Miscellaneous Invoices

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.

Customizing Invoicing:

Many aspects of the Invoice functionality can be customized to meet your firm's business practices as outlined in the Invoice Tunable Parameters.

Note: The inventory must be loaded to use this invoice program, as outlined in the Inventory Start-Up Sequence instructions.

Creating an Invoice Directly:

Two approaches to invoicing without entering a Contract, Work Order, or Sales Order first, include:

1. The Miscellaneous Invoices program is the full featured invoicing program.
2. The Point Of Sale Invoices program is a fast-track invoicing program, that is useful if your firm does a lot of cash sales business by providing the ability to apply defaults to speed up data entry.
   For information on this unique invoicing option refer to Point Of Sale Invoices.

   For more details refer to the discussion of two approaches to invoicing in Counter Invoicing.

Order Entry Invoice:

Refer to Sales Order Invoices for information on the order invoice feature.

Credit Invoice:

Refer to Credit Invoices for information on entering and posting a credit invoice for a customer.

Operator Time Invoice:

This program can be used to access a current Time Charge Invoice created from Generate Operator Charge Invoices.
When the Time Charge Invoice is accessed from the Edit Operator Charge Invoices option in the menu tree, only the invoice header, services, and payment information can be edited on a Time Charge Invoice. Additional product details cannot be added to the invoice.
When the Time Charge Invoice is accessed from the Miscellaneous Invoices option in the menu tree, complete access to the invoice details is provided, and role permission should be used to control the level of access.

Refer to Operator Time Charges for information on processing billing for operator time.

Changing an Existing Invoice:

A security control can be set by operator code in Operators to restrict that operator from re-accessing invoices in Change mode. These operators can only create new invoices.
This protects against invoices being modified prior to posting.

Review the Invoice Tunable Parameters for other security features.

The prompts to enter a Miscellaneous Invoice include:

INVOICE #

• Add:
  In Add mode accept the next sequential invoice number automatically assigned, or type in a unique preferred invoice number.
  When manually entering the number, numbers and letters can be used.
  e.g. 4533-C, 4533/2, 4533A.
  Some firms use the contract or delivery slip number as the invoice number.

  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:

  • Current Status:
    “This is a Current Work Order invoice. To change or add details this invoice must be reversed, and the parent Work Order must be modified.”
  • Batch Status:
    “This is a Batch Work Order invoice. To change or add details this invoice must be moved to current, reversed, and the parent Work Order is to be modified.”
    
  • History Status:
    “This is a History Work Order invoice. It cannot be modified or re-opened.”

    The Work Order Invoice Warning message:
    

    • A REVERSE button is provided for a Current W.O. Invoice to access to Reverse a Work Order with the W.O. number pre-populated.
      Security restrictions then apply whether this operator has permission to reverse the Invoice or not.
      
    • A DETAILS button is provided to view the document details in the View Document Information inquiry.
      Click OK to exit.
    • If the W.O. Invoice is out of balance, a message is displayed to alert the operator.
      An OK button is provided to allow the operator to complete the payment options to balance the invoice in the Invoice Payments screen.

DIVISION

Enter the division that applies to this invoice.
The division defaults to the operator's division in Operators.

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.

LOCATION

The location of the invoice determines where the parts inventory is taken from. Product Booking and Availability are impacted by the location selected.
The location defaults according to the operator location in Operators.

G/L transactions to update inventory costs always post to the G/L Location from which the inventory was relieved.

INVOICE DATE

Accept today's date, or type in the date of the invoice, or the date when the contract was closed.
In Change mode the Invoice date cannot be changed to a date later than any payment date already entered in the Invoice Payment window.

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.

Date Range Control:
This date will be used for posting the invoice to the Customer's Account and the General Ledger.
If the operator does not have date range override permission, the invoice date will be checked to make sure the date is valid against the date ranges set as acceptable in Date Range Control for RSIH. The date control feature helps prevent data entry errors.

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.

CUSTOMER #

Enter the customer # to be billed for the invoice, or look it up in the Customer Search window.
License scans can also the captured in the Document Customer Search window.

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.

CREDIT LIMIT WARNING

If the customer's Account Balance has exceeded his Credit Limit, a warning will display as outlined in Credit Limit Warning.

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.

WAIVER CODES Window

This waiver selection window is only triggered if multiple company, divisional and/or customer specific waiver rates apply to this document, and the divisional flag to Charge Waiver is set in the Divisional Contract Parameters.
Select a waiver rate from the Waiver Code Selection window.

Decline Waiver Confirmation:

If a waiver is not selected and should not be associated with this document, confirmation is required.
Click YES to confirm that the waiver charges are declined on this document, or click NO to choose the appropriate waiver from the Waiver Code Selection window.

Note: Damage Waiver does not apply to Point Of Sale Invoices.

SITE #

Enter the number or short form for the site or job that relates to this invoice, a window is provided to look up an existing Global or customer site in the window, as outlined in Site Search.
The Site window can be set to open automatically. This is controlled by the division flag in the Additional Pop-Up Windows in the Divisional Contract Parameters.

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.

BILL TO:

The billing information indicates who is paying for this invoice.
When a Customer number is selected, the Bill To fields display the customer name and address as entered into the Customer Information.
If this information is all correct, press the TAB Key to skip these prompts and to move directly to the SHIP TO fields.

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.

NAME

Enter the customer's name, or press <TAB> to display the customer information from Customer Information automatically.

ADDRESS

Enter line one of the customer's billing address.

ADDRESS

Enter line two of the customer's billing address if required.

CITY

This is the city where the customer is located.
A window is provided to view cities and the tax codes as outlined in City Search.

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.

PROV/STATE

Enter the province or state where the customer is located.
This value defaults from City Tax Codes if Bill To City is mandatory and City has a Prov defined.

POSTAL/ZIP

Enter the postal or zip code of the customer.

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.

PHONE

Enter the customer's telephone number.

VIEW NOTES

This window is available in Change mode to access the notes information and marketing comments that can be printed on the document, as outlined in Invoice Comments.

In Add mode the Invoice Comments window is accessed after the Invoice header is completed, and the invoice has been created.

SHIP TO:

If a Site number has been selected, the Site address will display, otherwise the shipping address will default to the billing address information.
This address may be over-typed to reflect accurate shipping information, which will print on the invoice.
Alternatively, the address fields may be used to just type in any delivery message to be printed on the invoice header.
To skip the Ship To fields, press the <TAB> key.

Note: Sites do not apply to Point Of Sale Invoices and the Shipping address defaults to the Bill To address.

NAME

Enter the name of shipping destination.

ADDRESS

Enter line 1 of the shipping address.

ADDRESS

Enter line 2 of the shipping address if required.

CITY

This is the city where the items will be delivered or window to view any cities and the tax codes as outlined in City Search.

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.

PROV/STATE

Enter the province or state of the shipping address.
This value defaults from City Tax Codes if Ship To City is mandatory and the City has a Prov defined.

POSTAL/ZIP

Enter the postal or zip code of the shipping 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.

PHONE

Enter the telephone number of the destination address.

LOCATION AND EVENT INFORMATION

Event processing can be used to set the rental dates and flat rates for equipment rented on documents that are servicing special events.

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.

FIELD TICKET

The field ticket can be required for billing purposes as set in the Company Invoice Parameters.
Accept the auto-assigned Field Ticket number that is prefaced with a C, or manually enter a unique number.

The Field Ticket can be checked as approved as outlined in the Field Ticket Status window.

VTX CODES

This tax information window only applies if the Vertex Tax feature has been activated from the Company Taxing Parameters.
It controls whether the tax on the document is based on the Billing or the Shipping address, as outlined in Vertex Information.

TAX RATE

The appropriate Vertex rate for the tax area is displayed.
This is an information field only.

GEOCODE

This field only appears if the Enhanced Tax processing is activated from the Company Taxing Parameters.

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.

P.O. #

Enter the customer's Purchase Order, if applicable.

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.

I.D.

This is a free-form field (16 characters) for entering identifying information about the customer, such as a license number.
When information is entered in this field, it automatically updates the Customer Information unless this is the blank customer number or is configured as a clone customer in the Divisional Contract Parameters.

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.

CUSTOMER NAME CHECK LIST

If a Name Check List is setup for this customer in Customer Information, the Name Check List window will open displaying the list of people authorized to make rental charges for this customer, as outlined in Name Check Select.
When a name is selected it prints on the comment line of the Invoice after the comment script.

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.

REFERENCE

This is a free-form field (16 characters) for further customer identification, such as credit card information. It will print on the invoice.
When information is entered in this field, it automatically updates the Customer Information unless this is the blank customer number or is configured as a clone customer in the Divisional Contract Parameters.

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.

REF CONTRACT#

This is a free-form field (9 characters).
If it matches an existing contract number then this invoice will be reflected in the View Invoices billings window of the View Document Information for that reference contract.
This can be useful to link a separate invoice to a contract.

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.

BAD RISK Warning Window

This window only appears if the customers has been flagged as high risk.
Comments can be displayed to help explain the problem to the counter staff, and the ability whether or not to allow further activity can be set.
The customer is identified by checking for a match in one of several predefined fields as outlined in Customer Bad Risk Warning.

Invoice Discounts:

LOYALTY PLAN

This field defaults from any Loyalty Plan number set up for the customer in the Customer Codes and applies only to rental discounts.
Accept the default Loyalty Plan, or blank it out if it does not apply, or select a preferred plan from the Loyalty Plan Selection window.

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:

If the Loyalty Plan is changed on the document, the discount change is automatically written to a report Print Override Report so that management will be aware of when discounts have been given by a counter clerk.
For tighter security, a password and a reason can be required in to order change a discount.

PASSWORD

Passwords may be setup to better control when rates are overridden.

REASON

If Reason Codes On Override has been activated in the Company Security Parameters the operator will be prompted for a reason code to explain why the rate was overridden as outlined in Prompt for Reason Code.
Enter the Reason code for the change in the rate or select it from the drop-down list.

RENTAL DISC %

Accept the default rental discount or enter a preferred discount percentage allowed for rental charges on this invoice.
e.g. 10 for 10%

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.

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 Rentals, 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.

SALES DISC %

Enter the discount percentage allowed for sales (including sales of rental equipment) on this invoice.

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.

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.

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.

CLERK

This is the clerk associated with this document.

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.

PASSWORD

This password prompt only appears if the Company Security Parameters is set to prompt for the Clerk's password.
Enter the corresponding password for the Clerk Code.
Three attempts to enter the correct password are allowed before access is refused and the operator must re-enter the Clerk Code.

SALESMAN

The salesman's code which was assigned to this customer in Customer Information will display.
Accept this salesman or type in the correct salesman, or select one from the drop-down list as setup in Salesman Codes.
All invoices are tracked by salesman in order to produce commission reporting.

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.

CHARGE DAMAGE WAIVER

The default to charge Damage Waiver is controlled by individual customer in Customer Information .
This default can be overridden for this specific document as required.

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.

WAIVER CODE SELECTION

This window is triggered when the Charge Damage Waiver field is initially checked if multiple waiver rates could apply to this document as outlined in Waiver Code Selection .

If a waiver is not selected and should not be associated with this document, confirmation that the waiver is declined, is required.

WAIVER CODE

If a waiver is declined on the document then the default for the blank waiver code is displayed, but this field is disabled.

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.

WAIVER %

If a waiver is declined on the document then the rate for the default blank waiver code is displayed, but this field is disabled.

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.

Customer Comment

If a Comment line has been entered in Customer Information, the comment is displayed in red for the operator's information only. It does not print on the document.

ADDITIONAL

NAME CHECK LIST

The Name Check List window displays any names setup for this customer in Customer Information. This is useful in identifying people authorized to make rental charges for this customer, as outlined in Name Check Select.
When a name is selected it prints on the comment line of the Invoice after the comment script.

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.

BUSINESS SOURCE

The business source can be entered in the Assign Business Source window.

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.

INSTRUCTIONS

Two lines of P.O. instructions can be entered as outlined in Document Instructions.
These do not print on the document.

DEFAULT TAXES

This Tax window does not apply if the Vertex Tax feature is active.

• 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.
  The ability to change the Tax Codes is controlled by operator permission setup in Security Role Permissions.
  If the operator has role permission the tax codes can over-typed or selected from the drop-down list, if required.

  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.

DAMAGE WAIVER TAXES

This Waiver Tax window does not apply if the Vertex Tax feature is active.
The rules applying to the Standard Taxes and to Enhanced Taxes are the same as outlined above in the Default Taxes field.

BILLING HISTORY

A window is provided to any related billing history as outlined in Billing Inquiry by Contract or Invoice or Order Billing Inquiry.

FILE ATTACHMENTS:

Window to review and set any File Attachments associated with this document.
Attachments linked to a source document that was converted to create the invoice are also reflected in the File Attachments window.
e.g. contract billed to create an invoice

PROFILE CLASS

An optional Profile Class can be selected for the Contract or Invoice from the Profile Class Search window to identify the document for Business Analysis reporting.

SOURCE DOCUMENT

This field does not apply and is disabled if the invoice has been entered directly in the Invoice program.

If this invoice originated from a Contract or Order, the document number or in some situations source program such as CYC BILL, is displayed.

• For contract invoices a window is provided to view the billing information on the source contract, as outlined in Contract Billings Inquiry.
• For Sales Order Invoices the window displays the billing information on the source order, as outlined in Order Billings Inquiry.

Note: This field does not apply to Point Of Sale Invoices.

SHIP VIA

This field applies to Sales Order Invoices.
Enter a shipping code to indicate how the customer received these products, or select one from the drop-down list as setup in Ship Via Codes.
e.g. Customer Pickup, Delivery, Purolator, UPS.

This value is included in the XML output for the invoice.

Finished?

Click ACCEPT to generate an invoice, or CANCEL to abort 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:

• Delete an Invoice:
  The DELETE button is only active when the role assigned in Operators has permission to delete invoices.
  The role permission is setup in Security Roles on the Security tab of Configure System Settings.

  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.