Accounts Receivable Invoices Session Form

To access this form, go to Transactions>Accounts Receivable>Invoices

Click the Start button (for a new session), or click on a Session ID in the Unposted Sessions table (for an existing session)

Use this form to create, review, update, and/or delete invoice transactions. Starting or opening a session displays the document transactions associated with the session.

Click Accounts Receivable Invoices on the title bar to return to the Accounts Receivable Invoices Form.

 

Document List

Existing session documents are listed on the left under the Search documents field. Click an existing document to load it into the session form.

 

Session Information

The session information section of the form includes the following information.

Session Name	The session name
Session Date	The session date
Session Description	The session description
Session Status	The session status: Batch to Suspend or Batch to Post
Session Total	The session total dollar amount

Note: Click on the session name on the title bar to bring up the Session Information Form to make changes to session information.

 

Session Options

Before a document is selected or created, the form displays these options:

Copy Document	Click to display the Copy Posted Document Form
Reverse Document	Click to display the Reverse Posted Document Form
Recall Memorized Document	Click to display the Recall Memorized Document Form

After a document is selected or created, the form displays these options:

Memorize Document	Click to display the Memorize Document Form
Attachments	Click to display the Attachments Form

 

Document Details

Use the Document Details fields to create or update an Accounts Receivable Invoices Session Document.

Document Number	To create a new document, enter a unique ID. While any sequence of characters can be entered to identify the document, using a logical and consistent method of assigning IDs makes locating specific information much easier and provides a better audit trail. To have the system assign a session ID: Click the icon, or Click in the Session ID field and press the '+' key on your keyboard's number pad To work with an existing document, click one of the documents in the Document List. The remaining fields and buttons of the form activate after a document ID is entered or an existing document is selected from the Document List.
Document Date	Accept the session date, or enter a valid date specific to this document
Description	Enter a brief description of the invoice or accept the session description as a default
Amount	Enter the amount of the invoice
Customer ID	Select the ID of the customer from the drop-down list
Customer Details	The full name of the customer that is auto-populated from Customer ID selection
Due Date	Accept the default date, which is set to one month after the Document Date, or enter a different due date

 

User Defined Fields

Created by an administrator, user defined fields (UDF) have specific characteristics such as field type, character length, and default values specific to the field. All fields that display in this section are specific to your organization.

 

Transactions

The Transactions table lists the number of records for the document. Click in a table entry to add or adjust an entry. Refer to Tips and Shortcuts for more information on working with tables of data.

Note: The fields available depend on the document record viewed.

GL, Fund, and other segments	The segment code for the transaction. Segments were set up when the organization was created
Debit	The transaction debit amount
Credit	The transaction credit amount
Entry Type	The transaction entry type
Effective Date	The transaction effective date
Description	The description of the transaction
UDF Fields	Includes any user defined fields
Delete	Click to remove the transaction line from the document
Distribution Codes	If your organization has one or more distribution codes defines, you can use them to simplify the process of entering related transactions by clicking DISTRIBUTION CODES at the top right of the Transactions table. See the Distribution Codes help topic for more details
Applying Offsets	If your organization has appropriate offsets assigned for this account, you can apply them to the invoice by clicking APPLY OFFSETS at the top right of the Transactions table. Offsets are assigned using MIP Fund Accounting
Debit, Credit, Net	For non-budget transaction types, Credit and Debit transactions must balance before you can save a document

 

Buttons

Cancel	Click to clear the current transaction document
Delete	Click to delete the currently loaded document. This button is disabled until a document is loaded, or until a newly entered document is saved
Save & New	Click to save the current document and return to the empty form
Save	Click to save the current document but leave it on the screen for further edits
Save & Close	Click to save the current document and close the session, returning to the Accounts Receivable Invoices Form

Note: To use a different save functionality, click the up arrow on the right of the Save & New button; a menu appears with the other two options. As a time-saving measure, if you select one of these options, the default button label changes to match.