CenterPoint® Fund Accounting - 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.

CenterPoint offers multiple ways to customize the transaction entry screens. This customization will enable you to enter transactions more efficiently. Click here to view a document that describes the customization you can perform. Click here for an overview of transaction entry.

Entering a Sale:

  1. To begin entering a sale or return, select Processes > Sales > Customer Invoices (Detail) from the main CenterPoint screen.
  1. 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 Due, Discount Date and Sales Tax fields will be populated automatically.
Note: If you want to attach a document to this transaction, see the Attach Documents to Transactions topic for detailed information. Attached files (for example, pictures of a product, specifications of a product, warranty information, etc.) can be emailed with customer invoices.
  1.  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 department. You can also display an Account Balances screen by clicking in the Account box on the Detail screen. This screen will display the latest period balances for the account entered on the grid. If the account is not a balance sheet account, a balance will not display
  2. Specify the Department.
  3. 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.
  4. 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 department. If you click in the Account box on the Detail screen you can also display an Account Balances screen. This screen will display the latest period balances for the account entered on the grid. If the account is not a balance sheet account, a balance will not display
    • 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.
  5. 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.
Note: It is not necessary to view the lines, if you click Save after the transaction is complete your lines will be reordered. When you assign a line sequence number, it will automatically be renumbered after the lines are reordered back to 10, 20, and so on to make it easy for future reordering.
  1. 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
  2. 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:
Note: If you want to attach a document to this transaction, see the Attach Documents to Transactions topic for detailed information.
  1. 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.

Document: 3144

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