All invoices in Current status are viewable in this utility, and
are assumed to be ready for posting with the Daily Close unless
they are flagged on Hold.
It is useful to Hold an invoice if there is a problem or
question about the specific invoice that needs to be resolved
before posting it.
All other invoices NOT on Hold will be processed by the next
DBR#
The Daily Close 1 and the Trial Daily Close 1 screens display the number of
invoices currently On Hold and the total dollar value
to remind the operator at posting time of these invoices.
These could be Sales Approval required invoices or Invoices
requiring a P.O# or they could be held from posting for other
reasons.
The Hold flag can also be set on an invoice in the Invoice Totals and Services screen, by operators with menu security to access this "Hold/Release Current Invoices" utility.
Invoices that are "On Hold" can be included in the Unbilled Revenue Report.
Note: If your firm uses Field Ticket processing, On Account invoices that have not been selected for billing in Field Ticket Billing will also be included in this list.
Current Invoice List:
A list of the current invoices
by "Hold" status can be viewed in the window on the Invoice
#, with the invoice number, Bill To Name, Invoice Posting Date,
DBR# (Daily Business Report Number) on which it will post, Division
and Batch if posting Daily Close by division.
The invoice list can be resorted by any column in ascending or
descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as
required.
When an invoice is in focus, click on the DETAILS button at the bottom of the window to drill down to the Header, Details, and Totals information for that invoice.
Note: When viewing the DBR#'s, it is possible to have more than
one DBR# open at a time. All invoices made after Daily Close 1 has been started, are automatically
added to the next new DBR#.
e.g. If a staff member had started Daily Close
1, but had not accepted the report, a new DBR batch would be
started, and both would now show with current invoices.
To post a "missed" DBR, re-run Daily Close
1, typing over the displayed DBR# with the uncompleted number,
print and accept the reports.
Or to reset the DBR# place the invoice on Hold and off
Hold again, updating the invoice to be included in the
current DBR#.
Individual Invoice Detail:
This option can be used to
view the invoice details and to reset the Hold flag.
In the "Invoice Number" field, enter a specific invoice number or select one from the window, as outlined in the "Current Invoice List" section above.
Auto Hold processes include:
Hold on Partial Rental Returns:
The option to automatically Hold Invoices On Partial Return
can be set in the Divisional Return
Parameters.
A single invoice is then generated in Rental
Return and added to, until all products are returned and the
Contract is closed. The Operator is then prompted to remove the
Hold flag, and to confirm the invoice date. When the invoice
is taken off Hold, the current DBR# is assigned to the
Invoice for posting.
If this automatic Hold on partial returns option is not
activated, the first Invoice from a contract can still be manually
set on Hold and subsequent returns can be added to the
Invoice. When finished adding to the invoice, print the final copy
of the invoice then release the Hold flag here, so the
invoice can post.
Hold Invoices without a Purchase Order:
The requirement for a P.O.# can be setup for customers in Customer Information.
A blanket P.O.# can also be assigned for a customer.
A report prints in Daily Close 1 listing
any invoices requiring P.O.#'s that do not yet have one assigned.
Invoices identified on this report without P.O.#s, will not be
included in this Daily Close. Instead they are given a Hold
status to prevent posting.
The invoices must be assigned a P.O.# in Miscellaneous Invoices and then released from
Hold status to become eligible for posting in the next
DBR.
Hold Invoices for Approval:
Special V.I.P. customers can be assigned an approval required code
in the Customer Information, so that all
invoicing to that customer can be personally monitored before
posting.
Invoices for the customer are put on Hold to delay posting
in Daily Close 1 until the invoices are
approved for billing, or the Hold flag is manually released
in this utility or in Daily Close Invoice
Approval.
Until the invoice is approved, no prices or rates print on the
invoice or return slip, and a comment can be printed on the invoice
according to the Approval Code.
The final invoice is printed after it is release during the Daily
Close posting.
Refer to Daily Close 1 Approval Codes for
details.
Hold Invoices with incomplete Vertex Information:
Vertex tax software can be activated from the Company Taxing Parameters.
If an invoice is generated and the address information is
insufficient to determine the Vertex tax area, the invoice is put
on Hold, until the address information is completed and the
invoice is released from Hold to post in the next DBR.
ACTIONS:
Additional actions provided by buttons on
the Hold/Release Current Invoices screen include:
Hold All a Customer's Invoices:
Before a specific
invoice is selected click the HOLD BY CUST button to
the set the status on all current invoices for a customer/site
combination to Hold, as outlined in Hold Invoices By Customer.
Release All Held Invoices for a Customer:
Before a
specific invoice is selected click the REL. BY CUST
button to remove the Hold status on all current invoices for
a customer/site combination, as outlined in Release Invoices By Customer.
Print a List of Invoices Currently being Held:
Before
a specific invoice is selected click the REPORT
button to generate a list of invoices being held back from posting,
as outlined in On Hold Invoice Report.
Update Hold Flag on Invoices within a Division:
Before a specific invoice is selected click the HLD/REL BY
DIV button to access the invoice list by division, where
the Hold flag on invoices can be updated as required, as outlined
in On Hold/Release Invoices by Division.
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