10.1.1 New (Enter A New Invoice)
The Invoice Module allows you to enter new invoices into the Invoice Database File. pc/MRP will display the next available Invoice Number and ask if you wish to scroll the Sales file. If you answer Y you will be allowed to scroll the Sales file by either Sales Number, Account Number, or Part Number. If you answer N pc/MRP will display the most recent Sales Number, and Item Number. You can write over these numbers and write in the desired Invoice and Sales Numbers. The Invoice Number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters.
If you want to add an additional item to an existing invoice you may do so by typing in the invoice number and the next highest item number available on the sales order you are invoicing against.
Invoice Date is automatically entered from the System Date and is used by the Accounting Module in aging the Accounts Receivables Records. It is also the date used by pc/MRP to determine which records are over x years old and ready for deletion.
Part Number, Description, Customer Address, Ship to Address, Bill to Address, Original Quantity Required, Quantity Previously Shipped, Unit, Sale Price, Terms, Trade Discount, Freight, Tax Rate, Salesman, Ship Via, Credit Account, Licensor, Licensore Rate, and FOB are all automatically entered from the Sales Order.
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The Related Document Field is a 23 character scrollable field. It can be used to enter a related contract or document number.
Quantity Shipped is automatically entered from the sales order and can be overwritten by the computer operator.
The entire amount for the Freight can be entered once in one line item in the freight field or entered individually for all line items. The freight totals for all line items will be totaled and printed out on the forms and reports.
The Payment Due Date is the date the payment is due on. pc/MRP will automatically enter the net 30 date.
An unlimited amount of Comments can be entered for each invoice line item.
Up to nine lines of Notes can be added to all Invoices by modifying the Configuration Menu's Boiler Plate Option. (Option #22)
Invoices and Shippers can be configured to print out the Serial Number or Model Number using the Boiler Plate Option. (Option #22) Furthermore, if the Serial Lot Number Module has been purchased, through option #55 users choose to print or not to print every serial number per line item in the invoice comments.
Once the new invoice record has been entered pc/MRP will detect if the sales order quantity matches the invoice quantity. If the invoice quantity exceeds the sales order quantity the user will be warned to proceed or cancel. Furthermore, pc/MRP will detect if there is sufficient inventory onhand to fulfill the invoice. If the quantity of the line item exceeds what is available in inventory the user will be prompted to:
Once the initial line item has been invoiced pc/MRP will prompt:
I Invoice another line item
A Automatically invoice the remaining line items
F Finished
Enter A if all of the line items on the original sales order are to be invoiced on the receiver.
After all the line items have been entered for a receiver pc/MRP will automatically debit and credit the general ledger if it is configured to do so (auto accting on).
After pc/MRP has updated all records and journals you will be asked "Do you wish to enter another record (Y/N)?". Entering N will return you to the previous menu. Answering Y will allow you to enter another line item.
After all the line items have been entered for an invoice pc/MRP will automatically debit and credit the general ledger if it is configured to do so (auto accounting on).
10.1.2 Edit/View (Scroll/Delete/Undelete Invoice Line Items)
This option will allow you to scroll, edit, delete or undelete Invoice records. Select D to scroll by Document number (Invoice Number), A to scroll by Account number (Customer ID), P to scroll by Partnumber. Enter the first several characters you wish to begin scrolling at. Use the arrow keys to scroll up or down the list. When the desired record is located, press enter to preview the record. If it is the wrong record, enter N to continue scrolling. If it is the correct record enter [Rtn] or Y to view and or edit the record.
When you edit the qty shipped in the invoice file you must edit the qty shipped in the sales file and the qty on demand in the partmaster file. The reason pc/MRP doesn't edit other files automatically is that if the other files were edited first, your edit would then re-adjust the previous edit. This could create an endless loop of confusion. To edit the address, edit the address in the first line item.
The Complete, Amount Paid, and Check Number Fields are displayed only in the edit mode and are filled in automatically when accounting enters a payment towards this debt. The Amount Paid Field contains the accumulative amount paid. pc/MRP uses the Complete Field to determine if a record is open or closed. A Y in the Complete Field marks the record as closed (paid). An N in the Complete Field marks the record as open (unpaid).
The POSTED field is displayed only in the edit mode and is filled in automatically with a Y when accounting enters the initial general ledger O (accounts receivable) transaction.
Use the delete button to mark a record for deletion with the Windows version of pc/MRP. With pc/MRP for DOS the once you have finished editing the record, pc/MRP will ask, "Do you wish to mark this record for deletion?". Answer Y twice if you wish to mark the invoice for deletion.
When you finish editing line item #1, pc/MRP will ask 'Update header information on all line items'. If you answer Y, the header address data, posted, customer PO #, date shipped, terms, paydate, salesman, account #, div, and territory fields will be updated in all remaining line items.
When you are finished you also have the opportunity to print, display, send to e-mail, or send the invoice to an HTML document to attach the invoice to an e-mail. Through the use of programs like WINFAX users can also directly fax from pc/MRP. See section 15.4.1 to create custom invoices (cinvoice.frx) and or shippers.
Printed Invoices may be folded in thirds and placed in the double window envelopes. The envelope number is C0165. Forms that can be orderd in carbonless copies are listed below.
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You can order pc/MRP's two part (5K-2990-2), three part (5K-2990-3) or four part (5K-2990-4) carbonless forms and matching double window envelopes (5K-DW3787) from Rapid Forms, telephone number 1-800-257-8354. Be sure to give the Rapid Forms Operator pc/MRP's Keycode Number C20100. |
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You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR precolated 8-1/2" X 11" paper. It comes in sets per package. |
Once pc/MRP has displayed or printed the invoice, it will ask if you wish to print out a shipper for the invoice. The shipper can be folded in thirds and placed in a clear shipping envelope attached to the shipping box with the shipping address displayed.
If a user uses notepad to create a flag file called INVSHIP.FLG, pc/MRP will add the option to print out a shipping label for each shipping box required for an invoice after creating an invoice. You can increase or decrease the number of labels (boxes) per line item by clicking on the Less or More buttons as shown above. Each label will be labeled "1 of 10, " "2 of 10,"....."10 of 10." You can select a different printer by selecting Print Setup. You can select what label to start on by using the Start On # spinner. This program allows the user to select pc/MRP's standard shipping label, SHIPPER.LBX). Users can create additional custom *.LBX labels or *.FRX forms. Any custom Label or Form you wish to utilize must be listed in a file called INVLAB.LST. This file can be created and or edited through notepad or the DOS file editor.
The text in an example INLAB.LST file is shown below:
When editing the INVLAB.LST file each line represents a different report. The first line of this file will read, SHIPPER.LBX = Standard pc/MRP shipping label. Note that at the bottom of the picture above you see the text Standard pc/MRP shipping label This text comes from the INVLAB.LST file. When editing the INVLAB.LST add an additional line by pressing enter at the end of the previous line. Then follow the same structure as the first line. When you select the custom report, the custom comment will show up at the bottom of the screen to help select the correct custom label.
If you use notepad to create a flag file called IVMAILLB.FLG, pc/MRP will add the option to print out mailing labels after the invoice is printed. Users can create custom address labels using pc/MRP's Custom Report Generator (option 24 in the Configuration, Settings and Utilities Menu). The custom labels be named CUSTARD*.LBX or CUSARD*.LBX.
10.1.6 Reports (Printout/Display Invoice Reports)
Allows you to print out or display various reports from the Invoice Database File. See section 15.4.1 to create custom reports. Your standard report options are as follows:
All invoice records (invlog.frx and custinv0-custinv9.frx with receive.dbf)
All invoice records for a product code
All invoice records for a part number
All invoice records for a specified account #
All invoice records for a related document/contract #
All invoice records for a div/dept
All invoice records for a model number
All invoice records for a serial number
All invoice records for a sales order number
All invoice records for a salesman
All invoice records for a sales code
All invoice records for a customer PO #
Any of the above can include the following:
Any of the above can include:
All open and closed records
Open records only (total qty not recvd Complete # Y)
Closed records only (qty recvd Complete = Y)
Overdue records only
Any of the above can include:
Any of the above reports may be sorted by:
The report output options include:
The report format options include standard and custom. For more information about custom reports see chapter 15.4.1.
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10.1.7 Example, Narrow Carriage Invoice Report Format
Page No. 1 ALL INVOICE RECORDS BY INVOICE NUMBER 04/20/94 SALES# ITEM ST DATESHIP PARTNUMBER CUSTOMER PHONE# DESCRIPTION QTYSHIP TAX ORIGAMTDUE BALANCEDUE INVOICE NUMBER 000008 000008 0001 AT 01/23/94 000000001 GENESIS 333-444-8585 BEARING 3" 5.00 8.25 450.00 450.00 000008 0002 AT 01/23/94 000000002 GENESIS 333-444-8585 SPOKES SS 100.00 8.25 370.00 370.00 ** Subtotal ** 720.00 720.00 INVOICE NUMBER 000009 000009 0001 AT 01/23/94 000000001 ACME MFG 433-444-4585 WIDGET 2" 30.00 0.00 150.00 0.00 000009 0002 AT 01/23/94 000000002 ACME MFG 433-444-4585 SPOKES SS 200.00 0.00 400.00 0.00 ** Subtotal ** 650.00 0.00 ** Total ** 1370.00 720.00
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10.1.8 Index
Reindexes the Invoice index file. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or can not find an invoice record, reindexing the index file is usually the cure.
10.1.9 Remove Marked Records
Removes all Invoices records marked for deletion from the disk. The records will no longer be recoverable.
Deletes and removes from the disk all Invoices over a specified number of years old. Prior to running this command it is advisable to save the Invoice Database File to disk and label it "Invoice DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.
