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Pgm: ARINVSER – Invoice Series; standard Treeview path: Accounts Receivable > Setup > Local Tables > Invoice Series Codes
Invoice series codes are user-defined codes that can be attached to invoices as a means to group like invoices. These series codes are used in Accounts Receivable as well as Job Billing. Also, each series code provides for a user-defined numbering method.
To use these codes, check the box labeled ‘Invoice Series Code Required’ on the System Defaults tab of the Accounts Receivable Control File. Once checked, the Invoice Series Code field will become accessible within the Invoice Entry screen. At this point, you can create a series code for each type of invoice you wish to process through your system. During Invoice Entry, you can enter an invoice series code that applies to the appropriate invoice. The AR Aged Report will allow you to print for just a specific series code, if required.
The invoice series code can also be used to define the AR Control Department and Account and the AR Retainage Department and Account. This facilitates splitting the AR within the General Ledger for different types of receivables. This could be for receivables where you performed the work vs. receivables for a GC project where a subcontractor did the work and you have a liability to pay the subcontractor.
Series Code, Description
Enter a code and description.
Invoice Number Field Mask
Enter the invoice mask you want used for the automatic numbering of sales invoices with this series code.
The invoice mask allows you to customize the numbering system by allowing you to define the characters within each of the 10 digits of the string. The Asterisk (*) is used to indicate the place holder for the numbers within the string. Any combination of numbers, letters and characters can be used to create an invoice numbering string.
The system will begin the numbering process from right to left based on the number of asterisk characters it finds with the mask. Asterisk characters found to the left of the total number will pre-fill with the number 0. For example, if your invoice mask is AR******, and you are on invoice number 10, then the system will begin the numbering at the right most asterisk and fill the number 0 into all asterisk characters found to the left. In this case the invoice number created under this mask would be AR000010. You may also use special characters as outlined below to include the Customer, Company, Job and date information.
B Business partner code
C Company Code
j Job code
y Year
m Month
d Day
* Next Available Invoice Number
Examples:
Customer ACME01 Company 99 Date: 23 March 2018 Job: 7485
bbbb**** = ACME0001
ccyymm**** = 9918030001
jjjj**** = 74850001
AR Department, AR Account
If the AR invoice series code is to determine the AR Control Department and Account, then enter the correct department and account in these fields; otherwise, leave these fields blank.
Retainage Department, Retainage Account
If the AR invoice series code is to determine the AR Control Account, then the retainage account must default the same way; otherwise, leave these two fields blank.
NOTE: If a job has a Home Department declared, then this Job department will override the invoice series code departments when the invoice is created via Job Billing.
Discount Department, Discount Account
Enter the department and account to be used if a discount on the receipt is allowed. The cash receipts program will check the invoice series code for these departments and accounts when a payment is applied to an invoice using the same invoice series code.
Next Invoice Number
This number is a system-generated number used as a sequential reference for invoices entered through the Enter Invoices screen.
Logo File Name
The Logo File Name field allows you to display a specific image on the invoice for each type of invoice series code. To display a specific image for this series code, enter the directory file path used to store the logo image file.
NOTE: If an image file path is entered in the Company Logo File Name field on the AR Control File (standard Treeview path: AR > Setup > Local Tables > Control File Options – System Defaults), this will be the image that is displayed on all invoices, no matter what image is entered in the Invoice Series Codes screen. If you would like to display a specific image for each type of invoice series code, leave the Company Logo File Name field blank on the AR Control File and complete the Logo File Name field on the Invoice Series Codes screen.