How to Create an A/R Invoice

A/R Invoice Management facilitates creating an A/R Invoice. A/R invoices are created for regular customers who are being billed for services provided from or through the board. For example, employees paying for benefits or if once a week an organization rents out the school gymnasium they would be a regular customer.

Use the following steps to create an A/R invoice:

1. Click on the Business tab, click Accounts Receivable, and select A/R Invoice Management.

2. Click on the Select Batch button to create or select a batch.

Note: Refer to How to Select/Release a Batch for more information on how to use this feature.

3. Click on the New button.

4. In the New A/R Invoice screen, enter the Account Number.

Note: Based on the Account Number entered, some fields will auto-populate and be read-only, others will be available to enter or update information (see examples below).

Example 1:

Example 2:

Then

fields auto-populate (see Example 1)

1. Proceed to Next Step.

fields need to be entered or updated (see Example 2)

1. Enter or update the Account Name.

2. In the Account Information section, enter or update the Address 1.

3. If applicable, enter or update the Address 2.

4. If applicable, enter or update the City.

5. Enter or update the Country.

6. If applicable, enter or update the following: Province/State, Postal/ Zip Code, and/or Postal/Zip Ext.

7. Proceed to Next Step.

6. If applicable, enter the Billing Reference.

7. If applicable, enter the Invoice Reference.

Note: The settings will determine if the Invoice Reference field is mandatory.

8. Click on the calendar icon to enter the Invoice Date.

9. Click on the calendar icon to enter the Due Date.

10. Click on the Revenue Category drop-down menu to select an option.

11. Click on the Add button to add a line item.

Note: Invoice has to include at least one line item.

The Add Line Item button can be selected to add as many line items as necessary.

12. In the grid, click on the Revenue Code drop-down menu to select or update an option.

13. If applicable, enter or update the Description.

14. Enter or update the G/L Account or click on the Search icon to search for a G/L Account.

Note: Refer to How to use G/L Search Wizard for more information on how to use this feature.

This field may be auto-populated based on the revenue code selected.

15. Enter the Amount($).

16. Enter the Tax Code.

Note: Click on the Delete icon to remove a line.

17. If applicable, follow steps 11 through 16 until all required line items are filled.

18. If applicable, in the Attachments section, upload new files.

Note: Refer to How to Upload a File for more information on how to use this feature.

19. Click on the Save button, Save & Print button if a printed copy is required, or click on the Cancel button to return to the A/R Invoice Management screen without saving changes.

20. If Save & Print is selected, if applicable, in the A/R Invoice Print- Single Invoice section, click on the Available Templates drop-down menu to select an alternative option.

21. In the Delivery Method section, select one of the following buttons: Print (Hard Copy), Email or Fax.

Note: Click on the Cancel Print button to cancel the A/R Invoice Print process.

22. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view.

Note: The options to Save (Download) and/or Print are available.