Accounts Receivable Discount Processing

Users in Washington State generate Accounts Receivable invoices for items that are to be applied to more than one fund. Discounts are applied to the same account for which the item is received as revenue. Discounts cannot be applied to totals that include sales tax amounts, as the Washington Department of Revenue requires vendors to collect sales tax on the original invoice amount before a discount is applied.

 

The option Discount by Line Item must first be selected in Accounts Receivable Setup before using Discount Processing. You must have System Administrator access to perform this setup.

 

Create or select an invoice and select a Discount Code and Discount Description.

  1. Click FINANCIAL MNGMNT.

  2. Click A/R.

  3. Click INVOICES.

  1. Either create a new invoice or make changes to an existing invoice:

    1. Create a new invoice by clicking +ADD. (If the Station Selection screen appears, select a station and the next available invoice number will be generated. Station Selection is a district option setup in System Admin.)

-- OR --

    1. Select an existing invoice: Select an invoice and either double-click or click EDIT.

    2. Create or update the invoice in the Invoice Maintenance screen.

    3. Select a Discount Description and Discount Code from the menu or click DISCOUNT and make a selection.

    4. Click OK to accept your entries or CANCEL to exit.

Discount the invoice.

  1. Click FINANCIAL MNGMNT.

  2. Click A/R.

  3. Click PAYMENTS. (This opens the Payment Entry screen.

  4. Select a record from the Payors with Payments display.

  5. Click EDIT. (The Deposit Tracking screen opens:)

    1. Deposit Number:

    2. Deposit Amount:

    3. Click OK to save changes, or CANCEL to exit.

  7. The Payment Entry screen opens:

    1. Select the invoice number under the Invoice Master display.

    2. Click EDIT.

  9. The Payment Distribution screen opens:

    1. Select the invoice number under the Invoice Master display.

    2. Click the button to the right of this display. This updates the invoice with a discount based on the Discount Code and Discount Description you selected.

  11. The Discount Notice screen opens. Calculated tax and discount totals are displayed on the left side of the screen.

    1. Net Invoice Amount: Displays the amount of the invoice after subtracting the Full Discount Amount.

    2. Full Discount Amount: Displays the discount amount calculated from the Discount Code you selected. You may enter a different amount if you prefer to substitute it for the calculated amount.

    3. Discount Description: Displays a description for the discount associated with the Discount Code.

    4. Click OK to save this discount record or CANCEL to exit.

  13. The amount of the discount appears in the Invoice Detail display on the Payment Distribution screen.

Page Updated 2/04

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