estelplan Invoicing Release 4.0a

Transcription

1 Invoicing Release 4.0a February 15,

2 Copyright 2016 Invera Inc. All Rights Reserved. Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in part without prior written approval from Invera. Invera reserves the right to make changes in specifications and other information contained in this document without prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been made. The terms and conditions governing the licensing of Invera software consist solely of those set forth in the written contracts between Invera and its customers. No representation or other affirmation of fact contained in this document, including but not limited to statements regarding capacity, response-time performance, suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera for any purpose or give rise to any liability of Invera whatsoever. is a Trademark of Invera Inc. Web: info@invera.com Phone: (514) Fax: (514) Invera Corp Luther Lane, #425 Dallas, TX U.S.A. Invera Inc St. Catherine Street West, Westmount, Quebec H3Z 1P9 Canada

3 Table of Contents 1. INVOICING FUNCTIONS... 1 OVERVIEW... 1 Restrictions... 1 Archiving... 1 MAJOR FEATURES PROVIDED... 2 INVOICING FLOW... 4 INVOICE TYPES... 5 Bill of Lading Invoice... 5 Direct Invoice... 5 Sales Order Invoice... 5 Credit Note... 6 Sales Tax Adjustment... 6 INVOICE STRUCTURE... 7 Components of an Invoice Entry... 7 Invoice Header Information... 8 Invoice Detail Information... 8 Back Orders... 9 Set to Y-Yes... 9 Set to N-No SELECTION ENTRIES INVOICE ENTRY OVERVIEW ADDING AN INVOICE Session ID Restrictions Ship Date Interface with estelperformance ADDING A DIRECT INVOICE Direct Invoice Defaults Commission Code Freight Defaults Invoice Header Action Bar Options Invoice Header Information ADDING AN INVOICE ITEM Item Screen Product Identifier Shipped Quantities Item Charges Classification Information Invoice Item Action Bar Options Inventory Reservations INVOICING A SALES ORDER Restrictions... 46

4 Table of Contents Page ii Adding a Sales Order Select Order Items Invoice Generation Sales Order Invoice Items Completing a Sales Order Interface with estelperformance INVOICING A BILL OF LADING Restrictions Product Installation Options Printing Other Tag Reference on the Invoice Form Printing Purchase Order Reference on the Invoice Form BL Invoice Types One Invoice Per Sales Order Shipped on a BL One Invoice Per Bill of Lading Shipment Restrictions ADDING A BILL OF LADING INVOICE Selecting the BL Items Zero Balance Bill of Lading Items Invoice Generation Invoice Header For Type B Invoice For Type E Invoice Invoice Items Type E Invoice Item Billing Item Completing Sales Orders Transfer of Reservations Tag Master Required Material Created with Detail Entry Tag Master Required Material Created with Summary Entry Non-Tagged and Tag Master Not Required Material Created with Detail Entry Non-Tagged and Tag Master Not Required Material Created with Summary Entry ADDING AN ITEM TO A BILL OF LADING OR SALES ORDER INVOICE ENTRY CHANGING AN INVOICE Changing an Invoice Header Restrictions Changing the Ship-To Number Changing an Invoice Item Changing the Item Product Changing the Tax Applicable Codes Restrictions Inventory Reservations Restrictions DELETING AN INVOICE ENTRY Deleting an Invoice Header Deleting an Invoice Item COSTING AN INVOICE Inventory Costs Direct Ship Costs Freight Costs Processing Cost Add-on Costs Base Currency Value of Revenue and Cost VIEWING INVOICE TOTALS AUTO INVOICE GENERATION... 77

5 Table of Contents Page iii OVERVIEW AUTO SALES ORDER INVOICE GENERATION Assumptions Restrictions Product Installation Options Sequence Ship Date Commission Field Putting Invoices on Hold Completion of Order/Order Items Zero balance Generating SO Invoices Verifications Creating Invoice Entries Auto SO Invoice Generation Selection Entry Screen Session Log AUTO BILLS OF LADING INVOICE GENERATION Product Installation Options Sequence Ship Date Reservations Lot Freight Charge Generating BL Invoices Verifications Defaulting the Invoice Type Auto BL Invoice generation Selection screen Session Log CREDIT NOTES OVERVIEW ADDING A CREDIT NOTE Restriction INVOICE CREDIT LINK Features Provided Restrictions ADDING A CREDIT NOTE LINKED TO AN INVOICE Credit Note/Invoice Cross-Reference File Verification Verifying the Accounting Period Defaulting the Credit Note Header Fields defaulting in Add Mode Other Fields and Conditions Errors and Warnings Remaining Fields Adding an Item to a Credit Note Linked to an Invoice Restriction Verifying the Credit Note/Invoice Cross-Reference File Credit Note Item Display Credit Note Verification RETURN-TO-STOCK IN CREDIT NOTE ENTRY Copy Tag window Copying Archived Tags Tag Information Default from the Copy Tag Function Tag Information screen Restrictions RETURN MATERIAL AUTHORIZATION

6 Table of Contents Page iv Adding an RMA Header RMA Header Action Bar Options Adding an RMA Item Restocking Charges Reservations Value Modifying an RMA Deleting an RMA RMA Printing Automated ing of RMAs Product Installation Options Total Line Information Total Line Information Company or Branch Address Weight/Measure Based Weight based Price Tax Information Salespersons Standard Messages Workflow Message Sample Form RMA Release Restrictions Workflow Message INVOICE EDIT REPORTS OVERVIEW Restrictions Product Installation Options Re-costing of Invoice Entries Cost for Transient Tags Processing Costs INVOICE RESERVATION EXCEPTION REPORT Restriction Selection Screen Report Printing Form & Report Field Descriptions Report Samples INVOICE EDIT REPORT PRINTING Credit Notes Product Installation Option Sales Order and Item Numbers Customer Purchase Order and Release Numbers Inventory Reservations Tag Master Required Products Totals Total of Taxes by Tax Region EDIT VERIFICATIONS Warning Messages Detail Edit Verifications INVOICE EDIT DETAIL Selection Page Report Sample INVOICE EDIT DETAIL CONDENSED Selection Page Report Sample INVOICE EDIT SUMMARY

7 Table of Contents Page v Selection Page Restrictions Report Sample INVOICE UPDATE OVERVIEW Invoice Entries Credit Notes Late Charges Files Updated by the Invoice Update Foreign Currency Invoices Product Installation Options Transient Tags Release Number Update INVOICE UPDATE SELECTIONS Restriction UPDATE SEQUENCE AND CONTROLS Verification Steps Invoice Partially Updated Partially Update Invoice Utility Complete Partially Updated Invoice Utility Reference Number Assignment Invoice File Update Inventory File Update Product Detail Remark and Location Inventory Files Activity Date Transient Tags Direct Shipment PO Reservations Inter-Branch Direct Shipments Sales Journal Creations Inventory Transaction Journal Sales Analysis Transactions Inventory Cost Reconciliation Cost Reconciliation Record (IRC) for External Vendor Costs Cost Reconciliation Record (IRC) for Direct Ship Invoices Session Log Workflow Messaging Interface ERROR MESSAGES Serious System Errors that Require Discussion with the Support Center Warnings for Entries that Require a Change before Update INTER-COMPANY SALES PROCEDURE Invoice Update Logic Product Installation Option Invoice Entry Material Reservation Requirements Inventory Update Invoice Traceability Invoice Form Credit Notes and Material Returns Credit Note Entry Branch Material Returns INVOICE PRINTING OVERVIEW Restrictions Automated ing/faxing of Archived Invoices Product Installation Options

8 Table of Contents Page vi Company Name and Address Remit to Payment Address Salesperson Name Currency Code Tax Detail Tax Percentage Printing Job Information European Tax Standard European Standards-Commodity Code Printing Sold To Information Extended Description Suppress Weight Tax License Archive the Invoice Form Due Date Unit of Measure Equivalent Charge and Unit of Measure Note Printing Suppressed Title Total Line Contact Information Written format in Spanish Fuel Surcharge Bill of Lading Heat Numbers INVOICE PRINTING SELECTIONS Restriction Header Area Ribbon Line Area Product Detail Area Charge Table Shipping Details and Chemical Analysis Physical Analysis Tag Random Length Details Totals Area FREIGHT AND SCRAP SALES RETENTION OVERVIEW Production Installation Options for Freight Retention Product Installation Options for Material Retention Customer and Customer Ship-To Information Restriction Tax Regions INVOICE UPDATE CALCULATION OF RETENTION Example Freight Retention Freight Retention Requirements Restrictions Material Retention Requirements Restrictions INVOICE AND CREDIT NOTE FORMS Invoice Samples ACCOUNTING General Ledger Sales and Invoicing Reports

9 Table of Contents Page vii 10. INVOICE COST ADJUSTMENTS OVERVIEW Restrictions ENTERING AN INVOICE COST ADJUSTMENT Curr Period Cost Attribution Fields Validations Changing a Cost Adjustment Canceling a Cost Adjustment Entry UPDATING A COST ADJUSTMENT Updating the Sales and Cost Journal Sales Journal Header Sales Journal Detail Sales Journal Costs Updating the Sales Analysis Updating the Customer Balance Updating the General Ledger Updating the Inventory Reconciliation for External Cost Attributions SALES TAX ADJUSTMENTS OVERVIEW Restrictions ADDING A TAX ADJUSTMENT HOW TO USE THE TAX AMOUNT/TAXABLE SALES FIELDS First Case Second Case CHANGING A TAX ADJUSTMENT DELETING A TAX ADJUSTMENT INVOICING JOURNALS AND REPORTS OVERVIEW INVOICE REGISTER Selection Page Report Printing Report Sample SALES AND COST JOURNAL DETAIL Selection Pages Report Printing Report Sample SALES AND COST JOURNAL SUMMARY Selection Pages Report Printing Report Sample SALES AND COST ANALYSIS REPORT Selection Page Report Printing Report Sample SALES TAX REPORT Selection Page Report Printing Report Samples SALES TAX SUMMARY Selection Page Report Printing Report Sample PRODUCT LINE SUMMARY REPORT

10 Table of Contents Page viii Selection Page Report Printing Percentage Contributions Product Line Summary Group Totals Report Sample INVOICE AUDIT REPORT Selection Page Report Printing Report Sample RETURNS AND ADJUSTMENTS REPORT Selection Page Report Printing Returns and Adjustments Report Detail Section Sequence Headings Totals Detail Section Sample Returns and Adjustments Recap Section Sequence Headings Grand Totals Recap Sample Returns and Adjustments Corporate Section Sequence Headings Grand Totals Corporate Section Sample SALES COMMISSION REPORT Selection Page Report Printing Report Samples Detailed Report Summary Report PERIODIC PROCEDURES INVOICE ENTRY RECOSTING Selection Page Invoice Recosting Log INVOICE CLEANUP UTILITY Restrictions TRANSIENT TAGS UPDATE Updating the Inventory files Product Balance Inventory Transaction Detail Product Statistics Inventory file Tag Tracing Update Verification INVOICE ARCHIVING Archived Invoice Table Cleanup APPENDIX A USER MENU OPTIONS Index

11 1. INVOICING FUNCTIONS OVERVIEW The invoicing functions provide the means of invoicing customers for material or services provided. The Invoice can be generated automatically using a Sales Order or Bill of Lading transaction, or entered manually for Direct Invoices and Credit Notes. Once the Invoice Entry is created, different Edit Reports are provided to review the Invoice Charges, Costs and reserved Inventory before you proceed with the Invoice Update. The Invoice Update posts the Invoice Entry to the Journals and updates the Inventory files accordingly. You can then print the Invoice forms to mail to your customer. Restrictions Once the Invoice is updated, it cannot be changed. However, its details can be reviewed using different inquiries and reports. Once the Invoice is printed and the End of Day procedure runs, you can no longer re-print the Invoice form as the files that contain all the details are cleared out. Archiving The Product Installation Option ARC=X allows you to archive the Invoice form at printing time. If you have estelfax installed, you can fax the Archived Invoice whenever necessary through the Order Cross- Reference Inquiry. You can also print or view the archived invoice at any time.

12 1. Invoicing Functions Page 2 MAJOR FEATURES PROVIDED The Invoice Entry program is similar to the Sales Order Entry program, therefore all the features provided in the Sales Order are also applicable to the Invoice Entry. Grouping of the Invoicing transactions according to Branch and Session number so that control can be kept over the entries and the orders that are being invoiced. Ability to default the Invoice Entry Type depending on your Shipping procedures using the Product Installation Option INV=X and Customer Tag Information. If you use the Shipping Order, then you would invoice a Sales Order, but if you use the Bill of Lading, then you would invoice the Bill of Lading. The Invoice Update function updates the Cross-Reference file which is used in the Cross-Reference Inquiry to relate the Sales Order to its corresponding transactions. Ability to print the shipment details for Tag Master Required products when invoicing a Bill of Lading. Based on the Customer information, the Tag numbers shipped can be printed on the Invoice below the line Item. Ability to print Chemical and Physical Analysis for Tag Master Required products when invoicing a Bill of Lading. Provides an Inter-Company Sales procedure. Refer to the Invoice Update chapter for details. Ability to generate one Invoice per Bill of Lading, regardless of the number of Sales Orders shipped on the Bill of Lading. Ability to generate Bill of Lading Invoices in batch mode using the Auto Bill of Lading Invoice Generation function. Ability to generate Sales Order Invoices in batch mode using the Auto Sales Order Invoice Generation function. Ability to manually add a new Item to an Invoice Entry that was originally generated from a Sales Order or a Bill of Lading. Ability to do an Invoice Cost Adjustment to adjust a previously updated Invoice with an incorrect cost. Ability to do Tax Adjustment Credit/Debit entries to adjust a previously updated Invoice with an incorrect Tax amount. Ability to link a Credit Note to its original Invoice based on the Product Installation Option LNK=X. Ability to process Customer Returns using a Return Material Authorization (RMA) form that is automatically turned into a Credit Note when the material is re-stocked. Ability to update the Invoice while the reserved inventory is still transient, based on the Product

13 1. Invoicing Functions Page 3 Installation Option TRN=X. Once the production is finalized and the inventory cost is updated, an End of Day utility automatically posts the inventory to the Invoice and updates the related Sales and Cost Journal, Sales Statistics and Inventory files.

14 1. Invoicing Functions Page 4 INVOICING FLOW Sales Order NO Shipping using BL Yes Auto SO Invoice Generation Auto BL Invoice Generation Generate one Invoice for each Sales Order Type = S Generate one Invoice per each SO on the BL Type = B Generate one Invoice per BL Type = E AR Late Charge Utility Invoice Entry Tax Adjustment Late Charge Invoices Adjust Invoices Direct Invoice Credit Note Cost Adjustment Apply Transient Tag Linked to an Invoice Print Edits Journals History and Statistics files Update Invoice Entry Print Invoice Archive Invoice

15 1. Invoicing Functions Page 5 INVOICE TYPES The following Types of Invoice entries are handled by the Invoicing functions. Invoice Entry Type Reference Prefix IE B - Bill of Lading Invoice D - Direct Invoice E - One Invoice for an entire Bill of Lading S - Sales Order Invoice T - Invoice Tax Adjustment Invoice Entry Type Reference Prefix LE L - Late Charge Credit Note Entry Reference Prefix NE C - Credit Note N - Credit Tax Adjustment All Invoice Entry Types are stored in the same files and share the same report and update functions. Each function is discussed separately in the corresponding chapter. Bill of Lading Invoice Used to generate an Invoice based on the Bill of Lading information. This invoicing method does not require any adjustments to the Items and quantities shipped. However, you can add Inventory Reservations as appropriate to the transaction. Two Bill of Lading Invoice Types are available: Type B: One Invoice for each Sales Order shipped on a Bill of Lading. Type E: One Invoice per Bill of Lading, regardless of the number of Sales Orders shipped on the BL as long as all the Sales Orders shipped on the BL belong to one Selling Branch. Direct Invoice Used to create an Invoice for any miscellaneous services or material, to make billing adjustments to increase the price or amount paid by a customer. Sales Order Invoice Used to invoice an Order that was shipped using the Shipping Order. This method of invoicing requires you to review each Item shipped and adjust the Pieces and Quantities shipped manually to represent what was sent on the truck.

16 1. Invoicing Functions Page 6 Credit Note Used to reverse an Invoice completely, to make product billing adjustments or Sales Tax adjustments to credit a customer s account for material or services. Sales Tax Adjustment Used to make Tax adjustments to bill customers for Sales Taxes not billed correctly on the original Invoice.

17 1. Invoicing Functions Page 7 INVOICE STRUCTURE Components of an Invoice Entry An Invoice transaction is composed of several different sections of information, each involving a different aspect of the transaction: Customer and general information about the transaction The Items or services being invoiced Remarks about the Item Costs applied to the transaction Inventory Reservations Direct Shipment Purchase Order Costs applied to the transaction Total information including the total Amount, costs, profitability and taxes The following diagram illustrates the components and relationship of different information that is kept for an Invoice Entry: INVOICE HEADER (1 per Invoice) Invoice Header Information (1 per Invoice) Invoice Totals (1 per Invoice) INVOICE ITEM (999 per order) Billing Information Invoice Item Totals Cost Attributions Item Remarks (Types D, I) Direct Shipment PO Reservation Inventory Reservations Specific Reservations Allocations Remarks (1 record per item) (1 record per item) (99 lines per item) (99 lines per item) (1 record per Item) (999 combinations per Item) (up to 998 per Item) (up to 5 lines per Res)

18 1. Invoicing Functions Page 8 Invoice Header Information Invoice Header Invoice/Item Totals Indicates the Customer and/or Branch, transaction classification information, various dates and reference information required to handle the Invoice. Contains the totals for revenue, Costs, Profit and Profit % plus sales taxes, etc. Invoice Detail Information Billing Detail Cost Attributions Item Remarks Reservations Contains the basic Invoice Item information including the product sold or handled for the transaction. Also includes all fields about the Item including Material Price, Misc Charges, Sales Tax and codes used to classify the type of sale, etc. Contains the detailed breakdown of costs for the Invoice Item. This is divided into Internal costs and External costs. Refer to the Add-on and Automatic Costs chapter in the Sales Order manual for details. Includes the different types of applicable remark lines based on where the information is to be printed. The Remarks are carried from the transaction that is used to create the Invoice Entry and can be changed as required. Includes the inventory products reserved for the Item. In most situations, the Inventory Reservations default from the transaction that was used to create the Invoice. Refer to the Transfer of Reservations section of the Invoice Entry chapter of this manual and the Inventory Reservations chapter of the Sales Order manual for details. If there are any Returns-to-Stock to be added back to inventory, they can be added on the Reservations page. Direct Ship Identifies a Direct Ship Purchase Order Item that is reserved against the Invoice Item. The Incoming Reservation is copied from the Sales Order at Invoicing time if it is flagged as Direct Ship. For each Purchase Order Direct Shipment Reservation on the Invoice, External Cost Attributions are created on the Item containing the cost records and units of measure from the Purchase Order along with a quantity equal to the Purchase Order Reservation quantity. The value of these costs is the Purchase Order Cost rate multiplied by the reservation quantity and then converted to Base Currency in the Order Totals. Invoice Totals Contains the totals of the Invoice Entry that will be used to verify the Invoice Entry and will update all files related to invoicing. This also contains the profitability information for each Item and the total Invoice so that the Invoice Exception Edit can be used to identify any problem entries that are below expected profitability.

19 1. Invoicing Functions Page 9 Back Orders Set to Y-Yes If the Sales Order has the Back Order Allowed code set to Y-Yes, then the system automatically retains the unshipped portion of an Order or any unshipped Items on the Order for a subsequent shipment and Invoice. The Order Deletion utility that is run every night inspects the Order balances remaining and deletes those Orders in which the Balance of Quantity to be shipped is less than a designated percentage. See the Order Deletion utility in the Sales Order manual. Set to N-No If the Sales Order has the Back Order Allowed code set to N-No, then the Order is considered complete at the time of Invoicing, and all Items and Order quantities are considered Complete.

20 1. Invoicing Functions Page 10

21 2. SELECTION ENTRIES The following options are provided for use with the Invoicing functions. Not all selections apply to each form or report. The combination of each selection used for a specific form or report is listed with the specific function. Accounting Period... Journals are always printed by Accounting Period. You must enter a single period for each report selection. The Period defaults to the Current Accounts Receivable Period but can be changed as required. If you have previous months of Sales Journals on file, then you can select any of those periods. For month end reporting, the Accounting Period is dependent on the value of the Data Source Selection Entry Option as follows: If the Data Source Selection Entry Option is C, the current period is defaulted at report execution time. The Accounting Period comes from the AR Company table <scrcar>. If the Data Source Selection Entry Option is P, the current accounting period is derived from the previous month s Company tables. Accounting Period... [Y] From: To: Allows you to select a specific or a range of Accounting Periods. For Permanent report options, leave the From and To fields blank; the Current AR period will default at the time of execution of the report. Ack Printed... [_] Used in the Auto Sales order Invoice Generation to select Orders for which the Acknowledgment was printed. Options are: N Y - (Default.) Orders are selected regardless of their Acknowledgment printed status. - Only those orders for which an Acknowledgment has been printed are selected.

22 2. Selection Entries Page 12 Ack Printed Date... [_] From: To: Used to specify the Date range in which the Order Acknowledgment was printed. This selection is skipped if the Ack Prtd selection is set to N-No. Options are: N Y - (Default.) Orders are selected regardless of their Acknowledgment Printed Date. - Only orders having their Acknowledgment Printed Date within the specified range are printed. Activity Date... [_] From: To: Allows you to select Invoices based on their Shipment Date. Options are: N Y - (Default.) Invoices are selected regardless of their Shipment Date. - Allows you to specify a range of Shipment Dates. Auto-Fax... [_] Used to segregate the Invoices that need to be printed from the ones that don t. Options are: A F - (Default.) All Invoice Forms are generated. - Fax. Invoice Forms are only generated for the Invoices that will be automatically faxed or ed, i.e., whose Customers have the INV option set to F or E in the Customer/Vendor Document Distribution table. M - Mail. Invoice Forms are only generated for the Invoices that will be mailed, i.e., whose Customers do not have a record in the Customer/Vendor Document Distribution or have the INV option set to N in this table. Auto Send Document... [_] Allows you to segregate the forms that are automatically ed from the ones that need to be printed in order to be sent by mail. Options are: M - Mail. Forms are only generated for the Customers that require a copy mailed to them. These Customers have no record in the Customer/Vendor Document Distribution table or a record with the Distribution Method N-No. N - (Default.) All Forms are generated. They are NOT ed, even if the Customers have a

23 2. Selection Entries Page 13 record set up for ing in the Customer/Vendor Document Distribution. Y - Forms are only generated for the Customers that require an . In addition to being generated, the forms are automatically ed to the addresses entered in the Customer/Vendor Document Distribution. Billed vs Allocated Wgt... [_] Allows you to select Invoices that have a Billed weight greater than or less than the Allocated weight. Options are: G L N V - Billed weight is greater than Allocated weight. - Billed weight is less than Allocated weight. - (Default.) All Invoice entries are printed regardless of their Billed/Allocated weight. - Billed weight is not equal to Allocated weight. In Invoice Update, allows you to only update Invoice Entries that have a Billed weight equal to the Allocated weight. Options are: E N - Invoice Entries are only updated if their Billed weight equals the Allocated weight. - (Default.) All Invoice entries are updated regardless of their Billed/Allocated weight. Bill of Lading Brh... [_] In the Auto BL Invoice Generation screen, controls the selection of Bills of Lading based on their Branch: Option is: Y - (Default.) This is forced and cannot be changed. Your user ID Branch code is displayed automatically. You can override the Branch code if you have multi-branch access. Branch... [_] Allows you to select one or all Invoice Branches. Options are: N Y - Invoices from all Branches are selected. - (Default.) The User ID Branch code is displayed automatically. However, you can override the Branch code if you have multi-branch access. If you do not have access to other Branches, the default appears and the field is skipped. In the selections entries of the Sales and Cost Journal, Product Line Summary, Sales and Cost Analysis reports, you have access to the Branch code only if, in addition to the multi-branch access, the Sales

24 2. Selection Entries Page 14 Inq/Reports field of the User Group information table is set to Y-Yes. In the Auto SO Invoice Generation screen, controls the selection of Sales Orders based on their Branch. Option is: Y - (Default.) Your User ID Branch code is defaulted and can be changed if you have multi- Branch access. Corporate Only... [_] Allows you to select a Corporate Summary report. Options are: N Y - (Default.) No. - A Corporate Summary report is printed. Currency Code... [_] Allows you to select one Currency at a time for the report. Options are: N Y - (Default.) All sales are printed regardless of their Currency. - You must enter one Currency code. Only sales in that Currency are printed. Customer Name... [_] From: To: Allows you to select the range of Customer Look-Up Names to be printed. Options are: N Y - (Default.) All sales are printed regardless of their Customer Name. - You must enter a range of Customer Look-Ups. Only sales for those Customer Look-Ups are printed. Customer Number... [_] From: To: Allows you to select the range of Customer numbers to be printed. Options are: N Y - (Default.) All sales are printed regardless of their Customer number. - You must specify a range of Customer numbers. Only sales for those Customers are printed. In the Auto BL Invoice Generation selection screen or in the Auto SO Invoice Generation selection

25 2. Selection Entries Page 15 screen, this field allows you to control the selection of BL s or SO s based on their Customer number. Options are: N Y - (Default.) Bills of Lading/Sales Orders are selected regardless of their Customer number. - You can enter a range of Customer numbers. If the Bill of Lading or the Sales Order Customer number matches the selection, then an invoice entry is generated. The Customer range defaults to Date Source... [_] Allows you to select the data source period. Options are: C P - (Default.) The report uses the current live data source (tables). - The report will use the archived data source (tables) retained from the last AR or AP End of Month close. Date Updated... [_] The Date Updated uses the System Date on which the Invoices are updated, not the actual date printed on the Invoice. This selection helps reconcile Invoices against the Inventory Transaction Journal or General Ledger transactions created for those invoices. Options are: N S Y - (Default.) Transactions are selected regardless of the Date they have been updated. - Transactions are selected if they have been updated today, i.e. in current System Date. - Allows you to specify a range of dates. Due Date... [_] From: To: In the Auto Sales Order Invoice Generation, allows you to select Orders based on their Order Header Due Date. Options are: N Y - (Default.) Orders are selected regardless of their Order Header Due Date. - Allows you to specify a range of dates. Entries on Hold... [_] Used to specify which entries must be printed. Options are:

26 2. Selection Entries Page 16 A E H - All (Default.) Prints all Entries regardless of their Hold code. - Exclude. Excludes any Invoice Entries on Hold. - Hold. Prints only those Invoice Entries that are on Invoice Hold. Entry/Shipment Date... [_] From: / / To: / / Controls the selection of items based on their Entry or Shipment Date. Options are: E S - Entry Date. You can specify a range of Bill of Lading shipment date. - Shipment Date (default). You can specify a range of Bill of Lading shipment dates. When the system defaults 12/31/99 in the To Date, this is equivalent to December 31, When the date is entered by a user, the century is set based on the following rule: year > 80, the century defaults to 19 year < 80, the century defaults to 20 Therefore, entering 12/31/99 is equivalent to December 31, To manually enter the maximum ending date December 31, 2099, you must leave 00/00/00. Invoice Branch... [_] Used in the Auto BL Invoice Generation. Controls the selection of Bill of Lading Items based on their corresponding Sales Order Selling Branch. Option: Y - (Default.) This is forced and cannot be changed. Your user ID Branch code is displayed automatically. However, you can override the Branch code if you have multi-branch access rights. Invoice Entry Number... [_] From: To: Used to select a range of Invoice Entries for Invoice Edit Lists and Invoice Update functions. Options are: N Y - (Default.) All Invoice Entries are printed regardless of their Entry number. - When you select Y, the prefix IE defaults. It can be changed to NE for Credit Notes or LE for Late Charges. You must then enter a range of Entry numbers. Only Invoices, Credit Notes or Late Charges depending of the prefix with the Entry number within the specified range are selected.

27 2. Selection Entries Page 17 Invoice Ship Date... [_] Used in the Auto SO Invoice Generation to control the Invoice Shipment Date that defaults to the invoice. This option works in conjunction with the SDT Product Installation Option set on the Auto SO Invoice Generation Update program <ivusig>. Options are: N - No access is provided to this option when the SDT Product Installation Option is set to A. The Invoice Ship Date defaults based on the Order Header Acknowledgement Print Date. If the Acknowledgement has not been printed, the Invoice Ship Date defaults to the System Date. Y - (Default.) When the SDT Product Installation Option is set to S, the System Date is defaulted. You can enter another valid date. Invoice Type... [_] _ Allows you to select Invoices based on the Invoice Type. Options are: N Y - (Default.) Invoices are selected regardless of their Invoice Type. - You must specify one Invoice Type. Only Invoices of the specified Invoice Type are selected. Login I.D.... [_] Allows you to select Invoices that were entered or updated by a specific person. Options are: N Y - (Default.) Invoices are selected regardless of the Login User ID. - You must specify a Login User ID. Only Invoices entered or updated by the specified Login User ID are selected. One-Time/Permanent... [_] Allows you to specify either a single execution, or permanent selection option (i.e., options that are retained to be used on repetitive functions or end of day periods). Options are: O P - (Default.) One-Time. - Permanent

28 2. Selection Entries Page 18 Order Printed... [_] Used in the Auto Sales Order Invoice Generation to select Orders for which the Work Order form was printed. Options are: N Y - (Default.) Orders are selected regardless of their Printed Status. - Only orders having a Printed Status of Y-Yes are selected. Order Type... [_] Allows you to select Sales Orders based on their Order Type. Options are: N Y - (Default.) If you select N-No, the defaults are: N - Normal R - Release - If you enter Y-Yes, options are: N - Normal R - Release Order Status... [_] Used to select Orders having a specific Order Status code. Options are: N Y - (Default.) Orders are selected regardless of their Order Status. - Allows you to specify a valid Status code. Original/Re-Print... [_] Allows you to indicate the printing of an original Invoice or Credit Note form or a reprint of invoices. Options are: O R - (Default.) Original - Reprint Payment Method... [_] This selection is only used for the Counter Sales Procedures. In the Invoice Edits and Invoice Printing functions, it allows you to specify the invoices and Invoice Edits to be printed based on the Customer Payment Method.

29 2. Selection Entries Page 19 Options are: N Y - (Default.) Invoice Edits and Invoices are printed regardless of their Payment Method. - If you enter Y, options are: A - (Default.) Account. Invoice Edits and Invoices are printed if their Payment Method is set to A-Account. C - Cash. Invoice Edits and Invoices are printed if their Payment Method is set to C- Cash. This allows you to generate the Invoice spool file without printing the forms. The spool file can be deleted using the estel/scope Print Controller. In the Auto Sales Order Invoice Generation, allows you to select the Orders to be invoiced based on their Payment Method. Options are: N Y - (Default.) Orders are selected regardless of their Payment Method. - You must specify the Payment Method. If you enter A, only those Orders that have a Payment Method set to A-Account are selected. If you enter C, only those Orders that have a Payment Method set to C-Cash are selected. In the Invoice Update function, allows you to update the Invoice Entries based on their Payment Method. Options are: N Y - (Default.) Invoice Entries are updated regardless of their Payment Method. - You must specify the Payment Method. If you enter A, only those Invoice Entries that have a Payment Method set to A-Account are updated. If you enter C, only those Invoice Entries that have a Payment Method set to C-Cash are updated. Print Inv. Rmks... [_] Controls the printing of the Invoice Remarks. Options are: N Y - The Remarks are not printed on the report. - (Default.) The Remark Type defaults to I-Invoicing and I Type remarks print on the report. You can add Type D-Description. Print Reservations... [_] Controls the printing of the Inventory and Direct Ship Reservations for each printed Invoice Item on the Invoice Exception Report. This allows you to quickly review the Reservations and decide if modifications are required or if you can proceed with the Invoice Update. Options are: N Y - (Default.) The Reservations are not printed on the report. - The Inventory and Direct Ship Reservations are printed after each printed Invoice Item.

30 2. Selection Entries Page 20 Product Selections... [_] This option provides a pop-up window with a number of product specific selections that can be used to select product-based information for the report. Options are: N Y - (Default.) All products are selected. - Allows you to make a set of selections to be applied. Refer to the Inventory Handling section of the User s Guide for more information on the selections provided. Profit Type... [_] Allows you to specify what type of profit is to be used for the Profit Above and Profit Below selections. Options are: G N - Gross Profit - (Default.) Net Profit Profit % Above... [_] In reports and edits, allows you to select those Invoice Entries or Sales and Cost Journal records that have a profit percentage greater than the selected percentage. The verification is performed at the Item level. If one Item meets the criteria, the Invoice Entry is selected. In Invoice Update, allows you to update the Invoice Entries that have a profit percentage greater than the selected percentage. Options are: N - (Default.) Invoices are selected/updated regardless of their Profit percentage. Y - You must enter a percentage up to Profit % Below... [_] In reports and edits, allows you to select those Invoice Entries or Sales and Cost Journal records that have a profit percentage less than the selected percentage. The verification is performed at the Item level. If one Item meets the criteria, the Invoice Entry is selected. In Invoice Update, allows you to update the Invoice Entries based on their profit percentage. Options are: N - (Default.) Invoices are selected/updated regardless of their Profit percentage. Y - You must enter a percentage up to 100.0

31 2. Selection Entries Page 21 Range/Table... [_] BL Number... From: To: Table of BL Nos... Allows you to select the Bills of Lading based on their numbers. Options are: R T - Range. (Default.) Allows you to enter a range of Bills of Lading to be selected. The number entered in the From field defaults to the To field and can be overwritten. You can use the <F9> look-up function to view Bill of Lading numbers (NOTE: the look-up displays all Bills of Lading, regardless of whether they are open or have already been invoiced). - Table. Allows you to enter a table of up to 10 Bills of Lading to be selected. Range/Table... [_] Order Number... From: To: Table of Order Nos... Allows you to select the Orders based on their numbers. Options are: R T - (Default.) Range. Allows you to enter a range of Order numbers to be selected. The number entered in the From field defaults to the To field and can be overwritten. You can use the <F9> look-up function to view Sales Order numbers. - Table. Allows you to enter a table of up to 10 Order numbers to be selected. Reference Number... [_] Allows you to select the Invoices based on their Reference number. Options are: N Y - (Default.) Invoices are printed regardless of their Reference number. - You must enter a range of Reference numbers. Only Invoices with their Reference number within the specified range are selected. Reference Prefix... [_] Allows you to select the Invoices or Credit Notes based on their Reference Prefix. Options are: N Y - (Default.) Invoices/Credit Notes are printed regardless of their Reference Prefix. - You must enter a specific Reference Prefix: CN for Credit Notes, IV for Invoices or LC for Late Charge Invoices.

32 2. Selection Entries Page 22 Region... [_] Controls the selection of Branch information based on the Region. Options are: N Y - (Default.) All Invoices are selected regardless of the Region. - Allows you to enter a specific Region. Only Invoices having the specified Region code are selected. Report Format... [_] Used to select the format of the report. Options are: D S - (Default.) Detail report. - Summary. Sales Category... [_] Allows you to select Invoice Items for a specific Sales Category. Options are: N Y - (Default.) All Invoice Items are selected regardless of their Sales Category. - Allows you to specify a Sales Category. Only Invoice Items having the specified Sales Category are selected. Sale Type... [_] Allows you to select one or all Sale Types. Options are: N Y - (Default.) Invoice Items are selected regardless of their Sale Type. - You must enter one Sale Type. Only the Invoice Items having the specified Sale Type are selected. Sales Allocation... [_] Allows you to select the Invoice Items based on their Sales Allocation code. Options are: N Y - (Default.) Invoice Items are printed regardless of their Sales Allocation code. - You must enter a Sales Allocation code. Only Invoice Items with that Sales Allocation

33 2. Selection Entries Page 23 code are printed. Salesperson... [_] Allows you to select the Invoices based on their Inside or Outside Salesperson. Options are: I O - (Default.) Inside Salesperson. You can enter a range of Inside Salesperson codes. - Outside Salesperson. You can enter a range of Outside Salesperson codes. Sales Tax Type... [_] Allows you to select the Invoices based on their Sales Tax Type. Options are: N - (Default.) Y - You can specify one Sales Type 1, 2, 3, or 4. Sales Territory... [_] Allows you to select Items for a specific Sales Territory. Options are: N Y - (Default.) All Items are selected regardless of their Sales Territory. - Allows you to specify the Sales Territory. Only Items having the specified Sales Territory are selected. Session I.D.... [_] From: To: Allows you to select the Invoices based on their Session ID. Options are: N Y - (Default.) Invoices are printed regardless of their Session ID. - You must enter a Session ID range. Only those Invoices within the specified range are selected. Shipment Code... [_] Allows you to select Items with a specific Shipment Code. Options are: N - (Default.) All Items are selected regardless of their Shipment code.

34 2. Selection Entries Page 24 Y - Allows you to specify the Shipment Code, L or S. Only Items having the specified Status code are selected. Sold by/shipped by... [_] The selection is based on the Branch that Sold or Shipped the Item. Options are: H S - (Default.) Shipped by. - Sold by. Source Code... [_] Allows you to select Order Items by Source code. Options are: N Y - (Default.) All Order Items are selected regardless of their Source code. - Allows you to specify a Source code. Only Order Items having the specified Source code are selected. Status... [_] Allows you to select Items with a specific Status. Options are: N Y - (Default.) All Items are selected regardless of their Status code. - Allows you to specify the Status code. Only Items having the specified Status code are selected. Tax Region... [_] Allows you to select the Invoices based on their Tax Region. Options are: N Y - (Default.) Invoices are printed regardless of their Tax Region code. - You must enter one Tax Region. Only Items having the specified Tax Region code are selected. Transaction Currency... [_] Used to print all amounts in either the Base or Transaction Currency. This selection is for Foreign Currency Invoices. It is only available if the Currency Code selection is Y-Yes.

35 2. Selection Entries Page 25 Options are: B T - (Default). All Invoices amounts are in Base Currency. The Currency exchange rate is printed for information purpose. - All Invoices amounts are expressed in the Transaction Currency, i.e. in the Foreign Currency of the Invoice form. Transient Tag Alloc... [_] Allows you to identify the Invoices that have Transient Tags reserved to finalize the reservation before proceeding with the update if required. Options are: A T - All (Default.) Prints all entries. - Transient. Only those Invoice Entry Items that have Transient Tags reserved to them are printed. Weight U/M... [_] Used to determine the Unit of Measure conversion factor to be used on the reports to allow all products to be converted to a uniform weight (including non-weight controlled) for comparison purposes. This unit of measure selection must be weight-based, i.e., the UM Basis Code must be W such as Sales/CWT, Sales/Ton, Sales/LBS. Wgt Variance % Above... [_] Used to select those invoices that have a weight variance percentage between the billed and reserved weight that is more than the selected percentage. Options are: N - (Default.) Invoices Items are printed regardless of the Variance percentage between billed and reserved weight. Y - You must enter a percentage up to Example: An Invoice was billed with a weight of 10,000 KGS but 11,000 KGS were reserved. The Wgt Variance % is (10,000-11,000) / 10,000 X 100 = 10.0%. The Invoice would be printed if the selection was 10.1% or more. Wgt Variance % Below... [_] Used to select those invoices that have a weight variance percentage between the billed and reserved weight that is less than the selected percentage. Options are:

36 2. Selection Entries Page 26 N - (Default.) Invoices Items are printed regardless of the Variance percentage between billed and reserved weight. Y - You must enter a percentage up to Example: An Invoice was billed with a weight of 10,000 KGS but 11,000 KGS were reserved. The Wgt Variance % is (10,000-11,000) / 10,000 X 100 = 10.0%. The Invoice would be printed if the selection was 9.9% or less.

37 3. INVOICE ENTRY OVERVIEW The Invoice Entry program allows you to add, change and delete the following Invoice Entry Types: B C D E S T Bill of Lading (one Invoice Entry per Sales Order) Credit Note Direct Invoice Entire Bill of Lading (one Invoice Entry for the entire Bill of Lading) Sales Order Tax Adjustment You can also review a Tax Adjustment Invoice or an Invoice created by the Late Charge utility (refer to the Accounts Receivable manual for details) and delete it, if necessary, using the Invoice Entry program. However, you cannot add or change either of them using the Invoice Entry program. Refer to the Credit Notes chapter for Invoice Type C.

38 3. Invoice Entry Page 28 ADDING AN INVOICE When you access the Invoicing function, a blank screen, as shown below, is displayed. The cursor is positioned at the Invoice Entry No field Type S Invoice/Cr. Note - Header Entry No PHI- Session ID Sold-to Bill-to Ship-to 0 Slspsn IS- OS- Frt Resp Dlv Mth Pymt Trm Cry Frt Charge / Ship Brh Whs Frt Cost / Inv Hold Ordered Dt Vendor Shipped Dt Ship Via Rtr/Ad Rsn Ref Route-Stop - FOB Pt Cus PO No Probill No Release No Tx Rgn Apl Licence No Job Number 1 Sales Cat Source 2 Bko Alwd Metric Mail 3 Test Cert Chem Phy Typ Shp Inv 4 Invoice Entry blank screen Type S Invoice/Cr. Note - Header Entry No PHI- Session ID Field Name Default Validation Description Branch User Default Branch Reference Type S B, C, D, E, L, S Invoice Entry Number Invoice Header The Branch responsible for making the sale. It can be overridden if you have access to multiple Branches. Represents the Invoice Entry Type. Based on the Product Installation Option INV=X, the default can be one of the following: B C D E L S Bill of Lading One Invoice per Sales Order on the BL Credit Note Direct invoice One Invoice for the entire Bill of Lading Late Charges (Change mode only) Sales Order (default) The Invoice Entry number is assigned automatically from the Control Sequence file using the Application IE, the Invoice Branch and the Reference Prefix IE when creating an Invoice or the Reference Prefix NE when creating a Credit Note.