Enhanced interface

Field descriptions: AR sales invoices—Accounts Receivable

AR sales invoices list

The following table describes each item in the AR sales invoices list page.

AR sales invoices list page field descriptions
Field	Description
Edit (link)	Select the link to edit the AR sales invoice. What you can change depends on the state of the AR sales invoice: Draft, Posted, and No value: Change any aspect of the AR sales invoice including the associated account. Partially paid, Paid, No value: Change aspects that do not affect the General Ledger, for example, the AR sales invoice number, term, or memo.
View (link)	Select the link to view the AR sales invoice. The most important information appears at the top, including the customer balance, due date, AR sales invoice total, amount paid, and amount due. You can drill down to payment details for partially- or fully paid AR sales invoices.
Customer name	The customer who you are invoicing.
AR sales invoice number	The record number assigned to the AR sales invoice. See Document sequences for auto-numbering IDs for information on autofilling AR sales invoice numbers.
Date	The transaction date.
Amount, Base amount, and Transaction amount	Actual amount of the transaction for this customer in a single-currency company. If you've enabled multi-currency, Intacct displays Base amount and Transaction amount in place of Amount. Base amount is the amount of the item in the base currency of your company. Transaction amount is the amount of the item in the currency for the AR sales invoice. Say, for example, your base currency is USD and the AR sales invoice is for a 100 Euro. For the line item, you see the AR sales invoice with 100 Euro as the Transaction amount and 110 USD as the Base amount (assuming a 1.1 exchange rate from Euro to USD).
State	The current part of the processing cycle for the AR sales invoice: Draft: the AR sales invoice is created, but not posted. It can be changed without consequence. Posted: The AR sales invoice was posted to the General Ledger. Paid: The customer payment was made. Partially paid: Only partial payment was made. There's a remaining amount to be paid. Reversed: The AR sales invoice was reversed by a second transaction, which essentially zeroed out the balance in the GL. Your company retains a record of the reversed AR sales invoice and the reversal transaction for audit trail purposes. Reversal: This transaction is created when you reverse a transaction, and causes the balance to zero out. Selected: A draft payment has been entered for this AR sales invoice. After the draft payment is posted, the state will be updated to Paid or Partially paid. No value: The transaction is posted but has not affected the GL. Find transactions in a specific state List views of transactions provide a one-stop shop for viewing and accessing all transactions of a specific type, for example, AP supplier invoices or invoices. But what about finding transactions that are in a specific state, such as draft, paid, partially paid, and so forth? There are two easy ways to locate transactions in a specific state: Filter for the transaction state on the fly: In the transaction list view, enter the state in the State column, then select Go. The list displays only those transactions in that state. Create a permanent custom view that filters for the transaction state: Create the view, and set the filter to State = <state>, where <state> equals the state you are seeking, such as Draft, Posted, Paid, Reversed, and so forth. This custom view is always available from the transaction list.
Summary title	The name of the collection of same-type transactions, grouped together for same-time processing.
Print (link)	Intacct generates a PDF of the AR sales invoice, which you can view, print, or save to add as an email attachment as needed.
Reverse (link), Delete (link), or Delete checkbox	You can reverse or delete an AR sales invoice. Delete completely removes the record of the AR sales invoice. Reverse allows you to track changes and maintain an audit trail. For unpaid AR sales invoices: The action you can take depends on the state of the AR sales invoice and whether AR is configured for the reversal of unpaid AR sales invoices. If reversal is disabled, select the checkbox next to any draft or posted AR sales invoices and then select Delete. If reversal is enabled, for any draft AR sales invoice, select the Delete link. For any posted AR sales invoice, select Reverse. You are prevented from deleting a posted AR sales invoice. For paid AR sales invoices: You can only reverse the AR sales invoice: For partially or fully paid AR sales invoices, reverse the payment and then reverse the AR sales invoice. For no value AR sales invoices, reverse the AR sales invoice. See Deleting or Reversing an AR sales invoice?

AR sales invoices page

The following table describes each field on the AR sales invoice page.

page field descriptions
Field	Description
Date	The transaction date. When entering a new AR sales invoice, the date defaults to the current date. You can choose to enter a different date. Editing a date in an AP supplier invoice, AR sales invoice, or adjustment associated with a project requires you to: Edit the transaction to remove the project, then post it. Edit the transaction to change the date, then post it. Edit the transaction to add the project back in, then post it.
GL posting date	Appears only if enabled in the Configure Accounts Receivable page. This date is the date on which the transaction actually posts to the General Ledger.
Customer	The customer for whom you are creating this AR sales invoice. You can either select a customer from the pick list or enter the name of the customer for the AR sales invoice. For repeating customers, it's best to enter them into the system.
Populate from last AR sales invoice	Use this shortcut when you want to enter similar information from the last AR sales invoice for that customer. After you populate the AR sales invoice, you can still edit the fields.
Bill-to	This field determines the customer contact to invoice for this sale. The system automatically defaults this field from the Bill-to contact field in the customer record. You can override the default as required, for example, if the customer has multiple offices and requests you to send the AR sales invoice to an office other than the one on record.
Ship-to	This field determines the customer contact for shipping. The system automatically defaults this field from the Ship-to contact from the sales transaction, which itself defaults from the customer record. Although in most cases, you won't need to override the default, you can, for example, if the customer wants you to ship the product to a location other than the one on record. If you have Avalara AvaTax, this field is used to determine the tax on the sale.
AR sales invoice number	The record number that you are assigning to the AR sales invoice. To make this field mandatory, to be warned of duplicate numbers, or to disallow duplicate numbers for AR sales invoices for this customer, see Configure Accounts Receivable. This AR sales invoice number appears on the following: The actual AR sales invoice sent to the customer. Any statements sent to the customer All AR and General Ledger reports. The customer references this number when paying the AR sales invoice. See Document sequences for auto-numbering IDs for information on autofilling AR sales invoice numbers.
Reference number	The customer's purchase order number or another reference number. This text appears in the GL Detail report, under the Document column. It also prints out on the AR sales invoice.
Description	A textual description of this AR sales invoice. The description prints on the Customer Ledger report, for your reference. It defaults to the line-item memos and prints on the AR sales invoice unless your override the line-item memo.
Contact tax group	This field only applies to companies subscribed to the Taxes application. A read-only field that displays the contact tax group to which the Ship to contact belongs. If the Ship to contact hasn't been associated with a contact tax group, the field is blank. Learn more about entering taxable transactions.
VAT Reg No	This field only applies to companies subscribed to the Taxes application. A read-only field that displays the VAT registration number for the Ship to contact. If the Ship to contact doesn't have a tax number specified, the field is blank. Learn more about entering taxable transactions.
Transaction has tax implications	This field only appears for companies that are enabled for multiple tax jurisdictions in the Taxes application. It appears at the top-level only. Select this checkbox to add taxes for this transaction. Then select your Tax solution. Learn more about entering taxable transactions.
Tax solution	This field only appears if Transaction has tax implications is selected. Select the tax solution you want to use to calculate and capture taxes on this transaction. Learn more about entering taxable transactions.
Message	A textual message that you want printed on the AR sales invoice.
Term	Intacct uses the term selected here to calculate the due date, discounts, and penalties associated with this AR sales invoice. For instance, if you offer a customer Net 30 terms, you are allowing the customer to pay within 30 days without penalties. The term that you enter in this field automatically defaults to each line item in the Items section. You can override the term for any line item. For more information on adding term values, see AR terms.
Attachment	Select an attachment (along with its attached files) to add to this transaction. You can attach any type of file to the transaction, including scanned images, spreadsheets, or word-processor documents. Attached files are uploaded to your company for permanent, safe storage. 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.
Due date	Intacct calculates the due date based on the AR sales invoice date and terms. Changes in either are reflected in the due date. You can enter or select a due date that overrides the calculated due date.
Generate matching AP supplier invoice for AR sales invoice	This field appears only if you configured AR for inter-entity bill back and selected an associated bill back customer. Enable this option to create a matching AP supplier invoice in the AR of the customer entity.
Bill back template	This field appears only if you configured AR for inter-entity bill back. When you generate an AP supplier invoice to match the AR sales invoice in the AP of the customer entity, select the bill back template to use.
Summary	This field appears only if you've configured AR for user-specified summary posting. You can edit or switch the summary if the AR sales invoice is not paid or in a closed period. You will not see this field if you've chosen auto-summary because Intacct automatically handles the posting.

Currency section

Currency section field descriptions
Field	Description
Transaction currency	If your company uses multi-currency transactions, you can select the currency for this AR sales invoice.
Exchange rate type	If your company uses custom exchange rate types, the Exchange rate type dropdown list contains choices for them, where one may also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct Daily Rate.
Exchange rate date	Intacct sets the date of the exchange rate to today by default; however, you can override this date. For example, maybe you are making the transaction date other than today. You might want to match the exchange rate to that date.
Exchange rate	You can override the default exchange rate. For example, say that your administrator has not yet entered the rate for today. Rather than letting Intacct default to the last rate entered, you can enter it directly into this field.

Project contract billing section

This section only appears for companies subscribed to the Construction application.

Project contract billing section field descriptions
Field	Description
Project contract ID	Select a Project contract ID from the dropdown.
External reference no.	Enter an external reference number for the project contract billing.
Contract description	Enter a description for the contract.
Contract date	Enter a date for the contract.
Architect	Select an Architect from the dropdown.
Billing through date	Enter a billing through date.
Billing application no.	Enter a billing application number.

Entries section

Entries section field descriptions
Field	Description
Show/Hide defaults	Optional. Select default values to autofill each line item. The system displays these default values for every existing and new line item. You can manually override default values on line items, as needed.
Account / Account label	The General Ledger account or account label, if you have labels enabled. Select the appropriate account to which Intacct assigns the revenue. This field does not display on the AR sales invoice.
Dimension values	To assign this revenue to a Project, Department, Location, or any other dimension value, select the respective dimension value using the dropdown beside the dimension. Department and Location are always displayed.
Amount, Transaction amount, and Base amount	Enter the actual amount of the transaction for this item in a single-currency company. If you've enabled multi-currency, Intacct displays Transaction amount and Base amount instead of Amount. Transaction amount. The amount you enter in the currency set for this AP supplier invoice. Base amount. The amount in the base currency of your company. This amount is a read-only field that's automatically calculated, using the exchange rate in the header. For example, if your base currency is ZAR and you enter a line item for 100 Euro in Transaction amount, then you see 2062 ZAR as the Base amount (assuming a 20.57 exchange rate from Euro to ZAR).
Allocation	Appears only if the ability to create transaction allocations when entering AR sales invoices in AR sales invoice entry is enabled on the Configure Accounts Receivable page. Transaction allocation in the line item section enables you to override the allocation for individual items from what you set in the header of the AR sales invoice. Line Item Allocation enables you to select a transaction allocation template that specifies automatic distribution of amounts or to specify a custom allocation by selecting Customize allocation. Intacct displays the Allocation Splits page. If you change the amounts such that the total is different from that you entered in the transaction page, the total is updated when you save. Also, the name of the allocation is now changed to Custom. Does your company include multiple entities and transact in multiple currencies? If so, and if you create transaction allocations at the entity level, you can only use those allocations at the entity level. You cannot access these transaction allocations at the top level.
Multiple taxes on line	This field only applies to companies subscribed to the Taxes application. Select to enter a line item where you need to apply multiple taxes, such as to partially reclaim input tax or enter a reverse charge. Learn more about entering a reverse charge. This checkbox appears in the following circumstances: The tax solution is United Kingdom VAT. The tax solution is Australia GST or custom VAT, and the option for Multiple taxes per line is selected for the tax solution (Tax solution information page). Additional setup of tax details, tax schedules, and tax schedule maps may also be required.
Tax detail	This field only applies to companies subscribed to the Taxes application. Select the appropriate tax category for the line item. The system applies the percent rate that is defined for the tax detail to calculate the amount of tax. If you assigned a default tax schedule to the contact, the applicable tax details fill in automatically after you enter the transaction amount. Learn more about entering taxable transactions.
Rate	This field only applies to companies subscribed to the Taxes application. A read-only field that displays the percent tax to apply for the line item. The percent tax is based on the selected tax detail.
Transaction tax	This field only applies to companies subscribed to the Taxes application. The amount of tax calculated for the line item, which is based on the tax detail you select. The calculation is: Amount multiplied by Rate You can override the amount of tax that the system calculated in Transaction tax, if necessary. If you enter a different amount, the Transaction total field is automatically updated. If your company is enabled for multi-currency, the amount is in the currency you set for the transaction.
Transaction total	This field only applies to companies subscribed to the Taxes application. A read-only field that displays the total amount of the transaction for the line item, including tax. The calculation for the field is: Amount plus Transaction tax If your company is enabled for multi-currency, the amount is the currency you set for the transaction.
Base total and Base tax amount	This field only applies to companies subscribed to the Taxes application. If your company is enabled for multi-currency, these read-only fields appear: Base total: the Transaction total in the base currency of your company. Base tax amount: the Transaction tax in the base currency of your company.
AR account	Appears only if enabled on the Configure Accounts Receivable page. If you want to use an alternative AR account to override the default GL AR account, select it from the AR account dropdown. 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 Show details in the line item, and change it. See Override the GL account in AR transactions for more information.
Rev rec	If your company has enabled revenue recognition, you can select Add or View to display the Revenue Recognition Details window.
Deferred rev rec account	The account to which the deferred revenue is posted.
Rev rec template	The revenue recognition template that you want Intacct to use to track progress and recognize revenue for this item.
Start date and End date	Optional. The start and end dates for recognition of this item. After a payment has been applied to an AR sales invoice, you can't edit the revenue recognition details for the AR sales invoice. Even if you reverse the payment, you can't edit the AR sales invoice line item details. In either scenario, edit the revenue recognition schedule manually or use the Reallocate revenue schedule function to change the revenue schedule dates and amounts.
Memo	The memo provides information regarding this item that may be of use in the future.
List of standard and user-defined dimensions	Select dimension values for tracking and reporting purposes. If you already selected dimension values in the upper pane, those values are automatically populated to each line item. You can override any dimension value for any line item.
Total	The total of all line items.

Subtotals section

This section doesn't appear for companies using a VAT or GST tax solution through the Taxes application.

Subtotals section field descriptions
Field	Description
Subtotal account label	Provides a subtotal at the bottom of the AR sales invoice. You can have tax-type subtotals such as sales tax, and non-tax subtotals such as freight or a customer discount.
Memo	A memo to print on the AR sales invoice.
Amount	The amount of the subtotal. To give a discount, enter a negative number. When you select outside the field, the total is updated.
List of standard and user-defined dimensions	Select dimension values for tracking and reporting purposes. If you already selected dimension values in the upper pane, those values are automatically populated here. You can override any dimension value as needed. Best practice: For tax subtotals, set dimension values at the line-item level only. Clear any dimension values in the tax subtotals section. Because only one amount will be paid to the tax agency, no dimension breakdown is required. Although having dimensions set in the subtotals area will not break anything, it will cause unnecessary clutter in any accounting report associated with this transaction.
Total	The total of all line items.
Last modified	The last time this transaction was edited.
Customer message	Any info you want to communicate to the customer via the AR sales invoice; it could be as simple as "Have a nice day."

Tax summary

This section only appears for companies subscribed to the Taxes application and only for VAT or GST tax solutions.

Tax summary section field descriptions
Field	Description
Show summary	Select this button to display a summary of the total tax for all the line items in the transaction, grouped by tax detail. If you add or change a line item, select the button again because the summary is not automatically refreshed.
Description	The description of each tax detail selected for the line items in the Entries section. If a tax detail doesn't have a description, the description in the tax summary is blank.
Percent	The percent tax that is defined for the tax detail.
Transaction tax total	The total amount of tax applied to the transaction for this tax detail. If your company is enabled for multi-currency, the amount is the currency you set for the transaction.
Base tax total	If your company is enabled for multi-currency, the Transaction tax total field in the base currency of your company.

Posting details tab

Posting details tab field descriptions
Field	Description
Book ID	Indicates the reporting book the journal posts into. This book can be either Accrual or Cash, depending on the reporting method set up in the General Ledger.
Journal	The journal into which the transaction posts.
Journal no.	Select to drill down to the Journal Entries page.
Date	The GL posting date.
Type	The type of posting.
Line no.	The line number represents the line in the journal entry that corresponds to the posting entry of the transaction.
Account no.	The account number of the account to which the transaction posted.
Account name	The GL account to which the transaction posted.
Location	The location assigned to the transaction.
Debit amount	The amount debited from the account.
Credit amount	The amount credited to the account.
Txn currency, Debit txn amount, and Credit txn amount	If the company is enabled for multi-currency, these fields show the currency for the transaction and the debit and credit amounts in the transaction currency.
Base currency, Debit base amount, and Credit base amount	If the company is enabled for multi-currency, these fields show the base currency for the entity and the debit and credit amounts in the base currency.
Memo	The memo for the transaction. This memo could be something that clarifies the reason for the transaction.

Project contract billing details tab

Use the Project contract billing details tab to see the totals for the billing and line items. The Project contract billing details tab appears on Accounts ReceivableAR sales invoices and requires the Construction subscription. The tab appears only when you view the AR sales invoice and these fields are read-only.

Project contract billing details tab field descriptions
Field	Description
Project contract ID	The identifier for the project contract.
Project contract name	The name of the project contract.
Document ID	The identifier for the document.
Document number	The project contract AR sales invoice document number.
Original contract amount	The amount of the original contract.
Total changes approved in prior months (additions)	The total of addition changes approved in prior months.
Total changes approved in prior months (deductions)	The total of deduction changes approved in prior months.
Total changes approved this month (additions)	The total of addition changes approved this month.
Total changes approved this month (deductions)	The total of deduction changes approved this month.
Total net approved changes	The total of approved net changes.
Revised contract amount	The amount of the revised contract.
Total completed to date	The total completed for the AR sales invoice.
AR sales invoice amount retained	The amount retained from the AR sales invoice.
AR sales invoice retainage billed	The retainage billed from the AR sales invoice.
Net change retainage held	The net change retainage held.
Retainage held to date	The retainage held to date.
Retainage billed to date	The retainage billed to date.
Retainage balance to date	The amount of the retainage balance.
Previous retainage balance	The previous retainage balance.
Total earned less retainage	The total earned to date minus retainage held to date.
Less previous billings	The total of previous billings.
Current amount due	The current amount that is due for the AR sales invoice.
Balance to finish	The balance to finish paying the AR sales invoice.
Taxes	The tax on the AR sales invoice.
Discount	The discount on the AR sales invoice.
Charges	The charges on the AR sales invoice.

Project contract billing invoice detail entries

Project contract billing invoice detail entries field descriptions
Field	Description
Project contract ID	The identifier for the project contract.
Project contract line ID	The identifier for the project contract line.
Project contract line name	The name of the project contract line.
External reference no.	The external reference identifier.
Internal reference no.	The internal reference identifier.
Project ID	The identifier for the project.
Task ID	The identifier for the task.
Task name	The name of the task.
Original contract amount	The amount of the original contract.
Total changes approved in prior months (additions)	The total of addition changes approved in prior months.
Total changes approved in prior months (deductions)	The total of deduction changes approved in prior months.
Total changes approved this month (additions)	The total of addition changes approved this month.
Total changes approved this month (deductions)	The total of deduction changes approved this month.
Total net approved changes	The total of approved net changes.
Total revised contract line amount	The total amount of the revised contract line.
Completed from prior applications	The amount completed from prior applications.
Completed this period	The amount completed this period.
Stored materials	The price of stored materials.
Total completed to date	The total amount completed.
Percentage complete to date	The amount of the percentage completed.
Retainage percentage	The percentage of the retainage.
AR sales invoice amount retained	The amount retained from the AR sales invoice.
AR sales invoice retainage billed	The retainage billed from the AR sales invoice.
Taxes	The tax on the AR sales invoice.
Charges	The charges on the AR sales invoice.
Discounts	The discount on the AR sales invoice.

Expandable details section

Expandable details section field descriptions
Field	Description
Description	The description of the AR sales invoice.
Net change retainage held	The retainage held for net changes.
Retainage held to date	The amount of retainage held.
Retainage billed to date	The amount of retainage billed.
Retainage balance to date	The amount of the retainage balance.
Previous retainage balance	The previous retainage balance.
Balance to finish	The balance to finish paying the AR sales invoice.
Line amount due	The line amount due.