Sales Order Invoice Totals and Services

Once the Sales Order Invoice header has been completed and the product details entered in Sales Order Invoice Details, this Invoice Totals screen can be completed to finish the invoice.
The window show the order total including service, discounts and taxes.
A Deposit can be used if taken on the original order and the balance charged or paid.

The prompts are:

INVOICE #

The Invoice number is displayed for easy reference.

CUSTOMER #

The Customer number and name are displayed.

Return to Details Action:

The ESCAPE key can be used to return to the Sales Order Invoice Details from this Totals window.
<F3> in the first input field (Services) of this screen will also return to Invoice Details.
<F3> from other fields on this screen will accept the values displayed and complete the invoice.

SALES

The charge for the products sold displays.

SERVICES

The service charge total displays.
A window is provided to view and to enter additional charges such as Shipping or Installation.
Any restocking fee can also be viewed and adjusted in the services window.

Services Window:

SEQ

The services will display in sequence number order.

SERVICE CODE

Enter the service code or select or from the Service Code Search window.
e.g. S - Shipping.

DESCRIPTION

The description of the service will display as it will print on the invoice.

QTY

If the service has been set in Service Codes to prompt for quantity, then fill in the quantity applicable for this service.
The default quantity is 1. Partial amounts may be entered.
e.g. 1.75.
For example, installation may be charged at $30 per hour with a quantity of 1.75 hours.

EACH

Enter the charge each for this service.
If there is a typical charge for this service, the amount should be previously setup in Service Codes so that this amount will default to the screen.

EXTENDED

The Extended charge is calculated from Qty * Each except where the quantity is blank.
If the quantity is blank, the Each becomes the Extended.

NOTES

This field can be used to attach a comment to the service.

PRINT

Check this box to print the Notes for this service on the Sales Order Invoice.
Uncheck this box if the Notes for this service should not be printed on the invoice.

Expanded Detail

Click the EXP/CON button to expand the services records and access the tax information.

TAX Information

There are three approaches to taxing:

• Standard Tax window:
  The two standard tax codes default to the document by customer or by division, according to the Rules as outlined in Tax Maintenance Overview.
  If the operator has role permission, the tax codes can be over-typed or selected from the drop-down list, if required.

  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 because all taxes are included in the Tax 1 value.

Finished?

Click ACCEPT to accept the services and exit.

DISCOUNTS

The total discount amount to be given displays.

TAXES

The total Tax amount displays.
A window is provided to view the details as outlined in Document Taxes.

TOTAL CHARGES

The Sales Order total displays.

LESS DEPOSIT

Any deposits taken on the order and used on this invoice display.

A Company Security Parameters can be set to control whether the operators have the ability to change the amount of the deposit used against a Sales Order Invoice. The security control settings include:

• N - No change allowed, must accepted calculated deposit amount.
• O - Allows a change to the deposit amount used only on a partial order filled as the Order is still open.
  For example, if $100 deposit was received and the order was billed twice (due to backorders), part of the $100 could be applied against the first invoice and the balance of the $100 when the backorder was shipped.
• Y - Provides full access allowing operators to over-ride any deposit amounts used.

BALANCE DUE

The Balance Due is the total invoice amount currently owing.

WEIGHT

The total weight of products being ordered is displayed, only if the flag in the Company Inventory Parameters is set to display the weight.
The weight of any negative quantities is not included in the weight total.

ON ACCT

Check this box if this invoice is to be charged On Account and is to be posted to Accounts Receivable for the customer.

Uncheck this box if this invoice is already paid or is to be paid now.
If the customer is set to be a Cash customer in Customer Information, then this invoice should not be put on account. Instead, select a Method of Payment (CASH, VISA, etc.).

Cash Short:
The ability to allow a Cash customer to charge a dollar amount On Account is controlled by the "Allow On Account For Cash Customers" flag in Company Invoice Parameters and the associated operator role permissions.
If the processing is allowed but the operator does not have a Security Role that enables "Allow on Account", then the password must be entered as outlined in Authorization Required.

AMOUNT ON ACCT

If charging against the customer's account, accept the full Balance Due to charge or enter a partial amount to be charged.
This field is skipped when payment is not On Acct.

TERMS CODE

Accept the terms that default from the customer's record in Customer Information, or select a terms code from the drop-down list.
This field is disabled if the On account amount is zero.

The ability to modify this field can be controlled by the 'Permit' flag set on "Invoice - Terms Code, Totals" in the Security Role Permissions for the role assigned to the operator.

This field is skipped when payment is not On Acct.

PAYMENT AMOUNT

If the total Balance Due for the invoice is On Account, then the fields relating to Method of Payment will be zero.

Any outstanding balance not covered by the On Account amount, is displayed.
Enter the payment methods and amounts in the window as outlined in Invoice Payment window.

Refund by Texada Pay:
With Texada Pay if the 'Refund Existing Payment Only' control is activated in the Texada Pay configuration, a one-time refund can only be given if it is less than or equal to an existing deposit transaction amount.
Some clearing houses will not approve a refund unless the original payment has been processed and approved so if a refund cannot be processed immediately the operator is given the option to add the Refund Request to the TP Pending Refund Queue table to be re-submitted to the clearing house at a later time.

GENERATE RECEIPT

The Print Receipt pop-up is triggered for the payment only if the 'Prompt for Payment Receipt' feature is activated in the Company Customer Forms Configuration settings.

INVOICE ON HOLD

Uncheck this box if the invoice should not be flagged as On Hold.
Invoices that are NOT on hold are invoices that are ready to be posted with the next Daily Close run (when Daily Close 1, Daily Close 2, Daily Close 3 are run).
If an Invoice was previously On Hold, and is now being released, enter the date as prompted:

NEW INVOICE DATE

Accept today's date, or enter the preferred date for the invoice.
This becomes the G/L and A/R posting date of the invoice. The invoice is also re-assigned to the current DBR# so that it will post in the next Daily Close.

Check this box to put the invoice On Hold, to prevent the invoice from posting in the Daily Close runs.
The invoice will remain current and will continue to be excluded until it is released by either unchecking this Invoice On Hold flag or by using Hold/Release Current Invoices.
This can be useful if there is a question about the billing of an invoice, or it requires a P.O. # or other authorization to issue the invoice, so that the invoice can be held back from posting until the question is resolved.

For Cash customer invoices this "On Hold" box is only enabled if the "Allow On Account For Cash Customers" flag is set to H to 'Allow Hold or On Account' in the Invoice Parameters.

Hold By Customer/Site:
Invoices for specific customers and site numbers can automatically be given Hold status, as they are created.
This is setup for the relevant customer/site combinations in the Company Billing Parameters.
This Hold status delays posting the invoice to allow subsequent Order billings to be added to the Held invoice and so provides a single invoice for the customer per site. When the billing period is complete (e.g. weekly) or the job is finished, the invoices can be released for posting from Hold/Release Current Invoices.

COMMENTS

Window to access the Comments associated with the order, as outlined in Invoice Comments.

FOLLOW-UP

A window is provided to view any existing customer contact follow-up comments and where additional comments can be entered as explained in Contact Customer Comments.

PRINT

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

Click the ACCEPT button to begin printing the report, or CANCEL to abort as it can be printed later from Print Sales Order Invoices.

Sales Order Invoices respects the flag in the Divisional Invoice Parameters to control printing the invoices in the Daily Close.

MARKETING COMMENT CODE

A Marketing code can be used to define a special marketing comment to print on the invoice.

This prompt to select a Marketing Code to print comments on the invoice, can be triggered or suppressed according to the default setting in Divisional Miscellaneous Parameters.
A default Marketing Code can be set for the division in the Print Settings of Divisional Invoice Parameters.

Accept the default Marketing Code for the division or select one from the drop-down list as setup in Marketing Codes.

EMAIL

This field is only enabled when the "Use Contact Document Emailing" feature is activated in the Company Email Configuration.

Check this box to email this invoice now to the appropriate contacts as flagged in the Contact Information for this customer/site, using the Compose Email tool.
If the invoice is for a customer that is being monitored and requires Daily Close 1 Approval, the products will be listed on the document with no pricing or totals until the invoice has been approved in the Daily Close Invoice Approval utility.

Uncheck this box to skip emailing this invoice at this time.
The invoice can always be emailed to the contacts later from the Print Sales Order Invoices utility.

Note: If both the Print and the Email boxes are checked, and the print output selection is to Email as PDF then the document is emailed to the Contacts and to prevent duplication the 'Email as PDF' is ignored.

Finished?

Click ACCEPT to proceed or CANCEL to exit.

Note: If any products have Back Ordered quantities, a Sales order is automatically generated, that can be accessed in Sales Orders. The new Sales Order number displays briefly on the bottom of the screen and also prints on the Invoice.

ACTIONS:
Additional actions provided by buttons on the Invoice Totals screen include:

• Generate Email Requesting Payment for this Invoice:
  The EMAIL FOR PAYMENT button is only active if the Texada Pay processing is activated.
  Emailed request for payment can be generated for a current Cash Invoice or a posted On Account invoice.
  Refer to the process flow explanation provided on the Invoice Totals and Services page.

  The payment request for either Invoice type generates an email to the address selected from Contact Email Search with a link to view the invoice in Jasper format.
  After viewing the invoice the customer cab clicked the NEXT button at the bottom of the Invoice form to make the Payment in a Texada Pay link.

  If the customer does not subscribe to Texada Pay a link to the website for more information on this feature is included in the email.

  Note: This button is disabled for zero dollar invoices, Credit Invoices, Paid Invoices, Approval Pending invoices and for Cash customers when the "Allow On Account For Cash Customers" flag is NOT set to H in the Invoice Parameters.

• Key Performance Indicators:
  Click the PERFORMANCE button on the document totals screen to report on the issues in each document, as outlined in Performance Question by Document.
  This button is only visible on the document if there are active Performance Questions for the document date setup in Performance Questions.

  Note: This feature does NOT apply to Work Order Invoices, Point Of Sales Invoices, Rental Return Invoices, or Cycle Billed Invoices.