Categories

Since much billing occurs on a repetitive basis, AR provides categories to speed the process of creating invoices by indicating default descriptions, billing, invoice & ledger account information that will be used when billing items linked to a category.

Categories do not have a fiscal year, so they are available every year.

Create a category

1. Select Categories from the Accounts Receivable menu, and the Categories window opens.

2. Click at the bottom of the window, and the Category window opens in a popup.

3. Complete the fields as described below.

   • Category Name: Required field. Enter an ID of up to 10 characters for the category, e.g. SAL.

   • Status: Required field. Select Enabled for current use. Note: A category may be inactivated for future use at any time by changing the status to Disabled. The past records created using the category are not deleted, but the category is no longer available.

   • Description: Enter a description of the recurring items that will be connected to this category.

   • Provide separate invoices for items in this category:

   • • Leaving this box unchecked will cause items in this category to be combined with items from other categories when creating an invoice batch (a billing schedule).

     • Check this box to separate the invoices for items in this category from invoices for items from other categories when creating an invoice batch (a billing schedule).

   • Users restricted to using items in recurring item catalog:

   • • Leave this box unchecked if you want to allow users to add single items to invoices they create using this category.

     • Check the box if you want users to use only recurring items on invoices they create using this category.

   • Event/Jobs

   • • Billing By Event/Job: Required field. Select from Never Used, Optional, Required.

     • • Select Never Used if billings in this category are never to be linked to an event or job.

       • Select Optional if billings in this category may be linked to an event or job, but are not required to have that link.

       • Select Required if billings in this category are to always be linked to an event or job.

     • Show Event/Job on invoice: Check this box to cause the Event/Job name to print on the invoice.

   • Show unit cost and quantity on invoices: Check this box if you want the unit cost & quantity for each item to print on the invoices.

   • Item Account - Default: Select the revenue account that will be the default account for items billed in this category. The default can be changed when adding items to a bill schedule.

   • A/R Debit Account - Default: Select the AR account to be used as the debit account for items billed in this category. The default can be changed when adding items to a bill schedule.

4. Click Save.

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