Help:DMCommon-Edit Invoice

Update Billing Invoice

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This screen enables you to add or modify a Billing Invoice

File:DMCommon-Edit Invoice.PNG

Invoice ID: This is the unique ID assigned to this Invoice by the program.

Status:, Company and Branch These fields display the information on this Invoice. The Company and Branch are assigned from the Main Job screen.

[Change to Active] This button will be available if the status is Cancelled or Selected for Posting. Press this button to change this invoice's status back to active. It is hidden if this invoice is active.

Bill To: Enter the A/R Customer Number of the customer to whom these charges are billed. The number entered into this field when a new invoice is inserted comes from the Main Job - Other tab - Bill To field. Press the View [?] button to the right of the field for a list of the A/R Customers for the Company displayed above.

A/R Account: Use this drop-box to select the A/R Account for the company listed above to which these charges will be posted.

A/R File Number: This field is pre-set on insert from the File Number listed on the Main Job. This is the specific File Number to which this invoice will be posted when transferred to the A/R.

Invoice Date: Enter the date of this invoice. See Entering Dates Since the aging process in the A/R will begin with this Invoice Date, make sure it is the date you will actually produce the invoice.

Posting Month / Year: These fields are initially set from the Invoice Date. They control in which Posting Month and Year these billing charges are to be recorded in the General Ledger when they are transferred to the Accounts Receivable. In most cases, these should be the Month and Year of the Invoice Date. However, these can be overridden if it is necessary to record this revenue in a different period. These posting fields are governed by the IBS Accounting constraints. No posting will be allowed to a prior period once this period has been marked as CLOSED. See the option on the Files pull-down menu of the IBS General Ledger for setting these parameters.

[X] Apply Discount Check this box if you wish the discount which was entered on the Main Job - Other Tab - Tariff Information section to be automatically placed into the Billing and Commission Detail entries when you add the charges to this shipment. This presumes that the Gross amount entered will be the un-discounted amount. Un-check this box if you will be entering the already discounted amounts into the Gross Amount field of the billing and commission charges lines.

[X] Print Invoice Check this box if you need to generate an actual invoice for these charges. Normally charges recorded here that are payable by the Van Line do not require a printed invoice.

Invoice Format: Use this drop-box to select the user-defined invoice format which will be used for printing the charges on this shipment. All of the un-printed invoices can be printed in one batch by Invoice Format Type from the Billing menu. Recording the Invoice Format type here will speed up the Invoice Printing process. New invoice formats can be set up by using File - Enterprise Files Utilities - Paperwork Format File - Invoice Formats.

[X] Invoice Printed: This check box indicates whether an invoice has been printed for this Billing Invoice. A shipment cannot be transferred to the Accounts Receivable if an invoice has not been printed for the charges.

[Print Invoice] Press this button if you wish to print an invoice for this Billing Invoice right now.

[X] Summary Invoice: If you need to include the charges of this shipment with other shipments on a summary invoice, then check this box. If you do not need to print a summary invoice, then leave this box blank.

Summary Invoice Format: Use this drop-box to select the user-defined summary invoice format which will be used for printing the charges on this shipment. All of the un-printed invoices can be printed in one batch by Summary Invoice Format Type from the Billing menu. Recording the Summary Invoice Format type here will speed up the Summary Invoice Printing process. New Summary Invoice formats can be set up by using File - Enterprise Files Utilities - Paperwork Format File - Summary Invoices.

[X] Summary Invoice Printed: This box will be checked if the summary invoice has been printed. This box will be automatically checked when the Summary Invoice is printed for this shipment.

[X] Attach to A/R Number Check this box if you want to attach this Billing Invoice to an existing A/R Number in the Accounts Receivable. You will be taken to a selection screen to select the specific A/R file you want to attach these charges to. If you wish to break this attachment, then un-check this box.

Note: If you want to attach this to a different A/R Number, you must first uncheck this box. This will reset the A/R number to 0. Then re-check this box and select a different A/R Number.

A/R Number:, A/R Invoice: & Transfer Date/Time These three fields display the information in the A/R after this Billing Invoice has been posted.

Invoice Detail: This box displays the various charges and commission entries for this Billing Inovice.

[Re-Number] The billing detail lines are sorted, displayed and printed in line number order. If you wish to add a description line before an existing line, then you may have to re-number the existing lines to give enough room between lines to add new ones. This button will re-number the existing lines, starting with line number 10, and adding 10 to each succeeding line number. This will allow you to potentially add up to nine additional lines between two re-numbered lines without re-numbering a second time. You can re-number as often as you wish.

[Clear Charges] Press this button will clear all of the charges. If you have any charges entered and you wish to either build the charges from the Assignments or from the Tariff, then you must clear the existing charges first.

[Insert] Press this button to add a new Charge.

[Edit] Press this button to change the highlighted record.

[Delete] Press this button to remove the highlighted record.

[Build from Profile / Tariff] Press this button to create the charges from the Billing Charges Profile or from the Tariff Ratings Profiles. See File - Billing Files Utilities - Tariff / Billing Code Profiles

[Build from Assignments] Press this button to generate the charges from the Assignments. Any assignment for the selected completed Work Ticket on which the Use For Billing radio button is pressed for Hours or Flat will be used to create a billing entry. Related commission entries will also be entered if these are linked to the billing codes.

Note: This feature is useful if your billing for this shipment is based totally on the Assignments. Each assignment can be set with its own billing rate and billing code. The billable hours are calculated for you when the ending date and time are placed on the Assignment entry by the dispatcher after the shipment is completed. This can make billing for these hours 100% accurate and extremely fast. Of course, other charges can be added after the initial charges are added by using this button.

[Post to A/R] Press this button if you wish to either place this invoice in the queue for the next posting to the A/R (File - Transfers - Transfer to A/R - Post Invoices to A/R) or to cancel this invoice without posting.

[Save] Press this button to save the changes made on this screen.

[Cancel] Press this button to ignore any changes made on this screen and return to the previous screen.

[Help] Press this button to call the Help Screen.