AR Invoice

Record a manual invoice directly against a customer account, with a line-by-line analysis of the amount across General Ledger accounts. Used when an invoice needs to be entered without going through the Invoicing module.

Note: The AR Invoice option is only available when the Invoicing module is not installed, or when the "Allow AR Invoice/Credit Entry" application setting is enabled. For invoices that include products or services from the Invoicing module, use Invoice Entry instead.
Note: Invoices that originated in the Invoicing module are shown here but are largely read-only — the Transaction Date, Invoice No, Order No, Comment, Sales Person, Auto Allocate, and the entire Dissection grid cannot be changed. Edit those documents in the Invoicing module instead.

Details

Customer Code

The customer the invoice is being raised against. Use the lookup to select an existing customer.

Prospect-type customers cannot be used. When you select a customer, the system populates the displayed Customer Name, Sales Area, Sales Person, Credit Limit, Stop Credit, currency, and (in Saturn editions) defaults the Branch and Department from the customer record.
Customer Name

Read-only.

The name of the selected customer.
Period

The accounting period the invoice will post to. The period is recalculated automatically when the Transaction Date is changed. Invoices cannot be saved into a closed period.
Transaction Date

The invoice date. Changing this date updates the Period field automatically.
Invoice No

The invoice number/reference. Required — the invoice cannot be saved without it.
Order No

An associated sales order, purchase order, or other reference. Optional.
Comment

A free-text comment describing the invoice. Optional.
Narration

The narrative that will appear against the invoice in the General Ledger.
Branch Code

The branch this invoice belongs to. Defaults from the customer record, falling back to the system default branch. Required — the invoice cannot be saved without a branch.

Saturn editions only.
Department Code

The department this invoice belongs to. Defaults from the customer record, falling back to the system default department. Required — the invoice cannot be saved without a department.

Saturn editions only.
Sales Area Code

The sales area for reporting and analysis. Defaults from the customer. Required.
Sales Person Code

The sales person for reporting and analysis. Defaults from the customer. Required.
Auto Allocate

When ticked, this invoice participates in automatic allocation against the customer's outstanding receipts and credits when saved. Defaults from the selected customer's auto-allocate setting.

Foreign Exchange

When the selected customer's currency differs from the base currency, a Foreign Exchange panel appears with the Rate Type and Exchange Rate. The Exchange Rate has a lock button (Fix Exchange Rate / Free Exchange Rate) that pins the rate so it is not refreshed. For base-currency customers this panel is hidden and the rate fields are read-only.

Terms

Due Date

The date the invoice falls due for payment.

Read-only for Cash-type customers.
Discount Date

The latest date at which the discount shown in Discount Avail applies. Payments received after this date forfeit the discount.

Read-only for Cash-type customers.

Amounts

Gross

The total invoice amount, inclusive of GST/tax.
Discount Avail

Read-only.

Any early-payment discount available against this invoice. Calculated automatically from the customer's discount percentage whenever the Gross amount changes (only applied to invoice-type entries, not credits).
Net The Gross amount less the Discount Avail. You can type a Net amount directly — the Gross is then back-calculated as Net plus Discount Avail.
Hold Amount

An amount being held back from payment (for example, a retention). Hidden for Cash-type customers.
Credit Limit The customer's credit limit, shown for reference. Editable only if you have the credit-limits permission and the customer is not a Cash-type customer; otherwise read-only.
Stop Credit Indicates whether the customer is on stop credit. Editable only if you have the stop-credit permission; otherwise read-only.

Dissection

The Dissection grid breaks the invoice down into the General Ledger accounts and tax codes it posts to. Add one row per analysis line. Each row records:

GL Account Code

The General Ledger account to post to. The lookup is filtered to Standard (posting) accounts. This column is hidden by default — show it from the grid's column chooser if you need it. It cannot be edited on lines using a GST-only tax code.
Analysis Code / Name

The analysis code applied to this dissection line, if used.
GST Code

The GST/tax code applied to this dissection line.
Exclusive Amount

The amount of this line, excluding GST/tax.
GST Amount

The GST/tax amount calculated for this line.
Inclusive Amount

The amount of this line, including GST/tax.
Narration

The narrative that will appear against this line in the General Ledger.
Branch / Department

Override the header branch or department for this line, if needed.

Saturn editions only.
Tip: Use the Balance Analysis button on the dissection grid toolbar to absorb any difference between the header Gross amount and the total of the dissection lines. The shortfall (or excess) is applied to the currently selected line — adjusting its Inclusive Amount, and its GST where the line uses an all-GST code — so the dissection totals match the Gross.

Balances

The Balances panel on the right shows the customer's current unallocated balance and the effect this invoice will have on the saved balance.

Actions

Warning: Entering an invoice with a negative Gross amount creates a credit-type transaction. To enter a credit note, use the dedicated Credit screen instead.

In This Section

See Also