CenterPoint^® Accounting for Agriculture - Enter an Unpaid Sales Invoice or Return

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Customer Sales Invoices Video - Duration: 14 min 36 sec

Customer Returns Video - Duration: 7 min 08 sec

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Customer Invoices are used to record a sale of goods or services. If the invoice is entered without a payment, the invoice will increase the customer's balance and the accounts receivable account. A return is entered using the same process, but negative quantities are used instead of positive.

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Entering a Sale:

1. To begin entering a sale or return, select Processes > Sales > Customer Invoices (Detail) from the main CenterPoint screen.

2. Enter the Customer by typing in a portion of the customer’s name or abbreviation or click on the lookup button to display a list of your existing customers. Once the customer is selected, the Shipping Method (if a shipping method isn't assigned for this customer, it will display from the default set in File > Preferences > Customer Invoices > Defaults), Salesperson, Terms, Due Date, and Discount Date and Sales Tax fields will be populated automatically.
3. Complete all other needed fields on the Select tab. Most fields are optional – complete only those that are pertinent to your business.
4. Click on the Shipping Name lookup button to specify a different address for the shipping address.
5. The AR Account will automatically display the default AR account assigned to the customer. If the customer does not have a default AR account, the default account will display from File > Preferences > Customer Invoices > Defaults. This account can be modified.

6. The system will automatically bring you to the Invoice tab when you enter/tab off of the last field on the Select tab. Otherwise one can click on Invoice tab manually. 

7. Select the first Item sold to the customer by either typing in a portion of the item abbreviation or the item description or click on the lookup button to display a list of items. If you click the Detail button in the data entry grid, you can enter additional details about the transaction, for example for some of the fields you chose not to display on the data entry grid such as associated account, notation, and profit center
8. Once the Item is selected the system will automatically display the Description, Account and Sales Price. This information will pull from the information that has been setup on the item.
9. Specify the Quantity sold. A positive quantity is used for a sale, a negative quantity for a return. The Description, Account and Sales Price can also be modified, if needed. 
10. If you set the File > Preference > Accounts > Personal Accounts preference and marked accounts as personal accounts and have a company marked with company type = Personal, you can add a Company column to the data entry grid that will allow you to identify personal vs farm transactions by selecting a company for each line on the data entry grid. This will allow to easily repare consolidated or separate financial reports for your personal/farm companies.
11. Continue entering additional lines for each item sold to this customer.
    • If you click the Detail button in the data entry grid, you can enter additional details about the transaction, for example for some of the fields you chose not to display on the data entry grid such as associated account, notation, and profit center
    • The Substitutes button will be highlighted in red if there is not enough quantity available from the item/location combination and the item has a substitute. Click the button to display the Substitutes Locations/Items screen. The Inventory Locations tab allows you to view the quantity on hand, assigned, available at the locations available in the system. The Substitutes tab lists any substitute items, inventory locations, quantity on hand, assigned, available, on order, and unit of measure.
    • If you click the Comments button on the data entry gird, a Line Comments screen displays that allows you to type a 3200 character comment for each line in the data entry grid.
    • If you click the Additional Description button on the data entry grid, the Sales Item Additional Description screen displays that allows you to type in a 3200 character additional description for each line item in the data entry grid.
12. If you want to reorder the lines you entered on the transaction in a particular order, include the Line Sequence column in your data entry grid. Each line will automatically be assigned a line sequence number. The first line is assigned 10, the second 20, and so on. To reorder the lines, change the sequence number to the order in which you want the lines to print or display. For example, if you want the second line to print before the first line, change the line sequence to be 5, 6, 7, 8 or 9. To view the reordered lines, click Options, and then select Refresh.

13. To add up to eight custom fields you can define in File > Preferences > Accounts Receivable > Custom Fields or a 3200 character comment for the sale, click the Options button and select Custom Fields/Comments
14. If applicable, enter Freight and Miscellaneous charges at the bottom of the screen. The Sales Tax will be calculated automatically based on the Sales Tax selected.
15. Verify the information for accuracy and click Save to complete the invoice. If the Invoice Total is less than zero, the Customer Credit Invoices preference in File > Preferences > Customer Invoices > Customer Returns and Refunds will be checked to determine how to handle the negative invoice:

    • Not Set - When a negative customer invoice is entered and you click Save, the following screen will display for you to determine if you want the negative invoice saved as a Customer Deposit (Refundable Credit) that posts to Customer Deposits instead of an Accounts Receivable account or Negative Invoice that posts to your Accounts Receivable account. You also have the opportunity to save your selection as your preference in File > Preferences > Customer Invoices > Customer Returns and Refunds and not display this screen again.

• Save as a customer deposit invoice (refundable credit) - When a negative customer invoice is entered and you click Save, the negative invoice will be saved as a Customer Deposit (Refundable Credit) that posts to Customer Deposits instead of an Accounts Receivable account. The Customer Deposit can then be refunded or applied to future invoices. You will not see the Credit Invoice Save Options screen when this preference is set.
• Save as negative invoice - When a negative customer invoice is entered and you click Save, the negative invoice will be saved as a negative invoice that posts to your Accounts Receivable account. The amount will show as a credit on the customer's account and can be applied to an outstanding balance on the Receipts screen. You will not see the Credit Invoice Save Options screen when this preference is set.
• Always Show me the Save Options - When a negative customer invoice is entered and you click Save, the Credit Invoice Save Options screen will always display for you to determine if you want the negative invoice saved as a Customer Deposit (Refundable Credit) that posts to Customer Deposits instead of an Accounts Receivable account or Negative Invoice that posts to your Accounts Receivable account. You also have the opportunity to save your selection as your preference in File > Preferences > Customer Invoices and not display this screen again.

16. The invoice and other forms selected in File > Preferences > Printing > Customer Invoices or Customer Invoices (Detail) will be printed if the Print button had a green check mark on it or e-mailed if the E-mail button had a green check mark on it.

Please refer to the Shortcuts/Time Savers in Transaction EntryShortcuts/Time Savers in Transaction Entry document for tips on how to enter transactions efficiently and customize the screens.

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