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Unposted Invoices


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

This Section Includes:

Filters

Preferences

Invoice Grid

Import Transactions

Invoice Edit Report

Post Invoices

 

Filters

 

Choose from the different filters available.

Revenue Centers:

ACH:

All Transactions

Only ACH transactions

No ACH Transactions

Import Type

All Transactions

Import Type Only

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

 

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.

Double-click on an invoice or click the Edit  icon to edit an invoice in the grid. 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.

 

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

 

Select the invoices you want to view and click the Invoice Edit Report button to display a preview of the Edit List of Invoices. 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. Select the invoices you wish to post within the grid. You can also select the top box to select all invoices in the grid. Click the Post Invoices button to begin the posting process (More Information).