Invoice Help Documentation Part 2

Modified on 11/17/2011 03:13 PM by Jason Greenleaf — Categorized as: Help Text, Needs Review, Public, Support

Table of Contents [Hide/Show]

      Customer Messages and Notes Boxes
         Customer Message
         General Notes
      Invoice Tax and Totals Boxes
      Invoice Action Icons
         Make Payment
         Save
         Print
         Print & New
         Print (Setup)
         Print Preview
      Confirm Save Window
      Invoice Actions Menu
         Go To Order
         Create PO
         Recurring Billing
         Write Off Invoice
         Void Invoice
         List Shipments
         Search Location Inventory
         Line Item Data
         Get Live Values
         Price Lookup
         Document Signature
         Add Customer
         Scan Barcodes
      Invoice Search Menu

Customer Messages and Notes Boxes¶

Customer Message¶

A free form Customer Message can be keyed in this box and will be printed in the body of the Invoice below the Balance Due line.

Note: The customer messages that are maintained in the Customer task screen can be selected to also print on the invoice.

General Notes¶

The General Notes are display only. They appear after the first item number has been selected. This note is generated using the information in the terms code assigned to the customer.

Invoice Tax and Totals Boxes¶

The invoice tax and totals boxes are made up of at least four totals boxes (if no sales tax is charged) and at least five totals boxes (if sales tax is charged). There may be additional sales tax boxes depending on how many sale tax jurisdictions are involved.

Subtotal: The total of the items billed to the customer before sales tax is applied. This is the amount that is recorded for sales analysis reporting.

7% NJ Sales Tax: The sales tax jurisdiction that this sale falls under. This is determined using a combination of the Taxes task under Company, Tax Group field in the Master Inventory task under Company, and the Tax Model field in the Customers task under Accounts Receivable. These totals are report to the tax jurisdiction by printing the Sales Tax' report.

Total Tax: This is the total of all sales tax for all jurisdictions on the invoice.

Total: This is the total of the extended items selling prices and all taxes. This is the total that is added to the accounts receivable.

Balance Due: This is the remaining amount owed on the invoice.

Invoice Action Icons¶

Note: The on hand quantity is updated as soon as the invoice is saved or printed.

Make Payment¶

The Make Payment button opens the Invoice Payments window.

Payment Type: Select the payment method(s) for this invoice and enter the Amount$ for each payment method. Select the add button to add each payment type as they are entered.

Select the OK button to save the payment or Cancel to discard the payment.

Cash or Check Payment:

Credit Card Payment:

Payments using Authorize .Net:

Save¶

This button saves the invoice and the invoice remains on the screen. This message

is displayed to indicate the invoiced has been saved. This action updates the on hand quantity.

Print¶

Prints the invoice to the Windows Default Printer and the invoice remains on the screen. This message

is displayed to indicate the invoiced has been printed and saved. This action updates the on hand quantity.

Print & New¶

This button prints the invoice to the Windows Default Printer and then displays a blank invoice screen. This action updates the on hand quantity.

Print (Setup)¶

Displays the print window and allows the user to select which printer the document should print to.

Print Preview¶

Displays the Print Preview window. This window displays the invoice. The user can print the invoice from this window.

Confirm Save Window¶

The Confirm Save window is displayed if you have made changes to the current screen and attempt to start a new Invoice or to change to another action.

Note: This window is not displayed and any changes made are lost if the Home' option on the Quick Link Bar is selected.

Invoice Actions Menu¶

The following actions are available from the Actions drop down menu while in the Invoices task.

The first six Actions also have buttons at the bottom of the Invoice screen and where described earlier:

Make Payment
Save
Print
Print / New
Print (setup)
Print Preview

Go To Order¶

If the Invoice came fro ma Work Order, the originating Work Order will be displayed. If not, the latest Work Order will be displayed. Switch to the Work Order Help Documentation.

Create PO¶

This option creates a Purchase Order for the items on the Invoice. If the items come from multiple vendors, the Vendor field will be blank. If all of the items come from the same vendor, the Vendor field will be populated. Switch to Purchase Order Help Documentation.

Recurring Billing¶

Sets up the invoice currently displayed on the screen (must have been saved or printed) as a recurring invoice.

The following fields are in the Recurring Billing pop up window:

Next Billing Date: Enter the next date the invoice is to be created.

Billing Period: Enter the billing cycle (i.e. Monthly or Weekly).

Notes: Enter any information desired to describe the recurring billing invoice.

Select the OK button to save the information or Close to cancel changes.

The phrase

will then be displayed in the top portion of the invoice above the Ship To customer information. The invoice must then be saved or printed to complete the setup process.

The generation of Recurring Bills is described in the Recurring Billing action found in the Accounts Receivable tasks.

Write Off Invoice¶

This action writes off a released (posted) invoice. The following adjustments are made:

The invoice is removed from the customer’s accounts receivable.
The quantities sold are NOT added back to the on hand inventory for the items on the invoice.
Historical sales are not affected (used for reports and purchasing).

The invoice to be written off must be displayed on the screen. You cannot write off an open invoice - use Void Invoice for open invoices.

You must recall the released (posted) invoice before selecting the Write off Invoice action. The Write off Invoice pop up windows has the following fields:

Write Off of Invoice xxxxx: The invoice to be written off.

Balance $xxxx.xxx: The balance remaining on the displayed invoice.

Account to write off to: Select the desired general ledger account to record the write off (i.e. General Income, Bad Debt, etc.).

Reasons for Write Off: Key the reason for the write off.

Select Write Off to record the write off or Cancel to discard the changes.

The invoice is then redisplayed with the phase WRITTEN OFF displayed in red across the face of the invoice.

When a written off invoice is reprinted, the phrase VOIDED INVOICE prints in the upper right corner.

Void Invoice¶

This action voids an open invoice (either printed or only saved). The following adjustments are made:

The invoice will not be added to the customer’s accounts receivable.
The quantities sold are added back to the on hand inventory for the items on the invoice.
The transaction will not be recorded in historical sales (used for reports and purchasing).

The invoice to be voided must be displayed on the screen. You cannot void a released (posted) invoice - use Write off Invoice for released (posted) invoices.

Select Actions then select Void Invoice.

The void invoice confirmation window is then displayed:

Select Yes to void the invoice or No to return to cancel the void invoice process.

The voided invoice is then redisplayed with the phase VOIDED displayed in red across the face of the invoice.

When a voided invoice is reprinted, the phase VOIDED INVOICE prints in the upper right corner.

List Shipments¶

Opens the Invoice Search window to search for the Related Shipments for the invoice currently displayed on the screen.

Select the desire Shipment number you wish to display.

Then close the window or drag it out of the way to view the Shipping screen detail.

Search Location Inventory¶

This action displays the current on hand, committed, on order, and available on hand for the locations selected. This used to search for available inventory in remote locations.

Line Item Data¶

This action is used to toggle between Auto and Manual for the Invoice Line Item Data option:

Auto – as each item line is entered, inquire into the master database for the current item on hand, availability, and pricing.
Manual – select the Action Get Live Values to inquire into the master database for the current item on hand, availability, and pricing for the items entered.

Get Live Values¶

Inquire into the master database for the current invoice line item for on hand, availability, and pricing.

Price Lookup¶

This menu option displays the Price Lookup screen. This option displays the price of the item selected.

Document Signature¶

This action menu item allows the counterman to capture the customer's signature. The signature will be printed on the invoice from now on.

Add Customer¶

This feature allows the user to add a new customer on the Invoice screen. The Customer Template dropdown copies all of the important data, such as Terms Codes and Price Profile, from the selected template customer. Once the new customer data is entered and the Save button is selected, the new customer will become part of the customer base for the current location.

Scan Barcodes¶

This feature allows the user to scan the item's UPC. Once the item is scanned, the barcode screen will verify that the UPC is valid. If it is the item will be added to the Invoice. UPCs that didnt pass validation will display in red and be ignored.

Invoice Search Menu¶

The Invoice search action is an extremely powerful tool allowing the selection of desired invoices by a wide area of search field combinations.

Invoice searches are started by selecting one of the search links:

Customer
Invoice NO
PO No
Employee No
Invoice Status
Invoice

Or by selecting a Search option from the Menu bar:

Search options can be changed after the Search window is open. Also, select the Down Arrow button to open the Date Range and Customer filter options. This secondary filter option can be closed by selecting the Up Arrow button.

Note: For a Date Range search, you must enter both the From and the To dates for the search to function correctly.