CARRR Billing and Invoice Maintenance
Invoice Tab
The Invoice tab in CARRR helps you complete timely and accurate customer billing. The Invoice creation process is separate and distinct from the monthly statement generation process. All A/R tenders must be considered a transaction and captured in the invoicing process. After the invoice is generated a unique invoice number is automatically assigned.
 | The Invoice tab has a sub-tab called the Invoice Maintenance tab. From the Invoice Maintenance tab you can launch three additional options: Invoice Creation, Invoice Deletion, and Invoice Search. |
Invoice Creation
Use the Invoice Creation tab to create invoice reference numbers for all billing and payment. The invoice number is available to easily and efficiently apply payments to accounts as they are initiated.
Important: This process in now automated, do not continue to create manual invoice numbers.
To create an invoice:
Go to CARRR > AR Store Home Page > select Invoice.
Select Invoice Maintenance in the Invoice drop-down menu.
Select Invoice Creation in the Invoice Maintenance drop down menu.
Select the store number from the Store drop-down menu.
Select the major account name from the Major Account drop-down menu.
-OR-
Enter the major account number in the Major Account Number field.Click the Include Closed Accounts checkbox when billing for a closed major account that still needs to be Enter the major account number in Major Account Number field.
Click the Include Closed Accounts checkbox when billing for a closed major account that still needs to be invoiced.
For example, the Financial Aid major account end date is 8/31/21, but you create your invoice/billing on 9/5/21.
Important: Review the A/R Data Polled as of: date.
If there is a lapse in the poll data, do not run invoices. Check the A/R Control Log in CARRR and resolve any issues before running invoices.
Click the Include Personal Major Account checkbox if you need to include a personal debit account. You may have used the Personal Major Account set up differently than intended, so CARRR has trouble distinguishing the data.
Enter the Start Date and End Date for the Transaction Period.
Note: If you do not select a Start Date, the invoice includes all transactions not previously invoiced. The Start Date field will populate with the date of the first transaction not invoiced.Click the checkbox for Print (PDF), if needed.
Important: Do NOT select the Email option.Click the checkbox for either a Detailed or Summary report.
Note: Determine what type of report is required from your A/P contact.Click Create Invoice.
A Create the Invoice for Major Account pop-up window displays.Click Yes.
An Invoice Has Been Created pop-up window displays.Click OK.
The Summary versus the Detail Report
The Summary Report provides one line item with total amount for each purchase.
The Detail Report provides a line-by-line listing of all the individual items for each purchase.Line item transaction detail includes the following:
Date
Student Name
Customer A/R Number
Major Account Number
Quantity
SKU
SKU Description
Sell Price
Discount
Freight
Total Tax Amount
Sales Total
Transaction Number Account
Tender Amount
POS Transaction Number
Important: Only use the Detail Report function when requested by your A/R contact.
Invoice Deletion
Select the Invoice Deletionoption to delete incorrect invoices.
Important: The Invoice Number is needed to delete the invoice.
To delete an invoice:
Go to CARRR > AR Store Home Page > select Invoice.
Select Invoice Maintenance in the Invoice drop-down menu.
Select Invoice Deletion.
Select the store number from the Store drop-down menu.
Enter the invoice number in the Invoice Number in the field.
Click Delete Invoice.
A Delete Invoice for Invoice Number [xxxxxx] pop-up window displays.Click OK.
An Invoice [xxxxxx] has been deleted pop-up window displays.Click OK.
Invoice Search
Select Invoice Search to locate and create invoices that require further review (e.g., deletion, changes).
To search for an invoice:
Go to CARRR > AR Store Home Page > select Invoice.
Select Invoice Maintenance in the Invoice drop-down menu.
Select Invoice Search.
The Invoice Search window will display.Select the store number from the Store drop-down menu.
Select the major account name from the Major Account drop-down menu.
-OR-
Enter the major account number in Major Account field.Enter the start date in the Start Date field.
Note: The start date defaults to 90 days prior to the end date.Click View Invoice.
The Invoice History screen displays with a list of invoices that have been created.
CARRR Task List
The CARRR Task List displays important tasks that must be completed, along with alerts for important due dates. These tasks are displayed on the main A/R Dashboard and include:
Invoices need to be generated on the 5th business day of the month
Control log variances
Important due dates
The invoice number display on existing CARRR screens and reports as an enhancement.
This provides you a quick reference number for A/R tasks and assignments that must be completed.
