Invoice Module

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10.1 Overview

pc/MRP's Invoice Module allows you to enter, edit, and print invoices and invoice reports.

10.2.1 Enter a New Invoice Step 1, Select Invoice and New from pc/MRP’s Main Menu

Select Modules, Invoice and New as per the screen shown above.   Select On Account or Cash.   Select the inventory area the parts and or assemblies will be shipped from.   Answer Yes, Scroll the Sales file.


10.2.2 Enter a New Invoice Step 2, Select the Sales Order to be Invoiced

 


 

 

1.  Select the sort order for the sales orders to be displayed in:

·         Document Number (Sales Order Number)

·         Account Number

·         Part Number

·         Model Number

·         Customer PO Number

·         Ship to Address

2.  Type in the first couple of characters to search on.

3.  Press the Search Button

4.  Select the sales order number you wish to invoice

5.  Press the OK Button

 


10.2.3 Enter a New Invoice Step 3, Accept the Next Available Invoice Number

 


 

pc/MRP will insert the next available invoice number.   You can enter your own invoice number at this point, but it is not advisable to do so as pc/MRP can track the next available invoice number better than humans.   The invoice number should consist of 6 numeric characters with leading zeros.   pc/MRP is unable to increment alpha characters.   For example if the highest invoice number was B00007, pc/MRP would provide B00008 as the next available invoice number.   But, B99999 would be incremented to 000001 which in most cases would have already been used.

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.

 


10.2.4 Enter a New Invoice Step 4, Check Invoice Customer, Quantity, Freight, Tax, and Discount


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, Licensor Rate, Related Document, Comments and FOB are all automatically entered from the Sales Order.

The Quantity field (QtyShip) can be overwritten if you are invoicing less than the full quantity

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.

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 Related Document Field is a 21 character scrollable field. It can be used to enter a related contract or document number.


10.2.5 Enter a New Invoice Step 5, Check Billing and Shipping Addresses


Click on the Billing/Shipping Tab to check the Billing and Shipping Addresses which were imported directly from the sales order.   Change these addresses if necessary.

The Payment Due Date is the date the payment is due on. pc/MRP will automatically calculate by adding the term you entered plus the date of the invoice.  You must simply begin with the word “NET.”  By example, a term of NET-60 or NET 60 will automatically calculate the payment due date 60 days beyond the invoice entry 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)

 


10.2.6 Enter a New Invoice Step 6, Check Delivery Information


The ShipVia and FOB fields that are imported from the sales order.

If you wish to track the packages through pc/MRP, enter the Tracking Number(s).   When you click the Track Button, pc/MRP will track the package.   pc/MRP will first look to the Ship Via Edit Box to see which shipping vendor (UPS, FedEx, DHL, Postal Service, TNT) to track.   If the Ship Via Edit Box is blank or you used multiple vendors pc/MRP will see if the tracking number is proceeded by UPS:, FEDEX:, DHL:, or TNT: to see which shipping vendor to track.   If all of the above is blank, pc/MRP will prompt you to select a shipping vendor.

Invoices and Shippers can be configured to print out the Serial Number or Model Number using the Boiler Plate Option. (Option #22)

If the Serial Lot Number Module has been purchased, do not enter serial numbers into the above serial number field.    Instead, wait for pc/MRP to prompt you to pick or enter the serial numbers for this invoice line item.   You can set pc/MRP to print out serial numbers on the invoice using Configuration, Settings and Utilities Option  55.


10.2.7 Enter a New Invoice Step 7, Check Item Information

 


The Salesman, Commission, and Income Credit Account are automatically inserted from the sales order.

The Freight is Taxable and Discount is Taxable Checkboxes are automatically inserted from the sales order.   These fields should be checked if the freight or discount is taxable.   

The Purchase Cost and Additional Cost Fields are automatically imported from the sales order or the partmaster depending on Settings and Utilities Option 35.   If the purchase cost is $0.00, Cost Roll Ups have not been performed on this item, if necessary enter the purchase cost manually.

The Credit Account Field is brought over from the sales order.  Users can select another income account to credit by clicking on the ellipse button.

Pressing the Labels Button will allow you to print out address labels for this customer.

 

 


10.2.8 Enter a New Invoice Step 8, Enter/Edit Default Boiler Plate Notes

 

 


Pressing the Boiler Plate Button will allow you to edit the default boiler plate notes for this invoice.


10.2.9 Enter a New Invoice Step 9, Press OK Button Finish or Add Another Line Item


Press the OK Button to add another line item or finish the PO.

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:

Invoice the requested quantity (driving onhand quantities negative),

Invoice what is available,

Re-enter the invoice,

or Cancel.

Once the invoice item is accepted, the Sales Order’s Quantity Shipped and Complete are updated and the part number’s On-Demand and On-Hand quantities are decremented.

 


10.2.10 Enter a New Invoice Step 10, Add Additional Line Items or Finish Invoice

 


 

 

Once the initial line item has been invoiced, pc/MRP will prompt:

I   - Invoice another line item (select this if you are invoicing partial quantities)
A  - Automatically invoice the remaining line items (select this to invoice entire sales order)
F   - Finished

When you are finished, you also have the opportunity to print, display, send to e-mail, or send the invoice to an HTML or PDF document and attach the invoice to an e-mail. Using programs like WINFAX users can also directly fax from pc/MRP.  If an INVSHIP.FLG and INVLAB.LST files exist in your pc/MRP directory you will be prompted to print out shipping labels.

If Configuration, Settings and Utilities, Option 8, Auto Accounting is On for invoices, after all the line items have been entered for invoice, pc/MRP will automatically debit and credit the general ledger.  .   A “Ywill be inserted into the invoices Posted Field.

If Auto Accounting is Off for invoices, the accountant should go into Accounting and enter a new O type transaction to debit and credit the general ledger.   A “Ywill be inserted into the invoices Posted Field.

When Accounting enters an R type transaction (Receives Payment) a “Y” will be inserted into the invoice’s Complete Field and the Amount Paid Field will be increased by the amount paid.


10.3 Edit/View (Scroll/Delete/Undelete Invoice Line Items)

To view or edit an invoice, select Modules, Invoice and Edit.   Pc/MRP will display the screen shown below.


This option allows users to scroll, edit, delete, undelete, or run queries against Invoice records.

Selecting an Indexed Search allows users to search on indexed fields.  This allows pc/MRP to find the information much faster.  To perform an Indexed Search:

1.      Select the desired Sort Order, Document # (Invoice #), Account #, Part # , Model #, Customer PO#

2.      Select the desired Include information, Open, Closed, Open and Closed (Closed = Paid in full)

3.      Enter the applicable data in the Begin Scrolling At: field

4.      Select the desired Action, View or Edit

5.      Press Search

6.      Select the correct record

7.      Press Ok to proceed to the edit screen for that record.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Invoice table.  For further details, see chapter 15.14.

 


Any fields in the invoice can be editedHowever, there are a few things users need to be aware of. 

When you edit the quantity shipped in the invoice file you must edit the quantity shipped in the sales file and the quantity in the area where the inventory was pulled from within inventory. The reason pc/MRP does not 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.

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.  Do not manually edit this field.

The COMPLETE, AMT PAID, and Check # fields are displayed only in the edit mode and are filled in automatically when accounting enters a payment towards this debt. The AMT PAID field contains the accumulative amount paid.  The COMPLETE field determines if a record is open or closed. A “Y” marks the record as closed (paid). An “N” marks the record as open (unpaid).  Users should not manually populate these fields unless they know for sure they want to re-open or close an invoice.

Use the delete button to mark a record for deletion.  Use the Undelete button if you wish to unmark the record for deletion.

 


10.4.1 Print (Display/FAX/EMAIL An Invoice)


To print, display, email, fax an invoice, select Modules, Invoice, and Print.   You can also create an HTML or PDF invoice document.   Programs like WINFAX will allow users to fax invoice directly from pc/MRP.

To e-mail an invoice directly from pc/MRP, you must use Outlook, not Outlook Express. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book.  

If you choose to create an HTML or PDF document, you can save this document and attach it to an e-mail created in your existing e-mail program.

The invoice form uses invoice.frx and invoiceb.frx. See section 15.4.1 to create a custom invoice (cinvoice.frx).

Sales Orders, Invoices, and Shippers can be configured to print out the Serial Number or Model Number using the Configuration Menu's, Settings and Utilities, Option 22.

 


10.4.2 Printing invoices on carbonless paper on laser printers

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 pre-collated 8-1/2" X 11" paper. It comes in sets per package.

 

10.4.3 Printing invoices on carbonless paper on dot matrix printers

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.

 

10.4.4 Printing Shippers

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.

 

10.4.5 Printing Additional Mailing Labels

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 CUSTADR*.LBX or CUSADR*.LBX. Create the custom address labels by opening a standard address label, addrlbm.lbx, modifying it and saving it as cusadr*.lbx. ‘*’ is any alpha/numeric characters.


10.5 Reports (Printout/Display Invoice Reports)

 


Select Modules, Invoices and Reports to display or print out an invoice report.   Allows users to print out or display various invoice reports (invlog.frx). See section 15.4.1 to create custom sales order reports (cusinv*.frx).   An example of a standard invoice report is shown below.



 

10.6 Index

Re-indexes 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, re-indexing the index file is usually the cure.

 

10.7 Remove Marked Records

Removes all Invoices records marked for deletion from the disk. The records will no longer be recoverable.

10.8 Remove Over X Years

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.

 

10.9 Printing Additional Shipper Labels


This option allows users to print out a shipping label for each shipping box required for an invoice.  To activate this option in the Invoice menu, the INVLAB.LST file must exist in the pcmrpw folder.

To utilize this option when invoices are created both the INVLAB.LST and INVSHIP.FLG files must exist in the pcmrpw folder.  This option also allows users to increase or decrease the number of labels (boxes) per line item by changing the “Boxes” count 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. Users 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.

The text in an example INLAB.LST file is shown below:

SHIPPER.LBX = Standard pc/MRP shipping label. Six per sheet. 4" x 3-1/2"
ACCURA.LBX = Standard Accura Precision shipping label
LOCKHEED.FRX = Bar-coded label for Lockheed Martin
TESTLAB.LBX = Label for testing purposes!!!

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.