Working with Invoices

Transcription

1 1 Order Entry: Using CounterPoint Working with Invoices Overview Order Entry documents (O-orders, I-orders, and credit memos) are called invoices for the purpose of printing and posting the document. The process of printing and posting these documents is called invoicing. This document explains the Order Entry invoicing process. Introduction to invoicing Only O-orders, I-orders, and credit memos can be invoiced. Quotes must be converted into O-orders or I-orders before they can be invoiced, and RMA s must be converted to credit memos. (See Converting an order in Additional Order Entry Options for more information.) The following list provides an overview of the invoicing process for O-orders, I-orders, and credit memos: 1. For O-orders, select the line(s) you want to invoice using Order Entry / Invoices / Select orders (see the Selecting individual orders for invoicing section on page 2 for more information) or using Order Entry / Invoices / Group select (see the Selecting a group of orders for invoicing section on page 6 for more information). (I-orders and credit memos are automatically selected as soon as they are created.) 2. If you are using electronic draft capture, authorize any final payments made by credit card using Order Entry / Invoices / Authorize (See the Authorizing final payments section on page 7 for more information.) 3. If desired, print an edit list of the selected orders (including I-orders and credit memos) using Order Entry / Invoices / Edit list (See Printing an Invoice Edit List in Order Entry Reports for more information.) 4. Print invoices using Order Entry / Invoices / Print (See the Printing invoices section on page 8 for more information.) 5. If necessary, reprint invoices using Order Entry / Invoices / Reprint (See the Reprinting invoices section on page 10 for more information.) 6. Post invoices using Order Entry / Invoices / Post (See the Posting invoices section on page 12 for more information.)

2 Order Entry: Using CounterPoint - Working with Invoices 2 Selecting individual orders for invoicing Select Order Entry / Invoices / Select orders. This menu selection can be used to select or unselect O-orders. NOTE: Once an O-order has been selected for invoicing, you can t access this order in Order Entry / Orders / Enter or Order Entry / Orders / Deposits and refunds. You can make changes to the order while selecting it if you choose to select individual lines, but if you need to enter deposit/refund information, you must first unselect the order. Final payment information can be entered while selecting the order for invoicing. 1. Order # Enter the order number to select. Press F1 to scan through the existing orders. I-orders and credit memos cannot entered here because they are selected by default when they are created. O-orders for customers with a credit hold on orders or tickets cannot be selected until the credit hold is removed. When an existing order is displayed, press: F3 F4 F5 F6 F8 To delete this order (See Deleting an order in Additional Order Entry Options for more information.) To print this order (See Printing the order, in Entering Orders for more information.) To enter or view notes for this order (See Using Notes for more information.) To view the Customer zoom window for this orders customer (See Zooming on a customer in Additional Order Entry Options for more information.) To place this order on hold (See Placing an order on hold in Additional Order Entry Options for more information.)

3 Order Entry: Using CounterPoint - Working with Invoices 3 An invoice for this order has already been printed but not posted. Are you sure you want to re-select this order? This message appears if you select an order that has already been printed and marked for posting, but has not yet been posted. Specify whether or not to re-select this order by selecting Yes or No. Once an order has been re-selected, you can un-select it in order to make changes. Field number to change? When you press Enter at Field number to change?, the following selection list appears: Unselect order This option cancels the selection of all lines on the order. Choose this option if you need to make changes to a selected order. If the final payment for an order has been authorized, you are asked Final payment already authorized - Do you wish to continue? if you try to unselect the order in Order Entry / Invoices / Select orders. If you answer Yes, CounterPoint will automatically void the EDC transaction for this order. If the final payment for an order has been settled, you can t unselect the order. If the final payment was settled in error, enter and post a credit memo to correct the error. Select all lines This option selects all order lines for invoicing. Each line that has a positive Qty to ship is billed exactly as entered. Lines that are backordered or out of stock will appear on the invoice along with their status (B/O or O/S), but non-shipped quantities are not billed. When you choose Select all lines, the order totals screen appears. (See the Completing the selection section on page 5 for more information.)

4 Order Entry: Using CounterPoint - Working with Invoices 4 Select individual lines This option allows you to select individual lines for billing. When you select this option, the line item selection screen appears. Press: F1 F2 F4 F5 Enter To add lines to this order (See Entering line items, in Entering Orders for more information.) To change lines on this order (See Changing line item information in Additional Order Entry Options for more information.) To select lines for invoicing To enter or view notes for this order (See Using Notes for more information. To continue with this order selection, after you have finished selecting lines (See the Completing the selection section on page 5 for more information.) For backordered items that have been received into inventory, you can use Order Entry / Invoices / Select orders (Select individual lines) or Order Entry / Orders / Enter to manually fill the backordered quantities. To manually fill a backorder, change the Qty to ship for the appropriate line item. To automatically fill backordered quantities, use Order Entry / Fill backorders (see Filling Backorders and Special Orders for more information), then select for invoicing. NOTE: A gridded item that was entered in grid format is considered to be a single line item, so you can t select individual color/sizes. If you want to be able to select individual color/sizes, you should enter each color/size as an individual line item. #: This field appears at the bottom right corner of the screen when you press F4 to select lines. It always displays the line number of the currently highlighted line. To edit a specific line, enter the line number.

5 Order Entry: Using CounterPoint - Working with Invoices 5 Press: Up Arrow Page Up Home Enter F1 F2 F3 F4 F5 F6 Esc Down Arrow Page Down End To move the highlight between the line items To edit the highlighted line item To add line items to the end of the order (See Entering line items in Entering Orders for more information.) To insert a line item above the highlighted line (See Inserting line items in Additional Order Entry Options for more information.) To delete the highlighted line item To select (or unselect) the highlighted line item To select all lines on the order To unselect all lines on the order To exit the selection process You can only delete kit component line items that allow quantity modification. Line items that have been selected display S at the beginning of the line. Completing the selection When you have selected the order lines to invoice, the order totals screen appears. This screen is identical to the totals screen of Order Entry / Orders / Enter. (See Entering order totals information in Entering Orders for more information.) The invoice total includes only selected lines.

6 Order Entry: Using CounterPoint - Working with Invoices 6 Press: F1 F4 F5 F8 To show what is shipping vs. what is being ordered To enter up to 24 tracking numbers To enter order notes To put the order on hold Final payment information is required on this screen for any unpaid portion of the invoiced amount. If an order with a deposit amount is partially selected, a portion of the deposit is applied against the selected portion of the order. If the total of the selected portion exceeds the deposit amount, the entire deposit is applied and the remaining balance must be fulfilled through final payment. Selecting a group of orders for invoicing Select Order Entry / Invoices / Group select. This menu selection can be used to select a group of O-orders for invoicing. You can specify which orders to select by order number range, order date range, location, customer range, ship date range, ship-via code, and item number range. NOTE: Once an O-order has been selected for invoicing, you can t access this order in Order Entry / Orders / Enter or Order Entry / Orders / Deposits and refunds.

7 Order Entry: Using CounterPoint - Working with Invoices 7 7. Print or select? Select: Print review list Select orders Both To print the review list To select orders for invoicing To select the orders and print the review list Print in order by This field appears only if you specified Print for Print or select?. Select to print in order by Order number or Customer number. Authorizing final payments Select Order Entry / Invoices / Authorize. If you are using electronic draft capture, any final payments that are made using a credit card pay code and that are greater than the Min-amt specified for the pay code in Setup / Point of Sale / Stores / Draft capture must be authorized before the invoice can be printed and posted. (Deposits and refunds made with credit card pay codes are authorized using Order Entry / Deposits and refunds / Post.) NOTES: Check verification is not support in Order Entry. Only selected orders will be authorized. If a credit card has been used as a final payment on a credit memo, although it will not be authorized, you must select Orders and Invoices for the order type and ensure that the credit memo number is included in the Order range so that a transaction will be created in the EDC file for settlement.

8 Order Entry: Using CounterPoint - Working with Invoices 8 This menu selection also creates EDC transactions for any credit card refund made on a credit memo. 1. Order type Select: Orders Invoices To authorize payments only for O-orders To authorize payments only for I-orders Press F1 to authorize payments for All orders (both O-orders and I-orders). Printing invoices Select Order Entry / Invoices / Print. Invoices don t print for: Customers who have a credit hold of Tickets or Orders Customers who have a credit hold of Charges (if final payment is made by an A/R charge pay code) Orders with a status of Hold Orders with unauthorized credit card payments 1. Invoice date The current system date displays as the default. Enter the invoice date to print on each invoice.

9 Order Entry: Using CounterPoint - Working with Invoices 9 2. Starting invoice # If you specified in Setup/ Order Entry / Control to use order numbers as invoice numbers, this field displays Order-# and cannot be changed. Otherwise, the next invoice number from Setup / Order Entry / Control displays as the default. Enter the starting invoice number to use. Invoice # entered is less than the next control file invoice #. Is this ok? This question appears if you enter a starting invoice number less than the next invoice number in Setup / Order Entry / Control. Specify whether to allow this starting invoice number by selecting Yes or No. 3. Order type Select: Orders Invoices To print invoices for O-orders To print invoices for I-orders Credit memos To print invoices for credit memos Press F1 to print invoices for All orders (O-orders, I-orders, and credit memos). You can enter up to two individual order types in this field. 9. In order by Select: Orders Customers To print in order by Order To print in order by Customer 9. Form ID The form ID specified for invoices in Setup / Order Entry / Control displays as the default. Specify the form ID to use for printing these invoices. 10. Comments The message lines specified in Setup / Point of Sale / Stores / Configuration options for the Order Entry store display as the default. Enter any comments to print on each invoice. If you leave these comment fields blank, any comments entered in Setup / Order Entry / Control will print on the invoices. Print alignment form? This question appears after you press Enter at Field number to change?. Specify whether to print an alignment form by selecting Yes or No. Total invoices printed: This display-only field appears after invoices have printed and shows the total number of invoices printed.

10 Order Entry: Using CounterPoint - Working with Invoices 10 No records in range selected If this message appears, you can print the Invoice Edit List (using Order Entry / Invoices / Edit list) to determine the reason. OK to mark invoices for posting? Specify whether to mark these invoices for posting by selecting Yes or No. You should answer No only if the invoices just printed are bad because of: An incorrect billing date Incorrect series of orders were printed Inappropriate default comments Incorrect lines printed on invoices Printer malfunction If you answer No, you are returned to the invoice printing screen. You should reprint the invoices until they are correct, then answer Yes to this question. If you answer Yes, the order status for each printed order is change to Invoiced. These orders are now considered to be invoices and can no longer be edited or unselected. Post these invoices using Order Entry / Invoices / Post. Reprinting invoices Select Order Entry / Invoices / Reprint. Once an invoice has been marked for posting, the only way to reprint the invoice is to use Order Entry / Invoices / Reprint.

11 Order Entry: Using CounterPoint - Working with Invoices Invoice date The current system date displays as the default. Enter the date to use as the invoice date. Press F1 for Original, to use each invoice s original invoice date. New invoice dates will be assigned. Is this ok? This question appears if you enter a date for Invoice date. Specify whether it s okay to assign new invoice dates to the reprinted invoices by selecting Yes or No. 2. Starting invoice # If you specified in Setup/ Order Entry / Control to use order numbers as invoice numbers, this field displays Order-# and cannot be changed. Otherwise, the next invoice number from Setup / Order Entry / Control displays as the default. Enter the starting invoice number to use. Press F1 for Original, to use each invoice s original invoice number. New invoice numbers will be assigned. Is this ok? This question appears if you enter a number for Invoice number. Specify whether it s okay to assign new invoice numbers to the reprinted invoices by selecting Yes or No. Invoice # entered is less than the next control file invoice #. Is this ok? This question appears if you enter a starting invoice number less than the next invoice number in Setup / Order Entry / Control. Specify whether to allow this starting invoice number by selecting Yes or No. 3. Invoice # range Enter the range of invoice numbers to reprint. Leave <blank> at the second field, if you entered a specific invoice number for the first field, to default to the same number. Press F1 for the First (or Last) existing invoice number. 5. In order by Select: Orders Customers To print in order by Order To print in order by Customer 6. Form ID The form ID specified for invoices in Setup / Order Entry / Control displays as the default. Specify the form ID to use for printing these invoices.

12 Order Entry: Using CounterPoint - Working with Invoices Comments The message lines specified in Setup / Point of Sale / Stores / Configuration options for the Order Entry store display as the default. Enter any comments to print on each invoice. If you leave these comment fields blank, any comments entered in Setup / Order Entry / Control will print on the invoices. Print alignment form? This question appears after you press Enter at Field number to change?. Specify whether to print an alignment form by selecting Yes or No. Total invoices reprinted: This display-only field appears after invoices have printed and shows the total number of invoices reprinted. Are the reprinted invoices ok? Specify whether the invoices printed properly by selecting Yes or No. If you answer Yes, the Next invoice number in Setup / Order Entry / Control is updated to reflect the invoices just printed. Posting invoices Select Order Entry / Invoices / Post. Prior to running Order Entry / Invoices / Post, you should run Order Entry / Invoices / Backup in order to make a backup copy of all data files that are updated during the posting procedure. The affected files include the Order Header and Order Line files, as well as those named in Posting results beginning on page 13. WARNING: It is EXTREMELY important to make a backup copy of these data files. If posting terminates abnormally, it is likely that the only means of recovery will be to reload the backup files and run posting again. Executing a user-defined batch/script to backup data files: See Backing Up Your Data Files for more information. Are invoices OK to post? Specify whether to post all invoices that have been marked for posting by selecting Yes or No.

13 Order Entry: Using CounterPoint - Working with Invoices 13 Posting procedures If you answer Yes to Are invoices OK to post?, the following steps are performed automatically: 1. The order data is sorted for printing and posting, and order costs are updated to reflect the current cost of the items. 2. The end of day reports selected in Setup / Point of Sale / Stores / Stores for the Order Entry store are printed. Use Setup / Point of Sale / Stores / Stores prior to running end of day posting to define the amount of detail to print on the reports. (See Changing end or day report parameters in Stores for more information.) 3. When the reports complete printing, various files are updated to include the new order information (See the Posting results section on page 13 for more information.) 4. Orders that were partially billed are cleared of all fully shipped and billed items. 5. Orders with unbilled or backordered items are left on file. O-orders are created for any backordered items on posted I-orders. 6. If serialized items are drop-shipped, a serial number History transaction is created for each serial number entered. You must manually post these serial number transactions using Inventory / Serial numbers / Post. 7. If lot-controlled items are drop-shipped, a sales transaction and an offsetting upward adjustment transaction are automatically created and posted for each lot number entered. Posting results Order information is removed from the Order Header and Order Line files and is posted to the following files: Application Point of Sale Order Entry Inventory Customers System Files updated: Activity file (PSACTF.DAT) Serial file (OESERF.DAT) Item file (IMITMF.DAT) Inventory file (IMINVF.DAT) Serial file (IMSERF.DAT) Serial Transaction file (IMSTXF.DAT) Layer file (IMLAYF.DAT) Tracked Kit Inventory file (IMTKIF.DAT) Merchandise History file (IMIVHF.DAT) Customers file (ARCUSF.DAT) Open Item file (AROPNF.DAT) Distributions file (SYDISF.DAT) Notes file (SYNOTF.DAT)