Use this procedure to enter invoices and credit memos that are not automatically generated by the software.

1. Enter the customer code for whom this invoice is being prepared. If the customer's status is set to Not used, no entry is allowed. Click the lookup icon to open the Customer screen to look up A/R information for a specific customer.
2. If this invoice is for a contract, enter a valid job number. The job description will display beneath the job number. If this invoice is not for a contract, press Enter to skip the job number. When entering the job, if there is an error message "RECORD NOT IN FILE CR.CNTR," this indicates the contract is not currently on file for this customer and job. To resolve this, click Cancel to exit the screen and then add the contract information using the Contract screen. If the cost centers feature is enabled, Spectrum will compare the cost center assigned to the job with cost centers in the operator's assigned scheme; if the job's cost center is not present, then invoice entry for that job will be disallowed.
3. Press Enter to display the next available invoice number. Otherwise, enter the invoice number for this transaction.
4. Select either Invoice or Credit memo from the Type drop-down menu. Positive numbers will always be entered on invoices and credit memos; the Invoice or Credit memo designation indicates whether the customer's account will be increased or decreased.
5. Enter the batch code, or double-click to select from a list of available batch codes. The batch code defaults to the Operator code.
6. Enter a G/L date. The corresponding fiscal year and period display to the right of this field. When a new G/L date is entered, it is validated against the Minimum/Maximum date settings and the current processing period settings in the A/R Processing Date Change screen. If the 'Invoice date must be in G/L period' checkbox is selected in the Accounts Receivable Installation > Properties screen, then the invoice date must be in the same fiscal period as the G/L date.
7. Enter an Invoice date. This date is validated against the Minimum/Maximum date settings and the current processing period settings (both from the Processing Date Change screen). Please refer to the Installation topics for more information on setting the default invoice date.
8. Enter the customer's purchase order number, if applicable.
9. Enter the quantity for this line item, if applicable. If a quantity is entered, the extension is calculated as the quantity multiplied by the unit price. If no quantity is entered, then the extension is entered by the operator.
10. Enter the description for this invoice line item. Enter an M for a message line and enter a message, or enter an asterisk (*) and a message code to use a standard message as entered in Item Description/Message Maintenance. If an equipment code has been entered, the equipment name from Equipment File Maintenance defaults.
11. If a quantity was entered, enter the unit of measure for this invoice line item. For example, include EA, LB, and so forth. If no quantity was entered, this field will be skipped.
12. If a quantity was entered, enter a unit price for this line item. If no quantity was entered, this field will be skipped. If an equipment code has been entered, the unit price defaults from the rental rate of the equipment from Equipment File Maintenance.
13. If the quantity and unit price were entered, the Extension field will be calculated and displayed automatically; no entry is required. If no quantity was entered, enter the total dollar amount for this line.
14. Enter the G/L account code. If the G/L code's status is set to Not used, no entry is allowed. At the G/L account field in the Invoice Detail portion of the screen, Spectrum will verify the cost center assigned to the G/L account code by comparing the entry to the list of allowed cost centers for that G/L account. Spectrum compares the G/L account's list of shared cost centers with cost centers in the operator's assigned scheme; if there are no common cost centers, then that G/L account code is not allowed. Validation is also performed if the operator attempts to change or delete an existing distribution line. In addition, the cost center assigned to the detail line must be valid for the G/L account code assigned to that line.
15. Select the Tax checkbox if this invoice is taxable. Otherwise, leave this checkbox clear if the invoice is not taxable. This information defaults from the Contracts if this is a job invoice.
16. The sum of the non-taxable and taxable line transactions for this invoice, the amount of sales tax and the invoice total including sales tax, and the retention portion of this invoice display in the Totals section.