Accounts Receivable Module Customer Invoice

Transcription

1 Accounts Receivable Module Customer Invoice Contents Overview... 1 Document Layout... 2 Organization Tab... 3 Recurrence Details Tab... 3 General Tab... 4 Customer Information Section... 4 Detail Information Section... 4 Statement Information Section... 5 Billing/Shipping Tab... 5 Bill To Address Section... 6 Ship To Address Section... 6 Accounting Lines Tab... 7 Process Overview... 8 Business Rules... 8 Routing... 8 Example... 8 Overview The Customer Invoice document allows you to prepare, save, and submit an invoice to a customer from your organization. IU KFS Accounts Receivable documentation Page 1 of 9 6/29/2015

2 Document Layout IU KFS Accounts Receivable documentation Page 2 of 9 6/29/2015

3 The Customer Invoice document contains five unique tabs, Organization, Recurrence Details, General, Billing/Shipping, and Accounting Lines, in addition to the standard financial transaction tabs. Note: For more information about the standard tabs, see Standard Tabs in the KFS Overview and Introduction to the User Interface. Organization Tab Organization tab definitions: Processing Chart Code Processing Organization Code Organization Invoice Number Billing Chart Code Billing Organization Code Display-Only. An alphanumeric value that uniquely identifies the single chart that is associated with the processing organization for this customer invoice. This value cannot be updated. Display-Only. In association with the Processing Chart Code, this value references the processing organization for this invoice. This value cannot be updated Optional. The number uniquely assigned to this invoice record as it exists in the billing organization's accounting system. Required. An alphanumeric value that uniquely identifies the single chart that is associated with the billing of the customer invoice. This will default to chart assigned to the username of the document initiator. Required. An organization that bills customers for goods or services that generate revenue. This will default to the organization assigned to the username of the document initiator. The organization must be designated as a billing organization in the Organization Options document before you can use it in the Accounts Receivable module. Recurrence Details Tab The recurrence functionality allows a user to designate an invoice to be re-created on a regular basis. A copy of the designated invoice will be created at the specified intervals and routed to the Invoice Initiator. The invoice used to set up the recurrence will route to the fiscal officer(s) of the accounts in the Accounting Lines section for approval. The invoice recurrences will stop once the total number of recurrences or the recurrence end date is reached. It can also be stopped by inactivating the invoice recurrence record in the Accounts Receivable Reference section. Recurrence Details tab definitions: Recurrence Interval Code Recurrence Begin Date Recurrence End Date Active Indicator Select an option from the menu to specify the duration between invoices. Use the calendar tool to select the date of the first invoice recurrence. Note: Must be later than current day. Use the calendar tool to select the date of the last invoice recurrence. Click to place a check mark within the check box to activate the recurrence functionality. IU KFS Accounts Receivable documentation Page 3 of 9 6/29/2015

4 Total Number of Recurrences Invoice Initiator Enter a numeric value to indicate how many invoices will be produced during the specified time frame. Note: Must agree with end date duration, or leave this field blank and the system will calculate the number of recurrences based on the end date. Enter or use the lookup to search for and select the username of the individual who is responsible for initiation of the invoice. General Tab The General tab contains three sections: Customer Information, Detail Information, and Statement Information. Customer Information Section Customer Information section definitions: Customer Number Required. A unique number assigned to identify each customer. Either enter the customer number or use the lookup to find it. This selection automatically populates field information in the Billing/Shipping tab. Customer Purchase Order Number Customer Name Customer Purchase Order Date If there is a purchase order associated with this invoice to this customer, enter the PO number here. The name of the customer whose customer number was entered in the Customer Number field. This field is maintained by the system. The date on the customer purchase order that indicates when it was initiated. Either enter the date or use the calendar icon to select it. Detail Information Section IU KFS Accounts Receivable documentation Page 4 of 9 6/29/2015

5 Detail Information section definitions: Billing Date Terms Due Date Open Invoice indicator Statement Information Section The date the invoice was created. This field is maintained by the system. The agreed-upon conditions of payment (typically in reference to a frequency of billing, for example, 'net 30,' or 'payable upon receipt'). This will default to a value set in the Organization Options table but can be changed by the user. Required. Enter the date the payment is due to be received from the customer.. You may also use the calendar to select the date. This will default to 30 days from the Billing Date. Make sure it coincides with the text in the Terms field. 'Yes' or 'No' flag to signify whether or not the invoice has funds outstanding (unpaid). This field is maintained by the system. Statement Information section definitions: Header Text Print Invoice Indicator Attention Line Text Print Date Billing/Shipping Tab The text that is to appear within the top area of the PDF invoice, usually as an identifier of the organization sending the invoice Use the list to select the desired option from the menu to specify information related to printing of the invoice (for example, 'Do Not Print'). This will allow users to print invoices in batch based on user, billing organization or processing organization. This will default to a value specified in the Organization Options field. See Customer Invoice Report under Other Links to print invoices in batch The name of an individual or department that designates a recipient or further refines who is to receive the invoice. The date the invoice was printed. This is system-generated. The Billing/Shipping tab contains two sections: Bill To Address and Ship To Address. IU KFS Accounts Receivable documentation Page 5 of 9 6/29/2015

6 Bill To Address Section Bill-to Address section definitions: Bill To Address Identifier Required. Use the lookup and refresh tools as necessary to locate and specify the unique identifier for a particular organization address. This selection automatically populates the Bill To Address fields with the information saved in the record, as does selection of the Customer Number in the General tab. The default value is the primary address for the customer, but any valid address on the Customer record may be selected. Address Type Address Name Address 1 Address 2 Address City State Postal Code International Province International Postal Code Country Displays the type of address ('P' for Primary or 'A' for Alternate). The name of the organization. The first line of the mailing address displaying primary required address information (typically a P.O. box number or street number and street name). The second line of the mailing address; that is, secondary identifying information such as a suite number. The electronic mail address (typically an individual or organization name and a domain name suffix separated by the at '@' symbol). The name of the city. The two-letter abbreviation for the U.S. state. Also known as the zip code, this is typically a 5-digit number that represents a geographic region within a state. For use with addresses outside the United States (for example, Canada) where the areas of the country that are divided into geographic regions are referred to as provinces. For use with addresses outside the United States where the geographic regions within provinces are associated with specific postal codes, similar to zip codes in the U.S. The common abbreviation of the name of the country Ship To Address Section IU KFS Accounts Receivable documentation Page 6 of 9 6/29/2015

7 Ship to Address section definition Ship To Address Identifier Address Type Address Name Address 1 Address 2 Address City State Postal Code International Province International Postal Code Country Accounting Lines Tab The address to which goods were shipped; if no shipping address is specified, then goods are treated as picked up at the billing organization's location. Use the lookup and refresh tools as necessary to locate and specify the unique identifier for a particular organization address. This selection automatically populates the Ship To Address fields with the information saved in the record, as does selection of the Customer Number in the General tab. The default value is the primary address for the customer, but any valid address on the Customer record may be selected. Displays the type of address ('P' for Primary or 'A' for Alternate). The name of the organization. The first line of the mailing address displaying primary required address information (typically a P.O. box number or street number and street name). The second line of the mailing address; that is, secondary identifying information such as a suite number. The electronic mail address (typically an individual or organization name and a domain name suffix separated by the at '@' symbol). The name of the city. The two-letter abbreviation for the U.S. state. Also known as the zip code, this is typically a 5-digit number that represents a geographic region within a state. For use with addresses outside the United States (for example, Canada) where the areas of the country that are divided into geographic regions are referred to as provinces. For use with addresses outside the United States where the geographic regions within provinces are associated with specific postal codes, similar to zip codes in the U.S. The common abbreviation of the name of the country The Accounting Lines tab contains several fields that are not found on the standard Accounting Lines tab. Chart Accounting Lines tab definitions: This will default to the Chart of the account number. Account Number Required. Enter the account number or search from the Account lookup. This is the account receiving credit from the provision of a service or product IU KFS Accounts Receivable documentation Page 7 of 9 6/29/2015

8 Sub Account Enter the sub-account number or search from the Sub-Account lookup. Object Required. This is the object being credited with the revenue recognized from the sales/service activity. Enter the object or search from the Object lookup Sub-Object Enter the sub-object or search from the Sub-Object lookup. Project Enter the project number or search from the Project lookup. Org Ref ID Invoice Item Code An organizational reference ID that is used by the associated organization. Alpha-numeric identifiers previously set up by organizations to create default values (account, object code, description, etc) for commonly invoiced items. Invoice Item Quantity Required. Number of items being invoiced. This will default to 1. Invoice Item Invoice Item Service Date Invoice Item Unit of Measure Code Detailed description of items being invoiced. Date the items/service were provided to the customer Required. UOM for the item being invoiced. This will default to EA. Invoice Item Unit Price Required. Price of the individual units being sold. This will be multiplied by the Invoice item Quantity to determine the total amount of the line item. Once an Accounting Line has been added the following actions will appear on the right. Recalculate Delete Bal inquiry Discount If the user makes changes to the quanity or unit price, this button is used to recalculate the total dollar amount of the accounting line. Used to delete an existing line item. Accesses the Balance Inquiry Report Menu for the account specified. Used to discount the selected accounting line. Another accounting line will be added where the discount amount can be entered. Process Overview Business Rules The Billing Chart and Org must exist in the Organization Options table. The customer must be active. The customer must have at least one active address. The quantity must be greater than zero. The item unit price must be greater than zero. The due date has to be within 90 days of the billing date. The maximum number of recurrences is 12 for monthly recurrences and 4 for quarterly recurrences. Routing When creating a customer invoice, the document is ordinarily not routed. However, when creating a customer invoice with recurrence, the document is routed to the fiscal officer and/or recurring instance reviewer. Example The department of Arboretum Administration at Kuali University offers surplus plants to the general public following research activities. Customers include local nurseries, individuals, and municipalities. After the Arboretum Administration's new customer has been approved, the department may begin selling goods and services to the new customer. The Customer Invoice document is used for this purpose. IU KFS Accounts Receivable documentation Page 8 of 9 6/29/2015

9 For example, when the DCH nursery ordered 12 dozen arborvitae and 2 flowering dogwoods, one option is to enter each item into the Accounting Lines tab of the Customer Invoice document. If item codes exist, another option is to enter the item code for the item. IU KFS Accounts Receivable documentation Page 9 of 9 6/29/2015