Accounts Receivable > GL Integration > AR Invoice Register

AR Invoice Register

You use this program to generate a report of journals created from transactions posted using the AR Invoice Posting, AR Initial Invoice CaptureAR Finance Charge CalculationSales Order EntryDocument Print and AR Post Permanent Entries programs.

These journals are created by the AR Invoice GL Integration program and the report serves as an audit trail of Accounts Receivable invoice transactions processed.

The report can be run at any time and as often as required.

Report Options

Field Description
Reprint
Option Description
Printed and unprinted registers Includes all registers on the report, regardless of whether they have been printed.
Printed registers Only registers that have been printed before are included on the report
Unprinted registers Only registers that have not been printed before are included on the report.
Options  
New page per register Select this to print the details for each register on a separate page.
Highlight missing invoices Select this to print an error message on the report if any invoice numbers are found to be out of sequence (see Missing Invoice Numbers).

When you select this option, the invoices included in the report are sequenced by invoice number to identify those invoice numbers that are out of sequence.

[Note]
  • The system checks for missing invoice numbers within the same register number.

  • Only the selected invoice registers are included in the sequence check.

  • Credit notes, Debit notes and Finance Charge invoices are excluded from the sequence check.
  • This option is not applicable if your AR Invoice number key type is set to alphanumeric (Set Key Information).
Branch selection Indicate the Accounts Receivable branches for which to reprint the journals.
Period selection
Option Description
Period Indicate the period(s), within the year(s) indicated, for which to reprint the report.
Year Indicate the year(s) for which to reprint the report.
Register number selection Indicate the transaction journal number(s) to reprint.

Output Options

These options enable you to apply a theme to the report and to define multiple output destinations for the report once it has been compiled (SRS Output Options).

Missing Invoice Numbers

If you selected the option to highlight missing invoices on the report, then an error message is printed when invoice numbers are found to be out of sequence.

Following are reasons why invoice numbers may be out of sequence or may not have been printed on the report:

  • The value in the Next invoice field is changed (Set Key Information).

    For example:

    The next invoice number is currently set to 1000. This means that 1000 is the number that must be allocated to the next invoice which is generated. If this value is manually changed to 1005, then the system uses 1005 as the next invoice number and will indicate that invoices 1000 to 1004 are missing.

    [Note]

    The AR Invoice Register only checks for missing invoice numbers within the same register number, unlike the Sales Turnover which checks for missing invoices by invoice number sequence.

    Therefore, if you change the value in the Next invoice field, then the AR Invoice Register will only detect missing invoices if they are within the same register. The Sales Turnover will, however, detect these missing invoice numbers.

  • If the option: Auto invoice numbering - order release is set to Yes (Set Key Information) then an invoice number is automatically assigned when you release a sales order. If you then cancel an order that is in a status of 8 (ready to invoice) and which already has an invoice number assigned to it, then the invoice number is not re-allocated to another sales order. This means that the invoice number never appears on the AR Invoice Register or the Sales Turnover.

  • If the option: Sales order moved to invoice is enabled (Set Key Information) then the sales order number is used as the invoice number. Subsequent cancellation of an order results in missing invoice numbers.

  • If the option: Request when order released from status 4 is set to Invoice (Sales Orders Setup) then the invoice number is requested at the time of releasing an order that is in a status of 4 (if automatic numbering is not used (Set Key Information). If the status of the order is then changed from 8 to 9 manually without completing the invoice process, then the invoice number is defined as missing.

  • If the setup option: Request when order released from status 4 is not selected for Invoice, (Sales Orders Setup) and the option: Auto invoice number - order release is set to Yes (Set Key Information) then an invoice number is assigned to the order when the order status is changed from 4 to 8. If you change the order status from 8 to 9 (instead of cancelling the order), then missing invoice numbers occur.

  • The multi-period accounting facility allows you to post financial transactions into the current and previous two periods. When the transactions are generated using the AR Invoice Posting and Document Print programs, they are assigned invoice numbers based on the setup options selected for Sales Orders and Accounts Receivable. Invoice Registers are created per operator, for the financial period/year into which the transactions are posted.

    For example, if automatic invoice numbering is used and there are several operators posting invoices concurrently into the current month and into previous month 1, then separate Invoice Registers are produced for each period. In this scenario, especially if the operators are invoicing on-line, it is possible that missing invoice numbers are reported on some of the Invoice Registers because of the sequence in which the operators posted transactions into the current month and previous month 1.

  • If you are using device printing with Print Preview deselected, then in some cases the invoice may only have been partially printed or a failure occurred while the invoice process is in the update phase and no invoice number was allocated to the sales order.

    A message is printed on these invoices and the event Invoice process failed during document print (Event Management) can be used to make you aware of this having occurred.

    The following section describes the sequence of events that occur when printing invoices:

    • Sales Order Invoicing Process - printing invoices online.

      An order is created and released using Sales Order Entry. When the Print invoice option is selected on the End Order screen, the following occurs:

      • The order is closed.
      • The Document Print program is loaded with instructions to process the invoice for the selected order.
      • The appropriate printer is selected, and initialised.
      • The order is validated and, if accepted, the order header status is set to '0', in process.
      • If an invoice number is already allocated to the order, then it is validated. If not, the next invoice number is allocated according to the setup options in Sales Orders and Accounts Receivable.
      • The invoice is validated and printed.
      • The reprint file is created as the printing occurs, but the invoice in the reprint file remains in a status of Z which means that it cannot be accessed by any other process.

      • If any errors occur in this process, then:

        • for windows printing:

          • the invoice is discarded without printing
          • the reprint information is removed
          • the order returned to its original status
          • an error is returned to the SO Entry process

        • for device printing:

          • an attempt is made to print an error status on the device
          • an email can be sent if the event Invoice process failed during document print (Event Management) is defined
          • the reprint information is removed
          • the order is returned to its original status
          • an error is returned to the SO Entry process

Notes and warnings

Restrictions and limits

  • Although invoices processed using the AR Initial Invoice Capture program are included in the invoice register, no corresponding General Ledger journals are created for them by the AR Invoice GL Integration program.

    Therefore, to balance the AR Invoice Register totals to the AR Sales Distribution report, you must exclude registers for these invoices.

Reprinting

  • You can only reprint invoice registers for as long as you are retaining sales transaction summary records and Sales transaction detail records (Accounts Receivable Setup).

  • The Period selection is ignored when reprinting journals. All journals are reprinted irrespective of the periods selected.

Hints and tips

  • If you have large volumes of data, then you should use the AR Invoice Register Optimized program.