices of this type, mark the Post to AP checkbox. You can use Post to AP to handle rebates and refunds.
8. In the Duplicate Conditions section, mark the checkbox for each item you want ActivityHD to examine when checking for duplicate invoices. If you do not select any items for checking, the duplicate invoice test is skipped. If you select multiple items, ActivityHD checks to see if another unvoided invoice has the same values for all selected items; no error is generated for partial duplication. Your options are:
   • Amount. Invoice amounts are the same.
   • AR Account. Receivables accounts are the same.
   • Customer. Invoice customers are the same.
   • Date. Invoice dates are the same.
   • Number. Invoice numbers are the same. If invoice numbers consist of digits only, then the invoice numbers are compared strictly as numbers. In that case, invoice 1234 is considered as a duplicate of invoice 001234.
   • Source. Invoice sources are the same. Invoice sources include "Import", "Manual", "Receipt", and "Recurring".
   • Type. Invoice types are the same.

   Note

   The duplicate invoice test is run for invoice entry and for receipt entry for miscellaneous invoices. If ActivityHD returns an error at this stage, you can ignore the message and save the duplicate invoice if you want to.

   The duplicate invoice test is also run in Proof/Merge Invoices and Proof/Merge Receipts. Duplicate invoices at this stage cannot be merged.

   Tip

   Consider flagging Amount, Customer, and Date for duplicate checking. With these settings, an invoice is considered a duplicate if it has the exact same invoice customer, invoice date, and invoice amount as another invoice.

9. In the GL Control field, select an option to determine whether debits or credits are created for an invoice's GL entry. Your options are:
   • Debit AR, Credit Sales. Use this method for standard charges and for negative invoices that should adjust GL account balances by posting negative amounts using the original debit or credit financial sign. This allows you to adjust account balances without affecting financial reports which consider total debits vs. total credits over a defined period (such as "Statement of Change in Financial Position" or "Cash Flow Analysis").

     Debit	Credit
     Accounts Receivable	Sales (Revenue)
     	Sales Tax Liability
     Cost of Goods Sold	Inventory

   • Credit AR, Debit Sales. Use this method for invoice types like returns and credit memos where you want to use the opposite financial sign from what was used on the original invoice.

     Debit	Credit
     Sales (Revenue)	Accounts Receivable
     Sales Tax Liability
     Inventory	Cost of Goods Sold

   • Positive Amounts. This method uses the "Debit AR, Credit Sales" method unless the amount is negative. Instead of posting a negative amount, the financial sign is switched to make the amount positive.
10. In the GL Batch field, enter the default GL batch name to use for invoices of this type. If no batch name is specified, invoices of this type default to the last batch name used.

11. In the Receivables field, enter the account mask to use for the default receivables account on invoices of this type. Receivables account masks are applied in the following order: invoice type, attribute items, customer, and customer class. If you enter a specific account number here, it overrides all masks specified on attribute items, customers, and customer classes.

    Example

    Suppose you have a "Prepayments" invoice type to use for unapplied payment invoices created during receipt entry. You want to credit the Unearned Income account when the prepayment is received and debit it when the prepayment is applied to the regular charge invoice later. To make this happen, you would enter the Unearned Income account as the default receivables account for this invoice type.

12. If you want to print invoices of this type by default, mark the Print Invoices checkbox. You can override this setting on an invoice-by-invoice basis.

13. In the Invoice Scheme field, select the invoice scheme to use to generate automatic invoice numbers for this type of invoice. The invoice scheme also determines whether the invoice number is assigned at invoice entry or at merge time and whether the generated invoice number can be overridden.

    Note

    If you do not specify an invoice scheme here, you must manually number invoices of this type.

14. Save the new invoice type.

Invoice Types Listing

Purpose

The Invoice Types Listing provides a list of the invoice types defined in your system.

Content

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

• description
• classification
• GL control setting
• GL batch
• whether the default action is to print invoices of the type
• whether there is a zero balance requirement
• invoice scheme
• fields to check for duplicate entries
• receivables account
• whether to allow invoices of the type to post to AP.

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

• timestamps
• memos
• custom fields.

The following total appears on the report:

• record count.

Print the report

1. In the Navigation pane, highlight the Accounts Receivable > Setup > Invoice Types folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of invoice types:
     1. Right-click the Invoice Types folder and select Select and Report > Invoice Types Listing from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the data.

        

   • To report on specifically selected invoice types:
     1. In the HD view, select the invoice types to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular invoice type from the Invoice Type window:
     1. In the HD view, locate and double-click the invoice type to report on. The Invoice Type window opens with the invoice type loaded.
     2. Click .
3. Select the Options tab.

   

4. 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.
5. Mark the checkbox(es) for the additional information to include:
   • Timestamps
   • Memos
   • Custom Fields (only visible if custom fields are set up)
6. Select the Output tab.
7. 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).
From
The email account from which to send the email. Valid options are:
• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extension is available for the report:

• Invoice types