Sales Order Invoice Details

Order Entry Menu -> Sales Orders -> BILL button -> Bill Sales Orders -> Create Invoice action -> Sales Order Invoice Details

After the billing and shipping information has been completed in the Sales Order Invoice header as outlined in Miscellaneous Invoices, the product sales information can be entered.

The Invoice# with the Customer# and customer name are displayed for reference at the top of the product details screen.
Enter the sales product details in the paging screen as follows:

SEQ

The sequence number tracks the product detail records in the invoice.

The invoice details will be printed by sequence number order, which is the order displayed on the screen.
Lines can be inserted to control the order as required.

PRODUCT #

Enter the product number, or look it up in the Inventory Search window.
A Barcode scanner can also be used to scan and then to read in the product code.

Sale of Rental Equipment Taxes:
A flag in the Company Taxing Parameters can be set to trigger a tax code window on the sale of Rental equipment on an Order.

• For Standard Taxing the two tax codes from the Sales Order header are displayed, with any tax exempt information from the Customer Informationcustomer information.
  The tax codes can be over-typed for the sale of the Fixed Asset, if required.
  A window is provided on the New Tax field to lookup valid tax codes and the tax percent rates.
  Set the tax code to NTX if no tax amount should be applied.
• For Enhanced Taxing the Taxes and Exemptions window is generated to capture the appropriate tax information.

Sale of Rental Equipment Reason:
The Disposal Information window is triggered to capture a reason for the sale of the Fixed Asset.

DESCRIPTION

After the product number has been selected and entered on the document, the description displays as it will print on the invoice.
Alternate customer language is respected.

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.

Customer Sales Part History:
A divisional setting in the Divisional Inventory Parameters can be set to automatically pop-up a window on document entry displaying the customer's posted sales activity for this Sales part, as outlined in Sales Product History.

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.

PRODUCT NOTES

After the description is accepted, any notes defined for this product in Sales Inventory are displayed at the bottom of the screen for reference.

SHIP QTY

Enter the quantity of this product, required for this order.

Serialized Sales parts:
If the item being shipped is a serialized sales item, a quantity of only one is allowed on each detail line and the relevant serial # can be selected from the Serial Number Search window.
Specifications for the individual serialized items can also be viewed in the window by clicking on SPECIFICATIONS button.

If the serialized sales product is flagged to enter the serial numbers at Time of Sale, the operator can either exit the serial number window without making a selection, or select an existing serial number, or click the ADD button to add one at this time.

Backorders:

• If availability is NOT being checked for this product, a window is provided on the Ship Qty field to record the Back Ordered quantity if there is insufficient quantity for this order.
  When the invoice is completed a Sales Order will automatically be generated for the outstanding products.

• If availability checking is activated as controlled by the product's Group, and the quantity ordered exceeds the quantity available, then the following window opens:
  

  Ship and Backorder Quantity

  DESCRIPTION

  The product from the order is displayed.

  
  QTY AVAILABLE

  The current quantity available displays.

  
  QTY ORDERED

  The total quantity required for this order displays. This can be over-typed as required.

  
  QTY SHIPPED

  The quantity available to be shipped displays. This is the quantity that will be billed on this sales order invoice.

  The ability to over-typed and increase the Qty Shipped is controlled by the "Allow Override on Location Quantities (Excl. Reservations)" flag in the Company Security Parameters.

  
  QTY BACKORDERED

  The difference between the quantity shipped and the quantity required for the order is the backordered quantity. If this is over-typed, then the quantity ordered adjusts automatically to balance.
  When the order invoice is accepted a Sales Order is automatically generated with the backordered quantities. It can be accessed in Sales Orders.
  

  
  Finished?

  Click OK to accept the backordered quantity.
  The Ship Qty field now displays the actual quantity shipped for this product, that will be billed on this invoice.
  The invoice prints the Ordered quantity, Shipped quantity, and the Backordered quantity. It also prints the Sales Order number that was generated for the backordered quantities.

  The new Order created for the backordered products is not linked to this order invoice in the Order Billings Inquiry, instead it will be linked to the order invoice that will be generated when the backorder is shipped.

  Note: Once the product detail line has been accepted, and while still in that Order Invoice, the backordered quantity can still be viewed in Change mode in the window on the Ship Qty field.
  However once the Order Invoice is completed, and any backordered quantities are written to a new Sales Order, this window is no longer accessible and the information warning that Backorder processing is disabled. is triggered from this window for this product detail

Product Returns:
If a negative quantity is entered indicating the product is being returned, a restocking fee can be charged to the customer.
Setup the restocking percentage and service code for billing, in the Divisional Miscellaneous Parameters.
The restocking charge will be included in the Invoice Services.

UNIT PRICE

This is the selling price for each unit sold.
If a special price applies, it will display according to the setup in the "Rental Rates & Pricing" parameters on the Operations tab of Configure System Settings in Price Codes.

A window is provided to view and select from the Special Price Search.

Price Override Reason:
When the Unit Price field is changed, a Reason code can be required to track who and why prices are being adjusted, as outlined in Prompt for Reason Code.

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.

DISC %

The discount % entered on the header of the invoice will display.
Accept this percentage discount, or over-type with the correct discount allowed.

Discount Exceeds your Allowable Limit:

This warning is triggered if the operator has been assigned a Security Role Permission with a cap on the Maximum Discount% for Sales, and the percent manually entered as an over-ride, exceeds the defined limit.
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.

If a Sales part is identified in the Re-order window of Sales Inventory to 'Disallow Discounts', then any discount on that sales part will be disregarded.
The price can still be over-typed on the invoice detail if required.

If unsure of the correct discount %, the software can calculate it.
Type in the desired Net Price in the next field, and the difference will become the discount.

Note: The ability to override a Discount can be controlled by the 'Permit' flag set on "Invoice - Sale Discount, Detail" flag in the "Document Field Access" window of the Security Role Permissions for the role assigned to the operator.

NET PRICE

The Unit Price less the Discount equals the Net Price each.
If the Net Price each is less than the cost each, a warning will display, that this item is being sold at a loss.

If the Net Price each is over-typed, the discount percent is automatically recalculated so that the mathematical formula is still accurate.

EXTENDED

The Extended is the Ship Quantity * Net Price each.

Note: The ability to over-type the Extended is controlled by the "Allow Override of Extended Amount" flag in the Company Security Parameters.

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.

SUGGESTED SALES LIST

The Select Suggested Sales Items window is triggered if there sales products associated with this product through a Suggested Sales List.

SSL items with insufficient quantities will be back ordered to fill order.

Tax & Extended Amount Fields:
Each product entered on the invoice has tax and extended fields.
Generally these fields are not displayed, but can be accessed by pressing <F9> EXPAND Key.

NOTES

Multiple lines of comments or notes can be entered, relating to this sale or rental product as outlined in Product Detail Notes.

The notes window can be set to open automatically for Rental equipment, for Sales parts, for both, or for neither, in the "Document Settings" of Divisional Invoice Parameters.

TAXES

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 as NTX as all taxes are combined in the Tax 1 value.

DISC AMT

The discount amount is calculated as the Unit Price each * Discount Percent.
This amount cannot be overridden.
If changing the Discount % does not yield the desired Extended Amount, set the discount percent to 0.00 and change the Net Price amount to the desired amount.

QTY BACKORDERED

The Back Ordered quantity for this product displays, as entered in the window on the Ship Qty field.

SORTED BY

The sort values used in the sorting sequence of the product details is displayed.

Finished?

Click ACCEPT after the product selection list is completed.

Product Sequence Window

The product details can remain in the sequence that they were entered, or they can be re-sorted to display on the screen and to print on the document in a preferred order.
Refer to Document Sort Preference for more information about this divisional controlled feature.

Complete the invoice as outlined in Sales Order Invoice Totals and Services summary window.