Release/Forgive Invoice
Invoice History contains information about all the invoices and credit memos posted in the system. Four folders of information are available: Unpaid Invoices, All Invoices, Unpaid Credit Memos, All Credit Memos.
Detailed information is available for each line item. The line items are sorted by invoice date and then date entered.
While viewing transactions in any of the folders, the action buttons on the right are active if applicable to that folder. The action buttons are: Filter, Edit, Void, General Ledger.
Edit Check
Clicking on this button will bring up a screen displaying the check which paid the highlighted invoice. Included in the information are all bill codes which were used and the amounts.
Release / Forgive Invoice
In addition to the standard action buttons, while on the Edit screen there is a Release Invoice button. Clicking it while editing a partially paid invoice will cause the invoice amounts to be changed to the total amount paid so far. These changes will be reflected on the date the invoice was originally posted. A warning message will display asking if you want to do this. If you click Yes, the change will be posted and you are returned to the edit screen. Pressing Cancel from the edit screen will not undo the change to the invoice amounts.
Copy Invoice
This button will open an invoice screen with a copy of the highlighted invoice. You can make changes and save the new invoice. Upon saving you will get the duplicate invoice message unless you have changed the invoice number. You can then void the original invoice if appropriate.
Folders
Unpaid Invoices
This displays all the unpaid invoices currently in the system.
All Invoices
This displays all invoices ever entered in the system.
Unpaid Credit Memos
This displays all pending credit memos.
All Credit Memos
This displays all credit memos entered in the system.
Line Items
There are two blocks of detail information because an invoice may contain several line items from different owners or units. The block at the top has to do with the invoice itself. The block at the bottom has to do with the individual payables involved in making up the invoice amount.
Top Block
Invoice Number
the invoice number entered in the invoice function
Payee
the payee information entered in the invoice function
Amount
the amount of the line item
Unpaid
any amount still unpaid
Memo
the memo entered on the transaction
Bottom Block
Payer
which ledger account was or will be debited for the invoice line item
Amount
the amount the ledger account will be or was debited
Discount
any discount amount applied
Memo
the memo on the invoice line item
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