QuickTrav Invoicing Standing Invoices

Transcription

1 INDEX 1. Overview 2. Activation 3. Flagging\Unflagging Invoices as Standing 4. Setting up 5. Processing 6. History Logs 7. Month Ends 8. Other Last updated LCK 03/07/2007 v1.3z Page 1/6

2 1. Overview Standing invoices are simply invoices that need to be repeated every month and in QuickTrav they are created as normal pro-forma invoices and then flagged as standing. A standing invoice manager utility is then used once a month to process the standing invoices into the accounting (live) invoice register. 2. Activation Standing invoices are automatically available if pro-forma invoices have been activated in the branch setup \ invoice registers. All standing invoice functionality is subject to a user authority level defined under Standing document management (StandingDocuments) (The default user level is 10). As this functionality is accessed via the pro-forma invoice register, the standard access passwords for pro-forma invoices will also apply. 3. Flagging\Unflagging Invoices as Standing Pro-forma invoices can be flagged \ un-flagged as standing invoices by using the Flag as Standing button in the pro-forma invoice register. If a pro-forma invoice is flagged as a standing invoice, the Standing Doc column in the register will display a Yes (and the month the invoice was last processed see below). 4. Setting up Standing invoices are created like any pro-forma invoice (e.g. direct from the register or saved from the live register). The invoice s private notes can be used to store a description of the standing charge/s which will be displayed when running the standing invoice manager (remember private notes are not printed on the invoice). Page 2/6

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4 5. Processing Standing invoices are processed to live invoices via the pro-forma register s Standing Invoice manager icon and the manager can be run as often as required without worrying about duplications. The Standing Invoice manager displays a summary of the standing documents found in the current branch s pro-forma invoice register. Total Total number of invoices flagged as standing Pending Number of standing invoices still to be processed for the current month Invoiced Number of standing invoices processed this month (now or previously) Bypassed Number of standing invoices bypassed during the last run Errors Number of standing documents with statuses that are not Closed and/or number of process errors that occurred during the last run Each standing invoice found is listed in the browse by its invoice number together with the client name, details (extracted from the private notes), amount, current status (matching the summary) and last processing result. Clicking the Go button will start the invoicing process and the un-invoiced standing invoices are processed one at a time, requiring the user to confirm each one by clicking the Save button (exactly the same as manual invoicing). Notes The Go button will only be active if there is anything to do (Pending > 0). If a user cancels an invoice, the system will prompt to interrupt the entire process as well. Each standing invoice can only be processed once in the current month (The live invoice is cross referenced to the standing invoice when processed successfully and the standing invoice will be ignored as already processed on any future runs in the same month) Page 4/6

5 After processing, the summary is updated with the results (example as follows :) The summary browse can be exported to Excel at any time as with any browse (right clock menu) After a standing pro-forma invoice has been processed, the Standing Doc column is updated with the last month that it was invoiced. Page 5/6

6 6. History Logs The system maintains a log of all branch standing invoice activity in the application root folder in a file names Stand<Brn>.log. The log can be viewed using the Log button or via Explorer. Example (standqui.log) QuickTrav Invoicing (Wti.Qui) - Process Standing Proforma Invoices Branch: Systems Development (Qui) Month: 2007/05 Run 02/07/2007 at 15:10:05 by Sup Summary at Start Standing=2 Pending=2 Invoiced=0 Bypassed=0 Errors=0 Activity Log Invoiced on 00aa649 31/05/ Invoiced on 00aa650 31/05/2007 <<END>> 7. Month Ends The branch month end will check for any standing invoices that have not been processed and will block the month end run if any are found. In this case, the standing invoices must either be processed or unflagged as standing to allow the month to be closed. 8. Other Points Flagging a pro-forma invoice as a standing invoice does not change its nature. It is still a pro-forma invoice that can be retrieved or copied and pasted into a live invoice as many times as required. Live invoices can be identified as being processed from a standing invoice by looking at the Source column for a P + a pro-forma invoice number or via their Imported from property using the info button in the invoice register. Page 6/6