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The AR Invoice is part of Accounts Receivable within the Accounting module of Restaurant365.  The AR Invoice is used to generate a professional invoice to provide to customers for services or goods you sell them billed separately from your point of sale system. A few examples of this would be to bill house accounts for food provided during the month or to bill for a speaking assignment at a trade show.

For information on billing house accounts specifically, click the following link: Setting Up and Using House Accounts
Before we begin entering an invoice, we must first have setup Sales Items. Click here for more information on how to Add A New Sales Item 

Create an AR Invoice

To open a new AR Invoice, hover over Customer in the top ribbon then click Invoice

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This will open a new tab where an AR Invoice can be created

 

AR Invoice Record

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Legend:

1) Number – This number will be auto-generated for you upon creating a new AR Invoice.  Click here for more information on managing Autonumbering

2) Customer – Select the Customer that will receive the AR Invoice.  Click here for more information on Creating Customers

3) Date – Enter the Date of the AR Invoice

4) Location – Select the Location name of the AR Invoice

5) Payment Terms – Select the Payment Terms associated with this AR Invoice.  Note: If the Customer Record has Payment Terms, this value will autopopulate upon selecting the Customer

6) Due Date – Enter the Due Date for this AR Invoice

7) Comment – Enter any comments as needed for the AR Invoice

8) Address – The Customer Address will appear in this box if the Address has been included on the Customer Record.  Click the Change Address button to make an on-the-fly Address changes

9) Item Grid – Select the Sell Only items, U of Ms, Each Amounts, and if they are taxable (checkbox) for the AR Invoice

10) Tax Account – The Sales Tax Payable account will autopopulate in this field based on what Account you have in your System Preferences.  The account can be changed by clicking on the dropdown and selecting another GL Account

11) Subtotals and Totals – The Subtotal and Totals from the Items will be calculated in these fields

 

How to Fill out an AR Invoice
Fill out the required fields:

  • Number – number of invoice.  This is usually an auto generated sequential number managed under Accounting – Administration – Auto Numbering in left hand navigation
  • Customer
  • Date
  • Location

Fill out other non-required fields as desired such as Comment and Address (address is entered by hitting the Change Address button and filling out the popup window). In the Details grid section of the form, enter desired details by filling out the following fields:

  • Item – select the item you want to bill the customer for
  • Number – this is read only and displays Item Number from the item record selected
  • Description – this defaults from the item selected but can be edited on this transaction
  • Unit of Measure – this defaults from the Sales U of M on the item but can be edited
  • Quantity – quantity of the item being credited
  • Each Amount – defaults from the Price on the Sales tab of the item form but can be edited
  • Total – calculation of Quantity * Each Amount
  • Tax check box – check this box if that row is taxable and that amount will be added to taxable total for the transaction

Then click Add and that detail row will be added.  Continue this process until all desired details have been added. Populate tax fields below the details grid

  • Tax Account – if there is a tax amount on the transaction, a GL entry will be added to the Distribution tab upon saving for that amount and the GL Account will be this tax account.  This defaults from system Preferences but can be edited
  • Tax Percent – this defaults from Location but can be edited.  The tax amount is calculated as Taxable Total * Tax Percent.  Taxable Total is a sum of all detail rows where Taxable check box is checked

If there’s a payment or credit to apply to this invoice already in the system, click the Apply tab and click the check box next to the transactions you wish to apply. Once all is complete you can save the transaction.  Note that if you have applied transactions to this invoice in the Apply tab then you must Approve instead of just saving.  Hitting Approve will both save and approve the transaction at the same time. If you’d like to Print or Email the invoice at this time you can also do that on this screen by clicking Actions – Print/Email Invoice. This will pop-up the Print/Email invoice options where you can select whether to Print or Email and what Invoice format you’d like to use.  If you aren’t familiar with the different possible invoice formats its recommended to print each one the first time to see which format you prefer to send to your customers. If you select to Email then it will popup an email that this invoice will be attached to as a PDF.  In order to email from the system you must set the email settings on your user form.  For details about setting up users refer to the Create User section of this training link about User Setup

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