Accounts Receivable - Invoice Entry Process - Draft

Accounts Receivable _ Invoice Entry
End User Processes

Epicor 9
Version 1
Document prepared by: Amos Mzenge
Designation: Business Analyst
Document No: IT/G/BA/05/2014/MEAR/0010/01 Reviewed On: May-2014 Related Policy: Page: 1 of 38

MORELLATO MIDDLE EAST FZCO
Sign Off
On behalf of Morellato
Signed
Name
Title
Date
On behalf of Paris Gallery
Signed
Name
Title
Date

Version Control
Version Number Description Date
1 Initial Draft 18/05/2014
2 Updated
Distribution List
Name Position
Mr. Mohamad Saleh Finance Manager –Morellato Middle East FZCO
Mr. Arun Kumar Group IT Manager-Paris Gallery LLC
Mr. Amit Kumar Business Application Manager-Paris Gallery LLC
Mr. Abed El Karim
Oracle Specialist-Paris Gallery LLC
Hammoud

1 Table of Contents
Sign Off ...........................................................................................................................................................................................2
Version Control ...............................................................................................................................................................................3
Distribution List ..............................................................................................................................................................................3
Preface ............................................................................................................................................................................................5
INVOICE ENTRY PROCESS ...............................................................................................................................................................6
1 Shipment Invoices ..................................................................................................................................................................6
2 Miscellaneous Invoice ..........................................................................................................................................................12
3 Credit Memo ........................................................................................................................................................................15
3.1 Allocating the Credit Note to the invoice ....................................................................................................................17
4 Advance Billing Invoice ........................................................................................................................................................20
5 Deposit Billing ......................................................................................................................................................................25
6 Drop shipment invoicing ......................................................................................................................................................29
7 Cancellation Invoice .............................................................................................................................................................31
8 Trackers ...............................................................................................................................................................................37
8.1 Invoice Tracker ............................................................................................................................................................37
8.2 Customer Tracker ........................................................................................................................................................37

Preface
This documents is intended to highlight the current as is processes used by Morellato for accounts Receivable invoice entry
processes in Epicor 9. It guides the user on the basic steps to create the various types of invoices in the accounts receivable
module. Epicor user guides can be used in line with this document for detailed and in-depth explanations.
Any additional functionalities will be included in this document through the version control.

INVOICE ENTRY PROCESS

There are several types of invoices that can raised in AR. These are
 Shipment
 Miscellaneous Invoice
 Miscellaneous credit Memo
 Advance Billing
 Deposit Billing
 Deposit Billing credit Memo
 Advance Billing Credit Memo
The steps to perform or create these are explained below.
1 Shipment Invoices
Menu Path: Financial Management>Accounts Receivable>General Operations>Invoice Entry
1. From the new menu, select new group.

2. Enter the group code
3. Current date defaults in the invoice date and Apply date. They may be changed if required. Apply date is the date
the transaction posts to the GL

4. From the actions menu, select Get> shipments
5. On the get Shipments window, select manual selection.
6. Highlight the pack slip (s) to be invoiced and click on OK.

7. On the message, click on YES
8. On the message , click OK
9. The invoice generated/ created appears on the invoices pane. The total of all the invoices (in base currency) is also
shown.

Navigate to Header>Detail
10. The invoice type is “shipment”.

11. The sale order related to the shipment
12. By default, theses 3 three dates are the shipment dates. They can be changed if required.
13. The totals are displayed
14. Select payment method, though not mandatory it is very important when using payment instrument functionality.
15. The currency and the rate are populated. These default from the Sales order.
Navigate to Line>Detail
16. The SO line and release.

17. The pack slip number and line.

18. The part and description are pulled from the SO line/ release.
19. The product group is also pulled from the SO line/release details.
20. Quantity and unit price
21. Click on Get default to get default GL account. The account can be changed if required.
22. From the actions Menu, select Group> Edit List
23. Click on print preview.

24. On the actions menu, select Invoice>Print invoice if need be.
25. On the actions menu, select group>Post
26. This information message will pop up, click OK to it.

27. Select submit process, once the “process submitted” message appears, the invoice post process window can be
closed.
2 Miscellaneous Invoice
The steps on how to create a miscellaneous invoice are as follows.
1. Create and save a group.
2. From the new menu, select new miscellaneous invoice.

3. The invoice type is Miscellaneous

4. Since this is not a shipment type invoice, the SO field is disabled but if there is any reference invoice or credit memo,
search and select it.
5. Search for and select a customer
6. Enter the Customer’s PO, terms, payment method and FOB details.
7. Edit the currency as required.
8. Save
9. Invoice number is auto generated.
10. From the new menu, select new line.

Navigate to the Line>detail window.
11. Enter the part and description if it is inventory related otherwise enter the description of a non-inventory
transaction.
12. Depending on 11. Above, enter the product group in the group field.
13. Enter the quantity and price.
14. The totals fields get populated based on data In point # 13.
15. Get default account and edit the GL account as required.
16. From the actions menu, select and print the edit list.
17. After confirming the edit list details, post the invoice

3 Credit Memo
The steps to create a credit memo are as follows:
As shown above, a group is mandatory requirement, create and save a group.
1. From the actions menu, select new Credit memo

2. The invoice type will be Miscellaneous
3. The credit Memo tab appears in Red.
4. Enter the reference invoice if any.
5. Edit the dates as appropriate.
6. Enter the customer details
7. Edit the currency as required.
8. From the New menu, select new line
9. Enter the reference invoice line

10. Enter quantity and price
11. The totals populate based on point # 10 above.
12. Edit and enter the GL account

13. Print the invoice, edit list and lastly post the invoice.
3.1 Allocating the Credit Note to the invoice

Menu Path: Financial management> Account Receivable>General Operations>Apply credit memo
1. From the new menu, select New Document To Apply

2. Select ‘Credit Memo/Correction invoice
3. The credit Memo red message appears.

4. Search and select or enter the Credit note to be allocated.
5. The Credit note amount populates.
6. Edit as desired the Transaction Apply date
Save the transaction
7. From the new Menu, select new invoice.

8. Enter the invoice number to be allocated to the credit note.

9. The invoice amount appears as unapplied.
10. Save the transaction.
11. Upon saving the unapplied amount changes to zero. The invoice value has matched to the credit note value
12. The unapplied amount is zero and so is the balance.

13. From the actions menu, select apply Credit memo.
14. From this, the credit note has been applied to the invoice and it is no longer appearing on the aged receivable or
customer statement.

4 Advance Billing Invoice

Menu Path: Financial Management>Accounts receivable>General Operations>Invoice entry
Once a group is created or if an existing group is being used, the following steps apply when creating an Advance Billing line
invoice. This functionality enables the Sales Order to be billed in Advance, the Sale Order has to be in place/created.
NOTE:
This functionality is applied at line level and not header level.
1. From the new menu, select New Advance Billing

2. The invoice type is “Advance Billing”.
3. Enter the sale order being billed in Advance
4. These details flow from the Sales Order
5. Click the save Button
6. The invoice number is auto generated.
7. From the new Menu, select new Line

8. Enter the sale order Line and release number. The part number and description populate together with the product
category and the customer’s PO.
9. Enter the advance billing amount.
10. From the actions menu, select Group>Edit list, to print the edit list and confirm the accounting entries and the
invoice details.
11. From the actions Menu, select Group>Post to post the advance billing invoice.
Once the Customer shipment has been done, the balance invoice has to be raised to the customer.
Create a new invoice group or use an existing one.

12. From the actions menu, select Get>Shipments
13. On the packing slip browse window, highlight the pack slip to be invoiced and click OK.

14. To the above message , click on Yes.
15. Click on OK to the above message.
16. The invoice type this time will be shipment and the invoice number will be auto generated.
17. The invoice totals pane shows the original order value less the advance billed amount and the net total payable.
18. The accounting entries for the above transactions

5 Deposit Billing
Create a group or use an already existing one. This functionality assist in billing and collecting a deposit for a shipment/order
that is yet to be fulfilled or done.
1. From the new menu, select new Deposit Billing
2. The invoice type is Deposit Payment

3. Enter the Sales order number.
4. Edit the dates as necessary.
5. Save
6. The invoice number is auto generated.

Navigate to the Line>Deposit
7. In the extended Price field, enter the deposit amount to be billed.
8. From the actions menu, print the invoice if need be.

9. From the actions menu, print the edit list
10. From the actions menu, post the invoice.

11. The accounting entries for the deposit billing transaction.
Once the Sales order has been fulfilled i.e. customer shipped, the balance invoice can be raised to the customer.
Note:
Cash deposit will be handled in the cash receipt entry program documentation.
Create a group or use an existing one and use the “get >shipments” functionality to generate an invoice.
12. The invoice is auto generated and the invoice type is “Shipment”
13. In the invoice totals, the actual order value is shown less the prepaid deposit, the balance invoice amount is also
shown.

From the actions menu, perform the following functions
14. Print invoice

15. Print Edit List
16. Post the invoice.
17. The edit list result showing the GL account recap.

6 Drop shipment invoicing

Create a group or use an existing group. From the Actions menu Get>Shipment action
1. On the get shipments screen ,select Drop Shipments
2. Select the check box. Once selected the lines drop down to “selected Drop Shipments”.
3. Click OK

4. On the message, click on Yes
5. Click OK on the message
The drop ship invoice will be auto generated. On the lines>Detail screen:
6. The drop shipment alert

7. The drop ship pack slip and line, this field is different from the normal pack slip and line.
8. From the Actions Menu, perform the following,

Print invoice
Print Edit list
Post the group.
There are other functionalities within the Actions Menu
7 Cancellation Invoice
Cancellation invoice works similarly to a credit note, once an AR invoice is created and posted a cancellation invoice can be
created to cancel that invoice.
For the purposes of this document, an invoice will be created then cancelled through a cancellation process.
Create a new group or use an existing group.
1. From the actions menu select Get>Shipments

2. An invoice is created and posted.
3. From the actions menu, select create cancellation Invoice

The create cancellation invoice window opens
4. Enter the invoice number to be cancelled.

5. Enter the cancellation invoice date.
6. Select document type as” credit memo”.
7. The original invoice lines populate
8. Click on OK.
9. On the question message, click on Yes.

10. The invoice type is “Miscellaneous- credit Memo”. The invoice number is auto generated as well.
11. The original sale order is linked and the original AR invoice as well.
From the Actions Menu, perform the following

12. Print invoice, edit list then post the invoice.
NOTE:
Once the original invoice is cancelled, the packing slip will/is available in the get>shipments>packing slip browse screen. The
pack slip can now be re-invoiced again
On the AR invoice tracker, the new cancellation invoice will display as shown in the next page.

The original invoice will display as shown below. It will have a status “cancelled”
An Allocation process between the original invoice and the cancellation invoice will be required. This will follow the same
process of allocation as shown above in “3.1 Allocating the Credit Note to the invoice” process.

8 Trackers
There are a few trackers that can be used in AR invoice entry process.
8.1 Invoice Tracker

Menu Path: Financial Management>Accounts Receivable>General Operations>AR invoice Tracker.
8.2 Customer Tracker

Menu Path: Financial Management>Accounts Receivable>General Operations>Customer Tracker

This tracker will have the following information but not limited to
 All the billing done

 All invoices raised to the customer whether closed or open
 Applied and unapplied deposits
 All the sales orders raised
 All shipments etc.

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Accounts Receivable _ Invoice Entry

End User Processes

Document prepared by: Amos Mzenge

Designation: Business Analyst

Document No: IT/G/BA/05/2014/MEAR/0010/01 Reviewed On: May-2014 Related Policy: Page: 1 of 38

On behalf of Paris Gallery

Document No: IT/G/BA/05/2014/MEAR/0010/01 Reviewed On: May-2014 Related Policy: Page: 2 of 38

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INVOICE ENTRY PROCESS

The steps to perform or create these are explained below.

1. From the new menu, select new group.

Document No: IT/G/BA/05/2014/MEAR/0010/01 Reviewed On: May-2014 Related Policy: Page: 6 of 38

4. From the actions menu, select Get> shipments

5. On the get Shipments window, select manual selection.

6. Highlight the pack slip (s) to be invoiced and click on OK.

Document No: IT/G/BA/05/2014/MEAR/0010/01 Reviewed On: May-2014 Related Policy: Page: 7 of 38

7. On the message, click on YES

8. On the message , click OK

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10. The invoice type is “shipment”.

16. The SO line and release.

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22. From the actions Menu, select Group> Edit List

23. Click on print preview.

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24. On the actions menu, select Invoice>Print invoice if need be.

25. On the actions menu, select group>Post

26. This information message will pop up, click OK to it.

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1. Create and save a group.

2. From the new menu, select new miscellaneous invoice.

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3. The invoice type is Miscellaneous

10. From the new menu, select new line.

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As shown above, a group is mandatory requirement, create and save a group.

1. From the actions menu, select new Credit memo

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8. From the New menu, select new line

9. Enter the reference invoice line

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3.1 Allocating the Credit Note to the invoice

1. From the new menu, select New Document To Apply

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2. Select ‘Credit Memo/Correction invoice

3. The credit Memo red message appears.

Save the transaction

7. From the new Menu, select new invoice.

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8. Enter the invoice number to be allocated to the credit note.

12. The unapplied amount is zero and so is the balance.

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4 Advance Billing Invoice

This functionality is applied at line level and not header level.

1. From the new menu, select New Advance Billing

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7. From the new Menu, select new Line

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Create a new invoice group or use an existing one.

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