Manage Unposted Invoices

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Manage Unposted Invoices allows you to create, edit, and save Accounts Receivable invoices.

This Section Includes:

Filters

  1. The following options are available. Choose the appropriate Filters as needed.
    • Revenue Centers:
    • ACH:
      • All Transactions
      • Only ACH transactions
      • No ACH Transactions
    • Import Type: 
      • All Transactions
      • Import Type Only
    • Users: Select all or individual user(s)  
  1. Click the Search button to display results or the Clear Filters link to reset all filters.

Preferences

The Preferences option allows you customize your entry preferences for faster entry.  Check-mark just the fields you want to show on the entry screen in the first column, “Show”. In the second column, “Skip”, just check-mark any fields that you want to tab over, but still use when needed. Save your settings. Test the results when entering a transaction. Return to Preferences to modify anytime you want to make a change.

Invoice Grid

This Section Includes:

The grid displays invoices matching the selected filters with the following columns:

  • Customer
  • Bill To
  • Invoice #
  • Invoice Date
  • Due Date
  • Revenue Center
  • Amount
  • ACH
  • Note: Hover over the Note  icon to preview the note.
  • Attach: Hover over the Attach  icon to see any notes on the attachment(s) and the filenames of attached files.
  • Setup: Hover over the Information  icon to display user and time information for when the invoice was set up and last updated.
  1. Double-click on an invoice or click the Edit  icon to edit an invoice in the grid.
  2. You can also click the Add New Invoice link to add a new invoice (More Information).

Click the Delete  icon by an invoice in the grid to be prompted to delete that invoice.

(Optional) Import Transactions

The Accounts Receivable Transaction Import reads an Excel file that you specify and then imports each row of that file as unposted transactions.

NOTE: This option can also be accessed from Utilities > Import Transactions.

  1. Select Import Transactions.
  2. File Name: Click Choose File.  Browse to the folder where the file is located and select the file to import.
  3. Click Import to continue or Cancel to return to the Transactions page.
  4. From the Import Preview grid, you have the option to "Use Invoice Numbers in Excel file" when importing transactions (if provided), or to have the program assign it automatically.  

NOTE: If your file has the same invoice # on multiple lines for the same customer, the import creates one invoice for those lines. However, if "Save Invoice Detail as Separate Invoices?" is selected in Modify > Company Information, a separate invoice is created for each line.

File Layout:

The order of the columns below does not matter, but the first field in each column must contain the descriptions listed below.

Required columns are shown with an asterisk (*).

  • CompanyNumber*
  • Customer* (duplicate Customer, InvoiceNumber, and RevenueCenter creates 1 invoice with multiple detail lines)
  • InvoiceNumber*
  • RevenueCenter*
  • InvoiceDate*
  • DueDate*
  • Item*
  • Description*
  • UnitPrice*
  • Quantity*
  • Amount*
  • BillTo
  • Source
  • ProjectNumber
  • Note

NOTE: The header names are case-sensitive (e.g., “invoicedate” or “INVOICEDATE” will not work, must be “InvoiceDate”).

Invoice Edit Report

  1. Select the invoices you want to view.
  2. Click the Invoice Edit Report button to display a preview of the Edit List of Invoices.
  3. Click Report Preferences on the blue bar above the report preview to select from the following options:
    • Print Notes
    • Print Setup Information
    • Print Recap By Revenue Center
    • Print Recap By Item
    • Print Recap By Source
    • Print Recap By Taxes

You can customize the sort order on the report by using your mouse to drag options horizontally between Available Options and Selected Options. You can also drag options vertically to re-order the Selected Options column. We recommend you drag items between the columns rather than using the ">>" and "<<" buttons since those buttons move all items.

All detail for the selected invoices is displayed along with any selected recap options.

If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click the Close Report button to return to the Unposted Invoices page.

Post Invoices

Posting your invoices allows them to be paid through Manage Payment Processing.

  1. Select the invoices you wish to post within the grid. You can also select the top box to select all invoices in the grid.
  2. Click the Post Invoices button to begin the posting process.

Unposted Invoices - Post allows you to review selected invoices before posting as well as printing invoices if you have that option selected in Company Information.

This Section Includes:

ACH Information

If you have at least one ACH transaction the ACH Information page appears.

  1. Select the ACH Effective Date.
  2. Click the OK button to continue in the posting process or the Close link to return to the previous page without posting.

Bank Account

The bank account used for any ACH payment on the journal entry sent to General Ledger is based on your currently selected bank account. You can change the bank account in Current Financial Settings (More Information).

Print Invoices

A preview of the invoices being posted displays if you selected the option to Print Invoices in Company Information. Any Sales Tax is shown as an item on the invoice.

  1. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print.
  2. Click the Continue button to move forward in the posting process or the Cancel link to return to the Unposted Invoices page.

Finalize Invoices

  1. Preview the Final List of Invoices. If you have at least one ACH transaction you also have an ACH Verification Report.
  2. Click Report Preferences on the blue bar above the report preview to select from the following options:
    • Print Notes
    • Print Setup Information
    • Print Recap By Revenue Center
    • Print Recap By Item
    • Print Recap By Source
    • Print Recap By Taxes

You can customize the sort order on the report by using your mouse to drag options horizontally between Available Options and Selected Options. You can also drag options vertically to re-order the Selected Options column. We recommend you drag items between the columns rather than using the ">>" and "<<" buttons since those buttons move all items.

If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print.

If you have at least one ACH transaction, you must click the Download ACH File button in order to move forward in the posting process. You can then save this file to a desired location. Once you have done this, edit the Posting Date if desired and then click the Finalize Post button which finalizes your invoices and post them to General Ledger.

If you are posting at least one ACH transaction, you must click the Download ACH File button for the Finalize Post button to appear.

 

NOTE: The Post Directly to General Ledger without Editing option allows you to have your journal entry posted all the way through to the General Ledger History so that it can be viewed on reports and on the View Posted Journals page within General Ledger. This allows you to skip having to edit and post the journal entry in the Manage Unposted Journals page in General Ledger.

If you do not wish to post your invoices, click the Cancel link to return to the Unposted Invoices page.

 

 

Updated

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