AR: Invoice Review

Overview

The Invoice Review screen can be accessed from the:

• Customer Master File by clicking the Invoice Review button
• AR Menu by selecting Invoice Review

The Invoice Review screen can be used to view any information regarding Invoices, Invoice Details, Invoice Tax Information, and Collection Information. It is also used to send past due invoices to Collections and to create a PDF batch of invoices.

By using the options in the Show in Grid area, you can include different columns in the grid.

Grid functionality applies to this window. In addition to the standard grid features, this report automatically saves the grid layout when you close the window. The current displayed column headings (from field chooser edits), sort order, and grouping automatically save when you close the window. The saved setting are viewed only by the logged in user. Since there are multiple grids that can display in this window based on the settings in the Show in Grid section, the layouts for each grid are saved separately. You can return to the default layout by selecting Reset Grid Preferences in the right-click menu on each grid.

When a change is made to the filter criteria or Show in Grid options, click Requery to refresh the results in the grid.

When the Invoice Review screen is accessed from an existing Customer Master File record, the Customer Number is automatically applied as a filter.

The Invoice Number and Invoice Date will always display in the grid, regardless of what options you have selected under Show in Grid.

Invoices display in the grid in descending Invoice Number order.

Invoice Review screen

Related Information

• See examples of using the Invoice Review screen
• Work with Collections
• See Accounts Receivable topics
• Go to Accounts Receivable Main Menu

Key Functionality

Customer

Use the Customer field to filter invoices by Customer. If you enter a Customer Number and the number matches an existing record the record displays.

If you type an "i", followed by an invoice number, the system will drop down the Customer Number related to the invoice.

For more information see Using Quick Lookups or Lookup Customers.

Primary Service Location

Use the Primary Service Location field to filter invoices by the Jobs' Primary Service Location.

For more information see Using Quick Lookups or Lookup Jobs.

Show in Grid

Select the Show in Grid options to identify the columns to display in the grid.

The Invoice Number and Invoice Date columns are locked columns. They will always display.

Invoice Information

When the Invoice Information check box is selected, WinTeam displays the following columns in the grid: PDF icon, Invoice Number, Invoice Date, Customer Number, Customer Name, Invoice Total, Last Date Paid, Total Applied, and Remaining Due. The Field Chooser can be used to select additional columns.

Use the Invoice filters to narrow the results.

Invoice Details

When the Invoice Details check box is selected, WinTeam displays the following columns in the grid:

Invoice Number, Invoice Date, Job Number, Job Description, Item Number, and Item Description.

Use the Invoice Details filters to narrow your results using detailed invoice information.

Collections Information

The Invoice Information check box must be selected to enable the Collections Information check box.

When the Collections Information check box is selected, WinTeam displays the following columns in the grid: PDF icon, Invoice Number, Invoice Date, Customer Number, Customer Name, Invoice Total, Last Date Paid, Total Applied, Remaining Due, Collection Status, Last Action, and Days Pasts Due.
The Field Chooser in the grid can be used to select additional columns.

Last Action

Displays date of last communication (based on Customer Master File Diary entries)

Days Past due

Displays the number of days past the Invoice Date plus the number of Term Days) to determine if the invoice is past due.

Taxes

When the Taxes check box is selected, WinTeam displays the following columns in the grid: Invoice Number, Invoice Date, Tax Jurisdiction, and Tax.
The Field Chooser in the grid can be used to select additional columns.

Commissionable

Select Commissionable from the field chooser to display the Commissionable column in the grid. Use this column to quickly identify invoices that need to be included in the Revenue By Sales Rep report.

There is a setting in AR Defaults which allows you to set commissionable at either the invoice header level or the invoice detail level that works in conjunction with this column.

Refresh button

Whenever a change has been made to the filters or to the Show options, you must click the Refresh button to refresh the grid.

Select All button

Click Select All to select all rows in the grid.

View Details

The View Details button is disabled until you select an invoice in the grid. After you select an invoice, you can click the View Details button to open the Invoice Entry window automatically populated with the details of the selected invoice.

Send to Collections button

The Send to Collections button is enabled when the Collections check box is selected in the header.

Select the invoices that need assigned to the Collections process.

Create Consolidated PDF button

Use the Create Consolidated PDF button to generate a single PDF document that contains multiple invoices. In the grid, select the invoices that you want to include and then click this button. You select an invoice by clicking in the blue area to the far left of the row. In the consolidated PDF, the invoices are in the same order as they displayed in the grid.

Tip:  You can press the Ctrl button while you click to select multiple separated rows or press the Shift button while you click to select multiple rows that are together.

Due Date

The Due Date filter looks at the Invoice Date plus the number of Term Days to determine if the invoice is past due.

Show Only Invoices

Recurring Invoices Only

Select the Recurring Invoices Only check box to filter for Recurring Invoices Only.

Credit Memos Only

Select the Credit Memos Only check box to filter for Credit Memos Only.

Commission

The Commission check box displays in the Invoices section if you have Commissions Determined By Invoice Header selected in AR: Defaults.

Select the Commission check box to filter for invoices that are marked (in the Header) as Commissionable.

Outstanding Invoices

Select the Outstanding check box to filter for invoices with a remaining amount not equal to $0.00.

Past Due

Select the Past Due check box to filter for invoices with that have a past due amount.

The Past Due filter looks at the Invoice Date plus the number of Term Days to determine if the invoice is past due.

Invoice Details tab

Use the Invoice Details filters to narrow your results.

When the Invoice Details check box is selected, WinTeam displays the following columns in the grid:

Invoice Number, Invoice Date, Job Number, Job Description, Item Number, and Item Description, Quantity, and Extension.

Use the Invoice Details filters to narrow your results using detailed invoice information.

Job Tier

The tier template does NOT look at dated tiers.

Personnel Scheduling

Hours

Use the Hours filter to filter Personnel Scheduling Invoices by Hours.

Other

Use the Hours filter to filter Personnel Scheduling Invoices by Other Billing items.

Personnel Scheduling Hours Only

Select the Personnel Scheduling Hours Only check box to filter results for PS Hours only.

Taxes tab

Use the Tax filters to narrow your results.

When the Taxes check box is selected, WinTeam displays the following columns in the grid:

Invoice Number, Invoice Date, Job Number, Job Description, Item Number, and Item Description.

Use the Tax filters to narrow your results using tax related information.

Grid

Invoice Number

Displays the invoice number.

You can double-click to open the original AR: Invoice.

Invoice Date

Displays the date the invoice was generated.

Customer Number

Displays the Customer Number of the Invoice.

You can double-click to open the Customer Master File record.

Customer Name

Displays the Customer Name.

Invoice Total

Displays total invoice amounts for this customer.

Last Date Paid

Displays the date of the customer's last payment on the invoice.

Total Applied

Displays payments applied to this invoice.

You can double-click on the amount to open the Payment Details screen.

Remaining Due

Displays remaining amount due for the invoice.

Job Number

Displays the Job Number.

Job Name

Displays the Job Name.

Item Number

Displays the Item Number of the invoice line item.

Item Description

Displays the Description of the Item.

Quantity

Displays the Quantity for the invoice line item.

Extension

Displays the total value for the line item.

Tax Jurisdiction

Displays the Tax Jurisdiction.

Taxable

Displays the amount taxed to the line item.

Customer Balance Information

This information displays if there is a Customer Number in the Invoices section.

This section gives you a give overview of the Customers account.

If the Payment Type is EFT, the Last Deposit Date displays the payment date from the details records, not the Header record.

Double-click the Unapplied Cash amount to open the Lookup AR Payments screen.

The totals in this section are independent of the filter criteria.

If Sub Customer is selected

• Unapplied Cash is the total for the Customer and the Sub Customers
• Last Deposit Date is the last deposit date from the Customer or Sub Customers.