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Entering Invoices Additional Field Information

Detailed information that could be helpful for entering invoices.

Additional Field Information


Click Lookup to select a name from the customer list, or enter the customer's last name and first name, or a partial name. The flag status assigned to a customer displays directly next to the lookup box when adding invoices.


Displays if you track families, the customer is assigned to multiple families and the Assign Payer option is selected on his or her Billing tab. Otherwise, the customer's name and mailing address display as view-only fields.


Select from Invoice (default), Debit Memo, Late Fee, and Return Check Fee. You can enter late fees as separate transactions (like invoices) or associate them with existing posted invoices using the Generate Late Fees button on the Enter/Post Invoices window.

Select Memorized

Select a memorized invoice.

Invoice #

Filled in automatically if you selected Auto Assign Next Invoice Number on the Transaction Setup tab of the Setup window. You can also manually edit the Next Invoice Number there.

Invoice Amount

This should equal total charges minus discounts. If you enter discounts for this invoice, tab through the Invoice Amount field, enter the distributions, then enter the displayed Balance into the Invoice Amount field once all distributions have been added.


Defaults to current AR month/year, but can be changed. If operating on an accrual basis, this should be the month you want to post to the general ledger and the period you want the transaction on AR reports.


Select if you do not want to print this invoice at a later date. You might, instead, intend to print this invoice and others in mass from the Print Invoices window.

Autofill Text?

When you select this option and begin typing in the Description or Comment fields, text from the previous entries in the session displays in a drop-down list for selection. If you want to enter different descriptions and comments for each invoice, clear this checkbox.


Terms are set up under the General Ledger section of the Define Lists window.

Invoice Description

Filled in automatically as you type based on descriptions entered previously in the current session. Press ENTER to accept.


Contains a list of active fees and discounts that are set up in the Fees and Discounts sections of the Define Lists window. This is a required field. Discounts should be listed directly beneath the item to which they apply; for this reason, you cannot use a discount as the first item in the grid. Items are saved in the order in which you enter them. To insert the last description used in this session, press ENTER without selecting a value.


If you selected Enter Unit Cost when defining the fee used, the Rate and Amount automatically display but can be changed. If using a discount, the predefined rate defaults, and the Amount is calculated. Note: each additional discount will be applied to the base amount of the item unless the Multiple Discount Calculation is set to Include Discounts on the Transaction tab in the Setup window.


This is a required field. If using a discount and you overwrite the calculated amount, the rate changes to match automatically (for the current line only).


To insert the last description used in this session, press ENTER without selecting a value. You can also copy and paste text into this line.


The list of projects is set up in the General Ledger section of the Define Lists window. This value defaults if using a fee with a predefined project. Project information can be associated with specific debits and credits for General Ledger reporting.


Select to denote a tax deductible item.