Maintain Invoices

Contents

- Maintain Invoices
- Adjust Invoice Header
- Adjust Invoice Line
- AR Transaction Details
- AR Transaction Ledger Account (EU)
- Invoice Comments
- Adjust Invoice
- Invoice Line Adjustments
- Related Programs

Maintain Invoices

Purpose

The Maintain Invoices screen is a user friendly tool for the billing department.
It allows to:
- Search for invoices
- View the details of the invoices
- Add Invoices (manual)
- Modify generated Test Invoices
- Re-print invoices
- Check the status of invoices
- Credit invoices
The view is possible in three ways (depending on your personal needs):
- All invoices
- Per Customer
- Per Route
All these views are supported by means of the Sorting Options of the collumns and selections on date if needed. Remind that ABSSolute will always store all invoices including the original details (including original product descriptions and wearer details).

Important Fields

Date

Date

Route

Route

Adjust Invoice Header

Purpose

In the US this is possible for entering the pay this amount field.
It is also possible to change an invoice from charge to cash.
In EU normally there are no changes or adjustments made to an invoice header.

Important Fields

Unable to Deliver; Reason:

Unable to Deliver; Reason:

Pay This Amount

Pay This Amount

Prebilled Amount

Prebilled Amount

Computed Amount

Computed Amount

Amount Collected

Amount Collected

Unable to Deliver; Reason:

Unable to Deliver; Reason:

Stop

Stop

Invoice#

Invoice#

Route

Route

Type

Type

Customer

Customer

Adjust Invoice Line

Purpose

Adjusting the invoice lines is possible as long as the invoice is not settled
yet (not definitive yet). The adjustment can be done with entry of the reason code.
This reason code could trigger transactions in the system (see reason codes).
Adjustment can be done on quantity as well as amount.
In EU corrections are not allowed (use correction tickets).

Important Fields

Adjusted Delivery Quantity

The system allows the adjustment of a quantity via the settlement procedure
(via the system or the PDA). This adjustment will also result in a historical
adjustment (Delivered products).

Price

Price

Amount

Amount

Billing Adjustment Reason

Billing Adjustment Reason

Adjusted Billed Quantity

This is the result of the Prebilled +/- the Adjusted quantity.

Product

Product

Stop

Stop

Line Number

Line Number

Customer

Customer

Wearer

Wearer

Invoice#

Invoice#

AR Transaction Details

Purpose

In the AR Transaction there can be a Remittance (batch) registered.
This batch can contain multiple customer's payments.
The individual customer payments are recorded in the AR Transaction Detail dialog.
This dialog is opened from the AR Transaction Screen.

Important Fields

Amount

Amount

Turnover Group

Turnover Group

Invoice#

Invoice#

Business Unit

Business Unit

AR Transaction Ledger Account (EU)

Purpose

When the final invoices are made, the invoices can be processed to
Turn Over Groups first.
This is the step prior to exporting to the Sales Ledger in the financial application.

Important Fields

Invoice Amount

Invoice Amount

Currency

Currency

Bill To Customer

Bill To Customer

Invoice#

Invoice#

Deliver To Customer

Deliver To Customer

Invoice Comments

Purpose

In this field the comments can be entered that need to be printed in each invoice.
The comments can be entered but the length of the text is limited to the maximum
lenght of the text that is allowed on the (pre-printed layout of the) invoice.
See the system settings (if access is allowed) or ask your system supervisor
if changes to this length are requested.

Important Fields

to

to

Comment

Comment

Valid From

Valid From

Adjust Invoice

Purpose

After the Invoice is selected from the Route Settlement the following options can be entered
in the header of this view:
- Cash Collected: this can be entered for COD as well as for Charge Invoices (normally this
is done for COD only)
- Pay This Amount: the amount entered in this box will be checked for during the adjustments
that are made in the invoice lines; when the Pay This Amount is in balance with the Computed
Amount than the Invoice can be accepted as settled.
When a delivery could not take place the "Unable to Deliver" checkbox can be checked, after
this the system will ask if this means that also the Cash amount needs to be delayed (to next visit)
and the Reason needs to be chosen from the list.

Important Fields

Computed Amount

When the Pay This Amount is in balance with the Computed Amount
than the Invoice can be accepted as settled.

Reason: Unable to Deliver

When a delivery could not take place the "Unable to Deliver" checkbox
can be checked, after this the system will ask if this means that also
the Cash amount needs to be delayed (to next visit) and the Reason
needs to be chosen from the list.

Cash Collected

Cash Collected: this can be entered for COD as well as for Charge Invoices
(normally this is done for COD only)

Pay This Amount

Pay This Amount: the amount entered in this box will be checked for during
the adjustments that are made in the invoice lines; when the Pay This Amount
is in balance with the Computed Amount than the Invoice can be accepted as settled.

Invoice Line Adjustments

Purpose

In the Invoice Line Adjustements you are able to make changes to the pre-billed quantities and amounts.
The adjustments could be one-time-only or could be permanent inventory changes.
When there are multiple "future" adjustments already known, this may be entered in the entry fields
in the bottom of the screen. These entries will be taken into account when the date is reached or due.
Remind that the "Pay this Amount" entry will be checked by the system; when the lines are in
balance the computed amount will turn green (OK). See also Adjust Invoice.
From this dialog the system also allows to Add Wearers and Inventory Lines.
Also adding additional products is allowed (as long as these products are in the Product List
per Customer). If an account is lost or a certain activity is lost the user could enter the loss
reason and the competitor to whom the account or the activity is lost.

Important Fields

Finishing Method

Finishing Method

Type of Line

Type of Line

Adjustment Reason

Adjustment Reason

From all weighing categories

From all weighing categories

Price

Price

From product list per customer

From product list per customer

Cost Center

Cost Center

Quantity

Quantity

Product

Product

Weighing Category

Weighing Category

Discount

Discount

Button From Weighing Categories per Customer

This is a possible filter that can be used while adding weights to the test invoice.
If this filter is choosen, only weighing categories that are known within the
Weighing Categories per Customer will appear.

Product

Product

From product catalog

From product catalog

Amount

Amount

Tax Group

Tax Group

Description

Description

Size

Size

Turnover Group

Turnover Group

Frequency

Frequency

Remark

Remark

Client

Client

Customer

Customer

Description

Description

Invoice#

Invoice#

Related Programs

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