Prepare Job Invoices Screen

Owned by Former user (Deleted)
Last updated: Jun 20, 2012Version comment
6 min read

This screen will open with the data displayed as described below.

HEADER SECTION

  • Invoice No/Job/Job Description
    These three fields display the Invoice Number, Job Number and Description for information purposes only and enable the user to ensure that the correct Job or Invoice is being used.
  • Confirm Billing Button
    This will create the invoice lines for those transactions flagged to invoice in the screen
  • Remove Filter Button
    This clears the selection criteria in the Filter Options tab on the screen
  • Copy Text Button
    Text details entered on Job Output lines can be useful in preparing the narrative to include in an invoice. This button provides the option to copy the Description and Text data from the displayed lines into a popup text box for review. From there it can optionally be copied to the Windows clipboard for subsequent pasting into somewhere else on the invoice, or into a Word document for further editing.

Note that the details that default are created by a stored procedure, so the exact content of the text displayed is customisable

SALES CODE SECTION

Sales by Sales Code

  • If the Charge Type on the job has the 'Invoice Lines By' option set to Sales Code:
    This panel displays the summarised Sales Code based Selling Values that will result from the invoicing of the individual Job Outputs displayed. Any change to the Job Outputs selected, and their Sell Rates, will be reflected in these Sales Code values.
  • The Sales Code on a transaction defaults from the Sales Code set up on the Schedule for the Output Code.
  • Sales Codes are generally used to determine the GL Codes for revenue posting to the General Ledger.

Note the 'Override Sales Code' can be used here. If the Charge Type on the job has the option 'Override Sales Code' selected, the revenue on the invoice can optionally be directed at a single Sales Code at the time of invoicing.

Sales by Work Centre Code

  • If the Charge Type on the job has the 'Invoice Lines By' option set to Work Centre:
    This panel displays the summarised Work Centre Code based Selling Values that will result from the invoicing of the individual Job Outputs displayed. Any change to the Job Outputs selected, and their Sell Rates, will be reflected in these Work Centre Code values.

The Work Centre Code on a transaction defaults from the Work Centre set up on the Schedule Output Code

DISPLAYED VALUES

  • Totals by Sales Code or Work Centre Code are displayed for:
    This Inv; the total value of Job Outputs to be included on this invoice

Note that when re-entering this screen from an invoice that has already been prepared, the value displaying here will be the current value of invoiced transactions. The specific Job Outputs included are those with the 'Invoiced' checkbox ticked.

Job Outputs - This Invoice: the total value of Job Outputs selected for billing on this invoice

Job Outputs - Unbilled: the total value of Job Outputs remaining unbilled

These displayed values change dynamically as the Job Outputs are selected for invoicing, are deferred, or are written off

Double Click on Displayed Values

  • A mouse click on one of these displayed value will automatically filter the displayed transactions in the Detail panel to display those Job Outputs which make up the selected total (by automatically applying filter criteria).

TRANSACTION SELECTION

At the bottom of this section, are flags for managing the default transaction types to be selected for display

  • Job Outputs: defaults for Charge Types with Billing Types of Output Based or Input Output Based
  • Transactions To: read only display of the Invoice To Date from the Invoice
  • Include Futures: defaults to not selected. Ticking this will add future dated Job Outputs and un-previewed Job Outputs to the displayed list of Job Outputs able to be invoiced

ADDITION OF OUTPUTS DURING BILLING

If the user does not have the Admin Function 'Disallow Output Entry During Billing', then the Add Job Outputs button is available.
This allows the addition of ad hoc Job Outputs during the billing process.

The Outputs are available from:

  • Schedules available on this Job
  • An ad hoc Schedule as set in the Control Parameter 'Job Output Use Schedule Code'. This would typically be a Schedule which can contain miscellaneous standard charges which you may wish to add to the invoice at time of billing

DETAILS SECTION

This section displays the transactions for invoicing based on the Filter Options selected

  • Tran Type
    This is to assist in understanding the source of this transaction. Valid types are
    JOJob Outputs
  • Date/Output Code/Description
    These details of all selected transactions are displayed.
  • Qty
    The quantity of Job Outputs This value can be edited for invoicing purposes. Note that reducing the Qty to be invoiced from say 10 to 6 does not retain the remaining Qty of 4 for later billing. A transaction can only be billed once.
  • Sell Rate
    The Sell Rate of the Output. This rate can be edited at the time of invoicing, and the edited rate becomes the new Sell Rate on the Job Output.
  • Sell Value
    This is the extended value of Qty x Sell Rate
  • Future
    If the Job Output is a future dated transaction, through having a date later than the Invoice To date or through not having been previewed, it is flagged as Future for clarity. This is a Read Only display
  • Previewed
    If the Job Output has been previewed, it is flagged as such for clarity. This is a Read Only display
  • Invoiced
    If the Job Output has been invoiced on this invoice, it is flagged as Invoiced for clarity. This is a Read Only display. This is used when drilling back into an invoice to perhaps add some further Job Outputs to the invoice. This display makes clear what Job Outputs are already included in this invoice.
  • Margin
    The Sales Margin does not display for Job Outputs as there is no concept of profitability of and Output (there are no directly related costs to compare.



TRANSACTION OPTIONS

The following radio buttons dictate behaviour for each Job Output. Click on any of the labels and the displayed data will sort in selected order. The radio button under each of the labels provides an 'All' selection option to say Defer all of the displayed transactions.

  • Inv
    Indicates this Job Output is selected to be in this invoice. By default the system assumes all transactions will be invoiced, defaulting to this option selected on opening the screen
  • Defer
    Defer this Job Output to be invoiced on a later invoice. This is a manual process. Once deferred it will need to be manually changed from Deferred to Inv when preparing for inclusion in this later invoice
  • Write Off
    Write Off this transaction. The Job Output will not be billed on this invoice, and it will be given a Sell Rate and Sell Value of 0.00 so as not to be billed at a later date. It will be flagged as written off against this invoice number.

If the Control parameter 'Force Write Off reason' is set to Yes the user will be forced to enter a Reason Code and Reason for this write off.

  • Uninvoice
    Selecting one or more Job Output to Uninvoice, and then clicking the Confirm Sales button, will remove these transactions from this invoice, and make them available for reinvoicing on this or some later invoice.
  • Filter Options
    Extensive filter options are provided for filtering the displayed list of transactions. Enter a selection on this tab, and when you move to the Details tab the filtered list of transactions will display.



DISPLAYS

  • Schedule Code;
    Schedules containing Outputs used on this job
  • Output Code;
    Outputs on this job
  • Sales Code;
    Displays Sales Codes present in the Activity Codes attached to the unbilled transactions on the job
  • Override Sales Code;
    When the Charge Type on the Job has the Override Sales Code option ticked, this field on the Filter Options screen is enabled for entering a single Sales Code to be used on this invoice instead of the default Sales Code(s) on the transactions.
  • Work Centre Code;
    Displays Work Centres attached to the Job Outputs on the job
  • Previewed Only
    Display only previewed Job Outputs
  • Log Number
    Select one or more Logs from the list of Logs on transactions to be invoiced
  • Sell Value;
    Filters for a range of Sell Values
  • Detail Text Includes
    Finds transactions containing an entered string of text
  • Line Selection Status
    Display only Inv, Defer, W/O transactions or a combination thereof
  • Transaction date
    Range of Job Outputs dates

Note: The Remove Filter button at the top of the screen clears these selections.