The system automatically posts entries to the Sales Journal when an Invoice is successfully posted from the following software modules: Service Work Orders & PM Invoices, Progress Billing, COP (Client Order Processing) & DB-Sell Point (POS-Point of Sale). Auto generated Finance Charges are also posted into the AR Sales Journal. This viewer allows you to view / maintain the list of automatic AR Sales Journal transactions, and to create manual Sales Journal entries to record various miscellaneous charges, record credit memos, account for bad debts, and is used to preload outstanding invoices during initial data conversion from a prior system.
When invoices are posted, several history tables are updated using source journal ‘AR Sales’ (providing the Accounting Period associated to the invoice is also flagged to create history entries).
COD Entries:
The system denies changes to COD type AR Sales Journal entries that have been processed in the Bank Deposit Journal. The user may still use the Credit Memo button to generate a Credit Memo (as this creates a NEW entry). Sales and COD’s are recorded as separate entries in AR History to enable better reporting.
Return Authorizations:
If you are issuing a Credit Memo for a COP Return Authorization, select Credit Memo first and then enter the RA Id. The Client Id, and the Prices and Costs tabs will be defaulted in for you. When you complete the remaining fields and save this record, the items that were received on the RA will be returned to inventory. Click Return Authorization Viewer for additional information.
Credit Memos:
When generating Credit Memos, the Sales Journal now posts Labor, Material, Other and Subcontractor 'revenue adjustments' as earned revenue in Job Cost History. This was implemented to prevent the inadvertent generation of invoiced and earned amounts that are out of synch.
AR Deposits, Prepays and Retainers:
Click AR Deposits, Prepays, Retainers for a step-by-step description of how to handle these items.
See Bad Debt Processing for details on this topic.
Bank Deposit Journal
AR Sales Journal Transactions that contain Receipt activity that has subsequently been deposited in the Bank Deposits Journal cannot be reversed; a message to that effect is provided if the user attempts to do so.
Tip: Fixing a COD Work Order with a Bad Payment
Import Note: the following Tip is only applicable if a Cash Receipt Journal Entry are NOT generated for COD’s (a registry entry is required for this behavior. The default is to create a Cash Receipt AND Sales Entry.
When a COD Work Order is saved, a Sales Journal will automatically be written by the system, crediting the applicable sales account and debiting the GL Account specified on this tab for the payment received. If it turns out this was a bad payment (e.g, NSF check), you may use the following procedure to account for this situation.
1) If the check was deposited, you may or may not want to remove it from the deposit journal. If you do, the check will become available for deposit forever into the future.
2) You will need to manually create a new AR Sales Journal entry to ‘reverse’ the effect of the cash receipts portion of the entry generated by the system.
In the AR Sales Journal Header:
- Enter the Client Id of the customer who made the bad payment
- Reference the original Invoice Id, but add NSF (or other initials) to the original Id to notify that this was from non-sufficient funds.
- Specify a current accounting period and if possible match the invoice date from the original invoice for aging.
On the AR Sales Prices Tab
- On the Prices tab, enter the amount of the invoice and the GL account used for the bank checking account (if you did not reverse the deposit journal) or use the Sweep account (if you did reverse the deposit.)
3) Save your AR Sales Journal Entry.
Since multiple GL accounts are present in the ‘parent’ table of this journal, simple range filters (where you simply enter the GL Account Id) do not work for these "encapsulated" fields. To enable the user to filter on a specific parent GL Account, special filter ranges with the necessary SQL to filter on a specific GL Account have been added to the range filter. For example, when you first access the Range screen, the GL Bank Account range will be completed as follows:
GL Bank Account Id:
sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '%')
Suppose that your firm uses more then one Bank Account. To filter Entries for a specific GL Bank Account, simply replace the % in the SQL statement with the GL Bank Account Id you wish to filter on. For example, to filter on the GL Bank Account Id 1005, simply change the SQL statement in the range to:
sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '1005')
Tip: Saving Ranges
Rather than adjust the SQL statement each time you use the filter, you may save your settings as a range. See Save Filter Range for details.
Registry Entry to Allow Sales Journal Mismatch
Registry Entry Currency Adjustment
Note: this Help Topic lists the standard configuration of all fields that may be included in this record. If you are using a customized system, the fields displayed on your screen may not exactly match the order or status (required, optional, default, display-only, hidden, etc.) of the fields described in this Topic.
Main Tab
Job Id:
If you are creating a new transaction that pertains to a Job, enter the Job Id or double-click on this field (or press Alt+F7) to select from the list of Jobs. The Job that you specify must 'match' the Client (i.e., the Client Site record referenced in the Job must belong to the Client). A warning message will appear if the client site referenced in the invoice and job do not match.
Client Id:
This field should default when the Job Id is selected. Enter the Client Id if you are creating a new Sales Journal entry that pertains to a specific client but not a specific job.
Invoice Id: (10 character, only . and - special characters)
A system generated or your user-defined invoice number (leading blanks are not allowed). If you enter an Invoice Number that has already been used, the system displays a message informing you that this number has already been used. Validation denies changes to the Invoice Id’s for previously posted AR Sales entries and insures that the specified Invoice Id must be appropriate for users’ security settings.
Credit Memos: The system will update the Invoice Id for you when you click the Create Create Memo button
Invoice Date: (date format mmddyyyy)
The date as it is to appear on this invoice. Press the Spacebar to enter today's date, or double-click on this field to access the Calendar viewer.
Period Id:
The Accounting Period flagged as 'default' will default to this field when creating a new entry. To select a different Period, enter the Id of an active Accounting Period, or double-click on this field (or press Alt+F7) to select from a list. To create a new Accounting Period, use the right mouse button to double-click on this field to access the standard Accounting Period viewer.
Effective Date:
The date that the entry will alter the appropriate account balances; this field defaults from the Invoice Date. Enter the effective date in mmddyyyy format, or double-click on this field (or press Alt+F7) to access the Calendar viewer, or press Spacebar to enter today's date. When you save the transaction, the system will verify that the Effective Date falls within the date range defined by the Accounting Period record. In addition, if the Effective Date of the entry falls after the Date Closed (if any) of the Job, a warning message will be displayed.
Period Start Date: Period End Date:
These display-only fields default from the Accounting Period Id. Note that the Effective Date must fall within this range.
Invoice Total:
The amount invoiced, retired, or applied to a credit memo.
Total Entered:
This display-only field is maintained by the system based on the detail specified in the lower portion of the screen. The Total Entered must equal the Invoice Total to record this transaction.
Payment Due Date:
This field is initially calculated by the system based on the AR Terms record in the Job or Client Order record and the Invoice Date, but may be changed by the user if needed. Enter the date due in mmddyyyy format, or double-click on this field (or press Alt+F7) to access the Calendar viewer. If this entry pertains to a Client (but not a Job or Client Order), the Payment Due Date will be set to 30 days from the Invoice Date.
Discount Date:
For sales entries, the day until which the discount is available. For entries for a Job or Client Order, this field will default based on the Invoice Date and Discount Days field in the AR Terms record associated with the Client Order or Job.
Transaction Id:
If you are creating a new transaction, this Id will be generated for you when you save the record. If you wish to correct or reverse an entry, enter its Id.
Transaction Description:
This optional field may be used to briefly describe this transaction.
Click this button to display the invoice which generated this entry.
Currency Id: Currency Factor
If the Currency Id field is filled in (from the Client record), the amounts you are entering should be in their currency of origin. These foreign amounts will be automatically be converted to your native currency in GL History using the Currency Conversion Factor.
Discount Available:
For sales entries, the discount available if the customer pays by the Discount Date. This field is set automatically for journal entries creating by COP Invoicing.
Tax Group Id:
The Sales Tax Group. For Sales Journal entries generated by automatic invoicing, it is completed when invoices are posted. When entering manual Sales Journal entries, this field now defaults from the Job record to support sales tax reporting.
Entry Type: Sales, Credit Memo, Debit Memo, Finance Charge, Bad Debt
Select the correct option for this transaction. To do so, double-click on the radio button adjacent to the desired type or press the Spacebar when the caret is located on the correct button.
The system prevents AR Sales Journal entries from being changed FROM type Credit Memo to type Sales. If the viewer is in Add Mode, the user must re-start the transaction to make a Sales-type entry.
Clicking this button will generate a Credit Memo for the associated Sales Journal entry. Use of this new functionality is limited to existing transactions with an Entry Type of 'Sales'.
Validation has been added so that you cannot press the Credit Memo Button with a GL Account in the Cash Receipts field (generated by a COD entry).
When this button is pushed, the system will execute the following:
1. Ask the user to confirm that they wish to create a Credit Memo.
2. Switch the transaction mode from Change to Add.
3. Revise the Invoice Id by appending the letters 'CM' to the existing Invoice Id. If the Invoice Master table already has a record for the new Invoice Id, then try 'CM2', 'CM3', etc.
4. Set the Entry Type to 'Credit Memo'.
5. Set the Accounting Period Id to the default period.
6. Set the Invoice Date to the current system date as long as it satisfies the Accounting Period's date specifications. If the current date doesn't work, use either the Start or End date from the Accounting Period depending on which is closer to the current date.
7. Clear the Transaction Id so that the user can save the new transaction.
8. Clear the Cost Billed on the child tab.
Important Note: Partial Credit Memos with Sales Tax
It is important that users manually update lines if a partial credit will be taken: the system will warn display a warning if Sales Tax exists. If you create a credit memo and change the values on the lines or delete lines in order to give a partial credit to the customer, you must also must click on the Magnify button to change the ‘tax base’ and ‘invoice amount’ as needed for the proper tax history records to be written. If you do not change the tax figures the system automatically credits the full invoice tax amount. EVERY tax line on the credit memo should be reviewed and adjusted as needed.
Important Note on BAD DEBT / CREDIT MEMO / DEBIT MEMO’s
All types entered as positives, but Bad Debts & Credit Memos reduce AR, while Debit Memos increase AR.
The Revenue Type should be carefully reviewed when making one of these entries:
Revenue Types: Labor, Material, Other, Sub....impact the Job History with respect to T&M Earned to Date Calculations for the Billing Item referenced on the line.
Revenue Type: Contract...impacts the Job History for JTD Earned against the Billing Item referenced on the line.
Revenue Type: Sales Tax...impacts the Sales tax history.
If NO IMPACT on these values is wanted for the CREDIT/DEBIT/or BAD DEBT MEMO, then the revenue type n/a should used. This will result in adjustments to the overall A/R, without any impact to on Job History Data.
Credit Memos: If a user creates a Credit Memo from an existing Sales Journal entry, a unique Invoice Id is required in order to save the entry.
If the Show Invoice button is enabled, you may click it to view invoices associated with the Client.
Entered By: Date Entered: Time Entered:
These display-only fields are maintained by the system based on your user Id and the system date and time.
Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.
GL Tab
Cash Receipt:
Check Number: GL Bank Account:
You may record a sale and receipt from a client at the same time by completing these fields. The GL Bank Account will be debited the amount of the Invoice.
Bank Deposit:
Transaction Id: Effective Date:
If this is a COD-type Sales Journal Entry (with the Cash Receipt fields completed), the system will display the Bank Deposit information that is record when the COD funds are recorded in the Bank Deposit Journal. The system denies changes to entries that have been processed in the Bank Deposit Journal.
A/R Control:
GL Account Id:
Enter the Id of the GL A/R Control Account to be debited (or credited if a credit memo). If this entry was automatically generated by Job, Construction or Service Invoicing, this field will be set from the AR Account on the Job’s Financial tab.
GL Entity Id:
This optional field may be filled in if your firm departmentalizes or uses profit centers. This field defaults from the Invoice Master record when the Invoice Id is entered.
Currency Adjust GL Account:
This field defaults from the Registry Entry for Currency Adjustment . It specifies the GL Account to which currency conversion adjustments (if any) will be posted when GL history is written. This should be a normal, suspense account, typically of account category ‘Asset.’
Other Tab
RA Id:
The Return Authorization field is used in conjunction with COP Processing. If this Sales Journal entry is being made to create a credit memo for return of COP inventory to stock, enter the appropriate RA Id (or double click to select from a list). When the RA Id is entered, the detailed information in the lower half of the screen will automatically default. Note that a RA Id can only be specified for a credit memo.
Comments:
This field will print on credit memos.
InvoiceMaster Tab
This tab displays the Invoice Master record and history associated with this AR Sales entry.
AR Invoice Id: Name:
The Invoice Id and description.
Job Id: Name:
Client Id: Name:
The Job and Client fields will be completed for service and progress willing. Only the Client will be completed for COP Invoices, Finance Charges, and some manual entries.
Invoice Date: Invoice Amount:
The Invoice Date specified when the Invoice was generated.
Invoice Type: Status:
Inventory History:
These field are set by the system as the Invoice is processed.
Effective Date:
The Effective Date of the Invoice. In Version 9.0 and below, this field may be revised if the Invoice is reversed so that it falls within the reversal Accounting Period. In Version 9.1, the reversal function retains the Effective Date, but writes the reversal's Effective Date to the field below.
Invoice Reversed:
Period Id: Effective Date: Description:
These fields will be completed if this Invoice is reversed via the Start Reverse Job Invoice function.
GLH Tab
This tab displays the GL History postings associated with the selected transaction. The following columns appear on this tab:
Account - Account Name - Entity
Period – Company - Security
I/C (Yes if this post was generated by Intercompany Processing, No if not)
Journal - Trx Id – Date - Trx Count
This section is automatically filled in when a Job Invoice is posted to AR or a COP Order is invoiced. Separate lines will be generated for Labor, Material, Other, Subcontractor and Sales Tax entries.
Prices Tab
Amount:
The dollar amount to be applied to this line.
Retainage?
Flag this field if this line represents a retainage or deposit. Double-click on this field to flag/unflag it.
GL Account
The GL Account to be credited by the dollars in the Amount field. The Account Name field defaults when an Id is selected. Validation prohibits the entry of AP and AR Control accounts on Prices lines unless permitted via Registry AR Sales Journal (sys-viewer-varslslst) .
GL Entity:
The Id of the GL Entity to be affected by this transaction. The GL Entity Name: field defaults when an Id is selected.
Description:
This briefly describes this line.
Job Cost Code Id: Job Billing Item Id:
These fields should correspond to the Job Id specified in the upper portion of the screen.
Revenue Type Id:
For system-generated entries, this field defaults from information in the Job Invoice or Client Order.
Revenue Type: Labor, Material, Other, Sub
These types impact the Job History with respect to T&M Earned to Date Calculations for the Billing Item referenced on the line.
Revenue Type: Contract
This type impacts the Job History for JTD Earned against the Billing Item referenced on the line.
Revenue Type: Tax
Required for lines that will post to Sales tax history.
If you are creating a new sales journal entry for a Finance Charge or Bad Debt, this field will default from the Entry Type selected in the upper portion of the screen. If you are creating a Credit Memo, set this field to n/a.
If you are manually entering the tax for an invoice, the Revenue Type MUST be set to tax.
Tax Authority Id:
This field is only filled in if the Amount is due a specific tax authority. Note: If the Sales Tax Group specified in the Job record includes more than one Sales Tax Authority, one detail line for each Authority will be generated when a taxable Job Invoice is posted to AR.
Workorder Id:
If this entry pertains to a specific Workorder, enter its Id. Note that if the Workorder Id field is entered, the Job fields should be blank.
Cost Billed:
When Sales Journal entries are manufactured by SAMPRO during the invoice posting, this field is loaded with the value of the costs that were billed on the invoice being posted. From the Sales Journal, this field is posted to JCH only...it DOES NOT impact the G/L.
Click the Magnify Button to view these fields:
Cost Category:
This field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) when saving the record or tabbing out of the Cost Code field.
Tax Info Fields:
If this line was generated or manually entered to record a sales or use tax revenue and the Revenue Type Id is set to ‘tax’, one or more of these fields will/should be completed. If more that one Tax Authority is included in the Tax Group referenced by this invoice, one Price line should exist for each Tax Authority.
Use Tax: Revenue subject to use tax is written to tax history when materials are entered on the work order for a use tax job, not when the work order is invoiced. For this reason, use tax fields are not included in the AR Sales Journal detail.
Tax Authority Id:
The Tax Authority due the sales tax. This field will also be completed for historical reasons for Tax Exempt jobs.
Tax Base:
The dollar amount being used to calculate the sales tax recorded on this line in the Amount field. The Tax Base may be equal to or less than the Invoice Amount. For example, if material is taxable but labor is not, material revenue would be included in the Tax Base but labor revenue would not be.
Tax Rate:
The rate assessed by this Tax Authority.
Posted to TXH:
This display-only field is checked if this line has been posted to the Tax History table.
Invoice Amount:
The Invoice amount for this line. If taxes are assessed differently for different components of the invoice (for example, labor and materials), this amount will not equal the total invoice amount being billed.
Exempt Amount:
The amount of the sales that is tax exempt. Typically, if the Client is tax exempt, the Exempt Amount would equal the Invoice Amount, and the Tax Base would be zero.
Other Revenue Line:
Tax Authority: Anytown Tax Base: 0.00 Tax Rate: 2.0 Posted to THX? X
Invoice Amount: 600.00
Exempt Amount: 0.00
Amt Not Taxable: 600.00
Amount Not Taxable:
This field corresponds to the part of the Invoice Amount that is not taxable.
Example:
Assume that this entry records a service invoice for a Sales Tax Job. For this Tax Authority, material is taxable but labor is not. In this case, material revenue would be included in the Tax Base, and labor revenue would be included in the Amount Not Taxable. Two lines would be generated to record this situation:
Material Revenue Line:
Tax Authority: Anytown Tax Base: 405.00 Tax Rate: 2.0 Posted to THX? X
Invoice Amount: 405.00
Exempt Amount: 0.00
Amt Not Taxable: 0.00
Labor Revenue Line:
Tax Authority: Anytown Tax Base: 0.00 Tax Rate: 2.0 Posted to THX? X
Invoice Amount: 250.00
Exempt Amount: 0.00
Amt Not Taxable: 250.00
Costs Tab
System entries to the Cost Detail screen are filled in automatically when a Client Order Processing invoice is completed. Typically, a manual entry to this screen would be made if you were issuing a Credit Memo for an item (originally sold via a COP invoice) that was being returned to the shelf. If you are creating a manual entry, this screen enables you to relieve your inventory or WIP account, and update your Cost of Goods Sold account.
Quantity Used:
The number of this item sold, credited or written off.
Unit Cost:
The cost per item.
Cost:
The Quantity times the Unit Cost.
Unit Price:
The price per unit charged to the customer.
Repack Cost
The Repack Cost for this item.
Drop Ship:
This display-only field will be flagged if the displayed Costs are associated with a Drop-Shipped Purchase Order generated from the Client Order.
Inventory Item Id:
If this entry pertains to an Inventory Item, enter its Id or double-click on this field to select from a list. The Inventory Item Name will be filled in when the Id is entered. The display-only Manufactured box will also be checked if applicable.
Lctn Id:
If this is a Sales Journal entry generated by COP, this field will display the location the inventory item was sold from. If this is a manual entry being made to create a Credit Memo, enter the Location that the item is being returned to. Enter a valid Location Id or double-click to select from a list. The Location Name will be displayed when an Id is selected.
GL Entity:
The Id of the GL Entity to be affected by this transaction. The GL Entity Name: field defaults when an Id is selected.
WIP GL Acnt:
The WIP or Inventory account to be relieved.
Expense GL Acnt:
The Expense account (typically, Cost of Goods Sold).
Description:
This optional field briefly describes this line.
Job Id: Job Cost Code Id: Job Billing Item Id: Job Cost Category:
If this transaction is associated with a specific Job record, complete these fields.
Serial Number
The serial/lot number associated with these costs. Typically, this field would not be changed by the user.