- INVOICING PROCEDURES
When you select Invoice from the Functions menu within a Job, or when you enter the Invoice/Credit Memo module from the Sales Processing Reports 1 of 2 Menu, the system will prompt an Invoice Selection Screen as follows:
When you access this program from within a Job, that Job will automatically prompt in the screen as follows (and as in the screen above):
If you access the Invoice program from the Invoice/Credit Memo module, you will need to type a Job Number (2) and then click the Select Job (3) button. The Branch (1) field will default to the current Branch. You can also use the drop down arrow in the Branch (1) field to select another Branch where applicable. Additionally, you can click the Lookup Job (4) button to prompt the BMS Software Sales Processing screen to make your selection. For multi-Branch operations, when using the Select Job option to locate a Job to invoice, if the Branch changes, you will see a prompt notifying you of the Branch change. The system also checks that the User ID and controls set up for the Branch selected are enabled. The display at the bottom will prompt the new Branch. When the Invoice process is complete, another message will prompt asking if you wish to return to the Login Branch, or original Branch.
The Customer, Install Date, and Cust. PO (5) fields all pull from the Job and are display only. The Notes icon (6) is for Customer Address Notes and those can be viewed and updated from this program. The Job Total, Deposits, Balance, and Prev. Invoices (7) fields pull directly from the Balances section on the Job. The Select All and Unselect All (8) buttons can be used to instantly select or unselect all lines in the display screen below. You can use these buttons, or click in the Select column of any line to change the status of that line. When a line is selected, a “Y” will appear in both the Print and Select columns as follows:
You can click in the Print column to remove the “Y” to not print that line on the Invoice. If you click in the Select column of a line, it will change the current status of the line. You can also right-click on any line to prompt the following three options: Line Notes, Partial Invoicing, and Edit Bundle Name. The Line Notes option will prompt the Order Entry Line Comments Screen. Any Line Comments added from Quote or Order Entry will prompt automatically and you can add/edit/delete or use any of the available features in that screen as needed. The Partial Invoicing option will prompt an Inventory Pointer Selection Screen as follows:
If multiple Pointer Records make up the Work Quantity, you can click in the Selected column of each record to select the entire Pointer Record, or you can click in the Invoice Quantity column of any Pointer Record and enter a quantity to partially invoice. Please Note: This program does allow partial invoicing of material that is partially assigned to a line. Click the Save button to keep your changes. The Edit Bundle Name option will prompt a Customer Bundle screen as follows:
As a reminder, Bundling is activated in the Branch Control 1 screen, and then appears in the Quote or Order when bundles are set up in the Add or Change a Line Item screen. If you are using the Bundling feature, the Bundle Names can be viewed, changed, or added from this screen.
Prior to selecting lines, you can use the buttons along the bottom of the line display screen to alter what you are viewing. Those appear as follows:
If you opt to not Print any lines, and you wish to add freehand text instead, this screen will allow you to create a Style (1) related comment and/or standard (2) Comments. Once you create a Comment Line, click the Save button to the right of that line to keep and send to the Comment section below. Once you begin creating Comment Lines, if you click the Clear (3) button, all the Comment Lines will be wiped out and you can start again. You can also edit a Comment Line by clicking on it in the Comment section. It will appear back at the top of the screen for you to make changes. You will need to click the Save button again to keep your edits.
Once lines have been selected and any Notes or Comment Lines added, you can use additional options that appear at the bottom of the screen to further customize the Invoice as follows:
The total of any lines selected will appear in the Selected Lines Total (1) section. You can click on the magnifying glass icon to view separate Tax and Fees totals, where applicable. The Invoice Date and Posting Period (2) fields will default to current day and period. You can override if applicable. When lines have been selected to Print on the Invoice, you can further customize the appearance of the lines by unchecking/checking one or more of the Print (3) options. As a reminder, these Print options can be set up as defaults for the entire company, and for individual Customers or Ship To Addresses, as explained at the very beginning of this document. If the Print Now box is unselected, you will see a (Batch) designation to the right of that field. This indicates the Invoice will not print until the Invoice Batch Printing process, accessible from the Function menu within this program. Please see separate Batch Invoicing documentation for additional information on printing multiple Invoices at once.
The Mail To (4) field defaults to what has been set up on the Customer’s account. You can override, if applicable. The Form (5) field defaults to what is in your System setup, as does the Copies (6) field, but both can be overridden, if applicable. Click Continue when you have made your selections. An Invoice Summary box will display prior to finalizing with a recap of the Invoice amount, date, posting period, print status, and job status as follows:
If a Job has remaining lines to invoice or a deposit balance, the summary box will let you know that the Job will not be closed. If everything looks good in the box above, click the Yes button to proceed. Otherwise, click No to make any needed changes. If you click Yes, the system will prompt the following:
Click the OK button to continue. The system will then prompt the Select Printer box. Make your selection and the Invoice will print.
At the top left of the Invoice Selection Screen, you will see a Function menu. When you click that menu, you will see two options as follows:
The Reprint option works the same as Reprint button, located just below the Exit option, and will prompt the same functionality. The Reprint option or button will prompt a Reprint Invoice Screen as follows:
Type the Invoice #, making sure you are in the correct Branch, and click the Reprint button to proceed. A Reprint Options Screen will appear as follows:
The only functionality in this screen, aside from accessing E-Docs or clicking Continue to reprint the Invoice, is to Right Click to Delete Line from the reprint, and/or click the Add/View Comments button to view or add comments to the Invoice prior to the reprint.
One additional feature in this program is the ability to add customer percentage terms by Branch to graphical Invoices. The “Pay Terms” feature prints a potential finance charge amount to be assessed for late payments and shows what the Invoice total will be for future dates if not paid. It is similar to the A/R Service Charge, but this feature doesn’t get posted to the Customer’s A/R balance, nor does it post to the system General Ledger. It also applies to all Customers and Invoices printed across the board. To complete this setup, you will need to access the Branch Control 1 level of the System Control Maintenance module to add terms data for each Branch. The Pay Terms appear as follows on the graphical Invoice: