Create an AR sales invoice—Accounts Receivable

Create an AR sales invoice to charge a customer for goods or services received. If you are not ready to post the AR sales invoice yet, save it as a draft and come back to post it later.

Are you creating an AR sales invoice for goods or services rendered to another entity, where you also need to create a corresponding AP supplier invoice in the other entity? Set up an inter-entity bill back template to handle this situation. When you create an AR sales invoice using an inter-entity bill back template, Intacct automatically generates a corresponding AP supplier invoice in the other entity. Learn more about Inter-entity bill back.

Enter basic information

Subscription

Accounts Receivable

Regional availability

All regions
User type

Business
Permissions

AR sales invoices: List, View, Add, Edit

  1. Go to Accounts Receivable > All and select Add (circle) next to AR sales invoices.

  2. Enter information about the customer and the AR sales invoice you are creating:

    1. Verify the Date for the AR sales invoice.

      In Date, leave the current date or select a different date for the adjustment. Any date entered here is automatically populated to GL posting date (and to Exchange rate date, if you're a multi-currency company). You can change either date as needed, for example, if you want to create the adjustment today, but post it on a different date.

    2. Select an existing Customer, or add a new customer as needed.

      The Bill-to, Ship-to, Contact tax group, ABN, VAT reg no., and Message fields automatically populate based on the customer record. To populate the rest of the AR sales invoice information based on the last AR sales invoice for that customer, select Populate from last AR sales invoice.

      If you are entering an AR sales invoice for inter-entity bill back, select the customer record associated with the bill back entity.

  3. Optionally, enter a Reference number for the AR sales invoice.

    This number can be the customer's purchase order number or another reference number. This text appears in the GL Details report, under the Document column. It also prints out on the AR sales invoice.

  4. Intacct calculates the default Due date based on the AR sales invoice date and terms.

    You can override the due date by entering a new date.

  5. Add an Attachment to store a digital version of a supporting document.

    In the dropdown next to Attachments, select an attachment or select Add, then upload your attachment.

    Learn more about who can add attachments.

    You can drag and drop your files to add an attachment. To attach a document to multiple journal entries, see Bulk processing.

  6. For inter-entity transactions where you previously set up a bill back template, do the following:

    1. Verify that Generate matching AP supplier invoice for AR sales invoice is selected.

      This option only appears when the customer is associated with a bill back entity.

    2. Select the template from the Bill back template dropdown.

      After you select a bill back template, Intacct automatically populates the AR sales invoice GL account, Department (if specified), and Memo fields.

  7. If you're a multi-currency company, enter the currency details in the Currency section:

    1. In Transaction currency, select the dropdown to select the currency being used for this AR sales invoice.

      If the currency is not your company's base currency, continue with the next two steps.

    2. In Exchange rate type, select the dropdown to select an exchange rate type such as Intacct daily rate or WSJ published rate.

      If you know what the exchange rate for this AR sales invoice is or have contracted with the customer on a set exchange rate, you can enter it in Exchange rate to override system calculations.

    3. Enter or select a date in Exchange rate date.

      The default value is the current date, but you can override the default.

      For example, you might want to change it to the date the AR sales invoice was issued or the date you intend to receive the payment.

      If you override the date of the AR sales invoice, the exchange rate date updates automatically.

Enter line items

For the AR sales invoice to be posted, you must specify at least the account and an amount for each line item.

Depending on your company, you might be required to enter other information, such as the department or location. Also, depending on how your company is set up, you can drill down to the detail level in line items to enter additional information.

In the Entries section, you can add values directly to each line item, or select Show defaults to define default values to autofill each line item.

To set up a value as a default for each existing and new line item, select the dropdown beside the appropriate field and choose a value.

You can override any default value on any line item.

For example, you can set dimension values for tracking and reporting purposes. After you select the GL account, any dimension that you set as a default is automatically reflected for each line item.

Including a warehouse dimension on a transaction won’t affect Inventory values. It's only used for tracking and reporting purposes.

A dimension is a category of data that you can organize and sort in meaningful ways. Sage Intacct provides the following predefined dimensions:

  • Location
  • Department
  • Class
  • Customer
  • Item
  • Project
  • Supplier
  • Employee
  • Warehouse (if you subscribe to Inventory Control)
  • Contract (if you subscribe to Contracts)

In addition, Intacct enables you to define new dimensions to suit your needs. Use these user-defined dimensions to organize and sort categories of data unique to your business. For example, if you’re a software company with multiple product lines, you can create a user-defined dimension called Line of business. Then add the values Direct customers, Channel partner, and OEM.

Dimensions enable you to collect, sort, analyze, and report on data within one category, or between categories, so you can identify key factors such as:

  • Your most profitable or most costly items or customers
  • The return on investment of a project or department
  • Whether and to what degree a new product or product line is successful
  • Which way a particular aspect of your business is trending
  • Intacct dimensions give you fine control over data definition and data hierarchy

With dimensions, you can customize financial reports around specific business activities, get greater visibility into how the business is doing, and make faster, more meaningful business decisions.

Think of dimensions as a more powerful alternative to subaccounts.

Additional fees can apply for the Project dimension and user-defined dimensions. Contact your account representative for more information.

See Setting default line items for more information.

Remember to select Apply defaults to save your selections.

  1. Under Account (or Account label if you have enabled account labels), select the account pick list, then select a revenue account.

  2. In Amount, enter the item amount.

    For companies using multiple currencies, enter the Transaction amount, which is the amount in the transaction currency. Intacct then calculates the Base amount in your company's base currency according to the exchange rate listed in the header.

    This field needs to be populated, even if the amount is zero (0).

  3. To use an alternative AR account to override the default GL AR account, select it from AR account.

    Intacct populates the AR override account that you select here to every line item in this transaction.

    If you want to override the AR GL account for just one line item, select the Show details tab in the line item, and change it there.

    See Override the GL account in AR transactions for more information.

  4. If your company has implemented subtotals, you will see a Subtotal section at the bottom of your AR sales invoice page.

    The subtotals will be one of two kinds, depending on your tax structure (basic or advanced or Avalara).

    1. The basic tax structure enables you to choose the type of subtotal and enter an amount for it.
    2. If your company uses either an advanced tax structure or the Avalara AvaTax integration, the Subtotals section looks different because taxes are computed for you.

  5. In the Subtotal account label dropdown list, select the type of subtotal, like sales tax, or non-tax subtotals, like freight or a customer discount.

    If the customer is in North America and you use Avalara to calculate the tax, you cannot change the information in this box.

  6. To enter a non-tax subtotal, simply enter that amount in its field. Enter negative numbers for discounts.

    To preview the total, select the Calculate link.

    To add more rows, select the Refresh link.

  7. To enter a non-North American tax (Sage Intacct simple tax) transaction, first create a new account label.

    Use this account label to track global taxes.

    For any transaction that's a global tax issue, enter the global local sales tax subtotal on a separate line.

  8. Select the Calculate link when you are finished adding items and entering any user-entry subtotals.

    Be sure not to enter a global sales tax subtotal for any North American (Avalara Tax) transactions. If you do enter a global sales tax subtotal for a North American transaction), Intacct will delete the global tax amount.

  9. When you finish entering the transaction information, save it as a draft or post it.

    • Select Draft or Draft and new to save your progress on the transaction, without posting it. Later, you or another user can review and post it.
    • Select Post or Post and new to post the transaction.

Save an AR sales invoice as a draft

Not ready to post that AP supplier invoice, AR sales invoice or adjustment? You can save it as a draft without affecting the GL or any subledger. With the ability to save these types of transactions in draft state, you can save your progress. Later on, you or another user can come back and post the transaction.

The system validates transactions only when they are posted. For example, required departments or locations are not validated until posting.

Prerequisites: Your ability to add a transaction in draft state or post a transaction depends on your permissions:

  • Add permission enables you to add, edit, delete, and save a transaction as a draft.
  • Add, Edit, and Post permissions enable you to add, edit, delete, and save a transaction as draft, as well as edit and post the transaction when you're ready.

To save a transaction in draft format:

  1. Add an AP supplier invoice, AR sales invoice, or adjustment to your company.

  2. Save the transaction as a draft by selecting Draft and new or selecting Draft, or Draft and continue from the button dropdown.

    The system saves the entry, but doesn't post it.

  • Filter for draft or posted transactions on the fly: In the appropriate transaction list view, select either Draft or Posted in the State column.
  • Create a permanent custom view that filters for draft or posted transactions: Create a view, and set the filter to State = Draft or State = Posted. The custom view is available for use whenever you go to the list.