, and then select the date. The default is the current date.Use Customer Invoice and Adjustment to create various kinds of customer billings. These kinds of billings include non-project invoices, adjustments, finance charges, and recurring invoices. Existing invoices generated in Customer Invoice and Adjustment as well as project invoices generated in Project Invoice may be printed within this screen.
Note: Finance charges can be also created using Assess Finance Charges. Assess Finance Charges calculates finance charges automatically based on the total of open document balances for customers and automates the process of creating documents.
The import icon on the toolbar allows invoices and adjustments to be imported into this screen from external sources. The data needs to be formatted in a CSV file to match the order of the fields on the screen. Contact Technical Support for more information.
Main tab
Select Financials | Receivables | Customer Invoices and Adjustments.
In Type, select Invoice.
In Status, select a status based on the current state of the customer invoice. Options include the following:
Approved – A customer invoice that is approved.
Cancelled – A customer invoice that is cancelled
Hold – A customer invoice that is held pending additional action.
Pending – A customer invoice that is not completed or that will have more details added.
Posted – A customer invoice that is completed and ready to be posted to the general ledger.
Submitted – A customer invoice that is submitted for approval.
Template – A customer invoice that will be used as a guide for other users.
Note: New customer invoices should stay at a Pending status until they are fully entered and ready to be posted.
(Optional) In Reason, select None, Amount in Excess of Credit Limit, Blanket Purchase Order Expired, Customer on Credit Hold or Recurring Purchase Order Expired. The default value is None.
In Period, select the period to which you want to post the invoices. The default is the Current Period for the General Ledger module in Period Closing.
In Date, specify the transaction date. Or, click Calendar , and then select the date. The default is the current date.
In Description, type a description of the invoice.
Note: For recurring invoices, you can insert a relative date anchor tag into the description text. Each time the recurring invoice is posted, the system makes a substitution for the anchor tag, derived from the tag used and the date specified in the Date field.
The following tags can be used. To be recognized within a text description, tags must have at least one space on each side.
[CalendarQuarter]
[CalendarQuarter,+/-##]
[CalendarYear]
[MonthName]
[MonthName,+/-##]
[MonthNumber]
[MonthNumber,+/-##]
[RecurrenceNumber]
For example, if you have a recurring invoice that is to be posted once each calendar quarter for the life of the invoice, you could use the [CalendarQuarter] tag. In the Description field, you could enter “Invoice for quarter [CalendarQuarter]”. If the transaction date specified in the Date field for the first invoice is 3/15/2022, then when it is posted, the description would be updated to say, “Invoice for quarter 01 2022”. The second invoice in the series would be generated when the first invoice is posted. The Date field on the second invoice must be changed to a date in the second quarter, maybe 6/15/2022. When it is posted, the description would be updated to say, “Invoice for quarter 02 2022”.
(Optional) Specify user information in Session Reference. This data is not used for processing. The session reference allows for the unique identification of a batch of Customer Invoices.
In Customer ID, specify the ID of the customer with whom you want to associate the transaction. Or, click Lookup 
to locate the customer.
The name of the customer associated with the Customer ID that you specified in step 9 appears in Customer Name. You can specify a different customer by clicking Lookup, and locating the name. Any time that the customer name is changed, the Customer ID is updated to match.
The Customer Class displays the default customer class that you defined in Customer Class.
Currency is display-only and shows the currency assigned to the selected customer.
Exchange Rate is display-only and is set based on the Date and the entries in the Exchange Rate Tables for the applicable currency. If the actual date does not exist in the applicable exchange rate table, the nearest, prior date from the table is used.
Note: Currency and Exchange Rate are included only if you are using Multicurrency in your Beyond Software system.
Invoice Message is user-defined and prints on the customer invoice.
In Terms, select the terms that you want to apply to the invoice.
Invoice Due Date is calculated by using the terms criteria and is displayed as the due date on the invoice. To override the calculated date, click Calendar, and then select the new date.
Discount Due Date is calculated by using the discount criteria that you defined in Terms. To override the calculated date, click Calendar, and then select the new date.
(Optional) In Customer Purchase Order, specify the customer’s purchase order number.
In Billing Contact ID, specify the ID of the billing contact resource with whom you want to associate the transaction. Or, click Lookupto locate the resource.
The name of the billing contact that is associated with the Billing Contact ID that you specified in step 5 appears in Billing Contact Name. You can specify a different billing contact by clicking Lookup, and locating the name. Any time that the billing contact name is changed, the Billing Contact ID is updated to match.
Specify the Project ID that represents a project billed in Project Invoice under Projects.
Specify the Project Invoice Number that represents a project billed in Project Invoice under Projects.
Use this tab to select which customer-related address, telephone number, and email addresses to use on the invoice.
In Type, the “Business” type address automatically appears when you select the customer. You can select a different address if another address type exists. You can also create a new Type by using the Quick Add feature. For more information, see Quick Add.
The customer’s address information appears display-only in Line 1, Line 2, City, State, Zip Code, and Country. You can edit the values only in Address.
The customer’s telephone number appears in Phone. You can also create a new Telephone number by using the Quick Add feature.
The customer’s fax number appears in Fax. You can also create a new Fax number by using the Quick Add feature.
The customer’s email addresses appears in Email Address. To add another email address to the project, click 
, click Lookup to open Email Address, and then select an email address.
Only use this tab if you are creating a recurring invoice.
Click to select the Recurring check box.
Specify the number of times the invoice should be generated in Frequency. The following frequencies are available:
Annual – A new invoice will be automatically created one year from the date specified on the Main tab, for the life of the recurring invoice
End of Month – A new invoice will be automatically created at the end of the month during the life of the recurring invoice
End of Period – A new invoice will be automatically created at the end of the period when the period is closed for the life of the recurring invoice
End of Quarter – A new invoice will be automatically created at the end of the quarter for the life of the recurring invoice
Every X Days – A new invoice will be automatically created based on the number of days that you specify in Days. Days is enabled for this selection.
First of Month – A new invoice will be automatically created the first day of the month during the life of the recurring invoice
First of Period – A new invoice will be automatically created the first day of the period during the life of the recurring invoice
First of Quarter – A new invoice will be automatically created the first day of the quarter during the life of the recurring invoice
X Day of the Month – A new invoice will be automatically created on the day of the month you enter in Days. Days is enabled for this selection.
Note: If you selected Every X Days in Frequency, specify the number of days between occurrences in Days. If you selected X Day of the Month in Frequency, specify the day of the month the recurrence should occur in Days.
Day(s) is enabled and should be populated when X Day of the Month or Every X Days is selected in Frequency.
Specify the date of the first recurrence of the invoice in Start Date.
Specify the date of the last recurrence of the invoice in End Date.
Specify the number of times the invoice should recur in Times when the End Date is not specified.
Last Updated is automatically updated when a change is made to a recurring journal entry.
Click History to view the invoices that exist for this recurring invoice. Document History appears, displaying the number of times the recurring invoice was posted, the period in which each entry was posted, the date of each entry, the date each entry was last updated, the number (recurring counter) in the series of recurring entries, and the total of each entry. History becomes enabled when the current invoice is a recurring invoice.
Note: The Apply To tab is used when the Type is defined as an Adjustment.
Use this area to create detail line items for the invoice.
Click Add Line 
to create an invoice line. Customer Invoice and Adjustment Detail appears.
In Type, select the kind of line. The valid options include the following:
Description – Enter a description only line with no qty, amount, etc.
Finished Good – Used for entry of finished good sales
Miscellaneous – Used for entry of miscellaneous charges applicable to the invoice/adjustment.
Sales Tax – Used for entry of sales tax applicable to the invoice/adjustment.
Service - Used when selling a service. Option is available when Inventory is installed.
Write-Off – Used for entry of an amount to be written off the invoice/adjustment.
In Item, select an inventory item. This option is available when Inventory is installed.
In Description, type a description for the line item.
In Warehouse, select a warehouse where the item is located. Option is available when Inventory is installed.
In Unit of Measure, select a unit of measure. Option is available when Inventory is installed.
In Quantity, specify the quantity for the line item. The field defaults to 1.00.
In Unit Price, specify the unit price. The System calculates Total Price.
(Optional) In Discount Percent, specify the discount percent. The System calculates Discount Amount.
In Total Price, you can override the calculated total price. If you do this, the System recalculates Unit Price.
In Revenue, specify the account group that you want the invoice to affect. In Acct, specify the account. In Dept, specify the department. In Ter, specify the territory. In Prd, specify the product line.
Press Tab to save the line item, and then click New to start adding the next line item. Or, click Save and then click New. Or, click Save and New.
Repeat for each line item that you want to create.
Close Customer Invoice and Adjustment Detail and then click Save to save the invoice.
Click the Reverse Customer Invoice button. The system will automatically generate an adjustment that offsets the original invoice. The adjustment will need to have its status set to Posted to update the Vendor and General Ledger accounts.
Select Financials | Receivables | Customer Invoices and Adjustments.
In Type, select Adjustment.
In Status, select a status based on the current state of the adjustment. Options include the following:
Approved – An adjustment that is approved.
Cancelled – An adjustment that is cancelled
Hold – An adjustment that is held pending additional action.
Pending – An adjustment that is not completed or that will have more details added.
Posted – An adjustment that is completed and ready to be posted to the general ledger.
Submitted – An adjustment that is submitted for approval.
Template – An adjustment that will be used as a guide to for other users.
Note: New adjustments should stay at a Pending status until they are fully entered and ready to be posted.
(Optional) In Reason, select None, Amount in Excess of Credit Limit, Blanket Purchase Order Expired, Customer on Credit Hold or Recurring Purchase Order Expired. The default value is None.
In Period, select the period to which you want to post the invoices or adjustments. The default is the Current Period from the General Ledger module in Period Closing.
In Date, type the transaction date. Or, click Calendar, and then select the date. The default is the current date.
In Description, type a description of the adjustment. For example, if the adjustment is for a refund, enter Refund to Project XXX (where XXX represents the project id).
(Optional) Specify user information in Session Reference. This data is not used for processing. The session reference allows for the unique identification of a batch Customer Adjustments.
In Customer ID, specify the ID of the customer with whom you want to associate the transaction. Or, click Lookup to locate the customer.
The name of the customer associated with the Customer ID that you specified in the previous step appears in Customer Name. You can specify a different customer by clicking Lookup, and locating the name. Any time that the customer name is changed, the Customer ID is updated to match.
The Customer Class displays the default customer class that you defined in Customer Class.
To complete the Invoice Message tab, see Invoice Message tab.
To complete the Billing Information tab, see Billing Information tab.
Note: Discount Due Date is disabled for adjustments.
To complete the Bill To tab, see Bill To tab.
To complete the Recurring tab, see Recurring tab.
To create detail lines, see Detail area.
When you are finished creating the adjustment, set the Status to Posted on the Main tab and then click Save.
Apply To tab
In the Invoices/Finance Charges area, click Add Line to select an invoice line. Apply To Detail appears.
Note: Adjustments must be posted to enable Apply To Add Line.
Pending defaults in Status. After the detail is entered and is correct, you must select Posted.
In Document Number, click Lookup to open Billing Invoice Find, and select the invoice or finance charge to which you want to apply this adjustment.
Document Amount displays the document number that you selected.
Document Balance displays the amount of the document number that you selected.
In Amount To Apply, type the amount of the adjustment that you want to apply against this particular document number. To increase the balance, enter a positive amount. To reduce the balance, enter a negative amount.
In Application Date, type the date that you want to reflect the application of the adjustment. Or, click Calendar, and then select the date.
Adjustment Amount displays the amount of the adjustment.
Applied Amount displays the amount of the applied adjustment that is posted.
After you have reviewed the values, select Posted in Status, click Save, and then close Apply To Detail.
The System returns you to Customer Invoice and Adjustment. Click Save.
Select Financials | Receivables | Customer Invoices and Adjustments.
In Type, select Finance Charge.
In Status, select a status based on the current state of the adjustment. The options include the following;
Approved – An adjustment that is approved.
Cancelled – An adjustment that is cancelled.
Hold – An adjustment that is held pending additional action.
Pending – An adjustment that is not completed or that will have more details added.
Posted – An adjustment that is completed and ready to be posted to the general ledger.
Submitted – An adjustment that is submitted for approval.
Template – An adjustment that will be used as a guide for other users.
Note: New adjustments should stay at a Pending status until they are fully entered and ready to be posted.
(Optional) In Reason, select None, Amount in Excess of Credit Limit, Blanket Purchase Order Expired, Customer on Credit Hold, or Recurring Purchase Order Expired. The default value is None.
In Period, select the period to which you want to post the invoices. The default is the Current Period.
In Date, type the transaction date. Or, click Calendar , and then select the date. The default is the current date.
In Description, type a description of the adjustment. For example, if the adjustment is for a refund, enter Refund to Project XXX (where XXX represents the project ID).
(Optional) Specify user information in Session Reference. This data is not used for processing. The session reference allows for the unique identification of a batch of Customer Adjustments.
In Customer ID, specify the ID of the customer with whom you want to associate the transaction. Or, click Lookup to locate the customer.
The name of the customer associated with the customer ID that you specified in the previous step appears in Customer Name. You can specify a different customer by clicking Lookup and locating the name. Any time the Customer Name is changed, the Customer ID is updated to match.
The Customer Class displays the default customer class that you defined in Customer Class.
To complete the Invoice Message tab, see Invoice Message tab.
To complete the Billing Information tab, see Billing Information tab.
Bill To tab is not applicable.
Recurring tab is not applicable.
Apply To tab is not applicable.
To create detail lines, see Detail area.
When you are finished creating the adjustment, set the Status to Posted on the Main tab and then click Save.
Use the Find button on the main toolbar to load an invoice created in Financials | Receivables | Customer Invoice and Adjustments.
Select the down arrow on the Print Screen button and select Print Formatted.
Note: The formats displayed were defined in Administration | Setup | Forms where Form Type is set to Customer Invoices (Standard).
Select one of the formats.
On the Report Options dialog, select the options to use.
Click View Report. The invoice preview is displayed.
Click the print icon on report toolbar or click Print this report in the Report Actions pane.
See also Print Invoices and Printing.
A: Bill a customer every month for leasing space in your building is an example where recurring invoices optimize the billing process.
Q: Can I increase the number of recurrences?Q: Can I increase the number of recurrences?
A: Yes.
Q: Why is one of my invoices on hold?Q: Why is one of my invoices on hold?
A: The credit limit set in the customer file has been exceeded.
A: This information is brought over when a Project Invoice is approved.
A: This information is brought over when a Project Invoice is approved.
A: The status of the adjustment is not Posted yet. Change the Status to Posted on the Main tab, and then click Save.