Objective: Enter Invoices that meet a certain criteria in a special way so that the Invoices can be tracked in OneSource without being posted to the GL again (since they are already included in a Beginning Balance Journal Entry).

Note: If you have several Invoices to re-enter, to speed up the overall process, it is highly recommended that you make an effort learn and perform all of the redundant steps that you will be doing over and over--without the use of your mouse. Various hints will be noted to help you learn how to perform the following steps in the most efficient method possible.

Step by Step - System Preparation:

1. Before beginning, make sure to set the record numbering option for Invoices to None. (This will enable you to give each new balance forward invoice the same original invoice number as well).

2. If necessary, turn off the warning that asks users if they want to create an Invoice without first creating a Sales Order.

3. If necessary, turn off the Auto Pop-Up Customer General Notes option on the Sales/Invoicing(1) tab in the Company Setup & Preferences.

4. Create a new Inventory Item. Note: In this instance, it is important that the item be setup in such a way that when the Invoice is posted to the GL later on, it will not allow the value of the sale on the Invoice to be posted to the GL twice (since it will already be included in the initial Beginning Balance Journal Entry). Therefore, select the following values when you set up this particular inventory item:

5. Item Number: Give it an item number of BF (or something simple that signifies that the item is a special Balance Forward type of Item)

6. Description: Give it a description of Balance Forward Invoice (or any other description of your choice that signifies that the single line item represents the entire balance forward for the previous invoice that may have had many items).  

7. Class: Select Service (which will prevent the COGS and INVENTORY GL Accounts from being improperly updated when the Invoice is eventually posted).

8. Select the Accounts Receivable GL account for each of the following General Ledger Accts drop down boxes: Inventory, Sales, COGS (if necessary, leave the COGS GL account field blank). (Why?)

Step by Step - Invoice Creation:

1. Create a new Invoice by selecting the Add New Invoice option from the Sales menu.

2. Enter the Invoice number when prompted and press the Enter key.

3. Assuming that your Customer records have been already imported or re-entered, begin typing the Customer name until the right name appears in the drop down list.  

4. 1. When entering the Bill To customer name, you can cause the Bill To address drop down list to open up by pressing the Alt key and the down arrow key at the same time.

4. Enter 1 as the Qty Ord.

5. Enter 1 as the Qty Sh

6. Enter BF as the Item #

7. Enter the total amount still due on the open Invoice in the Price field

8. Press Ctrl+N (on the your keyboard to repeat steps 2-8).

Note: You can post all of the Invoices to the GL in the single batch using the Batch Post GL Transactions form.

ID: A1081