Accounts Receivable — Manual Invoice Entry
Consistent with the In‑Bond Entry manual style
← Back to Invoicing Menu ← Back to AR Menu AR Introduction

Overview

Use Manual Invoice Entry to create a one‑off customer invoice without importing from other modules. Select the Department, confirm the Invoice# (auto‑assigned as NEW on post), set the Date, choose the Client, then enter line items. Footer totals update as you go.

NOTE: Your Manual Invoice Entry screen may slightly depending on your AR Setup options.

Manual Invoice Entry screen
Figure 1. Manual Invoice Entry

Screen Map & Fields

Header

  • Department Required. Business unit/profit center.
  • 2. Invoice# (NEW) Assigned when saved/posted; manual override is typically disabled.
  • 3. Date Invoice date; defaults to today and must be within an open period.
  • 4. Client Name/# Required. Enter account# or type to search by name.

Detail Grid (one row per charge)

  • 5. B/C B=Bill (revenue), C=Cost/payable.
  • Description What appears on the customer invoice/statement.
  • Chg Amnt Amount billed to the customer (positive).
  • Est Payout Expected vendor cost (optional).
  • Vnd No. Vendor code (required when Est Payout is entered).
  • Vnd Ref No PRO/BL/AWB or supplier invoice reference.

Footer

  • TOTALS → Running total of Chg Amnt and (if used) Est Payout.

Create an Invoice

  1. Select Department.
  2. Verify 3. Date.
  3. Choose 4. Client Name/#.
  4. Add line items (repeat per charge):
    1. Set B/C Bill Code - Enter / to view the list of codes.
    2. Description: Defaults from Bill Code Description but depending on your AR Setup you may or may not allowed you to change description
    3. Enter Chg Amnt.
    4. (Optional) If there is a vendor cost, enter Est Payout, Vnd No., and Vnd Ref No.
  5. Review TOTALS.
  6. Command Line Options:
    • L# = Change one of the prompts.
    • Q = Exit program without saving.
    • TOP = Cancel and return to first Prompt.
    • R = Enter Remarks to print on invoice.
    • PR = Post and Print invoice.
    • P = Post invoice without printing.

Examples

Example 1 — Simple service fee
  • B/C: 01
  • Description: Customs Entry – ISF Filing
  • Chg Amnt: 75.00
  • Est Payout / Vnd No. / Vnd Ref No: —

Result: Invoice totals 75.00; no vendor payable.

Example 2 — Bill with associated cost
  • B/C: 39
  • Description: Insurance
  • Chg Amnt: 150.00
  • Est. Payout: 100.00
  • Vendor: RONOKE
  • Vnd Ref No: RON12354

Result: Customer billed 150.00; expected vendor payable 100.00.

Validation Rules

  • Client and Department are required.
  • At least one billable line with a Chg Amnt is needed to save.
  • If Est Payout is entered, provide a valid Vnd No..
  • If Vnd Ref No> is left blank system will assign the Invoice# as the Vendor Ref#
  • Date must be within an open accounting period.

Troubleshooting

  • “Client required” → Enter/lookup Client Name/#.
  • “Invalid accounting period” → Adjust Date or request period opening.
  • “Vendor not found” → Confirm Vnd No. exists in A/P master.
  • Totals unexpected → Check for negatives or mis‑flagged B/C.