Maintain an Invoice

Use the AR Invoice Maintenance (RM) program to mark an invoice disputed, enter promised payment information, and change AR terms for an open invoice. See Background and Road Map for more information.

Enter the customer's number, the customer's AR consolidation parent, or click the Lookup icon and use the standard lookup options to select the customer from a list.

A program option controls whether or not zero balance invoices are listed. These fields are displayed:

Field Name	Displays
Invoice no	The invoice number
Tr no	001, which is the first transaction for this invoice
Trans	The date the transaction was entered
Tr cd	The transaction type: CA: Credit adjustment CM: Credit memo DA: Debit adjustment DI: Debit invoice DM: Debit memo DP: Deposit PY: On account payment WO: Write-off
Order no	The sales order number
Cust PO number	The customer's purchase order number
Trans amount	The total amount of this transaction
Balance due	The amount due after this transaction
Disputed?	Y indicates that the invoice is disputed
Prom pmt	The date by which the customer has promised a payment
Promised amt	The amount of the payment promised by the customer

Choose the appropriate options:

To	Do This
Display and/or change an invoice	Highlight the line and click Select or double click the line. See step 3.
Print the list of invoices	Click Print.
Display invoices for a different customer	Click OK. See step 1.
Exit the program	Click Exit.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Cust PO number	Optional 12 alphanumeric	Enter a different purchase order number.
AR terms	Optional	Select the correct payment terms for this customer.
Disputed?	Optional	Select to mark this invoice disputed or leave blank if the invoice is not disputed.
Authority	Optional 8 alphanumeric	Enter the name or code of the person or department who authorized this action.
Reason code	Optional 5 alphanumeric	Select a code that explains the reason for the dispute.
Prom pmt date	Optional 10 date	Select the date by which the customer promised to pay this invoice.
Prom pmt amt	Optional 14 numeric in the format 999999999999.99	Enter the amount the customer promised to pay.
Promised by	Optional 35 alphanumeric	Enter the name of the person who promised this payment.
Phone number	Optional 20 numeric	Enter the phone number of the person who promised the payment.
Phone ext	Optional 5 numeric	Enter the phone extension of the person who promised the payment.

Choose the appropriate options:

Do This

Display credit card payment information and additional details

Click Other info. The displayed data cannot be changed.

Enter or change notes for this invoice

Click Notes. See Enter or Change Notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Display transactions for this invoice

Click Detail. See Display Invoice Transactions. Click OK to return to this program.

Display the sales order for this invoice

Click Order. See Display a Sales Order. Click OK to return to this program.

Display shipment lines for this invoice

Click Shipments. See Display Shipment Lines. Click OK to return to this program.

Reprint this invoice

Click Print and then:

Click	To
Single copy	Prints a single copy to the user's default device (or prompts if user option is to prompt for override).
All copies	Uses the document management system to print copies to specified devices and recipients
Back	End this action

Display due dates, amounts due, and payments or adjustments made

Click Payments.

This button displays only if the customer can make progress payments on this invoice.

Change bill-to address details

Click Address.

View or import documents associated with the order invoiced (e.g., sales order, acknowledgment, packing slip, etc.)

Click Documents.

Click View to view archived and imported documents, See Display Document Archive. The View button is active only if archived documents are available.
Click Import to import a document for this invoice.

See Document Archiving and Document Import for more information.

Accept changes leaving the invoice displayed

Click Apply.

Accept the data and return to the list of invoices

Click OK. See step 2.

Reject changes and return to the list of invoices

Click Cancel. See step 2.

Exit the program.

Click Exit.