Invoice Posting

Use the Invoice Posting activity to post invoices, debit memos, and credit memos to create open items and update the G/L Journal and Customer records. Run this posting process after entering and receiving all on-hand transactions and their corresponding distribution records. You can further refine the posting process by selecting a range of customers, invoices, and dates.

NOTE: You can post Invoices when a Customer Number that contains your wildcard character is entered into the Customer Number range.

Before actually posting the transactions, you must first print the Invoice Transaction Report as an audit trail of the posted items. A list of the transactions that will be posted displays in the grid at the bottom of the form for reference.

If an error is detected with the transactions during posting, an error message displays, and the erroneous record is not posted. The posting process continues.

For an invoice based on a customer that uses revision/pay days to be included in this activity, the status must be Approved or Rejected.

What Happens During Posting

During posting, the following updates occur:

1. For each invoice, debit, or credit transaction posted, if the transaction is an invoice or a debit, the system increases

• the customer's posted balance by the sum of the total transaction amount
• the customer's sales YTD and sales PTD values by the amount of the transaction.

  If the transaction is a credit, the system decreases the customer's posted balance, sales YTD, and sales PTD in the same manner.

2. The customer's Last Invoice Date field is updated with the invoice date for the transactions.
3. New open items are created, one for each transaction that is posted.
4. Entries are created in the General Ledger A/R Distribution (AR Dist) Journal.
5. For each transaction, one journal record is created for the Accounts Receivable amount, and one transaction is created for each distribution record entered.

Multi-Site

See Multi-Site Invoice Posting.

Related Topics

Accounts Receivable Steps

Posting Invoices, Debit Memos, and Credit Memos

Using Utilities and Activities

Residual A/R Balance Eliminations