This article reviews creating a new AR invoice in MotilityAnywhere. This reflects money due to the dealership.
AR Invoice Actions (Save Quote, Invoice, Post)
Create New AR Invoice
- Open the accounting module.
- Choose the New AR Invoice quick link option from the menu tree on the left side of the screen. This will open a new blank AR invoice.
- In the customer info section, you will either add existing entity or add new entity.
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- Choosing to add an existing entity will open a search window where you can search for the entity.
- Choosing to add a new entity will open a window to allow you to enter customer information and verify that a duplicate entity does not exist.
- Enter the date information.
The Date Invoiced will be the transaction date for the accounting entry. This will autofill with the date when the Invoice Now button is chosen.
The Start Date is the date that aging begins for this invoice. This date will autofill with the date that the invoice was created.
The Date Posted will automatically fill with the date the invoice was posted to accounting.
- Complete the header section.
The Company Number will be automatically entered with the profit center that you opened the accounting module for, but you can change it if necessary.
The Quote Number is created after the AR Invoice is saved.
The Status of the AR invoice can be selected in the dropdown. By default, it will populate with your dealership's quote status.
Enter an unique reference number for this transaction into the Entity Reference field.
Choose the AR account number in the GL Acct # field by clicking the ellipsis button and searching for the applicable account.
Optionally, you may enter the Customer PO #.
If your business requires you to assign a term length (30 day, 60 day, 90 day etc.), you can choose the length in the Credit Terms field.
Choose one of your employees from the Sales Contact dropdown list, if there is a point of contact who will contact the entity.
The PC field will automatically populate with the profit center that you are signed into.
Enter the number of times that you want the AR balance to occur into the number of entries field. Leaving this set to 0 will never run the entries.
Choose the frequency for this AR invoice to recur. You can choose between weekly, bi-weekly, monthly, quarterly, and yearly.
Enter the Journal ID location for the transaction to be placed within the Accounting module.
- Complete the AR Invoice lines. If you have set up AR Templates, you may click the Add New From Template button to shortcut these entries.
The Description should contain a short description of what the invoice is for.
Enter the number of items that are being sold/received into the Qty field.
Enter the individual Price for the amount per item. The Ext Price will automatically calculate using Qty and Price.
Check the Taxable box if the invoice will include sales tax.
Enter the GL account that will be credited for the invoice into the GL Acct field.
Optionally, you can enter the form or method of payment into the Payment Type field.
Enter the Stock Number if the transaction is involved with a specific unit (like for storage). This is optional.
- Review the AR invoice footer section.
The Job Costing tab offers several optional fields.
Optionally, you can add a Job or Sub number for the invoice.
Optionally, you can modify the taxable State, County, and City.
Optionally, you can enter notes for the AR invoice.
AR Invoice Actions
- After entering all the AR invoice information, you can use the buttons in the bottom right of the invoice to perform different actions and update the AR invoice status.
Click the Post to Acct button to generate the appropriate accounting transaction. This will update the customer’s AR balance and credit the GL account chosen.
Choose the Invoice Now button to update the status to Invoice and fill the date invoiced in the upper right of the AR invoice window.
Save your changes and hold the AR invoice for later by choosing the Invoice Later button. This will keep the new AR invoice in a Quote status.
- You can view the customer's AR balance in their CRM profile. You may also search for the invoice in accounting by using the reference number to review the accounting transaction generated.