Entering A/R invoices and credit notes manually

Related topics

You only use manual entry if you do not have a pre-system from which you transfer the invoice and accounting transactions to DC1 Financials.

You start all manual entry of financial transactions from one menu item: Enter financial transactions.

When entering invoices and credit notes, the system updates the Accounts Receivable instantly with the new transactions and balances. The update of the General Ledger, however, is controlled by the Transaction update parameter in the G/L control file. The following codes apply:

Code	Description
1	Immediate update when you close the batch.
2	Delayed update until you run the Update delayed G/L journals routine.

Note: If you use delayed update, the General Ledger balance will not always represent the current debt situation.

The manual entry of transactions relies on default handling set up in different files and tables, so usually you only need to complete a few fields if the defaults apply for the transaction you are going to enter. Note: If a default Document type was set up along with an attribute of X, and the Document type is changed during manual entry, then the system will retrieve the document number from the corresponding number series and override the one which was previously retrieved.

The Accounts Receivable uses default debtor handling on all invoices and credit notes, which means that you enter the transaction with the customer number, but the debtor number takes over in all further handling. If no debtor number exists for the customer, the debtor and customer number are the same, but the expression “debtor number” is still used instead of “customer number” to represent the number.

User template

From the Financial system transaction entry you can choose to maintain your user template by clicking User template. It is possible to decide on field level whether a value entered for the previous document should be the default value also for the next document. This is achieved by entering an asterisk (*) in the appropriate attribute field.

Accounting

The accounting for invoices and credit notes depends on the type of posting:

The control account postings are always posted automatically by the system.
The contra account postings can be made automatically by the system and/or manually.

Control accounting

The control account posting is based on pseudo accounting, and the system uses the pseudo account defined for the document type. The default is XDDEB in combination with the A/R group of the customer.

VAT accounting

The VAT part of the contra accounting depends on how VAT entry is defined in the G/L control file; on invoice or on General Ledger level.

VAT invoice level

Handling is controlled by the document type. If VAT/default accounts for the document type is YES, then a panel with VAT handling codes is displayed during the invoice entry process. You allocate the invoice amount between the different codes that will automatically post the VAT. Which VAT handling codes are displayed, is defined by the VAT catalogue set up for the customer in the Business partner file, or the default VAT catalogue from the A/R control file. If VAT/default accounts is NO, then you can enter your VAT postings manually on the last panel in the entry process, where you do the manual accounting.

VAT G/L level

Handling is controlled by the account(s) you use for the contra accounting of income. You can use the pre-defined pseudo accounts, or enter the accounts on the last panel in the entry process, where you do all manual accounting. If the account you enter has a VAT catalogue defined in the Account file, the system will default the first VAT handling code in the catalogue to create the VAT posting. You may override the default by entering another code manually.

Contra accounting

The income part of the contra accounting is controlled by the document type. You can define one contra pseudo account, a pseudo catalogue or leave the fields blank to do all contra accounting manually.

If you define one contra account, the system will automatically post the remaining invoice amount, after any VAT postings, along with the control account posting. This way you never see which accounts the system uses, and you get no option to override the account.

If you define a pseudo catalogue, you can manually allocate the amounts between the proposed accounts, but also select to post the remainder manually on the last panel.

The pseudo catalogue is defined in Work with pseudo catalogues and you can enter several pre-defined pseudo accounts in the pseudo catalogue.

Attaching a pseudo catalogue for contra accounting can be done on customer level in the Business partner file or for the document type in Work with document types.

If no contra accounting rules are set up for the document type, all postings must be made manually on the last panel.

Enquiries and printouts

A/R transactions and balances – contains details and settlement information for all A/R transactions that have been entered.
G/L transaction details – contains the G/L postings for all A/R transactions in batches that have not been closed.
G/L transactions – contains the G/L postings for all A/R transactions that have updated the General Ledger. You can use the parameters document type and number for selection.
A/R transaction list – displays details for all A/R transactions that have been entered. A number of sequence and selection parameters are available, to give you the list that is relevant for your needs.
G/L transaction list – displays details for the G/L postings of A/R transactions. You can use the parameters document type and number for selection.
A/R balance list – displays customer balances on different levels.