Creating Miscellaneous Charge Invoices

From the Accounting menu, select Accounts Receivable > Miscellaneous Charges Invoices to open the Miscellaneous charge invoices window.

Click [New] to open the New miscellaneous charge invoice window.

Complete the following fields as appropriate:

Customer: Name of the customer for whom you are creating the invoice. The phone number field will automatically populate.

Description: Brief description of the new charge.

Sales rep: Name of the sales representative associated with this miscellaneous charge.

Branch: Branch associated with the invoice.

Number: Number automatically assigned to this invoice. You may change it.

Date: Date the invoice is created.

Due by: Date by which payment is required for the charges on the invoice.

Click [Add] to open the Add Charge window.

Complete the following fields as appropriate:

Description: Brief description of this charge on the invoice.

Charge amount: Dollar amount of the charge applied to this invoice.

Revenue account: Account to which the charge will be posted.

Department: Department associated with this charge detail.

Branch: Branch associated with this invoice.

Tax as: Tax category, if any, to be associated to this charge.

Tax code: Tax code associated with this line item. E-automate uses the tax code identified on the Billing / Shipping tab if this field is not populated.

Taxable: When checked, e-automate calculates and assesses tax on the contract according to the tax code identified. The taxable status defaults to the taxable status assigned to the location customer.

Exempt code: Exempt code identifying why the invoice is not taxable. The exempt code defaults to the exempt code assigned to the location customer. This field is only active when the Taxable checkbox is unchecked.

Add cost information: When checked, the cost account fields that can be affected by this charge will display.

Charge cost: Amount this product or service costs you to deliver.

Cost account: Cost account to be debited.

Cost department: Department associated with the cost account.

Cost offset account: Cost account credited.

Cost offset department: Department associated with the cost offset account.

Click [OK] to return to the New Miscellaneous Charge Invoice window.

Repeat Steps 1 through 3 for each charge on the invoice.

Click the Billing/Shipping tab to bring it forward with the customer's address in the Bill to address field.

Complete the following fields as appropriate:

Bill to: Customer that is billed.

Terms: Customer's payment and discount terms. Not applicable on a credit.

Terms discount: Percentage discount available if payment is made by discount date. Not applicable on a credit.

Discount date: Date by which payment is due in order to get the discount, if applicable. Not applicable on a credit.

If the charge method is On Account, skip to Step 4. If you want to change the charge method to Credit Card/ACH on this transaction, do the following:

In the Charge method field, use the lookup to select Credit Card/ACH.

Check the Auth on OK checkbox to pre-authorize the amount to be charged to the credit card or ACH account.

To process this transaction using a one-time payment, select Single use account. When all the information on each tab is complete and you click [OK] on the New Miscellaneous Charge Invoice window, the system will display the Single Use Charge Account window and you will enter the credit card or ACH account information at that time. For now, proceed to Step 4 below.

Note: If your system is using the NET1 Payment Solutions credit card vault, a warning icon displays to the right of the Single use account field. The warning indicates, "Single use account transactions do not qualify for Level 3 processing." To maintain PCI compliance, it is not possible to process the detail necessary to qualify for the Level 3 discount using a business or government purchase card that is not stored in the NET1 Payment Solutions credit card vault. For more information regarding Level 3 processing, see the Configuring Credit Card Processing Settings topic.

To select an existing account or enter a new account, click the Use existing account radio button to make the Charge account field available.

To select a saved charge account, use the lookup icon in the Charge account field to select an account on file.

To enter a new account, do the following:

Click the drop-down menu and select New to open the Add Charge Account window.

In the Name on account field, enter the name of the person imprinted on the credit card.

In the Address, field, enter the billing address for the credit card.

In the City field, enter the billing city for the credit card.

In the State field, enter the billing state or province for the credit card.

In the Zip field, enter the billing zip or postal code for the credit card.

In the Phone field, enter the phone number for the credit card.

In the Remarks field, enter any notes for this credit card.

To add a charge account, do ONE of the following:

To add a new credit card account, do the following:

Select the Credit Card button.

Click [Add account to vault] to open the NET1 Payment Solutions window.

In the Card Number field, enter the new credit card number to be charged.

In the Expiration field, enter the new expiration date of the credit card to be charged.

Click [Submit] to save the new account, or [Cancel Transaction] to close and not save the new credit card information.

To add a new ACH account, do the following:

Select the ACH button.

Click [Add account to vault] to open the Add Account window.

In the Account Number field, enter the bank’s account number to add to this invoice.

In the Routing Number field, enter bank’s routing number to add to this invoice.

Checking/Savings: Select which account type, either checking or savings.

Click [OK] on the Add Account window to return to the Add Charge Account window.

Click [OK] the Add Charge Account window to save the new account information.

Complete the following fields as appropriate:

Ship to: Customer from whom the item will be received.

Same as bill to: When checked, the Ship to field is the same as the Bill to field.

Show all customers: When checked, you can select a ship-to address from all customers, rather than just those associated with this customer.

Tax code: Tax code under which the credit will be taxed.

QuickTax: Use the drop-down menu to select the tax code assigned to the customer, bill-to customer, or ship-to customer.

Taxable: When checked, e-automate calculates appropriate tax for the credit memo. When unchecked, the Exempt code field becomes active.

Exempt code: Use the Lookup to select the appropriate exempt code, if applicable.

Invoice discount: Percentage discount applied to the entire invoice amount, if applicable.

Freight: Dollar amount of the predicted freight charges.

Click the Miscellaneous tab to bring it forward.

Complete the following fields as appropriate:

Accounts receivable: Account to which this charge will be posted.

Freight charge: Account to which the freight charge will be posted.

Freight department: Department associated with the freight charge, if any.

Invoice discount: Account to which the invoice discount will be posted.

Discount department: Department associated with the discount, if any.

PO number: PO number associated with this charge, if any.

User Field 1 or 2: Fields displayable by your system administrator. These fields are also names by your system administrator in Accounts Receivable options.

To include remarks on the invoice, click the Remarks tab and enter them. Remarks always print on the invoice.

The customer’s invoice delivery method is displayed in e-automate as an icon in the lower left corner. Hovering your mouse over the icon will display the customer’s selected method and the associated accounts receivable contact. Your system administrator determines which invoices/memos can be queued for printing, fax or email. Only invoices allowed to be queued can be changed. To change the delivery method for this invoice, click the icon and do one of the following:

To cancel sending the invoice, check Do not send invoice and click [Hide] to close the window.

To identify a different contact to receive the invoice, in the Contact field, use the lookup to select a different contact. If you are not making other changes, click [Hide].

To view all contacts, use the drop-down menu to select No filter.

To view contacts for this customer only (the default setting), use the drop-down menu to select Filter > Customer contacts.

To view contacts for this customer, this customer's parent customer (if any), and/or contacts who are not currently associated with any customer, use the drop-down menu to select Filter > Customer, parent, or unassociated contacts.

To add a new contact, use the drop-down menu to select New. The system displays the New Contact window.  For more information on creating a new contact, see the Creating Contacts topic.

To change the delivery method, select Print, Email, or Fax. If you are not making other changes, click [Hide].

If printing the invoice, you may enter the number of copies you want printed in the Number of additional copies to be printed field. If you are not making other changes, click [Hide].

Click [OK] to save the transaction, post to the general ledger, and queue the invoice for the selected delivery method.

If you checked Auth on OK and Use existing account on the Billing/Shipping tab, the Pre-authorize Charge window displays. Do the following:

In the Pre-authorization amount field, verify the amount to pre-authorize or override the amount if necessary.

Click [OK].

If the authorization is successful, the system displays the message, "Authorization was successful." Click [OK] to acknowledge the message.

If you checked Auth on OK and Single use account on the Billing/Shipping tab, the system displays the Single Use Charge Account window.

Note: If your system is using the NET1 Payment Solutions credit card vault, a warning icon displays to the right of the Single use account field. The warning indicates, "Single use account transactions do not qualify for Level 3 processing." To maintain PCI compliance, it is not possible to process the detail necessary to qualify for the Level 3 discount using a business or government purchase card that is not stored in the NET1 Payment Solutions credit card vault. For more information regarding Level 3 processing, see the Configuring Credit Card Processing Settings topic.

Complete the following fields as appropriate:

Name on account: Enter the name of the person imprinted on the credit card.

Address: Enter the billing address for the credit card.

City: Enter the billing city for the credit card.

State: Enter the billing state or province for the credit card.

Zip: Enter the billing zip or postal code for the credit card.

Phone: Enter the phone number for the credit card.

Pre-authorization amount: Confirm the amount to be credited, or edit if needed.

To authorize a charge, do ONE of the following:

To authorize a credit card charge, do the following:

Select the Credit Card button.

Click [Authorize] to open the NET1 Payment Solutions window.

Card Number: Enter the new credit card number to be charged.

Expiration: Use the drop-down menu to select the expiration date of the credit card to be charged.

CVV: Enter the three digit security code found on the back of the credit card.

Click [Swipe Card] to charge the card, or [Cancel] to close the window and not charge the credit card.

Once the Swipe Card process has completed, click [Next] to view the billing information.

Click [Submit]. The system displays the transaction detail.

Click the [Close] button in the bottom right corner of the window to return to e-automate.

To authorize an ACH charge, do the following:

Select the ACH button.

Click [Authorize] to open the Add Account window.

Account number: The bank’s account number to add to this invoice.

Routing number: The bank’s routing number to add to this invoice

Checking/Savings: Select which account type, either checking or savings.

Click [OK] to save the ACH account information.

Click [OK] to save the transaction, post to the general ledger, and queue the invoice for the selected delivery method.