Customer Documents

Accounting > Accounts Receivable > Customer Documents

The Customer Documents screen is used to create and manage customer invoices and credit memos.

Note: This screen is only available for districts with the Accounts Receivable module.

1. Search - search by identifier

2. Statuses - filter by document status (All Statuses (default), Applied, Draft, Paid, Posted)

3. All Customers - filter by customer

4. Reset - click to reset search parameters

5. Add New Document - click to add a new document
   

1. Type - select document type (Invoice (default), Credit Memo)
2. Date - select document date
3. Due Date - select document due date
4. Customer - select customer from Customer Management, Buildings, Staff, or Students
5. Building - select the building that provided the product/services
6. P.O. Number - enter the purchase order number if applicable
7. Cancel - click to return to the previous screen without saving changes
8. Save - click to create the document and be redirected to the individual document screen

6. Advanced - click to open advanced filters

7. All Buildings - filter by building

8. Select Date Range - filter by date range

9. Search - click to apply advanced filters

10. Identifier - click to sort by document identifier

11. Date - click to sort by document date

12. Building - click to sort by building

13. Person - click to sort by customer name

14. Type - click to sort by document type

15. Status - click to sort by document status

16. Total - click to sort by document total

17. Remaining Balance - click to sort by remaining balance

18. Pencil - click to be redirected to the individual customer document screen

19. < > - click to scroll through pages

Individual Document Screen

1. Notice the Customer Name, Building, Status, and Total. Click Print Document to request a copy of the customer document report for this document.
   

1. Email Invoice - click to choose to email a copy of the invoice, then enter the Email Address.
2. Cancel - click to return to the previous screen without saving changes
3. Print - click to run the report

2. Identifier - notice the randomly generated document identifier

3. P.O. Number - update the purchase order number if needed

4. Billing Address - update the billing address if needed. Note: This field is auto-populated with the customer billing address.

5. Date - change the document date if needed

6. Due Date - change the due date if needed

7. Mailing Address - update the mailing address if needed. Note: This field is auto-populated with the customer mailing address.

8. Identifier - notice item identifier

9. Name - notice the item name and modify if needed

10. Quantity - notice the quantity and adjust if needed

11. Unit of Measure - notice the unit of measure and adjust if needed

12. Price - notice the price and adjust if needed

13. Total - notice the total = Quantity x Price

14. Taxable - check to indicate that sales tax is to be applied to this item

15. Double Arrows - click and drag to rearrange item order

16. Trash Can - click to remove the item from the document

17. Search Items - search for items or click the Magnifying Glass to add invoice items to the document
    

1. Search - search for invoice items
2. Tags - filter by item tags
3. Reset - click to reset filters
4. Identifier - click to sort by identifier
5. Name - click to sort by name. Notice the item description.
6. Checkbox - check to add item to document
7. < > - click to scroll through pages
8. Close - click to return to the document screen with selected items

18. Note (optional) - enter a note to appear on the document

19. Notes - notice any internal notes and click (+) Add New Note to add additional notes. Notes are not editable.

20. Delete - click to delete the document

21. Close - click to return to the previous screen without saving changes

22. Save - click to save changes

23. Post - click to post the document