Order Entry Menu -> Sales Order Invoices -> Miscellaneous Invoices
Back Office Menu -> Operator Time Charges -> Edit Operator Charge Invoices -> Miscellaneous Invoices
Accounts Receivable Menu -> Credit Invoicing -> Miscellaneous Invoices
This invoice option reflects miscellaneous invoices created directly, Point of Sales invoices, invoices billed from interim contract billings, invoices billed from rental returns, sales order invoices, or invoices billed from operator time charges.
Note: The inventory must be loaded to use this invoice program, as outlined in the Inventory Start-Up Sequence instructions.
For more details refer to the discussion of two approaches to invoicing in Counter Invoicing.
Refer to Operator Time Charges for information on processing billing for operator time.
Review the Invoice Tunable Parameters for other security features.
The prompts to enter a Miscellaneous Invoice include:
Security:
The ability to over-type the document number is controlled by the
Allow Custom Document# flag for the document type defined in
Last Used Transactions.
A warning is generated if the number has already been
used.
Re-Access and Modify an Invoice:
In Change mode, a window is provided to look up current invoices
and drill down to the invoice details, as outlined in Invoice Search.
Though invoices in Batch and in History can be reviewed in the
search window, they cannot be pulled up in the Miscellaneous
Invoice program. Only Current invoices can be re-accessed as
required.
Modification Security:
A security control can be set by operator code in Operators to prevent operators from re-accessing
invoices in Change mode. This protects against invoices being
modified prior to posting.
Because of short-cuts and differences in data entry, any
invoices entered using Point Of Sale
Invoices or Sales Order Invoices are
unique in nature and cannot be re-accessed in Miscellaneous
Invoices.
For details on the differences in the Miscellaneous and Point of
Sale invoice options refer to Counter
Invoicing.
Re-Access /Balancing Work Order Invoices:
Work Order Invoices are unique and cannot be changed without
changing the source Work Order.
When a W.O. Invoice number is entered in Change mode the following
messages are generated:
The Work Order Invoice Warning
message:
All income, revenue, and expenses are tracked by the division,
and posting to the correct G/L accounts for that Division is
automatic.
Special Rates can also be setup to be assigned to the division in
the "Rental Rates & Pricing" parameters on the
Operations tab of Configure System
Settings in Special Rate
Codes.
G/L transactions to update inventory costs always post to the G/L Location from which the inventory was relieved.
Note: If this is a Point Of Sale Invoice and the Point Of Sale Invoice Cash Only flag is set for this division in the "Document Settings" of the Divisional Invoice Parameters then the invoice will always be for today's date.
If the invoice is being generated from the Credit Invoices program, then it is the dates set for module RSCM that are respected in Date Range Control security.
Special rates setup for the customer in the Special Rental Rate Matrix, respect this date when checking for the effective and expiry dates, rather than the product detail Date Out.
An FOB code that has been assigned to one of the customer's
employees in the Name Check List, can also
be scanned or manually entered to selected the customer number.
This will default the associated employee name as the Name used on
the document for the check list if that employee has permission to
rent.
All On Account customers should have their own customer
number.
New customers can be added on-the-fly during document entry if
required, in the Document Customer Search
window.
For walk-in business, instead of assigning a new customer number
to each customer, the Cash customer can be used for any
customer not On Account.
When prompted for customer number, accept the default Cash
customer number as set in the Customer# to Clone field for
the division in Divisional Contract
Parameters for the division and complete the Bill To
fields with the customer's name and address.
Because walk-in Cash customers on Invoices or Work Orders are often one-time customers, they are not auto-added as new customers in Customer Information table even though the 'Add Cash Customer' feature is activated in the Divisional Contract Parameters.
Note: If this is a Point Of Sale Invoice and the Point Of Sale Invoice Cash Only flag is set for this division in the "Document Settings" of the Divisional Invoice Parameters then the customer always defaults to the "Cash" customer defined for the division in the "Customer Settings" of the Divisional Contract Parameters.
Security:
If your firm requires strict controls on overriding the credit
limit, use the permissions in Security
Roles and/or a password can be setup in Module Passwords.
The Reason Codes, can also be activated for the clerk to explain
why it was overridden.
For more information on security features refer to System Security Overview.
Note: Damage Waiver does not apply to Point Of Sale Invoices.
If your firm does not use job numbers or site numbers, leave blank this field blank.
Note: Sites do not apply to Point Of Sale Invoices.
Site Required Option:
A flag in the Additional Information for
each customer can be set, forcing the operator to enter a valid
site code on each document for this customer, with the exception of
Point Of Sale Invoices.
Alternate Prorating:
If the customer has been flagged to Prompt User for
prorating method in the Customer Billing
Settings of the Customer Information
then this Document Alternate Prorating
pop-up is triggered.
Hold Site Invoices Option:
Invoices for specific customers/site combinations can automatically
be assigned an On Hold status.
This is setup for the relevant customers and site numbers in the
Company Billing Parameters. This Hold status
delays posting the invoice to allow subsequent Counter, Contract
and Order billings, to be added to Held invoices of the same type.
When the billing period is complete (e.g. weekly) or the job is
finished, the invoices can be released for posting from Release Invoices By Customer.
If any of the customer's information is over-typed (i.e. change a mailing address), the changes will print on the invoice, but the original customer information remains unaltered.
Note: If your firm requires that the permanent Customer Information is always updated by any change to a customer's billing address on a document, contact Texada Support and request the Change Customer Info From Document Header feature to be activated in the Support Application Parameters.
For CASH customers, be sure to type in the name, address and phone number, so that it prints on the invoice.
Note: If this is a Point Of Sale
Invoice and the prompt to process Point Of Sale Invoice Cash
Only is NOT activated, in the Divisional
Invoice Parameters, confirm the customer information or type in
the customer's name and address for a Cash customer so that it may
print on the bill.
If Point Of Sale Invoice Cash Only is activated then the
address information for a Point Of Sale
Invoice defaults from the Cash Customer defined for the
division, and cannot be changed.
A flag in the Required Document Information in the
Company Contract Parameters can be set to
ensure that this Bill To City is a valid city registered in
City Tax Codes.
When the Bill To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Billing address when the
city is entered on the address.
A flag in the "Required Document Information" in the Company Contract Parameters can be set to force the
operator to enter a valid Postal or Zip code to match the mask
format as setup for the customer's currency in Currency Codes.
This value defaults from City Tax Codes if
Bill To City is mandatory and City has a Postal code
defined.
In Add mode the Invoice Comments window is accessed after the Invoice header is completed, and the invoice has been created.
Note: Sites do not apply to Point Of Sale Invoices and the Shipping address defaults to the Bill To address.
The Tax codes and exemptions for this invoice, default from the tax codes attributed to this city.
A flag in the Required Document Information in the
Company Contract Parameters can be set to
ensure that this Ship To city is a valid city registered in
City Tax Codes.
When the Ship To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Shipping address when
the city is entered on the address.
A flag in the Required Document Information in the
Company Contract Parameters can be set to
force the operator to enter a Valid Postal or Zip code as
determined by the format mask in Currency
Codes.
This value defaults from City Tax Codes if
is mandatory and the City has a Postal code defined.
If Vertex tax processing is activated in the Company Taxing Parameters, this address of Street,
City, Prov/State, and Postal/Zip is validated against the Vertex
database.
If there is a discrepancy in the address information, a Vertex
error is triggered, and the address must be corrected.
If only a partial address is entered (e.g. no Postal/ZIP ), Vertex
attempts to find the tax area for the information that is supplied,
but if multiple tax areas could apply a Vertex error is triggered,
and more specific address information must be entered.
The Location and Event Information window only appears if the event management processing has been activated in the Company Rate Parameters and it has not been de-activated for the operator's division in the Additional Pop-Up Windows in the Divisional Contract Parameters.
Exit the window if event rates do NOT apply to this document, or enter the event information at the prompts as outlined in Location and Event Information.
Note: Job Events do not apply to Point Of Sale Invoices.
The Field Ticket can be checked as approved as outlined in the Field Ticket Status window.
A GEOCode is a geographical location code can be assigned to the
document to determine tax and tax exemptions to be charged.
A window is provided to search for the appropriate GEOCode as
outlined in GEOCode Select.
Note: If the GEOCode or the Taxes are changed on an existing document a warning is triggered that the details and services taxes need to be changed manually if required.
The default Tax information for the document can be viewed in the Tax window accessed from the Additional document information.
Some customers require P.O.'s on all documents.
If this applies, the Require P.O. flag can be set for the
customer in Customer Information.
An optional blanket P.O.# can also be assigned in to the customer,
that defaults to all P.O. fields for the customer, but can be
over-typed when required.
This field can be optional or mandatory according to the
parameter setting in Divisional Miscellaneous
Parameters.
This information prints out on the invoice when flagged in the
Divisional Invoice Parameters.
The Required Document Information in the Company Contract Parameters, can be set to force operators to select a Name from the Check List, defined with a Status Code allowing the named person to rent.
Note: The Name Check List does not apply to Point Of Sale Invoices.
This field can be optional or mandatory according to the
parameter setting in the Divisional
Miscellaneous Parameters.
This information prints out on the invoice when flagged in the
Divisional Invoice Parameters.
This "Ref Contract#" prints in the 'Contract#' field on the PDF Invoice document when there is no “Source Doc#” value defined.
If the Ref Contract# does match an existing contract
number, there are no restrictions that require the invoice and
contract to have the same, division, customer, site, etc., and
there is no posting impact from this relationship.
If this invoice is the result of billing a different contract, then
the invoice would appear in the billings inquiry of both the source
contract and the reference contract.
Note: The Reference Contract# does not apply to Point Of Sale Invoices.
The Rental Disc % is changed on this document to reflect the new plan, over-riding any Customer/Site rental discount.
Note: Because this is for rental equipment, this field does not apply and is disabled for Sales Order Invoices.
Over-Ride Tracking Security:
The default discount comes first from the customer's Loyalty Plan or if no Loyalty Plan is assigned, the
customer and/or site discount applies as setup in Customer Information and Customer Site Information.
The site discount can either replace the customer's discount or be
added-to the customer's discount according to setting in the
Company Billing Parameters.
If a Class is identified in Rental Product Classes to not allow discounts, then any discount will not apply to equipment in the class.
Note: Because this is for rental equipment, this field does not apply and is disabled for Sales Order Invoices.
If the customer or site gets a regular discount, this should be
permanently setup in Customer Information
or Customer Site Information so that it
will default automatically.
The site discount can either replace the customer's discount or be
added-to the customer's discount according to a setting in the
Company Billing Parameters.
If a Sales part is identified in the Re-order window of Sales Inventory, as Disallow Discounts, then any discount on that sales part will be disregarded. The price can still be over-typed on the Invoice, if required.
The Sales discount percent is not automatically applied if the Sales part or the Group assigned to the Sales part is eligible for Special Pricing setup in the Price Codes. The discount can still be added manually to the product detail if required.
Note: The Apply Discounts To Search Results flag in the Company Inventory Parameters can be used to control whether the rental and sales discounts defined on the document header are also reflected in the inventory results list from the Inventory Search.
Security:
If the flag to Prompt for Clerk is not set in the Company Security Parameters, then the operator code
currently signed into the session will automatically display but
can be over-typed as required .
If Prompt for Clerk is activated a valid operator code must
be entered in this field and the clerk name will print on the
document.
A further flag can be set to require the operator's password to
verify the clerk's identity.
Note: A separate Security Parameter in the Divisional Invoice Parameters controls the clerk requirement on Point Of Sale Invoices.
A flag in the Required Document Information of the Company Contract Parameters, can be set to make the salesman a mandatory field on all documents.
Check this box to charge waiver for applicable rental equipment
on this document.
Uncheck this box if no waiver should be paid by the customer on
this document.
Note: Damage Waiver does not apply to Point Of Sale Invoices.
If a waiver is not selected and should not be associated with this document, confirmation that the waiver is declined, is required.
If only one waiver code applies to this document or if a waiver
code was selected for this document in the Waiver Code Selection window then the waiver code is
displayed.
If multiple waiver codes apply and the code displayed on the
document needs to be changed, uncheck Charge Damage Waiver
box and then re-check it to trigger the Waiver
Code Selection window.
If only one waiver code applies to this document or if a waiver code was selected for this document in the Waiver Code Selection window then the rate for the waiver code is displayed.
The parameter to Allow User Access to Waiver% flag in the
Divisional Contract Parameters controls
whether the operator has the ability to change the Waiver%
to be charged on the document.
This divisional control is set according to the division of the
document, regardless of the operator division.
D.W. Taxes & Exemptions:
The tax codes applicable to Damage Waiver can be viewed in the
Damage Waiver Tax window accessed from the Additional
document information.
When the customer number on the document was selected by entering or scanning an FOB code, the associated name from the Name Check List becomes the default on the document, if that employee has permission to rent.
The Required Document Information in the Company Contract Parameters, can be set to force operators to select a Name from the Check List, defined with a Status Code allowing the named person to rent.
A flag in the Required Document Information of the
Company Contract Parameters, can be set to
make the Business Source a mandatory field on counter documents
including Contracts, Invoices, Reservations, Quotations, and
Worksheets.
When a Business Source is mandatory on a document, the Blank code
is not allowed even if there is a blank code record in the Business Source Codes table.
This window can be triggered to open automatically to prompt for the business source, by the flag in the Additional Pop-Up Windows in the Divisional Contract Parameters, or if the field is mandatory.
Note: The Tax Code NTX over-rides any other code at any level.
To always check the tax codes (GST, PST, State Tax etc) for each order, set the tax window to open automatically. This is controlled by the Prompt For Document Taxes setting in the Company Taxing Parameters.
Tracking Tax Changes:
Changes made to either Standard Tax Code 1 or 2 on the header,
labour, parts, services, or damage waiver of counter documents
including Contracts, Quotes, Reservations, Work Orders, Sales
Orders and Invoices, are written to the Audit
Log and can be viewed under the "DOCUMENT TAX CODES"
category.
Enhanced Tax window:
The taxes and exemptions to be applied are displayed as explained
for Enhanced tax processing in Taxes and
Exemptions.
If the operator has role permission the tax codes can deleted in
the window and the exemptions can be modified as required.
Note: If the GEOCode or the Taxes are changed on an existing document a warning is triggered that the details and services taxes need to be changed manually if required.
If this invoice originated from a Contract or Order, the document number or in some situations source program such as CYC BILL, is displayed.
Note: This field does not apply to Point Of Sale Invoices.
This value is included in the XML output for the invoice.
Window to Business Source:
This prompt is only triggered if the division flag in the Additional Pop-Up Windows, in the Divisional Contract Parameters is set to prompt for
the Business Source or if the Business Source is a mandatory field
as set in the Required Document Information of the Company Contract Parameters.
Enter the source code or select one from the drop-down list as
setup in Business Source Codes.
A source analysis summary can be printed from Business Source Report.
P.O. Instructions window:
This window appears in Add mode if the flag in the Additional Pop-Up Windows in the Divisional Contract Parameters is set to prompt for
Instructions.
Up to two lines of instructions can be entered. These fields can
also be accessed manually from the Additional information
sub-menu.
Invoice Comments window:
After accepting the Invoice Header, in Add mode the invoice
comments pop-up window displays.
The comments can be accessed in any other mode, on the View
Notes field.
Any comments or notes entered here can be printed on the invoice as
outlined in Invoice Comments.
Note: This Comments window is suppressed in Point Of Sale Invoices.
Invoice Product Details screen:
The next major screen is the Invoice Details where the sales and
rental products are selected for billing.
Refer to Invoice Details for complete
details on Miscellaneous and Point of Sales invoicing.
Refer to Sales Order Invoice Details for
information on entering sales merchandise on Order Invoices.
Invoice Totals Summary screen:
The Miscellaneous and Point of Sales Invoice can then be completed
as outlined in Totals and Services summary
window.
The Sales Order Invoice can be completed as outlined in Sales Order Invoice Totals and Services summary
window.
ISSUING CREDIT INVOICES:
Occasionally, a credit invoice may be need to be issued to a
customer.
Credit invoices can be entered in Miscellaneous Invoices
with negative quantity values, or they can be issued independently
of the Counter Invoicing, using Credit
Invoices.
This allows Accounts Receivable staff to make and post corrections
for Accounts Receivable accounts. The Credit
Invoices program is identical, except that Daily Close 1 - Credit Invoices must be run
independently of Daily Close 1, to ensure
that the Accounts Receivable activities do not interfere with the
daily cash balancing by the counter staff.
The credit invoices use the same invoice numbering as regular
invoices, and appear identical to regular invoices, except that the
TOTAL INVOICE amount is negative.
Some firms purchase a red pre-inked stamp with the words CREDIT on
it, which they manually apply to the invoice before mailing. This
ensures that the customer sees that it is a credit invoice.
ACTIONS:
Additional actions provided by buttons on
the Miscellaneous Invoices header screen include:
To delete an existing Current or Batch invoice, click the
DELETE button before selecting the document number,
as outlined in Delete a Single
Invoice.
Invoices that have been generated from a source document such as a
Contract or Work Order cannot be deleted without first reversing
the transactions.
This delete utility makes permanent deletions of the entire invoice selected and should only be used if the contract was voided.
If an invoice is deleted, an audit record is generating tracking the Operator and the Date when the invoice was deleted. This can be viewed in Delete Log for function RSIH99.
Create a Credit Invoice
The CREDIT INV button provides the ability to
generate a new credit invoice to reverse an existing invoice as
outlined in Create Invoice From Existing
Invoice.
This button is disabled for Sales Order
Invoices as only standard invoices can be credited using the
Create Invoice From Existing Invoice
utility.
This button is only active when the role assigned in Operators has permission to Create Credit
Invoice from Existing.
The role permission is setup in Security
Roles on the Security tab of Configure System Settings.
Unlock an Invoice
The RESET IN USE button provides the ability to
release a locked invoice to allow posting as outlined in Reset Invoice in Use.
This button is only active when the role assigned in Operators has permission to Invoice - In
Use.
The role permission is setup in Security
Roles on the Security tab of Configure System Settings.
Converted from CHM to HTML with chm2web Pro 2.85 (unicode) |