Consolidated Invoice Printing for Sub-Jobs JC-1114

Transcription

1 Consolidated Invoice Printing for Sub-Jobs JC-1114 Overview This Extended Solution to the Job Cost module allows you to print a Job Cost Time and Material Invoice which consolidates data from multiple sub-jobs. 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 options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options 2005 Sage Software, Inc. All rights reserved. JC-1114 (Revised 09/06) Page 1

2 Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Job Cost Setup menu option screen. After the 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). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompt: ENTER THE FORM CODE FOR 'ROLLED UP' JOBS: Enter the form code you wish to use for printing consolidated jobs. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Roll Up Invoices The default invoice number has been changed from a seven-character length field to a sixcharacter length field. The invoices created for the sub-jobs during the consolidation will have a letter appended to the invoice number for a total of seven characters Sage Software, Inc. All rights reserved. JC-1114 (Revised 09/06) Page 2

3 Job Billing Selection is modified with a More button (Figure 2). When clicked a Roll Up Invoices prompt will appear (Figure 3). Check this option and click Ok to have the Job Masterfile checked for jobs that share the first four numbers of the Job Number but have different sub-job numbers. A separate invoice number is created for each of the sub-jobs by using the next invoice number and appending a letter to the invoice number beginning with A, then B, through Z. If Z is reached, the Invoice Number will increment by one. The next invoice number will increment when the first four numbers of the Job Number change. Only jobs with a Bill Method of T will be rolled up. Figure 2 Figure 3 You may print the Billing Register or update invoices as required. In actuality, each sub-job creates a separate invoice which may be edited individually as appropriate. No changes have been made to the Billing Data Entry screen Sage Software, Inc. All rights reserved. JC-1114 (Revised 09/06) Page 3

4 No changes have been made to Job Billing Register Update. Each invoice updates individually. This Extended Solution only changes Invoice Printing. Printing Rolled Up Invoices When invoices are printed for rolled up jobs the invoice form used will default from Setup. The invoice will consist of the standard form fields currently available with the additional following abilities (Figure 4): The Job Number and Job Description for each of the rolled up jobs may be printed on the first page of the invoice. ******* INVOICE ******* PAGE: 1 ABC Company--GEN2 INVOICE NUMBER: A-IN INVOICE DATE: 08/15/95 SALESPERSON: 0100 ( ) - CUSTOMER NO: 01-ABF American Business Futures 2131 E. 14th Street JOB NUMBER: Suite 100 Milwaukee WI TERMS: Net 30 Days CONTACT: Artie Johnson JOB DESC: DEARBORN HALL CONSTRUCTION COMMENT: BILL METHOD: TIME & MATERIAL DEARBORN HALL CONSTRUCTION KNIGHT BASKETBALL ARENA ** INVOICE DETAIL ** PAGE: 2 JOB DESC: DEARBORN HALL CONSTRUCTION INVOICE NUMBER: A-IN INVOICE DATE: 08/15/95 JOB NUMBER: COST CODE TYPE DESCRIPTION TRAN DATE BILL METHD TX? U/M UNITS BILL RATE BILL AMOUNT DEARBORN HALL CONSTRUCTION A L COST CODE % MARKUP N EACH B KNIGHT BASKETBALL ARENA B L COST CODE % MARKUP N EACH B NET INVOICE: Figure Sage Software, Inc. All rights reserved. JC-1114 (Revised 09/06) Page 4

5 A form field for the rolled up invoice total has been added to the Job Invoice header. This field is calculated as the sum of each sub-job s invoice total. Constant information such as the customer s name, address, terms code, etc., will be taken from the first sub-job encountered during the roll up. The invoice number printed on the rolled up invoice will be the six-character version without the additional character appended. Within the detail section of the invoice, a break title and subtotal consisting of Job Number, Job Description and actual Job Invoice Number will be printed at each sub-job break. This Extended Solution is designed to print with a Time and Material billing method. If Fixed Price or other Job Billing Methods are mixed in with the Time and Material entries, your invoices may not print as expected. Forms Non-Graphical Forms You can maintain the new form fields for this Extended Solution by clicking the Form button. A window will pop up where you may select the form you would like to maintain (Figure 5). Select this Extended Solution to display the Form Maintenance screen (Figure 6). After you make your form field entries and click Accept, a screen where you may enter the start line for printing the Job Number, Job Description, and Invoice Amount on the header page will appear (Figure 7). You may also set the line where you wish the page break to occur. Figure Sage Software, Inc. All rights reserved. JC-1114 (Revised 09/06) Page 5

6 Figure 6 Figure 7 The new fields that you activate with this Extended Solution will print in addition to any other fields that have been activated in FORM maintenance. 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 Sage Software, Inc. All rights reserved. JC-1114 (Revised 09/06) Page 6

7 What s New With the release: Added More button to Job Billing Selection. Roll Up Invoices now appears as a prompt when the More button is clicked. 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 200. 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-1114 (Revised 09/06) Page 7