Enhanced Job Invoice Format JC-1001

Transcription

1 Enhanced Job Invoice Format JC-1001 Overview This Extended Solution to the standard MAS 90 MAS 200 Job Cost module Job Invoice Printing adds the following new features: Multiple Forms Capability: set up different form layouts to suit your business and choose which layout you wish to use when printing a batch of job invoices. One-Page Time & Material Invoices: print your Time and Material Job Invoices in a onepage format similar to a Sales Order Invoice. The one-page invoices have a header, lines section, and a total at the end of the page (or on the last page for a multiple page invoice). Fixed price contract invoices can be printed normally, or you may take advantage of additional data items from the enhanced Forms. Additional form fields: many new fields have been added including Job Address, Contact, multiple Total fields, etc. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following 2005 Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 1

2 options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install a Sage Software Extended Solution. Setup Once the disk is installed, you will need to access the Job Cost Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). Figure 1 Answer the following prompts: NUMBER OF PRINTED LINES FOR COMMENTS: You may control how many lines are used by comments and by other detail items. Enter S if you wish standard number of lines to be used when comments are printed. Enter 0 if you wish to suppress printing of detail items and not skip lines for them. This allows you to print subtotals by cost type only Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 2

3 NUMBER OF PRINTED LINES FOR DETAIL ENTRIES: You may control how many lines are used for detail items. Entering S will cause the standard number of lines to be used. Entering 0 will allow you to not print detail items and not skip lines for them. This allows you to print subtotals by cost type only. DEFAULT FOR 'USE 1 PAGE T&M FORM : Check this box to use Yes as the default value for the Use 1 Page T&M Form prompt. Leave it blank to use No as the default value. START POSITION OF EMP. NO. IN TRANSACTION POSTING COMMENT: This prompt allows you to maintain the offset (beginning) position of Employee Number in the Transaction Posting Comment. If a value is entered and if the employee number is valid (currently on file in the Payroll Employee Masterfile PR1), the standard reference comment will be replaced with the employee name in this format: last, first. The employee number will only exist in the comment when posting with a cost type of labor L. The value will default to 32. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation When printing invoices, the new question Use 1 page T&M Invoice Form will appear (Figure 2). The default entered in Setup will appear at this prompt. If you check this box, the One- Page T&M form layout will be used and Time and Material invoices will print similar to Sales Order Invoices with a header, lines and totals section on each page. If you leave it blank, the Standard Time and Billing Invoice form will be used for invoice printing. Note that in either case, any fields you have activated on the Additional Fields form will also be used. Figure 3 is an example of the T&M Invoice. Figure Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 3

4 ******* INVOICE ******* PAGE: 1 ABC Company--GEN2 INVOICE NUMBER: IN INVOICE DATE: 05/31/95 SALESPERSON: 0100 ( ) - CUSTOMER NO: 01-ABF American Business Futures 2131 E. 14th Street JOB NUMBER: Suite 100 Milwaukee WI TERMS: Multiple Due Dates JOB CONTACT: Artie Johnson JOB DESC: TEST JOB NUMBER COST CODE TYPE DESCRIPTION TRAN DATE BILL METHD TX? U/M UNITS BILL RATE BILL AMOUNT L COST CODE % MARKUP Y HOUR , L COST CODE % MARKUP Y HOUR L COST CODE % MARKUP Y EACH L COST CODE % MARKUP Y HOUR Labor SUBTOTAL: 12, M COST CODE % MARKUP Y UNIT M COST CODE % MARKUP N EACH , Material SUBTOTAL: 2, B COST CODE UNIT PRC Y EACH Burden SUBTOTAL: TAXABLE AMOUNT: 12, NON-TAXABLE: 2, SALES TAX: LESS RETENTION: NET INVOICE: 16, ============= Figure 3 Forms Non-Graphical Forms In order to print the new form fields or to change the default positions of the fields on the One Page Time and Material invoices, you will need to modify the J/C Invoice FORMs. You can maintain the new form fields by clicking the Form button. A window will pop up in which you may select the form you would like to maintain (Figure 4). Select this Extended 2005 Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 4

5 Solution to display the Form Maintenance screen (One Page T&M Invoice Form, Figure 5; Additional Fields, Figure 6). Figure Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 5

6 Figure Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 6

7 Figure 5 (cont d) 2005 Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 7

8 Figure 6 The new fields that you activate with this Extended Solution will print in addition to any other fields that have been activated in standard MAS 90 MAS 200 or other Sage Software Extended Solution FORM maintenance. When maintaining the One-Page T&M Invoice form or the Standard Job Invoice form, click the Options button on the header tab to display an additional screen with the following prompts (Figure 7): Figure Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 8

9 ENTER THE TRANSACTION DESCRIPTION FIELDS PRINT LENGTH: Specify how much of the Transaction Comment field you wish to print on the form. Note that any of the Additional Fields that have been activated in Form Maintenance will print as well as the fields from the other Job Invoice forms. SOURCE CODES TO USE PRINT LENGTH FOR TRANS. DESC.: Enter up to three Source Journal codes to use the print length defined for the transaction description field (i.e., PO, IM). The Transaction Descriptions for the Source Journal Codes you enter here will print the length specified at the prompt Enter the Transaction Description Fields Print Length above. Graphical Forms No changes have been made to the Crystal Reports Work Table files. If you have elected to use graphical forms in the modules Setup, the features of this Extended Solution that affect form printing will not be available. Helpful Hints Available on Additional Fields, Transaction Description can now be printed after REF without the reference (positions 6-15 of the normal description). On the Invoice Printing Form Maintenance screens, the line notes seen in parentheses after the description are as follows: (F) Fixed Price Items only, (T) Time and Materials Invoices, and (B) or blank - no code Both. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 9

10 Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. JC-1001 (Revised 07/05) Page 10