Counter Menu -> Quotations -> Quotations -> CONVERT button -> Invoice option -> Convert Quote to Invoice -> Invoice Details
Counter Menu -> Quotations -> Sale Approval Quotes -> CONVERT button -> Convert Sale Approval Quote -> Invoice Details
Counter Menu -> Cylinder Transactions -> Close action -> Invoice Details
Back Office Menu -> Operator Time Charges -> Edit Operator Charge Invoices -> Invoice Details
Accounts Receivable Menu -> Credit Invoicing -> Credit Invoices -> Invoice Details
After the billing and shipping information has been completed in the invoice header as outlined in Miscellaneous Invoices, Point Of Sale Invoices, or Credit Invoices, the product information can be entered in this Invoice details screen.
The Operator Time Charges product details
can be viewed but cannot be changed, if the Time Charge
Invoice was accessed from the Edit
Operator Charge Invoices option in the menu tree.
If the product details need to be adjusted the same invoice can be
accessed from the Miscellaneous Invoices
option if the operator has sufficient role permission.
When entering charges for rental items, two options are provided:
If the Date Out/In is not entered then the rental time period
will not print on the invoice for that product line.
If the rate is entered manually, and the rental period is required
on the invoice document, the billing period can be included in the
invoice comments manually.
The Invoice# with the Customer# and customer name
are displayed for reference at the top of the product details
screen.
Review the Invoice Tunable Parameters
for information on security features and field access
permission.
Separate controls can be set on invoices generated from a contract,
either from a Cycle Billing or a Rental Return.
Note: Invoice product details cannot be changed or deleted if the product billing is the result of a Cycle Billing or a Rental Return or a Sales Approval Quote.
The prompts to enter the sales and rental products are as follows:
Other options in the window on the Product# field include:
Kit Search:
Check this option to search for product using the Kit Search.
Invoice Comments:
Check this option to review and add invoice comments as outlined in
Invoice Comments.
Security:
If the operator has been given Security Role
Permissions in the Document Access Fields to change
product descriptions in document entry, this product description
can be over-typed if required.
Over-typing the description does not make any changes to the
product description stored in the Product file.
For standard documents and Crystal Forms the wording of the text
can be customized for two languages in the Document Field Labels table.
For Jasper documents refer to Jasper Appearance and
Formatting window of Customer Forms
for the language and label controls.
To speed up product entry on the invoice details, if the Fast Entry Of Sales Items flag in Operators is checked the "Description" field is automatically defaulted and skipped.
If the automatic display of sales history is suppressed, this information can still be viewed on the product detail line in the window on the Unit Price field that accesses the Special Price Search information, by clicking on the SALES HISTORY button.
Enter S for SALE of parts or sales merchandise.
Enter S for SALE OF RENTAL to sell or dispose of a rental product to ensure that the proper accounting transactions are generated and the Asset Tags are updated.
The 'Include Sales Order Qty In Availability Checking' flag in the Company Invoice Parameters controls how part quantities on a Sales Order impact quantity availability checking on 'Miscellaneous Invoices'.
Note: When the invoice is entered in Credit Invoices, this adjustment program does not prevent invoicing of a rental product with a Status code prohibiting rentals.
SERIALIZED SALES PARTS:
When selling a serialized sales item, the serial number window will
open to select a serial # from this location, as outlined in
Serial Number Search.
NEGATIVE QUANTITY:
To issue a credit, enter the quantity as negative if the item sold
is being returned or a Trade-In item is being entered.
Security:
The ability to enter a negative quantity for sales parts can be
restricted by Security Roles and by a
password requirement on NEGQTY in the Module Passwords utility.
SECONDARY SALES PARTS:
If a Secondary sales part is entered to be sold on the invoice, and
there is insufficient quantity available, a window opens prompting
to transfer product quantity from the Primary item to the Secondary
item, as outlined in Transfer Primary Items
To Secondary Items.
Security:
The ability to over-ride and reduce this "Unit Price" can be
restricted by Security Roles and by a
password requirement on RSIH in the Module Passwords utility.
Note: If circular pricing is taken, then the customer will NOT qualify for any other Price Codes discount programs.
The Reason Codes on Override requirement can be activated
in the Company Security Parameters.
For more information on security features refer to Override Security Overview.
If R (RENTAL) was chosen in the Type, enter the
total unit rate for each item.
Total unit rate refers to the rental rate each multiplied by the
time period.
e.g. $20 Daily rate * 3 Days = $60.00 total rental charge each
unit.
This window opens automatically to confirm the rental dates and rates, if the Out date is prior to today's date.
Note: The Invoice Rate Window for Rentals flag in the
Divisional Rate Parameters can be set so
that this Rental Period Calculation window opens
automatically for rental product details.
If your firm employs the Maintenance Provision feature, this rental
period information is necessary in order to generate maintenance
provision postings by the hourly rate. For further information
about the maintenance provision postings refer to Rental Product Classes.
COST REQUIRED Window:
If a Sales Part has been flagged to prompt for the cost, and the
operator has Security Role Permission to
"Prompt for Cost in Invoice Entry" in the Document Field
Access settings, then a window opens so the correct cost can be
entered and posted for this part.
The fields include:
The notes window can be set to open automatically for Rental equipment, for Sales parts, for both, or for neither, by the Prompt for Invoice Detailed Notes setting in the Divisional Invoice Parameters.
If the invoice is the result of Operator Charges the notes reflect the original Comments from the Time Charge, as outlined in Time Charge Invoice Comments.
Note: In Change mode Notes can only be changed on a product detailed billed from Cycle Billing or from Rental Return, if the Operator has role permission to access Invoice - Cycle Billed/Returned Notes as setup in Security Roles.
If the product revenue should be attributed to another division
(e.g. when Sales items are added to an Invoice produced by a Rental
Return of a Contract issued by a different division) it can be
changed by individual product. The product revenue posting will
then post to this division, but the payment received will still
post to the division of the invoice header.
To change the division, select the division from the drop-down
list.
Note: This division field cannot be accessed or changed if cost by location processing is used. In this case, the division displayed matches the invoice division.
Note: The Tax Code NTX over-rides any other code at any level.
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.
Vertex Taxing:
Because Vertex Tax Software calculates the tax amounts and allows
for any exemptions, Tax Code 1 is always interpreted as Y and Tax
Code 2 as NTX as all taxes are combined in the Tax 1 value.
Security:
The ability to modify this field can be controlled by the 'Permit'
flag set on Invoice - Rental Discount, Detail for rentals,
and Invoice - Sale Discount, Detail for sales, in the
Security Role Permissions for the role
assigned to the operator.
The option to get over-ride approval from an operator with
permission to assign this high a discount rate, is provided:
Click NO to abort the discount over-ride and to revert back to the
previous discount value (even if the previous value exceeds
operator maximum).
Click YES to trigger the Discount
Authorization window for over-ride approval and operation
verification.
Details on Discounts Applied:
The Calculate Detail Discount window is
provided to access the calculation for any Standard and Rate
discount percents, and the Additional Discount
Included information window is provided if a discount dollar
amount has been given for any Customer Plan or Time Based
Discounts.
Note: This flag can be changed even if the invoice is the results of a contract billing and the operator does not have permission to make changes to product details.
Security:
The ability to modify this field can be controlled by the 'Permit'
flag set on Invoice - Rental & Trade Discount, Details
in the Security Role Permissions for the
role assigned to the operator.
For more information on this discount feature refer to the Trade Discounts.
Complete the invoice as outlined in Totals and Services summary window.
ACTIONS:
Additional actions provided by buttons on the Invoice
Details screen include:
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