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Professional Invoicing User Manual

1. Commisnbl Job Sub job 6 Discount or 6 Discntbl NOTE This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the overall invoice discount There are three cases a If you use line item discounts but not an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item b If you use both line item discounts and an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item Professional Invoicing Recurring Bills User Manual 13 12 c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 Discntbl Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost If Inventory Management is not used Enter the unit cost or use the option Option F1 to use the unit cost in the Goods Services File NOTE This cost is used to calculate the margin profit margin on this line item Itis also transferred into the A R Sales Transaction File and is included in the cost of the sale on the Sales Journal Format 999 999 999 If Inventory Management is used The unit cost is requested only for a miscellaneous inventory item item number begins
2. Standard bill Enter the number of the standard bill that you want to paste into this recurring bill You can enter any portion of a standard bill number assigned in the Standard bills selection Enter the number or use the option Option F1 to scan through the standard bills on file Format 6 characters If you entered a number the standard bill with the closest match to what you entered displays along with a count of the number of line items in this bill Professional Invoicing Recurring Bills User Manual 13 24 Whether you entered a number or used F1 you can then press F2 to look at the details of any particular bill You can use the PgUp and PgDn keys to see all of the line items in the standard bill When the correct standard bill is displayed press Enter in response to Right standard bill 2 You are then asked Use this standard bill If N you can enter a new standard bill number as above If Y the standard bill you selected is transferred to this recurring bill If you are using profit centres When standard bills are copied the main accounts entered for Goods line items in the standard bill are combined with the profit centre from either the quotation header or the Item File file For Service lines the main accounts on the standard bill line items are combined with the profit centre entered on the recurring bill header If you are using I C and J C If you are using Job Cost and also us
3. For each tax type enter one of the codes reflecting this services taxable status T Taxable This tax will be charged on the item unless the customer is exempt X Exempt This tax will not be charged on the item regardless of the customer s taxable status for this tax type Z Zero rated Usually reserved for value added taxes such as the Canadian GST this status identifies an item that is subject to a 0 tax rate The purchaser however is entitled to input tax credits To apply a taxable code to the tax type press F2 and enter the appropriate code After pressing F2 you can then enter a to bring a list of taxable codes to choose from NOTE An will be displayed beside tax types which have had changes made to their default status For further details on tax types and taxable codes refer to the chapters titled Taxes and Handling Taxes in the System Functions manual 7 Sales acct Enter the G L account to distribute sales of this item to NOTE If you are using a G L account of more than 1 section you can set the profit center section to be wild carded by pressing F1 This allows the sales distribution for the service item to be distributed to the profit centre for the ticket Printing a List If you are not using I C you will be able to print two different lists a services list and a goods list Professional Invoicing Goods Services User Manual 7 7 If you are using I C you can
4. If you enter a new address you are asked whether you want to save this deliver to address If you answer Y the address just entered will be put on the permanent Deliver to Addresses File automatically identified by the next available deliver to number for this customer If you answer N this new deliver to will be only for this one quotation and will not be saved Format 999 NOTE Fora miscellaneous customer customer starting with an asterisk you are not asked for a separate deliver to address Instead the deliver to address is automatically set to be the same as the address just entered for this customer 6 P O If there is a customer purchase order enter the P O number Format 15 characters 7 Terms For a balance forward customer the customer s usual terms code displays and cannot be changed For an open item customer enter a terms code or use one of the options Options Enter to skip this field now then enter a code later when the quotation is turned into an invoice F1 to use the terms code entered for this customer in the Customer File If the customer is a one time customer name starts with an asterisk or if you are entering the customer as you go you can press F1 to scan through the available terms codes When the desired terms code appears press Enter Format 3 characters NOTE Because of the choices made in the P I Control File and A R Control File some of the following opt
5. Out of stock if item is shipped in stock Quantity ordered Quantity shipped Quantity backordered Number of the service from the Goods Service file Professional Invoicing Invoice Formats User Manual 21 29 Line Item Fields continued Field name Description Notes Service note line 1 10 Line of description for Service and Note items Sub job number Sub job number line is applied to if any Sub job description Description of sub job line is applied to if any Sub total desc Line type total description see second screen of invoice form header Taxable code 1 15 Tax type s associated taxable code Tax in price flag 1 15 Y tax included in selling price for associated tax type applies to inventory items only Tax amount 1 15 Tax amount for associated tax type 1 15 Tax in price amount 1 15 Amount of tax included in selling price for the associated tax type applies to inventory items only Warehouse Line item warehouse Professional Invoicing Invoice Formats User Manual 21 30 SAMCO Building business and technology relationships Chapter 22 Data Integrity Check Introduction This selection verifies the accuracy of the information in your files It should be run after initial set up of your P I system This will set up the initial integrity values You may also run this report at any time You should be sure that no one else is using P I when you run this check so that the resul
6. press F1 DS displays Press F1 again to cancel the drop ship status Enter the quantity ordered Format 99 999 999 999 B O instruction This field is entered if the following conditions are true 1 Back orders are used in P I and 2 P Iis interfaced to I C and Professional Invoicing Standard Bills User Manual 14 6 3 1 C is set up for back order control and 4 The item entered is not a miscellaneous item and itself has back order control as entered in the Item record in I C When a Goods line item from a standard bill is copied into an invoice it is possible that there is insufficient quantity available to fully ship the item If the item has back order control you must specify how to handle the fact that there is insufficient quantity available The choices are B B O balance A B O all V Override S Ship in stock For a full discussion of these choices see the chapter titled nvoices Format 1 character 5 Unit price If Inventory Management is not used Enter the price per the unit for this item or use the option Option F1 to use the unit price in the Goods Services File The quantity is automatically multiplied by this unit price and the extended price appears Format 9 999 999 999 If Inventory Management is used Enter the unit price or use the option Option F1 to use the unit price as determined by the price code for this item in the Item File If there is no price c
7. 2 Item I Unit 3 Description 4 Quantity B O option 5 Unit price Extended price 6 Discount Line disc amt 7 Avg cost 8 Tax amount Line item net 9 Commisnb 10 Job 11 Sub job 12 Cat sub cng 13 G L acct 0 line items Line total 00 F1 next item blank look up by description 2 Item If Inventory Management is not used Enter the item number or use one of the options Options F1 to scan through the items in the Goods Services File Enter to leave blank for a one time goods item Format 15 characters If you enter an item number that is not on file you are informed that this item is not in the Goods Services File and asked whether you want to enter it anyway If you answer Y you are asked whether it should be added to the file This gives you a chance to enter new items as you go If you answer N to this second question this item will appear only on the current quotation and will not be added to the Goods Services File Professional Invoicing Quotations User Manual 15 11 Unit If this item is on the Goods Services File the unit will display automatically If the item is not on the file you must enter a unit or use the option Option F1 to use EACH Format 4 characters If Inventory Management is used Enter the inventory item number or use one of the options Options F1 to scan through the items in the Item File Enter to look up the item by description NOTE If the unit or conver
8. Bill ref ks l Customer 5 _ Stephen Bernard _ a Bill type INVOICE CR limit 11 000 Balance 00 Part ship ly Back ords ly 4 Sequence 10 Line type Goods 2 item 0 Unit 3 Description 4 Qty ordered 5 Qty to ship Extended price 6 Unit price Line disc amt 7 Discount 8 Unit cost Line item net 9 Rtrn to inv To ship net 10 Tax amount 11 Job 12 Sub job 13 Cat sub cng 14 G L acct Commisnbi 0 line items Ship total 00 F1 next item blank look up by description U J Professional Invoicing Invoices User Manual 12 15 2 Item If Inventory Management is not used Enter the item number or use one of the options Options F1 to scan through the items in the Goods Services File Enter to enter a one time item that is not on file If you enter an item number that is not on file you are informed that this item is not in the Goods Services File and asked whether you want to enter it anyway If you answer Y you are asked whether it should be added to the file This gives you a chance to enter new items as you go If you answer N to this second question this item will appear only on this current invoice and will not be added to the Goods Services File Format 15 characters Unit If this item is on the Goods Services File the unit will display automatically If the item is not on the Goods Services File you must enter a unit or use the option Option F1 to use EACH Format 4 c
9. F1 to use the warehouse entered in the P I Control File The warehouse must exist in the I C Warehouse File and the item must be stocked at this warehouse If not an error message appears and you must correct the condition in the I C package Refer to the Inventory Management User Manual 3 Description For an item that is already on file and not a miscellaneous item the description displays automatically You can change this or press Enter three times to accept it as is If you are entering a new item which you can do only if you are NOT using I C or if this is a miscellaneous item then enter the description of the item Format 3 lines of 25 characters each 4 Quantity If back orders are used this field displays as Qty ordered Enter the quantity ordered You have several choices here 1 Enter the quantity ordered If I C is used then the quantity available at the current warehouse is displayed on the screen for your reference when entering the quantity ordered 2 Press F1 if this item is to be drop shipped shipped directly to the customer from your supplier DS displays Press F1 again to cancel the drop ship status 3 Enter a negative quantity ordered This is used to specify returned goods on an invoice As part of the entry for the returned goods you will be asked to enter the quantity returned to inventory if P I is interfaced to I C If this quantity is less than the quantity ente
10. Follow the screen instructions If you pressed Enter enter the starting customer number for the invoices you want to view or use the option Option F1 for the first customer who has invoices on file Follow the screen instructions Format 6 characters The screen now appears as PER ER PA DK SR MP CM F Hep Elliot Enterprises Elliot Enterprises Elliot Enterprises F1 F2 Select screen line for detailed inquiry zj The invoices are listed on the screen If you are using the Job Cost package you can press F2 to display the job numbers for the invoices shown on the screen You can then press F2 again to redisplay the purchase order numbers Press F1 to view additional invoices You can start a new selection of invoices by pressing Tab To see more detail of an invoice enter the screen line number the number to the left of the invoice number Professional Invoicing Invoice History User Manual 20 2 Header Information The full header information for the selected invoice displays fz RA 36 PT becker history View Elliot Enterprises 123 Broadway Suite 500 Glendale AB E1E 7R7 E PO Sales rep Profit center UDF 1 UDF 2 UDF 3 Job Sub job Press F1 to view line items or F2 to view totals U Fe Em AR K OF SA AP PC GL IC PO GR PI CL FP PS RP TA TR PER IR PA DK SR MP CM SE Heip OSeOGexvXwts COG HAO 4Pa E Invoice history Acme Enterprises In
11. Format 999 max 132 5 Paginated Answer Y if the form has a specific length that does not change regardless of the information to be printed on it Answer F if the form has a specific length that does not change regardless of the information to be printed on it and requires a form feed to be sent to eject the page This is most commonly used by laser printers as discussed earlier in this chapter under the sub section titled Paginated Answer N if the length of the form varies depending upon the amount of information printed If you answer Y or F to Paginated the following fields appear 6 Length Professional Invoicing Invoice Formats User Manual 21 5 Enter the number of lines on each form Your entry here should represent the entire length of one form including any area at the top and bottom of the form that you wish to leave blank Besides the length of the form the number of lines you enter here is determined by the setting on your printer for the number of lines per inch Format 999 7 First line for headers Enter the first line number on which header information is to print Format 999 8 Headers 1st page only Answer Y to print header information on only the first page of the form Answer N to print it at the top of every page of the form 9 First line for line items Enter the line number on which the first line item is to print Your entry must be higher than the line number specified for
12. If Inventory Management is not used This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change If you choose to change the default enter the new sales account to which the revenue from this item is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I Control File F2 to accept the default sales account for the item If Inventory Management is used The sales account specified for this inventory item in the I C Item File displays automatically If the item s profit centre is wild carded then the sales account from the Item File is combined with the profit centre from the invoice header If you want to change this you must do so from Field number to change 2 If Job Cost and Inventory Management are used If a category number was entered in the previous field the billing account on the Job Cost Control File displays automatically It can be changed later from Field number to change 2 Make any changes The screen clears to enter the next line item Enter the sequence number of the next line item or press Tab to exit from entering line items If Inventory Management and Job Cost are both interfaced field 10 appears as Category and Sales acct is field 11 10 Category Professional Invoicing Standard Bills User Manual 14 10 If this line item is for a drop ship
13. Misc charges This field is skipped if the P I Control File specifies that you do not use miscellaneous charges Enter any miscellaneous charges for this recurring bill Format 99 999 999 99 Account If there are miscellaneous charges for this recurring bill you are next asked for the number of the G L account to which these charges are to be distributed Enter the account number or use the option Option F1 to use the miscellaneous charges account in the A R Control File Misc charges taxable The taxes calculated for miscellaneous charges do not display If you wish to make any changes or view the default calculations press the t at the next numbered field or select the misc field from Field number to change A window appears for this purpose similar to the following r Misc charges taxable Type Txbl Tax amount cst f 25 Pst mpr 00 last frxb1 00 Professional Invoicing Recurring Bills User Manual 13 27 Make any changes as follows Txbl Enter the letter reflecting the taxable status of miscellaneous charges for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply to miscellaneous charges or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override
14. QAUXFI34 19 Deliver to file C SHPFIL34 8 Recur bill header file CRHDRFI34 20 Goods Services file GDSSVC34 9 Recur line item file CRLINFI34 21 Goods Services aux file GDSAUX34 10 Recurring bill aux file CRAUXFI34 22 P I control file PICTLF34 1i Standard bill file STDBIL34 23 Taxable codes file CICCODS34 12 Standard bill aux file CSTDAUX34 Please enter device for export file Please enter device size in kilobytes Press F1 for All Professional Invoicing File Utilities User Manual B 5 Please select file Enter the file number from the list provided of the file to be restored from an ASCII export format or use the option Option F1 to restore All exported files Please enter device for exported file Enter the drive letter of the device that the ASCII version of the data file will be read from or use the option Option F1 If you either a did not append a drive letter prefix to the file name Unix only or b the file s reside on your computer s default hard drive For UNIX XENIX users This isthe drive letter attached to the front of the file name For example if the file to restore is A xxxxxxnn EXP you would enter A here If no designation is at the beginning of the file press F1 for none Please enter the device size in kilobytes Enter the size of the disk the ASCII export files are on The following table shows some of the more common devi
15. Tel 604 597 4211 Fax 604 597 7320 There will be a fee for support service from Samco Professional Invoicing Getting Started User Manual 2 5 SAMCO Building business and technology relationships Chapter 3 Using Professional Invoicing About this Manual This manual provides the information needed to learn and use Professional Invoicing Organization The next chapter is a guide to daily operations It explains how you use Professional Invoicing to perform various daily weekly and periodic tasks After the guide the next few chapters give instructions on how to enter the basic information which will set up your package according to your needs and prepare you for daily operation Following those come chapters which you will use most frequently They describe how to use Professional Invoicing on a daily basis Additional information can be obtained from the System Functions manual which contains chapters that describe features common to all packages Topics covered in the System Functions manual include Defining multiple companies Printers Taxes Valid G L accounts General rules Using S A M Samco s on line user manuals Switching companies Menu styles Professional Invoicing Using Professional Invoicing User Manual 3 1 Passwords Glossary of terms How to Use this Manual When beginning you will want to keep this manual handy so you can refer to it as often as you need Later you may only need
16. The following are definitions of key words used in this manual Orders vs Invoices An order is a request from a customer for goods An invoice or a bill is a detailed list of goods or services that have been sold to a customer and also shows the amount of money due Quotation A quotation is similar to an invoice in appearance The main difference is that the sale has not been agreed upon yet so the quotation is a proposed agreement about what services or goods will be sold and for what price Accounts Receivable Accounts Receivable is the accounting area dealing with sales made by a company and with money it is owed As used here account means a record of financial activity and receivable means due to be received or due you Accounts Receivable is often abbreviated A R or AR Inventory Management Inventory Management records the kinds of items you stock how many of each is available on hand at any given time what items you re running low on and should restock and what items are used or sold faster than others It is often abbreviated I C or IC Professional Invoicing Understanding Professional Invoicing User Manual 1 1 Job Cost Job Cost is the area of accounting dealing with costs and revenues accumulated and accounted for on an individual job basis It is often abbreviated as J C As used here job means an overall complete piece of work a business agrees to do fo
17. The information in the P I Control File controls how P I is used by your company For instance you specify whether or not P I is used with I C in the P I Control File Refer to the chapter titled Control Information 5 Using Goods Services enter the services offered by your company If you are not using Inventory Management enter the goods sold by your company here as well If you are using I C then inventory items entered using Items in I C can be invoiced Professional Invoicing Getting Started User Manual 2 3 using P I You do not enter goods directly into P I in this case Refer to the chapter titled Goods Services 6 If some of your customers receive shipments at an address which is different from their billing address as stored in the Customer File then enter these addresses using Deliver to addresses Refer to the chapter titled Deliver to Addresses 7 If you plan to use immediate invoicing point of sale mode then enter descriptions of your invoicing stations using Invoicing stations Refer to the chapter titled Invoicing Stations 8 Set up standard bills using Standard bills Refer to the chapter titled Standard Bills 9 If needed set up recurring bills using Recurring bills Refer to the chapter titled Recurring Bills 10 Set up invoice formats using Invoice formats Refer to the chapter titled Invoice Formats Regular Use When you have finished building your data files as above you will be ready to us
18. The warehouse must exist in the I C Warehouse File and the item must be stocked at this warehouse If not an error message appears and you must correct the condition in the I C package Refer to the Inventory Management User Manual 3 Description For an item that is already on file and not a miscellaneous item the description displays automatically You can change this if you wish or press Enter to accept it as 1S If you are entering a new item which you can do only if you are NOT using I C or if this is a miscellaneous item then enter the description of the item Format 3 lines of 25 characters each 4 Quantity Enter the quantity ordered If this item is to be drop shipped shipped directly to the customer from your supplier press F1 DS displays Press F1 again to cancel the drop ship status Format 99 999 999 999 B O instruction This field is entered if the following conditions are true Back orders are used in P I and P I is interfaced to I C and I C is set up for back order control and The item entered is not a miscellaneous item and itself has back order control as entered in the Item record in I C a a a 1 2 3 4 ON When a Goods line item from a quotation is copied into an invoice it is possible that there is insufficient quantity available to fully ship the item If the item has back order control you must specify how to handle the fact that there is insufficient quan
19. These invoices may be printed immediately if you have selected to do so in the P I Control File Enter new delivery locations for your customers using Deliver to addresses Enter new recurring bills using Recurring bills Select recurring bills for use using Select for use Copy selected recurring bills to the Invoice File using Use selected View invoices using Invoices from the View selection View recurring bills using Recurring bills from the View selection View standard bills using Standard bills from the View selection View quotations using Quotations from the View selection View invoices which have been processed previously using the View function on the Invoice history menu Print reports about invoices which have been processed previously using Print on the Invoice history menu Professional Invoicing Guide to Daily Operations User Manual 4 2 If you are using back orders in P I and P I is interfaced to I C then print back order reports to determine those line items on orders which can now be shipped due to increased item availability in I C Use these reports as worksheets to specify quantities to ship for each line item Then use Invoices to enter the quantity to ship for each line ____ If you are using back orders in P I and P I is not interfaced to I C then print back order reports to determine those line items on orders which are back ordered Use these rep
20. UNIT field After you type in the description see below NOT APPLICABLE displays in the QUANTITY field and the UNIT PRICE field changes to PRICE 3 Description If this service is on file its description displays automatically You can change this or press Enter to accept it as is You can also enter up to 9 more lines of description as described next If the service is not on file enter the description of the service After entering the first line you are asked if you wish to enter any more description Press Enter for N or answer Y to enter more the bottom of the screen clears to enter up to 9 additional lines When you are through entering description press F2 Format 10 lines each up to the service text length specified in the P I Control File 4 Quantity If there is a unit for this service enter the number of units If you are entering an invoice you may enter a negative quantity This means you are giving a credit for this line item If you are entering a credit memo you must enter a positive quantity here You cannot enter a negative quantity on a credit memo Format 99 999 999 999 5 Unit price or 5 Price If there is a unit for this service enter the price per unit or use the option Professional Invoicing Invoices User Manual 12 29 Option F1 to use the price for the service in the Goods Services File The quantity is automatically multiplied by this price and the extended price disp
21. enter P for price or M for margin If you enter zero for the commission percent the cursor moves to the Commis amt field Enter the commission amount If the commission is on price the commission amount displays in the COMMIS AMT field If the commission is on margin you are informed that the amount of the commission will be calculated when the invoice from this quotation is posted to A R Format 99 999 for commission percent 99 999 999 99 for commission amount 7 Comment Enter any comment for this quotation up to 5 lines The maximum length of each comment line Comment text length is specified in the P I Control File Press F2 to exit from entering the comment Format 5 lines each up to the number of characters specified for Comment text length in the P I Control File Make any desired changes Immediate Printing Professional Invoicing Quotations User Manual 15 33 If the P I Control File specifies that you do not print invoices and quotations immediately the quotation header screen reappears for you to begin entering another quotation If the P I Control File specifies that you print invoices and quotations immediately a window appears as described next You are asked Print this quotation now 2 and given several choices Answer N if you don t want to print this quotation now The quotation header screen reappears for you to begin entering the next quotation Answer Y if you want to pri
22. screen will appear as follows u Enter R OF SA AP PC G PO BR PA CL FP PS RP TA TR PER R PA OK SR MP CM SF Help Po ey t oe A Setup Acme Enterprises Inc KC in 34 Terms Enter 14 Terms code 15D 2 Description 15 day of Month 3 Type Proximo Day of next month 4 Due day sth 5 Discount day ist i 6 Discount pct 5 00 7 Cut off day iEnd of current month 8 Grace period Cnot applicable Make changes F1 next terms code F3 delete Field number to change 7 0 4 Due day Enter the day in the month on which payment is due This day will be the day in the month following the month in which the invoice is dated Format 99 5 Discount day Enter the last day in the month for which early payment discount is allowed This day will be the day in the month following the month in which the invoice is dated The discount day must be less than or equal to the due day It will always be in the same month as the due day Option Enter For discounts are not given Professional Invoicing Terms User Manual 8 5 Format 99 6 Discount pct This field is skipped if discounts are not given as specified in Field 5 Enter the discount percent to be given if payment is made on or before the discount day Format 99 999 7 Cut off day The cut off day is the last day of a month on which the terms on an invoice apply to the next month After the cut off day the terms apply to the month a
23. the part of an invoice called a note is also referred to as a line item on the invoice Standard Bill A standard bill is a stored set of services or items which a company provides often too many customers You can paste a standard bill into an invoice for a customer For instance an air conditioning company can store a standard bill for each of several types of packaged services Freon check yearly preventive maintenance compressor change etc As you use P I the appropriate standard bill for those services and inventory items parts and materials can be pasted into an invoice instead of entering the whole invoice from scratch If any additional unusual services or inventory items are also sold these can be entered on the invoice as additional line items Recurring Bill A recurring bill is a set of goods and services which is billed over and over again at regular intervals to the SAME customer For example if a security service provided a guard to a customer an invoice for the service can be automatically printed each month If the number of hours or the rate per hour varied from month to month the new figures can be entered when the current month s invoice is produced Professional Invoicing Understanding Professional Invoicing User Manual 1 3 Drop Shipped Item A drop shipped item is an item which is shipped directly from your supplier to your customer It doesn t go through your inventory You bill the cus
24. 140 00 Unit price 135 00 per HOUR Line disc amt 00 Discount a Unit cost per HOUR Line item net 140 00 Job Not applicable Press TAB to reselect line or press F2 for totals E Professional Invoicing Invoice History User Manual 20 4 Press Tab to select another line item or press F2 to view totals for this invoice PETET eo _ e Fee A AR K OF SA AP PC UG UK OPO UBR Pi Cl FP A PA TR OPER R PAD SR M COM F H SO VGev zk wt cco Aco dha Invoice history Acme Enterprises Inc View Invoice 2 Cust 1 Bill ref 17 Cu stname Elliot Enterprises Inve total 540 00 Inve disc oo Misc charges 00 Freight 00 Sales tax 27 00 Billed total 567 00 Payment recd 00 Press F1 to view line items or press TAB to reselect invoice a To end viewing this invoice press Tab When through viewing invoices press Tab twice Printing the Invoice History Report From the Invoice history menu select Print You see Professional Invoicing Invoice History User Manual 20 5 i 3A PT eoice history Print sae Fie tf AR K OF SA AP PC Gt OK FO OBR Pi Ol OP OPS P TA TR ER OER PA D SR M OM F H SOZGevRwts coco A j gt g Invoice history Acme Enterprises Inc Print Please enter 1 Starting customer F 2 Ending customer 3 Starting invoice 12 Print in order by 4 Ending invoice 13 of header lines 5 Starting invoice date 14 of line item lines 6 Ending invoice date 15 In
25. 2 for 2 type 3 for 3 or press F1 to show ALl line item information If you enter 0 this means you don t want to show line items at all Format 9 Start each bill on new page Press Enter to start each bill on a new page or answer N to show them consecutively If you answered 0 to the question above this is automatically set to N Professional Invoicing Standard Bills User Manual 14 17 SAMCO Building business and technology relationships Chapter 15 Quotations Introduction Use this selection to enter quotations You can also use them as invoices turn them into invoices A quotation is similar to an invoice in appearance The difference is that with a quotation the sale has not been agreed upon yet So the quotation is a proposed agreement about what services or goods will be sold and for what price NOTE The Enter option of this selection is similar to Invoices Work Orders for Jobs Using this selection you can easily handle job work orders if this is a requirement of your business To do so set up an invoice format matching the format of your job work orders Use the Invoice formats selection to do this See the chapter titled Invoice Formats Then enter job work orders here in the Quotations selection and print them using the job work order format you have set up When the work called for in the job work order is finished you can then convert the job work order into an invoice throu
26. BP TA TR PER ER PA DK SR MP CM F rete SOVGevxXwts coc aa Oo gt a _ Recurring bills Acme Enterprises Inc Enter Reference TEST Customer iL Smith s Renovations Co CR limit 100 Balance 1 457 73 _ 1 Interval Every i2 month 2 Next date 18 07 08 Previous Bill ref 19 3 Start date 5 07 08 Invoice 4 4 Final date Indefinite Invoice date 7 07 08 5 Max of times Indefi nitel Times so far 3 Already billed 1 701 00 i Press F2 to change previous figures Field number to change Enter the information as follows 1 Interval Every Specify how frequently the recurring bill is charged to the customer Enter a number then enter the code for the time period The time period choices are D days W weeks or M months The first number specifies how many of that time period For instance 3 W means billed every 3 weeks Format 99 1 character 2 Next date Enter the next date the recurring bill is due If this is not known exactly you can enter an approximate date You can also use the option Professional Invoicing Recurring Bills User Manual 13 31 Option Enter to use the date of the last recurring bill entered if any Otherwise the system date is the option Format MMDDYY NOTE After you have entered this date initially it is automatically updated for this recurring bill each time it is used as an invoice 3 Start date Enter the date on which you wa
27. Change line items question then press Tab when the line item screen appears The totals screen then appears for changes 2 Ref Enter a reference number for this quotation Format 6 characters You can use the same reference number for quotations for different customers For example if you were quoting on specific items or services to several of your customers you might want to assign each quote the same reference number to keep track of them as a group 3 Group Enter a code to assign this quotation to a group of quotations You can use this code later to sort or print quotations by groups The invoice created from this quotation will have the same group code for its bill group If you are using immediate printing you may also use the option Option F1 to use the station code for this invoicing station Format 3 characters 4 Quote date Enter the quotation date or use the option Option Enter to use the system date Format MMDDYY 5 Deliver to This is the code for the deliver to address at which services are performed or to which goods are delivered Enter the deliver to number or use one of the options Options Enter to make the deliver to location the same as the customer s billing address F1 to scan through the deliver to locations on file for this customer F2 to enter a new deliver to location up to 4 lines of 25 characters each Professional Invoicing Quotations User Manual 15 5
28. Control File F2 to accept the default sales account for the service If Job Cost is used and if this line item is for a job enter the sales account to which revenue from this item is to be distributed or use the option Option F1 to use the billing account in the job header for this job If Job Cost is interfaced fields 10 and 11 appear as shown below and G L ACCT becomes field 12 10 Job Professional Invoicing Recurring Bills User Manual 13 21 This is a display field only and cannot be changed If this recurring bill is not for a job this field will be skipped and N A for Not applicable displays automatically If this recurring bill is for a job the job number entered on the header screen displays here automatically and cannot be changed 11 Sub job This field is also a display field only and cannot be changed If this recurring bill is not for a job this field will be skipped and N A will display automatically If this recurring bill is for a job which does not have sub jobs or does not bill for sub jobs N A will display automatically If this recurring bill is for a job the sub job number entered on the header screen will display here automatically and cannot be changed Entering Notes Line Items Notes are entered exactly as in Invoices 1 Sequence Enter a sequence number here exactly as in entering Goods or Services line items Format 9999 Line type As in In
29. File and A R Control File some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered The optional fields are Discount or Discntbl 2 Commisnbl Job Sub job G L acct 6 Discount or 6 Discntbl This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the overall invoice discount There are three cases a If you use line item discounts but not an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item Professional Invoicing Quotations User Manual 15 21 b If you use both line item discounts and an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 Discntbl Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost or 7 Total cost Enter the unit cost per the unit for this service or use the option Option F1 to use the unit cost for the service in the Goods Services File if any If you left Unit blank this field appears as 7 Total cost Enter the total cost
30. Item tax Txbl Tax amount Txbl amt taxable roor to GST O Txb1 7 00 140 00 2PPUY to the tax as z type or press PST LJ Txb1 00 140 00 Enter to leave HST Txb1 00 140 00 blank Order discount 00 Professional Invoicing Recurring Bills User Manual 13 20 Txbl Enter the letter reflecting the taxable status of this service for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply for this service or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount Txbl amount This field displays the taxable portion of the extended price and cannot be changed 9 Commisnbl NOTE This field is skipped if the A R Control File specifies that you do not use commissions Answer Y if this line item is commissionable 10 G L acct This field is skipped if the A R Control File specifies that you do not distribute sales This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change If you choose to change the default enter the new sales account to which the revenue from this service is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I
31. Manual Format 2 characters 3 Description For an item that is already on file and not a miscellaneous item the description displays automatically You can change this if you wish or press Enter to accept it as is Professional Invoicing Recurring Bills User Manual 13 10 If you are entering a new item which you can do only if you are NOT using I C or if this is a miscellaneous item enter the description of the item Format 3 lines of 25 characters each 4 Quantity Drop shipped items If this item is to be drop shipped shipped directly to the customer from your supplier press F1 DS displays Press F1 again to cancel the drop ship status Enter the quantity ordered If you enter zero the Fixed or var field described below is set to Variable meaning that you may enter a different quantity each time the customer is invoiced Format 99 999 999 999 Fixed or var If the quantity above is not zero you must next specify if the quantity is usually the same for this recurring bill a fixed quantity or if it usually varies each time the bill is selected to be used as an invoice a variable quantity At the time you select this bill to be turned into an invoice you can still make changes to both fixed and recurring line item quantities However specifying this line item now as variable gives you an added convenience When the bill is selected later you can press F2 to bring up only variable
32. OF SA AP PC Gt IC SPOXGaeVYXwWtS CO cme Wedding Planners 524 80 Y v F1 next standard bill Stand ard bill Enter the number of the standard bill that you want to paste into this invoice You can enter any portion of a standard bill number assigned in the Standard bills selection You can also use the option Option F1 to scan through the standard bills on file Professional Invoicing Invoices User Manual 12 36 If you entered a number the standard bill with the closest match to what you entered displays along with a count of the number of line items in this bill Whether you entered a number or used F1 you can then press F2 to look at the details of any particular bill Format 6 characters You can use the PgUp and PgDn keys to see all of the line items in the standard bill When the correct standard bill is displayed press Enter in response to Right standard bill 2 You are then asked Use this standard bill If N you can enter a new standard bill number as above If Y the standard bill you selected is transferred to this invoice If you are using J C If you are using Job Cost and I C and if this invoice is for a job and the job uses but does not bill for sub jobs you will be asked to enter the sub job number If you are using Job Cost and I C and change orders are used in Job Cost and this invoice is for a job you will be asked for the change order for this
33. OK 2 Answer N if they are not If you answer Y the invoices are marked as OK to post and the screen to enter the print range reappears When through printing invoices press Tab Printing Quotations From the Print invoices and quotations menu select Print quotations This screen appears Professional Invoicing Print Invoices and Quotations User Manual 17 4 Enter the information as follows 1 Invoice format number Enter the number of the invoice format to use for these invoices or use one of the options Options Enter to use the default format in the P I Control File F1 to scan through the invoice formats on file When the right format appears press Enter in response to Right format Format 5 characters 2 Print in order by Press Enter to print in order by Customer number or type N to print in order by customer Name 3 Quote reference Enter the reference number of the quotations to print or use the option Option F1 to print quotations regardless of the reference number Format 999999 4 Quotation date Professional Invoicing Print Invoices and Quotations User Manual 17 5 Enter the date of the quotations to print or use the option Option F1 to print quotations regardless of date Format MMDDYY 5 Bill group Enter the bill group of the quotations to print or use the option Option F1 to print quotations for ALl bill groups Format 3 characters 6 Starting cus
34. SR MP CM F Hep amp x t uF Acme Enterprises Inc Services Enter 4 Service a 2 Description 3 Unit 4 Unit price 5 Unit cost 6 Default tax 7 Sales acct F1 next service Fro m this screen you can work with both new and existing services If a service has already been entered for the service number you specify it will appear and be available for changes or deletion Enter the following information 1 Service Enter the service number or use the option Professional Invoicing Goods Services User Manual 7 2 Option F1 To scan through the services on file Format 3 characters 2 Description Enter the standard description of this service up to 50 characters or less if the P I Control File specifies a shorter length for the Service text length When you enter this service into an invoice you will be able to put in up to 9 more lines of detailed description for this service You will also be able to change this description that you enter here Format 50 characters 3 Unit Enter the unit in which this service is delivered and billed or use one of the options Options F1 To use HOUR if you bill this service by the hour Enter To leave this field blank if you charge a flat rate for this service or don t charge separately for it Format 4 characters 4 Unit price or 4 Price If you entered a unit in the previous field this field displays as Unit price otherwise it disp
35. When the Inventory Management package is interfaced to P I the Goods Services selection displays as Services Make selections from page 2 the same way as from page 1 To return to page 1 of the menu press Tab To Exit the P I Package To exit the P I package press Tab from page 1 of the P I menu Professional Invoicing Using Professional Invoicing User Manual 3 4 SAMCO Building business and technology relationships Chapter 4 Guide to Daily Operations Introduction The following checklists are provided as examples of how you might use Professional Invoicing to perform various daily and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklist as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations Professional Invoicing Guide to Daily Operations User Manual 4 1 Daily Operations Checklist EACH DAY EACH DAY AS NEEDED Enter invoices and credit memos using Invoices NOTE Invoices may be printed immediately upon entry if you have selected to do so in the P I Control File Enter quotations using Quotations Print quotations using Print quotations NOTE Quotations may also be printed immediately upon entry if you have selected to do so in the P I Control File Turn quotations into invoices using Use as invoice
36. additional lines When you are through entering description press F2 Format 10 lines each the number of characters specified for Service text length in the P I Control File 4 Quantity If you entered a unit above enter the number of units If you left UNIT blank NOT APPLICABLE displays and you cannot enter anything Format 99 999 999 999 5 Unit price or 5 Price If you entered a unit above enter the price per unit or use the option Option F1 to use the unit price in the Goods Services File The quantity is automatically multiplied by this unit price and the extended price displays If you left Unit blank this field changes to 5 Price Enter the total price of the service Format 9 999 999 999 price per unit 99 999 999 99 total price NOTE Because of the choices made in the P I and A R Control files some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered Professional Invoicing Standard Bills User Manual 14 13 The optional fields are e Discount or Discntbl 2 e Commisnbl 2 e G L acct 6 Discount or 6 Discntbl NOTE This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the overall invoice discount There are three cases a If you use line item discounts but not an overall in
37. answer Y 12 Use freight charges If you don t ship goods in your business answer N Otherwise if you ship goods and bill for freight answer Y 13 Use back orders If a customer orders an item that is not currently in stock you often back order it This means that you record it on the invoice and ship it when it becomes available Answer Y if you wish to use back orders in P I or N otherwise 14 Do credit checking Answer Y if you wish to have the P I package check whether a customer is over his pre established credit limit when an invoice is being processed Otherwise answer N Credit limits are set in the A R package NOTE A full description of how credit checking is performed in P I appears at the end of this chapter 15 Keep invoice history Professional Invoicing Control Information User Manual 5 6 Answer Y to keep a history of invoices that are fully processed Otherwise answer N If you answer N the Print or view invoice history selection will not appear on the P I menu There is only one reason not to keep invoice history to save disk space The Invoice History File can get very large if you have many invoices 16 Default commis method This field appears only if the A R Control File specifies that commissions are used Type P if commissions are usually calculated based on the Price of a product or service or M if commissions are usually calculated based on Margin profit margin F
38. any changes or view the default calculations press the t at the next numbered field or select the freight field from Field number to change A window appears for this purpose similar to the following Freight taxable Type Txbl Tax amount est 25 Make any changes as follows ah PST Xmpt 00 HsT Kpt 00 Professional Invoicing Quotations User Manual 15 31 Enter the letter reflecting the taxable status of freight charges for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply to freight or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount 4 Sales tax Sales tax displays automatically The sales tax if any is the aggregate of the taxes calculated for all tax types for line items miscellaneous charges and freight charges If you wish to change the amount displayed for sales tax then press the t key from the next numbered entry field or select the sales tax field from Field number to change A window appears for this purpose similar to the following Tax Totals Type Tax amount Txbl amount Xmpt amount Zero amount cst Es 7 1775 00 00 nake PST 00 300 00 1475 00 T changes HsT 00 1750 00 25 00 to the am
39. appears only if the P I Control File specifies that ship via s are used Enter a ship via code or use the option Option F1 to use the customer s usual ship via code Format 3 characters 8 Tax group The tax group entered for this order must exist in the Taxes file Enter a tax group or use the option Option F1 to use the tax group entered for the deliver to address if an address from the Deliver to File is being used Professional Invoicing Recurring Bills User Manual 13 5 F1 to use the tax group entered for this customer in the Customer File F2 to modify the taxable status for the customer or deliver to address If the customer is a one time customer or if you are entering the customer as you go you can press F1 to scan through the available tax codes When the desired tax code appears press Enter Format 3 characters 9 Sales rep This field appears only if the A R Control File specifies that sales representatives are used Enter a sales rep code or use the option Option F1 To use the customer s usual sales rep Format 3 characters 10 Profit ctr This field appears only if the P I Control File specifies that multiple profit centres are Pe ae profit centre to which this recurring bill is assigned or use the option Options F1 to use the profit centre specified in the P I Control File 11 1st user defined field This field appears only if it is defined in the P I Control Fi
40. as necessary To copy a form at the first Forms screen display the existing form that you wish to copy and press F6 A window displays for you to enter the following information Copy to form ID Enter the ID of the new form The form ID will be automatically created during the copy process if it does not already exist Professional Invoicing Invoice Formats User Manual 21 19 Format 5 characters Copy to type Enter the character that designates the type of invoice for which this new form will be used The types are l invoice C credit memo Q quote You may also use the option Option F1 to copy All types of the existing form ID to the same types for the new form ID If the type you specify already exists for the new form ID the form cannot be copied and an error message is displayed After the copy process is complete you may change the new form as needed Printing a Forms List This selection prints a report that lists the forms you have defined You may select to print a specific form type or all form types for the forms For each form type on the list you are shown general information description form width if form is paginated etc The field definitions for each form type may also be optionally printed To print the list select Print from the Forms menu On the screen that appears enter the following 1 Starting form ID 2 Ending form ID Enter the range of form ID s for which
41. automatically If this invoice is for a job which does not have sub jobs or does not bill for sub jobs N A will display automatically If this invoice is for a job the sub job number entered on the header screen will display here automatically and cannot be changed 12 Cat sub cng or Cat sub This stands for Category number Sub job number Change order number This field displays on the screen only if you are using both the Job Cost and Inventory Management packages If you are using Job Cost and have specified in the J C Control File that change orders are not used the field appears as Cat sub instead of Cat sub cng Enter the cost item of the job to which you want the cost of this inventory item to go if the quotation is turned into an invoice When the invoice is posted the inventory cost for this line item will automatically be transferred into the job for the cost item you specify here If you do not want the cost of this inventory item to be automatically transferred into the job leave this field blank If this line item or this quotation is not for a job this field will be skipped and N A appears automatically Also if this line item is for a drop ship or miscellaneous item item starting with an asterisk this field will be skipped Costs for drop ship or miscellaneous items can only be transferred to a job through the A P package Enter the cost item number in the standard way as is done in the
42. characters for each customer 14 Report format Answer F for Full format shows all details for the back orders for the selected customers Answer B for Brief format shows only selected information about these back orders with a single line per customer Format 1 character If I C is in use the following field appears 15 Print avail items only If you answer Y then a line item will only appear on the report if it contains a back ordered amount and the inventory item back ordered is now available in inventory If you answer N then line items will appear on the report whether or not the item is available in inventory Professional Invoicing Back Order Reports User Manual 19 4 Building business and technology relationships b 4 Chapter 20 Invoice History Introduction Use this selection to print or view invoices in the Invoice History File You can use this selection only if you selected to Keep invoice history in the P I Control File To Begin From the P I menu select Invoice history From the menu which appears select View Viewing Invoice History This screen displays Professional Invoicing Invoice History User Manual 20 1 You can view invoices by invoice number by customer number or by customer name Enter the starting invoice number for the invoices you want to view or use one of the options Options F1 to start from the first invoice on file Enter to view invoices by customer
43. customer number or use one of the options Options F1 to start from the First customer Enter to select by customer name Format 12 characters If you chose to select by customer name enter all or part of the starting customer s name or use one of the options Options F1 for the first customer that has quotations Enter to return to selecting by customer number Format 25 characters You see Anthony Jones Inc screen line for detailed inquiry The quotations are listed on the screen Select the screen line number to the left of Cust of the quotation you wish to view or use the option Option F1 to view additional quotations if there are more than what can be displayed on one screen With Job Cost Interfaced If the Job Cost package is interfaced this is the screen you see when you select to view quotations Professional Invoicing View User Manual 16 15 Stephen Bernard 16 13 1 N Z Anthony Jones Inc o1 83 Select screen line for detailed inquiry From this point onward proceed exactly the same way as for viewing quotations Refer to Quotations above for instructions When through viewing quotations press Tab twice Professional Invoicing View User Manual 16 16 SAMCO Building business and technology relationships Chapter 17 Print Invoices and Quotations Introduction Even if you normally print invoices and quotations immediately after they are entered as s
44. deliver to address up to 4 lines of 25 characters each If you enter a new address you are asked whether you want to save it If you answer Y the address just entered will be put in the permanent Deliver to Addresses File automatically identified by the next available deliver to number for this customer If you answer N this new deliver to will be only for this bill and will not be saved Format 999 5 P O Professional Invoicing Recurring Bills User Manual 13 4 If there is a customer purchase order enter the P O number NOTE If the customer record in A R specifies that a P O number is required you will not be allowed to continue on until a P O number is entered Format 15 characters 6 Terms For a balance forward customer the customer s usual terms code displays and cannot be changed For an open item customer enter a terms code or use the option Option F1 to use the customer s usual terms code Format 3 characters NOTE Because of the choices made in the P I and A R Control Files some of the following optional fields may not be used In this case the related field does not appear on the screen and all later fields on the screen are renumbered The optional fields are e SHIP VIA e SALES REP use is specified in the A R Control File e PROFIT CTR e JOB e SUB JOB e 1st user defined field e 2nd user defined field e 3rd user defined field 7 Ship via This field
45. exported so that you may choose another file After you have completed running the convert routine press Tab at the Please select file prompt A window will appear for you to select how to print the export log Restore an exported file This function is used to restore one of more of the listed data files from the flat ASCII file format to the internal format The exported file is read in and an output file is created in the company sub directory with the name xxxxxx DAT Where xxxxxx is the file name From the File utilities menu select Restore an exported file A screen similar to the one below will appear Enter the following information for either active or inactive files FA 30 Pr Fae utne Fie tm AR K CF SA AP PC GL OK FO BR PH Gl OFP OPS OP UTA TR IR OER PA OK SR MP CM OS Heb l OeveGe2vRwtt Ooo nao dO File utilities Professional Invoicing Acme Enterprises Inc Restore from an export file Please select file E 1 P I notes file CPINOTF34 13 Transaction tax file PITAXF34 2 Invoice header file PIHDRF34 14 Invoice station file CIVCSTA34 3 Invoice line item file CPILINF34 15 Invoice format file PIFRMF34 4 Invoice aux file PIAUXF34 16 P I history header file CIHSHDR34 5 Quote header file CQHDRFI34 17 P I history line file CIHSLIN34 6 Quote line item file C QLINFI34 18 P I history aux file CIHSAUX34 7 Quote auxiliary file
46. for this invoice you are asked whether you want to save this deliver to address If you answer Y the address just entered will be put on the permanent Deliver to Addresses File automatically identified by the next deliver to number available for this customer If you answer N this new deliver to will be only for this one invoice and will not be saved Format 999 NOTE Fora miscellaneous customer customer number starting with an asterisk you are not asked for a separate deliver to address Instead the deliver to address is automatically set to be the same as the address just entered for this customer 7 P O If there is a customer purchase order enter the P O number Professional Invoicing Invoices User Manual 12 9 If the customer s required is set to require a P O number the invoice cannot be entered without one Should you attempt to continue on the system will display Customer P O number required and will not allow you to continue without one see the chapter titled Customers in the A R user manual Format 15 characters 8 Terms For a balance forward customer the customer s usual terms code displays and cannot be changed For an open item customer enter a terms code or use the option Option F1 to use the customer s usual terms code If the customer is a one time customer name starts with an asterisk or if you are entering the customer as you go use F1 to scan through the available t
47. for each numeric field 6 Integer digits Enter the number of integers digits to the left of the decimal point you want to print in this field up to the maximum shown or use the option Option Enter for the maximum shown Format 99 7 Decimal digits If the field has no decimal places Not applicable displays here Enter the number of decimal places you want to print up to the maximum shown or use the option Option Enter for the maximum shown 8 Commas If the field has fewer than 4 integer digits Not applicable displays here Answer Y to use commas when printing this field 9 Leading zeros If you specified to use commas Not applicable displays here Answer Y to include any beginning zeros when printing this field 10 Negatives If the field cannot be negative Not applicable displays here Enter the letter that designates how negative numbers are printed as follows Professional Invoicing Invoice Formats User Manual 21 15 R minus sign to the right of the number 99 99 L minus sign to the left of the number in a fixed position 99 99 F minus sign to the left of the number in a floating position 99 99 C CR to the right of the number 99 99CR P enclose number in parentheses 99 99 When you complete entry of a numeric field the print format of the field as you have defined it is displayed on the screen Date Fields The following field displays
48. from scratch If any additional unusual services were performed these could be entered in the invoice as additional line items To Begin From the P I menu select Standard bills Then select Enter Entering Standard Bills A screen appears for you to enter a standard bill number and description Professional Invoicing Standard Bills User Manual 14 1 From this screen you can work with both new and existing standard bills If a standard bill has already been entered for the standard bill number you specify it will appear and be available for changes or deletion 1 Standard bill For a new standard bill Enter a number for this standard bill If an existing standard bill appears and this is not what you want press Tab and enter a new standard bill number Format 6 characters For an existing standard bill Enter the standard bill number or use the option Option F1 to scan through the standard bills on file in bill number order You can also press F3 to delete this standard bill entirely If you want to delete only line items see Deleting Line Items below Changing line items for an existing standard bill is explained here for your reference This works the same as for an invoice or recurring bill At this point if you are not making changes to line items skip to Description Changing Line Items Enter the sequence number of the line item you want to change or use the option Option F
49. have not done so read that chapter now and return to this chapter Your Accountant We advise that you consult with your accountant before using Samco s accounting packages He or she is a professional in the accounting area and should understand your computer accounting software if he she is to continue to serve you well Moreover because of his her expertise your accountant may have some good advice for you regarding converting from your old system to your new Samco package s Accounts Receivable Inventory Management and Job Cost First you must install and set up the A R package A R is required for use with P I If you will use P I with the I C package optional you must install 1 C before starting to use P I If you will use P I with the J C package you must also install J C before starting to use P I Professional Invoicing Getting Started User Manual 2 1 The P I Data Files NOTE P I comes with various predefined invoice formats in an Invoice Format File PIFRMF DAT See the section titled Load in the Invoice formats chapter for instructions on loading the predefined invoice formats There are several different data files which you enter before you begin using the package on a regular basis Here is a brief explanation of those files P I Control File You must enter information in the P I Control File before you can start using other selections within P I This file contains information which defines how you wi
50. in any area of accounting the dollar amount of the activity is recorded under the appropriate G L account numbers Profit Centre A profit centre is a part of your company for instance a department or a regional office for which sales and or expenses and sometimes profits can be calculated separately from the total sales and expenses of the whole company In the Samco s system the G L account number can be up to 16 characters long broken up into a maximum of 5 sections see the chapter titled Company information in the System Functions manual for details on defining your G L account structure Any one of the sections of your G L account can be defined as the profit centre For example your office supplies G L account is number 5200 If you want to track office supply expenses independently for each of your three major departments dept A dept B and dept C you could append 001 002 and 003 to the 5200 main Professional Invoicing Understanding Professional Invoicing User Manual 1 4 account number rather than use a different main account number such as 5201 5202 and 5203 for each department as follows 5200 001 Office supplies dept A 5200 002 Office supplies dept B 5200 003 Office supplies dept C Then whenever you re distributing allocating office supply expenses to G L accounts you use the above 7 digit numbers Later when you re printing reports you can specify that you only want to
51. is commissionable 10 G L acct This field appears on the screen only if the A R Control File specifies that sales are distributed If Inventory Management is not used This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change Professional Invoicing Invoices User Manual 12 24 If you choose to change the default enter the new sales account to which the revenue from this item is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I Control File F2 to accept the default sales account for the item If Inventory Management is used The sales account specified for this inventory item in the I C Item File displays automatically If the item s profit centre is wild carded then the sales account from the Item File is combined with the profit centre from the invoice header If you want to change this you must do so from Field number to change 2 If Job Cost is used If this line item is for a job the billing account for the job displays automatically If you want to change this you must do so from field number to change 2 10 Job If this invoice is not for a job this field will be skipped and N A for Not applicable will display automatically If this invoice is for a single job the job number entered on the header screen will display here automaticall
52. is just a temporary number which puts the line items into the order they will be printed on the invoice When you print the invoice each line item will automatically be assigned a new number in the same relative order For example when printed line items with sequence numbers 10 20 14 30 and 16 will appear in the order 10 14 16 20 30 and be numbered 1 2 3 4 5 If you want to add a line item between two other line items give the new one a number in between For example to insert a line item between 10 and 20 give it a sequence Professional Invoicing Invoices User Manual 12 14 number from 11 to 19 before or after it You should use 15 so you can later insert other line items Format 9999 Line type Enter the code for the type of line item G Goods such as parts books appliances etc S Services N Notes this is just a comment that prints at this point on the invoice B Standard bill a group of goods and or services that you can paste in all at once into the invoice see Standard Bills The appearance of the bottom part of the line item screen depends on the line type It also depends on whether or not you are using the Job Cost package Format 1 character Entering Goods Line Items After you type G you see PHETT ag s i a Fle tm AR K OF SA AP PC Gk UK PO BR PL OG OP OPS PATA TR IIR RAAD SR MP CM F Pe SOv Gevxkwts coc nao i Invoices Acme Enterprises Inc Enter
53. item b If you use both line item discounts and an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 Discntbl Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost If Inventory Management is not used Enter the unit cost or use the option Option F1 To use the unit cost in the Goods Services File NOTE This cost is used to calculate the margin profit margin on this line item This is required if you pay commissions based on margin It is also transferred into the A R Sales Transaction File and is included in the cost of the sale on the Sales Journal Format 999 999 999 If Inventory Management is used The unit cost is requested only in the following cases Professional Invoicing Invoices User Manual 12 22 e Fora miscellaneous inventory item item number begins with an asterisk e Fora credit line item on a regular invoice that is for a line item with a negative quantity e For all goods line items on a CR memo e Fora drop ship item In these cases the unit cost is required to keep the cost of sales in I C accurate It is also required if you pay commissions based on margin If you do not use cost of sales or pay commissions based on margin pres
54. line items to change You will save time then because you won t have to sort through all the line items to find the variable ones you want to change Enter F for fixed or V for variable If the quantity entered above is zero this field is automatically set to V 5 Unit price If Inventory Management is not used Enter the price per the unit for this item or use the option Option F1 to use the unit price in the Goods Services File The quantity is automatically multiplied by this unit price and the extended price appears Professional Invoicing Recurring Bills User Manual 13 11 NOTE If you are not using I C items with multi level prices will be calculated based on the quantity cut off Refer to the chapter titled Goods Services for details on extended price calculations Format 9 999 999 999 If Inventory Management is used Enter the unit price or use the option Option F1 to use the price as determined by the price code for this item in the Item File If there is no price code for this item Price 1 from the Item record is used The extended price appears NOTE If the unit price is zero you are asked Are you sure 2 Optional Fields Because of the choices made in the P I Control File and in the A R Control File some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered The optional fields are Discount or Discntbl 2
55. of Contents User Manual 1 3 RECUR IAG Bills accu cattreated cada E E EE AT ds recent eee nati A Semen M ated des 9 View Header Line Item and Totals Information sseeeeeeeeececcceeeeeeees 11 View Recurrence Information csccccccceccccccccecesssssssessseseececeeceeeess 11 CUNO EATON S ses gente e Baca ce PES Ee ela WhO 4 Se LEO teh be 14 Print Invoices ANd QUOTATIONS ccececcccccccccccccccccccccccccccccccessccccccecs 17 1 Printing INVOICES a Ciccecucereautctn cle rasi cece hea na d n o ed i ei i aa a 1 Printing QUOEALIONS 2 init council a erieh cover A ETE oiee hee ca tinkee aioe eteetes 4 POSE INVOICES esson nich cess soee ot scdcusmnenseee ses ieres Tara r TSTS raSi Eoia 18 1 Back ordered INVOICES sree EEEE EEE veose seen E a E 4 Posting of Services isci ccc cccececdwccesbacevansedcdciedsactesececlewiawea odes suslenecedaccevends 5 Posting of Goods and ltemS s sessessssosesceecsersssssecosecsesossesecosecseroesseseeo 5 Posting of Inventory ILEMS ssessessesessessescssessesossosessoseoseseoseoseseeseeses 5 Posting Miscellaneous Inventory ItemS ssesssssssssscsscossesssosecsscosscsssoseeseeo 6 Back Order Reports wives jasccccccewsana sdavindessesyuueas pasuseedeseuses OSESE eane EEN 19 1 BY Customer a erona a tani se ria acvad teeta kee cs E EE ucdvadeeteabile de tice 4 INVOICE HIStory cssscssseissiscerorrsesesissessercessiscecerisoe d asdosseies ced eseianssesaenees 20 1 Viewing Invo
56. of the service or use the option Option F1 to use the total cost for the service in the Goods Services File if any NOTE This cost is used to calculate the margin profit margin on this service This is required if you pay commissions based on margin It is also included in the cost of the sales transaction in A R when an invoice produced from this quotation is posted Format 999 999 999 unit cost 9 999 999 99 total cost 8 Tax amount The total amount of all taxes for this line item is displayed and the field is skipped Changes can be made only at the Field number to change prompt If you wish to change or view the taxes calculated by tax type select this field at the Field number to change prompt A window similar to the one shown below is displayed r Tax Override Type Item tax Txbl Tax amount Txbl amt GST Txb1 15 00 300 00 pst LJ 00 ust _ 00 Order discount 00 For each tax type enter the following information Professional Invoicing Quotations User Manual 15 22 Item tax Enter a taxable code to apply to the tax type or press Enter to leave blank Txbl Enter the letter reflecting the taxable status of this service for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply for this service or
57. order or type D for Date order Format 1 character 2 Starting cust 3 Ending cust Enter the range of customers to include on the list Follow the screen instructions Format 12 characters at each field 4 Starting date 5 Ending date Enter the range of quotation dates to include on the list Follow the screen instructions Format MMDDYY at each field 6 Reference Enter the quotation reference number of the quotations to show or use the option Option F1 to show quotations for All reference numbers Format 6 characters 7 What to print Select how much information to show on the list for each quotation of header lines Press Enter to show 1 header line per quotation type 2 for 2 lines or press F1 to show All header lines for each quotation Format 9 lines per line item Press Enter to show 1 line per line item type 0 for none type 2 for 2 type 3 for 3 or press F1 to show ALl information for each line item If you enter 0 this means you don t want to show line items at all Format 1 line Quote totals Professional Invoicing Quotations User Manual 15 35 Press Enter to show the totals information for each quotation Answer N if you don t want to show totals information for individual quotations A sample Quotations List is at the end of this chapter Using Quotations as Invoices This selection allows you to use quotations as invoices The quotation
58. print only a services list here To print an inventory item list use the Items selection in the I C package From the Goods Services menu select Print If you are not using I C you are asked to enter to print a Goods list or to print a Services list Services List 1 Starting service 2 Ending service Enter the range of services to include on the list Follow the screen instructions Print tax detail Answer Y if you want the taxable status information printed for each service Goods List 1 Starting item 2 Ending item Enter the range of items to include on the list Follow the screen instructions Print tax detail Answer Y if you want the taxable status information printed for each item Professional Invoicing Goods Services User Manual 7 8 SAMCO Building business and technology relationships Chapter 8 Terms Introduction Use this selection to enter terms codes These codes are normally entered as part of setting up the Accounts Receivable package For your convenience you can also enter them here Terms codes are part of the A R Codes File if you entered terms codes when you set up A R you do not have to re enter them here unless you now have additional codes for P I Each terms code represents a type of payment terms you give to at least one of your customers Payment terms specify features such as how many days after a sale the payment is due whether there is a di
59. sales transaction with a conflicting invoice number was entered through Sales in A R If the software detects this condition the P I invoice will remain on file and its information will not be posted to the A R and I C files To resolve this you can either e Delete the sales transaction in A R having the same invoice number or e Reprint this P I invoice with a different starting invoice number so that the conflict will not occur and then post it again Back ordered invoices When an invoice is posted if all lines on the invoice are fully shipped or partially shipped but out of stock then the invoice is deleted from the system If one or more Professional Invoicing Post Invoices User Manual 18 4 lines are back ordered then these lines are retained and the invoice is marked as a Backordered invoice In this case when the back orders can be filled use Invoices to enter the quantities that can now be shipped When you reach the totals screen for such an invoice you will have to enter the fields on the screen as if the invoice had been entered for the first time except for the discount percent and comment if any This is required so that the fields on the totals screen such as sales tax and commission amount are properly filled in based upon the quantities that are now to be shipped Posting of Services The G L postings for Services are as follows DR Customer s A R account CR G L Account in line item For c
60. see the data for dept A dept B or dept C Profit centres also apply to sales A typical use for tracking sales by profit centre is for a company which has several sales offices By making each sales office a profit centre you can separately track the sales performance of each office Function Function refers to a group of programs that accomplish a specific task Each selection on this package s menus is a function When you select a function from a menu one or more programs are then automatically executed thereby accomplishing the task you selected Data Organization Most of the information you enter into your computer is stored on your disk In order for computer programs to be able to locate specific pieces of data within large masses of data and to be able to process data logically data must be organized in some predictable way Accounting software organizes your data for you automatically as it stores it on your disk There are five terms you should understand about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of data For example a name a date and a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing a customer s name his address and his account balance might be grouped toge
61. the header and totals screen This field does not refer to Notes line items which are printed as per your answer to lines per line item Report totals Press Enter to show the grand total information for all invoices on this report otherwise answer N 7 B O invoices only This field only appears if back orders are specified in P I Control File Press Enter to show back order invoices only Answer N if you don t want to print back order invoices only Professional Invoicing Invoices User Manual 12 49 SAMCO Building business and technology relationships Chapter 13 Recurring Bills Introduction A recurring bill is an invoice which is billed over and over for a sale made at regular intervals to the same customer For example if a pest control service sprayed a building every month an invoice for the service would be printed each month This would be a recurring bill or recurring invoice Use this selection to enter recurring bills You can also select the recurring bills that you want to use as invoices during each billing cycle The recurring bills remain on file for use in later billing cycles If you are using the Job Cost package you can set up a recurring bill for a job NOTE The Enter option of this selection works similarly to Invoices However credit checking is done only when a recurring bill is selected to be turned into an invoice option 3 on the menu If the customer is already over his
62. the chapter titled Company Data in the System Functions manuals for details Start up your Samco software as you normally would From the company ID s main menu the main menu is the one that displays all of the modules available for use select Professional invoicing The Professional invoicing menu then appears Professional Invoicing Using Professional Invoicing User Manual 3 2 H 34 Mi Profesaonal fea wom Fle fot AR K OF SA AP PC OL IC PO BR PL CL FP PS AP TA TR PER IR PA OK SR MP CM SF Hep Poxas tute Di SAMCO Power Accounting Professional Invoicing Acme Enterprises Inc Please select Recurring bills Standard bills Quotations View Print invoices and quotations Post invoices Back order reports d Ead Pad TS A Ead kad bad Invoice history Make a selection or press F2 for more selections or F11 for help at any time NOTE If you are setting up Professional Invoicing for the first time only a few menu selections will appear Once the P I control information has been set up the normal P I menus will be displayed The selections that you will be using most often such as Invoices are on the first screen of the main menu To choose one of the selections shown above type the number of the selection and press Enter For example to select Invoices type 1 To get to page 2 of the menu press F2 from page 1 Professional Invoicing Using Professional Invoicing User Manual 3 3
63. the customer s city Format 15 characters Prov Enter the code of the customer s province Format 4 characters Postal Cd Enter the customer s postal code Format 10 characters Stmnt cycle Enter the statement cycle code which specifies how often statements are to be printed for this customer or use the option Option Enter To use the statement cycle specified in the P I Control File Later in the Statements selection in A R you can specify which statement cycles to print statements for Professional Invoicing Invoices User Manual 12 7 Suggested statement cycle codes are W weekly M monthly Q quarterly etc although any letter or number is allowed as well as special characters such as Format 1 character Contact 1 Enter the name of the person to contact at the customer s location The name entered here becomes Contact 1 in the Customer record Format 25 characters Cus type Entering a customer type is completely optional Enter the customer type or use the option Option Enter to use the customer type specified in the P I Control File If you plan to use the Sales Analysis S A package entering a customer type here will enable you to evaluate sales information for different customer types to determine their relative profitability If you do not intend to use S A you might still want to categorize customers by type for your own information Some price codes in the Inventory Manage
64. the drop ship clearing account A drop shipped item is an item which is shipped directly to the customer from your supplier When you don t drop ship but do sell goods from inventory the item s expense account is debited and the balance sheet inventory account is credited However drop shipped items do not come out of your inventory For drop shipped items the item s expense account is still debited but the credit goes to the drop ship clearing account If you are using Accounts Payable you must enter a voucher for your cost for the drop shipped items when you receive an invoice from the vendor for the drop shipped items When distributing the expense in the Payables selection in the A P package be sure to use the same drop ship clearing account that you enter here This will result in a debit to the drop ship clearing account thus clearing the account balance to zero When you are using A P the balance in the drop ship clearing account should be zero at the end of each accounting period If it isnot zero vouchers have not been entered for one or more drop shipped items In this case consult with your accountant regarding G L adjustments needed to reflect merchandise which you have drop shipped for which you have not yet received an invoice from the vendors concerned 30 Multiple warehouses This question appears only if you use multiple warehouses in Inventory Management Answer Y if you want to be able to choose which wareho
65. the invoice are fully shipped or partially shipped but out of stock then the invoice is deleted from the system If one or more lines are back ordered then these lines are retained and the invoice is marked as a Back ordered invoice In this case when the back orders can be filled use Invoices to enter the quantities that can now be shipped When you reach the totals screen for such an invoice you will have to enter the fields on the screen as if the invoice had been entered for the first time except for the discount percent and comment if any This is required so that the fields on the totals screen such as sales tax and commission amount are properly filled in based upon the quantities that are now to be shipped Printing a List of Invoices From the Invoices menu select List Professional Invoicing Invoices User Manual 12 47 fle toe AA OK OF SA AP RC UG CU OUR Mh UP OS P TM TR R OUR PA OOK CSR OMP OM OF ee Invoices Acme Enterprises Inc Please enter oa 1 Print in order by 2 3 4 Starting invoice date 5 Ending invoice date 6 What to print of header lines lines per line item Bill totals Invoice notes Report totals 7 B O invoices only B Bill reference C Customer number N customer Name G bill Group Enter the information as follows 1 Print in order by Enter the order in which you want the invoices shown on the list press Enter for bill reference number order or t
66. the usual way You cannot change the bill reference number bill type or customer number You are next asked if you wish to change the line items If you answer Y the line item screen appears If you wish to change or view the totals screen without changing line items answer Y to the change line items question then press Tab when the line item screen appears The totals screen then appears for changes Proceed as in entering a line item for a new invoice as described in the Line item screen section 2 Bill type Enter the bill type I for Invoice or C for Credit memo or use the option Option Enter To use the last bill type entered if any or default to Invoice if this is the first entry Format 1 character Apply to If the bill type is C credit memo you are then asked to enter an apply to number Correcting entry displays in the upper right of the screen This is the number of the invoice to which this credit memo applies Enter the apply to number or use the option Option Enter If this credit does not apply to any particular invoice Format 999999 Professional Invoicing Invoices User Manual 12 4 3 Bill group Entering a bill group is completely optional Enter a code to assign this invoice to a group of invoices You can use this code later to sort or print invoices by groups If you are using immediate invoicing you may also use the option Option F1 to use the st
67. to refer to it occasionally Each chapter of this manual provides instructions on how to use a particular selection of your software The instructions include many examples of what to enter where In fact you can go through the manual entering all the examples as you come across them This will give you a good demonstration of the capabilities of your new software Each chapter has sample printouts of the information entered during the examples for you to compare If you enter the examples you will want to initialize the data files before you begin entering your actual business information When you initialize a file you mean to clear out all information I ve entered for that file The initialization procedure is given in one of the appendixes After initialization you would restart with this chapter and enter your actual business information Initialization is described in an appendix at the end of this manual On line Version For your convenience all of Samco s user manuals are provided in an on line version Simply press F10 F11 from anywhere within the Samco system Refer to the chapter titled Help SAM in the System Functions manual for details To Start Professional Invoicing If you are adding Professional Invoicing to an existing installation you will need to add it to each company ID you wish to use it under using the Company data option within System Functions This must be done prior to continuing Refer to
68. totals cannot be used interactively 4 Calculation registers are not actually printed until you enter them in the header line or totals sections using the Calculation register field Displaying a Form While entering a form you can press F2 to see what the form looks like so far Follow the screen instructions If one field overlaps another field either question marks or asterisks appear in the area of overlap Question marks display if none of the overlapping fields are conditionally printed in which case you probably need to change the position of a field Asterisks display if at least one of the overlapping fields is conditionally printed In this case you may wish to review the definitions of the overlapping fields to ensure that they do not print under the same conditions Testing a Form A test form can be printed that substitutes X s or 9 s for each field that you have selected to print You can print the test on the actual form you intend to use or on plain paper When using printing an invoice you can also print a test alignment form To test your form at the first Forms screen display the form you wish to test and press F5 When the printers list displays select the printer on which this form is to be printed Copying a Form You can rapidly produce a new form by copying an existing form that is similar to the new one After copying the form tailor the new form by changing the form and field information
69. use one of the options Options F1 to start from the First customer Enter to select by customer name Follow the screen instructions If you chose to view by customer name enter the starting customer s full or partial name or use one of the options Options F1 for the first customer who has recurring bills on file Enter to return to selecting by customer number Format 12 characters Enter the next date cut off or use one of the options Options Enter to use the system date F1 for No cut off date If you enter a date here only recurring bills that are due on or before this date will be shown on the subsequent screens Format MMDDYY You see Professional Invoicing View User Manual 16 10 Smith s Renovations TEST 8 07 08 Anthony Jones Inc TEST 0 00 00 Neptune Uberwater Supply 3371 AAA 6 07 08 55815 F2 Select screen line for detailed inquiry EE The recurring bills are listed one line per bill If you are using the Job Cost package you can press F2 to display the job numbers for the recurring bills on the screen You can then press F2 again to redisplay the purchase order numbers You may start a new selection of recurring bills by pressing Tab or select the screen line number for a more detailed inquiry into any particular bill shown on the screen You can look at details of all information in the bill header line item totals and recurrence sections View Header Line Item an
70. use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount Txbl amount This field displays the taxable portion of the extended price and cannot be changed 9 Commisnbl This field is skipped if the A R Control File specifies that you do not use commissions Answer Y if this line item is commissionable 10 G L acct This field appears only if the A R Control File specifies that sales are distributed This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change If you choose to change the default enter the new sales account to which the revenue from this item is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I Control File F2 to accept the default sales account for the service If Job Cost is used If Job Cost is used and if this line item is for a job the billing account specified on the job header for this job displays automatically Professional Invoicing Quotations User Manual 15 23 To change this you must do so from Field number to change Make any desired changes as usual If Job Cost is interfaced fields 10 and 11 appear as shown below G L acct becomes field 12 10 Job This field is a display field only and cannot be changed If this quotation is not for a job th
71. with an asterisk In this case the unit cost is required to keep the cost of sales in I C accurate If you do not use cost of sales in I C press Enter to default to zero In the case of a regular line item positive order quantity for a regular inventory item the unit cost is not requested Instead an approximate value for the unit cost is displayed automatically and the name of the field changes depending on the inventory valuation method specified in the I C Control File The cost is displayed as follows LIFO valuation method Replacement cost FIFO valuation method Average cost Average cost valuation method Average cost Standard cost valuation method Standard cost The actual cost is calculated exactly when the invoice from this recurring bill is posted For the standard cost valuation method the actual cost is the standard cost 8 Tax amount The total amount of all taxes for this line item is displayed and the field is skipped Changes can be made only at the Field number to change prompt If you wish to change or view the taxes calculated by tax type select this field at the Field number to change prompt A window similar to the one shown below is displayed Professional Invoicing Recurring Bills User Manual 13 13 Tax Override Type Item tax Txbl Tax amount Txbl amt GST i Txb 7 00 140 00 pst i 00 ast _ 00 Order discount 00 For each tax type enter the following inf
72. with posting otherwise answer N If you answer Y a menu appears for you to select how to print a register of posted invoices and a register of miscellaneous and drop ship goods items Follow the screen instructions All invoices including those created from recurring bills and from quotations which have been printed and meet the three posting criteria above Cut off invoice date Cut off invoice and Bill group are then posted to A R If you are using Inventory Management they are also posted to I C Refer to the Accounts Receivable and Inventory Management packages for examples of registers mentioned here IMPORTANT NOTE INCOMPLETE POSTING The posting of invoices from the P I package involves up to three different parts Each of these parts is actually a separate posting in itself 1 There is always the posting of A R sales transactions in the A R package 2 If you have answered Y to Ask cash with invoice 2 in the P I Control File then the handling of cash entered on invoices depends upon the setting of the field Post cash to A R 2 which is also in the P I Control File If cash is to be posted to A R then cash receipts transactions are generated for cash entered on invoices in P I and these entries are posted along with any other cash receipt entries already on file in A R If cash is not to be posted to A R no posting of cash Professional Invoicing Post Invoices User Manual 18 3 receipts occu
73. you then answer Y you are asked whether it should be added to the file This gives you a chance to enter new items as you go If you answer N to this second question this item will appear only on the current standard bill and will not be added to the Goods Services File Format 15 characters Unit If this item is in the Goods Services File the unit will display automatically If the item is not in the file you must enter a unit or use the option Option F1 To use EACH Format 4 characters If Inventory Control is used Enter the inventory item number or use one of the options Option F1 to scan through the items in the Item File Enter to look up the item by description NOTE If the unit or conversion factor for an inventory item is changed in the I C Item File you must delete any P I line items using that inventory item then re enter them Otherwise your invoices will contain the old unit and conversion factor If you left the number blank enter the item s description or any portion of it beginning with the first letter The first item with a description matching the entered characters appears and you are asked if this is the item you want Answer Y to select it N to enter another item or press F1 to see the next item in alphabetical order You are then asked Right item Answer N to select another item as above or continue to press F1 When the right item appears press Enter to select it Miscellaneous items
74. 1 Goods Services aux file GDSAUX34 10 Recurring bill aux file CRAUXFI34 22 P I control file PICTLF34 1i Standard bill file STDBIL34 23 Taxable codes file CICCODS34 12 Standard bill aux file CSTDAUX34 Press F1 for All E Enter the following information for either active or inactive files Please select file Enter the number of the file you wish to rebuild or use the option Option F1 to rebuild All of the data files A new screen will appear showing the status of each file as it is being rebuilt Once completed you are returned to the Rebuild a file screen Professional Invoicing File Utilities User Manual B 8
75. 1 to scan through the line items on this standard bill When the correct line item is displayed press Enter then make any desired changes You cannot change the sequence number or line item type Deleting Line Items You can delete the line item selected by pressing F3 If you press F3 you are notified that this line item will be deleted and asked Is this correct 2 If you change your mind press Enter to not delete this line item Otherwise answer Y to delete it Adding Line Items From the first line item screen you can either enter a new sequence number or use the option Professional Invoicing Standard Bills User Manual 14 2 Option F2 to assign the next sequence number to a new line item Proceed as in entering a line item for a new invoice as described in the Line Item Screen section 2 Description Enter a description for this standard bill This is for your reference only Format 2 lines of 25 characters each A screen appears to enter the first line item on this standard bill PETE E x Fie ES AR K oE S A AAN WH ok Fi a FP PS P T TA AR R PAD SR M OM E Heb e x TEA Standard bills Acme Enterprises Inc Enter Standard bill 1 Standard bill 1 4 Sequence f Line type 2 line items Invoice total 540 00 F1 next line item F2 Sequence 30 J Enter the information as follows 1 Sequence Enter a sequence number for this line item just as in Invoices Profession
76. 15 25 Enter whatever notes or comments you wish to appear on the quotation at this point You can press Enter at the beginning of any line to leave a blank line To exit from entering the note press F2 Format 10 lines of text each up to the number of characters specified for Service text length in the P I Control File Make any changes as usual The screen clears for entering the next line item Enter the sequence number of the next line item or press Tab to exit from entering line items and go on to the totals screen Entering Standard Bill Line Items 1 Sequence Press F2 to assign the next sequence number to the first line of the standard bill Format 9999 Line type Enter B for standard Bill You see Professional Invoicing Quotations User Manual 15 26 Standard bill H 36 Pr Quotations a Fle Em AR K OF SA AP PC Gt IC PO GR Pl CL FP PS TA TR PER IR PA OX SR MP CM SF Help SSOxXGaevXwvts COO Or Ql Et Enter the number of the standard bill that you want to paste into this quotation You can enter any portion of a standard bill number assigned in the Standard bills selection You can also use the option Option F1 to scan through the standard bills on file If you entered a number the standard bill with the closest match to what you entered displays along with a count of the number of line items in this bill Whether you entered a number or used F1 you can then press
77. 1Y9 ee 3 Ariel Enterprises 4 Gerry White E 5 900 Acme Computer Training a Surrey BC V3W 9E9 2 A g 123 Any Street Any Town BC V4R_ 3T9 Press Tab to reselect the starting customer or select the screen line number to the left of the customer number of the customer to view in more detail You will see the content of the first screen from A R for this customer Use F6 to view or change notes for the customer Press Enter to display the second screen from A R then Enter again to return to the View Customers selection screen To select another starting customer number press Tab To end viewing customers press Tab again Invoices From the View menu select Invoices You see Professional Invoicing View User Manual 16 3 You can view invoices by bill reference number by customer number or by customer name Enter the starting bill reference number or use one of the options Options F1 to start from the invoice with the lowest bill reference number Enter to look up the invoice by customer number or customer name Format 999999 To view invoices by customer number enter the starting customer number for the invoices to view or use one of the options Options F1 to get the first customer with invoices on file Enter to select the starting customer by name Format 12 characters To view invoices by customer name enter the full or partial name or use one of the o
78. 2 34 Invoice Form 12 34 13 34 Invoice Form 13 34 formerly 10 07 For a full list of all predefined forms use the Invoice formats Print selection If you select to use a different form you can make a copy of an already existing form that is similar to the form you wish to use and modify the copy You may also design your form from scratch but this is not recommended Virtually an unlimited number of forms can be defined with this selection nvoice formats allow you to print almost any information field in the P I invoice and quotation Header Line Item Tax and Auxiliary files We suggest that you first become familiar with the predefined forms provided with this package Then use this chapter to modify the predefined forms as required or design your own forms Definitions Described below are definitions for certain terms used in this selection and this chapter NOTE Since invoices credit memos and quotations are essentially the same we will use the terminology invoice to refer to all types of documents Header Line Item and Totals Groups Each form consists of three information groups Header Line item 1 Line item 2 Line item 3 Etc Totals The Header is the top part of the form and typically includes information that relates to the invoice in general for example the invoice number invoice date customer s name and address Header information always prints before Line Item and Totals in
79. 7 00 5 Commis pct 00 6 Commis amt 1 00 7 Comment i a Field number to change The Invoice tot recurring bill total is the total dollar amount of all line items less line item discounts if any The Invoice disc field displays only if the P I Control File specifies that you use overall invoice discounts After you enter the Invc disc field 1 the total dollar amount of the discount will display The Commissionable field displays only if the A R Control File specifies that commissions are used It is the total dollar amount that is subject to a commission NOTE The P I Control File or A R Control File may specify that some of the following options are not used In this case the related field does not appear and all later fields are renumbered The optional fields are e INVC DISC MISC CHARGES FREIGHT Enter the information as follows 1 Inve disc Professional Invoicing Recurring Bills User Manual 13 26 This field is skipped if the P I Control File specifies that you do not use overall invoice discounts Enter the invoice discount percent or use the option Option F1 to use the customer s non zero discount percent in the Customer File in A R The invoice discount dollar amount at the top of the screen and the discounted net are automatically calculated and displayed The discounted net is the invoice total less the discount Format 99 999 2
80. A miscellaneous item has an item number that begins with an asterisk If you enter a miscellaneous item for the item number you are requested to enter the unit If Professional Invoicing Standard Bills User Manual 14 5 there is a unit already in the Item File for this item it is displayed automatically and you can change it if you wish You are then requested to enter the item description Format 15 characters Warehouse This field appears only if the P I Control File specifies that multiple warehouses are used Enter the code for the warehouse from which the item is to be shipped or use the option Option F1 to use the default warehouse in the P I Control File Format 2 characters The warehouse must exist in the I C Warehouse File and the item must be stocked at this warehouse If not an error message appears and you must correct the condition in the I C package Refer to the Inventory Management User Manual 3 Description For an item that is already on file and not a miscellaneous item the description displays automatically You can change this if you wish or press Enter to accept it as 1S If you are entering a new item which you can do only if you are NOT using I C or if this is a miscellaneous item then enter the description of the item Format 2 lines of 25 characters each 4 Quantity Drop shipped items If this item is to be drop shipped shipped directly to the customer from your supplier
81. C Control File that change orders are not used the field appears as Cat sub instead of Cat sub cng Enter the cost item of the job to which you want the cost of this inventory item to go When this invoice is posted the inventory cost for this line item will automatically be transferred into the job for the cost item you specify here If you do not want the cost of this inventory item to be automatically transferred into the job leave this field blank If this line item or this invoice is not for a job this field will be skipped and N A appears automatically Also if this line item is for a drop ship or miscellaneous item item starting with an asterisk this field will be skipped Costs for drop ship or miscellaneous items can only be transferred to a job through the A P package Enter the cost item number in the standard way as is done in the Job Cost package category number sub job number and change order number If you do not use change orders you will be asked for only the category number and sub job number You can press F1 to scan through the cost items on file If there is a sub job number displayed in the preceding field this sub job number will be displayed automatically here and cannot be changed Format 9999999 category number 999 sub job number 999 change order number Customer Credit Check NOTE Credit is not checked here if credit checking has been suspended previously while entering
82. E 7 Entering Goods line items e eessessssesescsccsesssscssccsecsesossesecceecsereseeseee 8 Entering Services Line It MS ccccsceccccccccvcsscccscessscescccescssectccscseseess 15 Entering Notes Line ItemS esseosessoscosesscoresreccecoscseerocrecsesreesereeseete 22 Entering Standard Bill Line Items ssessssssessscsscssssssessscsscsesessesseessees 23 Totals Screen oeisio neuen aaitinter E EAEE E O E a T A 25 Recurrence Information Screen sssessessssssessecsscoesosesssecssceseesessseceeeese 30 Printing a List of Recurring Bills cccccceecssescccececccccerereeteesessesescoees 32 Selecting Recurring Bills for Use csseececcccccceccccccceecessssssesssseeseecs 35 Using Selected Recurring Bills essssesssssessersseesesosecsecoscosesseecsecoseeseeeee 39 When I C and Back Orders Are Used cccescccccccccrcesecsesssscsscsssecsccsoues 39 Standard BillSisc vcs cvscsendstiweessercakendesteessuisansedsccsetes a eR aS 14 1 Entering Standard Bis ie iccics stutavsnse deeds so satutareca da E E R Snead a E aa 1 Entering Goods Line Items sisscacds saver scdsicnseav nn saveue aren neds saver nvdesdnsicawes staeduns 4 Entering Services Line It MsS cccccccccccccsccsnseccesenceseeveccecccsctsnsecess 11 Entering Notes Line MOMs wisi ince scnsiccvweue cyan cove bide Velee tees dsced sense teensebe vey 16 Printing a List of Standard Bills ccc cece c
83. F2 to look at the details of any particular bill Format 6 characters You can use the PgUp and PgDn keys to see all of the line items in the standard bill Professional Invoicin uotations User Manual 15 27 When the correct standard bill is displayed press Enter in response to Right standard bill 2 You are then asked Use this standard bill If N you can enter a new standard bill number as above If Y the standard bill you selected is transferred to this quotation If you are using profit centres When standard bills are copied the main accounts entered for Goods line items in the standard bill are combined with the profit centre from the quotation header if the profit centre is wild carded For Service lines the main accounts on the standard bill line items are combined with the profit centre entered on the quotation header if the profit centre is wild carded If you are using I C and J C If you are using Job Cost and I C and if this quotation is for a job and the job uses but does not bill for sub jobs you will be asked to enter the sub job number If you are using Job Cost and I C and change orders are used in J C and this quotation is for a job you will be asked for the change order number for this standard bill Press Enter if this standard bill is not for a change order or enter the change order number The change order must already be defined for the job You are informed when the standard bill has
84. Fie ffm AAR K OF SA AP PC UG OU FO GR FL OG OP OPS PT TR R OER PA DK SR OMP CM SF Heb CEA ES J oc Recurring bills Acme Enterprises Inc Enter Ref TEST Customer 1 Smi th s Renovat ions CR limit 100 Balance 1 457 73 4 Sequence Bo Line type Goods 2 Item Unit 3 Description 4 Quantity 5 Unit price Extended price 6 Discount Line disc amt 7 Avg cost 8 Tax amount Line item net 9 Commisnb 10 Job 11 Sub job 12 Cat sub cng 13 G L acct 2 line items Invoice total 540 00 F1 next item blank look up by description 2 Item If Inventory Management is not used Enter the item number or use one of the options Options F1 to scan through the items in the Goods Services File Enter to enter a one time item that is not on the file If you enter an item number that is not on file you are informed that this item is not in the Goods Services File and asked whether you want to enter it anyway If you then answer Y you are asked whether it should be added to the file This gives you a chance to enter new items as you go If you answer N to this second question this item will appear only on the current recurring bill and will not be added to the Goods Services File Format 15 characters Unit If this item is on the Goods Services File the unit will display automatically Professional Invoicing Recurring Bills User Manual 13 9 If the item is not in the file you must enter t
85. File Note that the user defined fields are alphanumeric not date or numeric fields Whatever you enter here will appear exactly that way on the invoice 14 2nd user defined field This field appears only if it is defined in the P I Control File The name of the second optional field in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control File 15 3rd user defined field This field appears only if it is defined in the P I Control File The name of the third optional field in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control File Make any changes as usual If you are interfaced to General Ledger and are using correcting entries indicate whether this is a correcting entry by pressing F5 Refer to the G L User Manual chapter titled Control Information If Job Cost is interfaced fields 13 and 14 appear as shown below and the user defined fields are renumbered 13 Job This is the number of the job that this invoice is for The job must be an active or closed job already on file in the Job Cost package Enter the job number or use the one of the options Professional Invoicing Invoices User Manual 12 12 Options F1 to scan through the jobs on file in the Job Cost package F2 if this invoice is for multiple jobs you will be as
86. First line for headers field number 7 Format 999 10 Last line for line items Enter the line number on which the last line item is to print Your entry must be higher than the line number specified for First line for line items field number 9 Format 999 11 First line for totals Enter the first line number on which totals information is to print Your entry must be higher than the line number specified for Last line for line items field number 10 and less than the number of lines specified for Length field number 6 Make changes as usual For an existing form you are then asked View change form layout Answer Y if you wish to review or work with any of the fields to be printed on the form After making any changes the second screen appears as follows Professional Invoicing Invoice Formats User Manual 21 6 Fie Eom AR K OF SA AP PC Gt UK FO BR Pl OG FP OPS PP OTA OTR OPER OER PA D SR MP CM OS Help 8 By A Setup Acme Enterprises Inc Invoice formats Enter 13 Maximum of rows per line item 10 14 Skip a row between line items N l 15 Split line items between pages N 16 Use pre printed forms vi 17 Order of printing of line items Line type 18 First type of line item to print Services 19 Second type of line item to print Good s 20 Print line type sub totals v 21 Description of goods sub total Sub total 22 Description of services sub totals Sub total 23 Force column pos
87. I Back Order Control All invoices which contain back ordered items remain on file as open orders until the back orders have either been filled or cancelled You may print reports showing back orders by item and back orders by customer to help in back order control Point of Sale Mode of Operation You can choose to print invoices immediately after you enter them so that your customer has a paper invoice at the time of sale Quotations You can print quotations immediately to respond to customers requests Entering and printing quotations does not affect Accounts Receivable or inventory Quotations can be turned into invoices automatically without having to re enter data These invoices can be printed immediately or at a later time Supplies Information to Job Cost If you choose to interface P I with Job Cost you can enter invoices for jobs and have all billing information transferred to Job Cost automatically If you are using Inventory Management inventory item costs for jobs are automatically transferred to Job Cost Billing for Multiple Jobs You are allowed to bill for multiple jobs on one invoice Also the flexible formatting of invoices and quotations allows you to print work orders for jobs Recurring Invoices Professional Invoicing Understanding Professional Invoicing User Manual 1 8 You can enter recurring invoices recurring bills and turn them into invoices at any interval you specify You can use this fe
88. Job Cost package category number sub job number and change order number If you do not use change orders you will be asked for only the category number and sub job number You can press F1 to scan through the cost items on file If there is a sub job number displayed in the preceding field it will be displayed automatically here and cannot be changed Format 9999999 category number 999 sub job number 999 change order number Professional Invoicing Quotations User Manual 15 18 CEET Sa Fe m AR K OF SA AP PC GL CO O RAAF P TA TR PER ER PA DK SR MP CM OS Heip The SO GevRwts coc 2 gt a _ Quotations Acme Enterprises Inc Enter Ref TEST Customer 99 Anthony Jones Inc CR limit Unlimited Balance 18 350 72 Part ship v Backords v 4 Sequence 20 Line type Services 2 Service a Unit 3 Description 4 Quantity Unit price Extended price Discount Line disc amt Unit cost Tax amount Line item net Commisnbli 10 Job 11 Sub job 2 2S ee 12 G L acct 1 line items Line total 1 450 00 Enter service F1 next service or leave blank for one time service l J screen clears to enter the next line item Enter the sequence number of the next line item or press Tab to exit from entering line items and go on to the totals screen Entering Services Line Items 1 Sequence Enter a sequence number here exactly as in nvoices Format 9999 Line ty
89. M CTR UPR OER OPA OOK SR MP CM SF Heb Ox LA r A _ Invoices Acme Enterprises Inc _ Enter 4 Bill ref Ee 7 P O 8 Terms 2 Bill type 9 Ship via 10 Courier A C 3 Bill group 11 Tax group 4 Invoice date 12 Sales rep 13 Profit ctr x 5 Customer 14 Job Country 6 Ship to 15 Sub job 16 UDF 1 17 UDF 2 Country 18 UDF 3 F1 next invoice F2 next bill reference J From this screen you can work with both new and existing invoices and line items If an invoice has already been entered for the bill reference number you specify that invoice will appear and be available for changes or deletion Enter the following information 1 Bill ref For a new invoice This is your own reference number for the invoice It is not the invoice number The invoice number is assigned when the invoice is posted Professional Invoicing Invoices User Manual 12 3 Enter a reference number for this invoice or use the option Option F2 to use the next available reference number as specified in the P I Control File Format 999999 For an existing invoice Enter its reference number or use the option Option F1 to scan through the invoices on file If you are not changing invoices or line items at this point skip to 2 BILL TYPE below If this invoice has already been printed Already printed appears at the top of the screen Change the information on this screen in
90. OFP OPS RP TA TR ERR PA OOK SR MP OM F H P A View Acme Enterprises Inc Standard bills Starting standard bill First Std bill Description 1 Description 2 of 4ines 1 1 Standard bill 1 Ql 12 2 Standard bill 2 2 Select screen line for detailed inquiry The bills are listed on the screen Select the screen line number to the left of Std bill of the bill you wish to view or use the option Option F1 to view additional bills if there are more than can be displayed on one screen You then see a list of the line items on this bill Each line item has a screen line number to the left of the sequence number FA 34 Fr standard bm View E E Fie Eom AR K CF SA AP PC Gt OK FO BR Fl OG FP OS PP CTA OTR R OER OPA DK SR MP CM OS Pele ILE G e2evRXwvte COS AAO gt Q View Acme Enterprises Inc Standard bills Standard bill a Standard bill 1 Seq Type Item Service Note Tot price Di 10 Svcs 3 Survey and estimate i 140 00 2 20fSvces 2 1 year service and maintenace 400 00 Select screen line for detailed inquiry E If there are more lines than can be displayed on one screen press F1 to display the rest Enter the screen line number of the line item for which you want to see more details Or press Tab to select another bill A screen similar to the line item screen in Standard bills appears The screen s appearance depends on the type of line item A Servi
91. R Pi CL FP PS RAP TA TR PER AR PA OK SR MP CM SF Help SOxXGeEeVYRW tS OOG HAC ape Setup Acme Enterprises Inc KC in 34 Control information 1 Next bill ref 45 2 Next invoice 7 3 Default invoice CSIPI Reliable Rotary CREDIT MEMO 4 Print immediately 5 Service text length 50 max 50 6 Comment text length amp max 50 7 4st optional field UDF 1 Length fzo max 15 8 2nd optional field UDF 2 Length a5 max 15 9 3rd optional field UDF 3 Length 30 max 30 Field number to change Enter the following information 1 Next bill ref Enter a bill reference number This is the number that will be assigned to the next invoice added This is not the invoice number but is your own internal reference Each time a new invoice is added this number is incremented by 1 automatically Format 999999 2 Next invoice Enter an invoice number This is the number that will be assigned to the next invoice printed Each time a new invoice is printed this number is incremented by 1 automatically Format 999999 3 Default invoice Professional Invoicing Control Information User Manual 5 2 This invoice format code specifies the usual format to use to print invoices and quotations You can override this at the time that you actually print invoices Enter the code or use the option Option _ To scan through the invoice formats on file Format 5 characters 4 Print immediatel
92. SAMCO Building business and technology relationships Professional Invoicing User Manual Copyright 2014 by Samco Software Inc PROPRIETARY RIGHTS NOTICE All rights reserved No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage or retrieval system without the permission in writing from SAMCO Software Inc SAMCO Software Inc SAMCO has taken reasonable preventative measure to ensure the accuracy of the information contained in this manual However SAMCO makes no warranties or representations with respect to the information contained herein and SAMCO shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual SAMCO is a registered trademark of SAMCO Software Inc Unit 61 Building 6 7789 134th Street Surrey British Columbia V3W 9E9 Canada Telephone 604 597 4211 http www samco com Other product and company names are trademarks of their respective corporations Professional Invoicing Table of Contents User Manual 1 1 SAMCO Building business and technology relationships a Table of Contents Understanding Professional INVoiCinNg ssessecessesecoeceesecseceesecseceesecseceee 1 1 Product Description s sieiscssiscssisrisccsic isecsereereit ers issiaste siniri teises bav
93. UR OER PA DK SR OMP CM OF Heb 8 D y a A Invoices Acme Enterprises Inc Enter Bill ref K6 Customer 100 Acme Wedding Planners _ Bill type JINVOICE GRiimit 350 Balance 524 80 a Part ship ly Back ords ly 1 Sequence 20 Line type Notes 2 Description 1 line items Ship total 224 00 Description Enter whatever notes or comments you wish to appear on the invoice at this point You can press Enter at the beginning of any line to leave a blank line To exit from entering the note press F2 Format 10 lines each up to the maximum service text length specified in the P I Control File Make any changes The screen clears to enter the next line item Enter the sequence number of the next line item or press Tab to exit from entering line items and go on to the totals screen NOTE When printing invoices with Notes line items be sure to use an invoice format that allows Notes See the Invoice Formats chapter Entering Standard Bill Line Items This section describes how to paste standard bills into the line item part of your invoice 1 Sequence Professional Invoicing Invoices User Manual 12 35 Press F2 to assign the next sequence number to the first line of the standard bill Line type Type B for standard bill NOTE If you are using Job Cost and this invoice is for multiple jobs you cannot enter a standard bill on this invoice You see PA 34 PL reoices Enter Fie AR K
94. able to change it or eliminate it later Checking a Customer s Credit Professional Invoicing P I can be set up to automatically check whether the invoice being processed will cause the customer to exceed his credit limit established in A R In addition when you select the customer for an invoice a check is made to see if he is already over his credit limit In either case a warning message displays and you must choose what to do about it If the P I Control File specifies that credit checking is to be done the customer s credit is checked by totalling his account balance plus the un posted balance of any invoices entered but not yet processed and checking this against his credit limit The warning message is Customer is over credit limit of by Last payment of was on date If there is no payment on file No last payment on file will display in place of Last payment of ___ was on date In P I credit is checked at various points when entering invoices quotations and recurring bills Professional Invoicing Control Information User Manual 5 11 SAMCO Building business and technology relationships Chapter 6 Deliver to Addresses Introduction Use this selection to enter deliver to addresses for customers that are in the Customer File in Accounts Receivable A deliver to address is an address at which a service is performed or to which customer orders are delivered different from the customer s bill
95. account NOTE This field is skipped if no payment was received Enter the cash account to which this payment is to be deposited or use one of the options Options F1 for the default cash account from the A R Control File Professional Invoicing Invoices User Manual 12 42 F2 to scan through the other cash accounts on file 8 Bank rte Enter the routing number that is on the check This is usually in the upper right hand portion of the check and looks something like 99 999 This field is skipped if you received cash instead of a check Format 15 characters The next two fields are skipped if the A R Control File specifies that you do not use commissions 9 Commis amt This field appears as Commis amt if no line items were specified as being commissionable or if the commissionable amount at the top of the screen is zero Enter the commission amount A minus sign is not required for a credit memo Format 99 999 999 99 9 Commis pct and 10 Commis amt Field 9 appears as Commis pct if one or more line items are specified as being commissionable and the commissionable amount is not zero Enter the commission percent or use the option Option F1 to use the commission percent and method on price or on margin for the customer or the sales rep If commissions are assigned by customer in A R then the customer s percent and method are used If commissions are assigned by sales rep in A R t
96. additional Header and Totals fields that you may select to print To see the additional selections press PgDn To return to a previous window press PgUp If you had previously selected any of these fields to print on this form an asterisk appears next to the field number If you specify a Field group of Line Items different windows display showing only Line Item fields Refer to the section titled Form Fields near the end of this chapter for a description of each field displayed in the windows for Headers and Totals and Line Items Continue entering the information as follows 4 Field number Enter the number of the field that you wish to select or use one of the options Professional Invoicing Invoice Formats User Manual 21 11 Options F1 to display the next field on file that is on or after this line number and column number Enter to enter a literal text instead of a field number see the section titled Literal Fields later in this chapter 5 Conditional print Answer Y if this field is to print only when some field to be specified next meets a specific condition Answer N if this field should always print If you answer Y these additional fields appear When Field When the field selection window appears enter the number of the field upon which printing is dependent Use the PgUp and PgDn keys to see additional selections is value Enter the conditions that this field must meet in ord
97. adentaneeds 6 Getting Started s ccirrananwosiataniedcadsadensauedduadsabaaeuasuea a e a Ei 2 1 Setting up P lereressesrcsrenisesrnesiir irtis Esanen EESE EEKE EAER ANEETA EEE Eii 3 Res lar USE Seen ee et enna ee EEEE E EE T O EE OEE ee eee 4 Using Professional INVOICING sseseesecseceesececceceececoeceesecoeceesecseceesecseceee 3 1 How to Use this Mandl icici sievnrtvivebeeree caine i ianen E aE Nan et 2 To Start Professional INVOICING sesssssssesesscseosssssscosesseseoscoseseeseseeseee 2 Guide to Daily Operations ssessesessecsesecoeceesecseceeseosececeecsecseseececseceeseo 4 1 Daily Operations Checklist senssssnsessessescssessescesosrsscssoersecesseeeseeseeees 2 Periodic Operations Checklist ssensenssessssossessosossosrescososrsessseersecseeees 3 Control Informati n a5 occsices coecccwacta seen saa dacwadewascPaasa Ena aa REE a 5 1 New Customer Defaults esesseesserseressscsecserssresecosecsereersessosecserssreseeo 8 Optional Inventory Usage ssessssossossssoseosessoseesesseseesessesoseesreseseesrseeo 9 Checking a Customer s Credit ensssessessersessesosscssescsrosroecorcesserseeeeee 11 Deliver to Addresses lt iccixseceacannadiedsngansacnans taesseeassaedaneseecaddacsaseaneteneaenens 6 1 Entering Deliver to Addresses ssssessesssscssossescsrosrssoseosesecseeresseseeses 1 Printing a List of Deliver to Addresses cccccscescscccesccsccccreeseseesensesee
98. al Invoicing Standard Bills User Manual 14 3 Format 9999 Line type As in Invoices enter G for goods The appearance of the bottom part of the screen depends on whether or not you are using the Job Cost and I C packages The screen shown below is what you see if you are not using J C or I C Fields used only with J C and I C are noted below Entering Goods Line Items After you type G you see PETETA 7 E 3 i l e Fe Efe AR K OF SA AP PC UG UK CPO OUR FH OU OPP OPS P T TR IR R PAD SR M COM F H SO4ZGevxXwts coc A amp 0 gt a Standard bills Acme Enterprises Inc Enter Standard bill 2 Standard bill 2 4 Sequence 40 Line type Goods 2 Item Unit 3 Description 4 Quantity 5 Unit price B O instruction 6 Discount Extended price 7 Unit cost Line disc amt 8 Dfit tax Line item net 9 Commisnbi 10 Category 11 Sales acct 2 line items Invoice total 164 20 F1 next item blank look up by description u Enter the information as follows 2 Item If Inventory Control is not used Professional Invoicing Standard Bills User Manual 14 4 Enter the item number or use one of the options Options F1 to scan through the items in the Goods Services File Enter to enter a one time item that is not on file If you enter an item number that is not on file you are informed that this item is not in the Goods Services File and asked whether you want to enter it anyway If
99. all invoice discount There are three cases Professional Invoicing Quotations User Manual 15 14 a If you use line item discounts but not an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item b If you use both line item discounts and an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 Discntbl 2 Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost If Inventory Management is not used Enter the unit cost or use the option Option F1 to use the unit cost in the Goods Services File if any NOTE This cost is used to calculate the margin profit margin on this line item This is required if you pay commissions based on margin It is also transferred into the A R Sales Transaction File and is included in the cost of the sale on the Sales Journal Format 999 999 999 If Inventory Management is used The unit cost is requested only in these cases e For a miscellaneous inventory item item number begins with an asterisk e For a drop ship item In these cases the unit cost is required to keep the cost of sales in I C accurate It is also required if you pay commissions ba
100. ame or Bill group Follow the screen instructions 4 Next date cut off Enter the date up to which you want to show recurring bills That is you want to show bills that are due to be used as invoices on or before this date Recurring bills due to be activated after this date will not be shown You can also use one of the options Professional Invoicing Recurring Bills User Manual 13 33 Options Enter to use the system date F1 to use the Latest date show recurring bills regardless of when they are next due Format MMDDYY 5 Show which entries You have three choices for this field as follows A All entries All recurring bills for the range and cut off date above are shown on the list E Expired entries only Only expired entries are shown Expired entries are those recurring bills which either 1 Have been selected more than the maximum number of times 2 Have a final date which is before the next date as displayed on the recurrence data screen When an entry has expired it should be reviewed for deletion from the Recurring Bills File Alternatively by resetting either the maximum number of times to be used or the final date the recurring bill can continue to be used to generate invoices S Selected entries only Only selected entries are shown An entry is selected using Select for use as described below Selected entries are copied to the Invoice File using Use selected which is dis
101. ame of the second optional field in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control File 14 3rd user defined field This field appears only if it is defined in the P I Control File The name of the third optional field in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control file Professional Invoicing Quotations User Manual 15 8 Make any changes as usual If Job Cost is interfaced fields 12 and 13 appear as shown below and the user defined fields are renumbered 12 Job Enter the number of the job for which this is the quotation The job must be an active or closed job already on file in the Job Cost package You can also use one of the options Options F1 to scan through the jobs on file in the Job Cost package Enter if this quotation is not for a job Format 7 characters 13 Sub job If you have entered a job number in the previous field and that job is broken down into sub jobs and you bill for the sub jobs you are asked for the sub job number that this quotation is for Otherwise you are not asked for the sub job number Enter the number of the sub job that this quotation is for or use the option Option F1 to scan through the sub jobs for this job Format 999 The next screen is the line item screen Line item
102. an invoice with no line items totals for that invoice will not be shown 16 Purge this history Type Y to purge the selected invoices from the Invoice History File or press Enter to leave them on file If you select all of the invoices currently in this file for purging the file is cleared and its size is reduced to zero Selecting to purge only some of the invoices does not reduce the size of the file the invoices selected only become inaccessible If you want to purge some invoices to recover disk space then after you purge here use Rebuild a file on the Invoice History File to regain the disk space Refer to the appendix titled File Utilities at the end of this manual for details 17 Each customer invoice bill group sales rep on a new page Do you want each item you are showing in order by to begin on a new page Answer Y to begin each item on a new page or answer N to show the items consecutively one after another If you selected zero lines per line item in 14 above this field does not appear Professional Invoicing Invoice History User Manual 20 8 NOTE Only invoices that have line items will begin on a new page If you are using the Job Cost package and you have selected to show invoices in order by Job number the last selections on the screen are 18 Starting job 19 Ending job Enter the range of jobs to show Follow the screen instructions Format 7 characters for each field Make a
103. an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item Professional Invoicing Recurring Bills User Manual 13 19 c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 Discntbl Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost or 7 Total cost Enter the unit cost per the unit for this service or use the option Option F1 to use the unit cost for the service in the Goods Services File If there is no unit for this service this field appears as 7 Total cost Enter the total cost of the service NOTE This cost is used to calculate the margin profit margin on this service This is required if you pay commissions based on margin It is also included in the cost of the sales transaction in A R when this invoice is posted Format 999 999 999 8 Tax amount The total amount of all taxes for this line item is displayed and the field is skipped Changes can be made only at the Field number to change prompt If you wish to change or view the taxes calculated by tax type select this field at the Field number to change prompt A window similar to the one shown below is displayed For each tax type enter the following information Item tax f Tax Overnde Enter a Type
104. apter NOTE P I comes with various formats in which to print invoices and quotations Before you print an invoice or quotation or even view the formats you must specify which of the options below and one from A R are used Format 1 2 and 3 which can be used to print goods and services items on a pre printed form includes specifications for printing information with all of the following options used turned on Professional Invoicing Control Information User Manual 5 5 Ship vias field 10 Miscellaneous charges field 11 Freight charges field 12 Back orders field 13 Invoice discounts and line item discounts field 23 and sales reps from A R At this time specify to use or not these options For any options which you specify are not used the printing specifications are not changed You must manually remove them using nvoice Formats However if you left some of these options on at this point and entered information in the related fields in Invoices etc then turned off the options later such information would remain in the files as hidden information and might show up later unexpectedly on your invoices Enter the information as follows 10 Use ship vias If you don t ship any goods in your business answer N Otherwise answer Y and the Ship via codes selection will appear on the P I menu 11 Use misc charges If you don t use miscellaneous charges in your business answer N Otherwise
105. asaaeneeinavanaee 11 1 Professional Invoicing Table of Contents User Manual 1 2 Entering Invoicing Stations 6 63 cccssuiads ic ced sagt nase ds diary senbsavk sand otaaetetiece deabes 2 INVOICES esias s Eviota En EEE EE slain EE EEEE EEEE ET ES es 12 1 Entering INVOIGCS oreore esea n E E te vig hae EE aie EEE EES 2 Line ltem Sereen cirer ei i wee swe wis E dave E a iE Ewen EE 13 Entering Services Line ltemS cesseesoesoseesceroerossssoesresrecressssscesoreseeeee 27 Customer Credit Check esesseessessssesesosecserssceseccsecserosresesosecsereseeseeo 33 Entering Notes Line lItemS essesseesoscoseesoeroerecoecrosceerocesesesseesereeseese 34 Entering Standard Bill Line Items sessssssessscsscsssesssssccsscsesessesssessees 35 Totals Screen Accewnecriewisawiscelcue cana E EEA OKENE E EEE EEEE EE 37 Immediate Printing sesssscsecsersssesescsecsersseeseseeecsersscosecseeesecosceseseee 45 Back ordered invoices sscsecsersssessccsecserssccseceeecsecoscosecseccsecssceseceee 47 Printing a List of Invoices essessssssescsecsersseoseceeccsecsscoseceeecsecosseseecee 47 Rec rring BIS eiennenn a a e a A a E a EE E a a aaa 13 1 Entering Recurring Bills esesseessersssosescsecsesssseseccsecsesoscesecoeecsereseeseeo 2 Changing Recurrence Information sssssesessssssssosscoseosecssccsscossesessseesseee 3 Line ltem SCFEON cerceii iiit iier t chee abcde EE E EREET EEE EEEE EEEE EEEE EE
106. ation code for this invoicing station as the bill group Format 3 characters 4 Invoice date Enter the date to assign to this invoice or use one of the options Options F1 to use the system date For subsequent invoices F1 defaults to the date of the last invoice entered F2 to skip this field if you want the invoice date to be assigned at the time the invoice is printed If you enter a date here and then print the invoice later the date that the invoice is printed will not replace the date you enter here The date entered here will still remain as the invoice date Format MMDDYY 5 Customer Enter the number of the customer for this invoice or use one of the options Options F1 to scan through the customers on file in order by customer number F6 to use the customer number from the last invoice entered if any Enter To look up the customer by name Format 12 characters One Time Customer If this is a one time customer start the customer number with an asterisk If you use an already existing one time customer you must also enter the customer s name and address Professional Invoicing Invoices User Manual 12 5 You may enter either a company name or a person s name If a person s name is entered then it is entered as two fields namely First and Last If a person s name is entered in this fashion then this invoice will appear in sequence by the customer name For example if you enter J
107. ature to do billings against a service contract or instalment contract Standard Bills You can keep a large number of groups of line items goods and or services which you invoice over and over again These standard bills can later be pasted into any invoice or quotation avoiding the need to re enter the individual items over and over Entering New Customers as You Go You can enter new customers directly from P I while you are entering an invoice These new customers are automatically added to the A R Customer File Multiple Deliver to Addresses You can store up to 999 separate deliver to addresses for the same customer New deliver to addresses can be added while you are entering an invoice Commissions and Discounts You can specify discounts and or commissions on individual line items on the entire invoice on both or on neither Password Protection You have the option to specify that passwords are required A password is a unique code you assign to each individual using your software When passwords are required each potential user must first enter a valid password Data Integrity Checks A data integrity check compares the actual numbers in the system to the calculated or projected numbers If these numbers do not match you are warned that data might have been lost due to a machine or power failure By running this function at the start or end of the day you can detect several possible types of data file corruption som
108. ax type or press Enter to leave blank Txbl Enter the letter reflecting the taxable status of this item for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply for this item or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount Txbl amount This field displays the taxable portion of the extended price and cannot be changed 9 Commisnbl Professional Invoicing Quotations User Manual 15 16 NOTE This field is skipped if the A R Control File specifies that you do not use commissions If commissions are used and I C is also interfaced the answer to this question displays automatically It is set to Y if the commission code for this item in the I C Item File is not blank and is set to N otherwise If you want to change this answer you must do so from Field number to change Answer Y if this line item is commissionable 10 G L acct This field appears only if the A R Control File specifies that sales are distributed If Inventory Management is not used This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change If you choose to change the default enter the new sales account to which the
109. bed earlier in this chapter and choose only selected bills When you have verified that your selection of recurring bills is correct and complete you are ready to use them as invoices The recurring bills still remain on file From the Recurring bills menu choose Use selected You are asked to enter the invoice date that is to appear on these new invoices Enter a date or use the option Option Enter to use the system date You can press Tab here if you decide not to proceed with using recurring bills as invoices Format MMDDYY You are asked Any change Answer Y and make any desired change to the date When it is correct answer N After you answer N one invoice is created from each selected recurring bill Follow the screen instructions You can change the new invoices or print a list of them through the Invoices or Print invoices and quotations selections You may post them to A R through the Post selection When I C and Back Orders Are Used When a Goods line item from a recurring bill is copied into an invoice it is possible that there is insufficient quantity available to fully ship the item If this occurs then an exception report is printed which lists each line which cannot be fully shipped For each of these lines as copied to the Invoice File the quantity shipped has been set to the quantity ordered However before printing and posting an invoice which contains a line which appears on the exception r
110. been transferred pasted into this quotation To see line items which have been copied into this quotation press F1 and the first line from the standard bill appears Make any desired changes These changes are for this quotation only Then press F1 for the next line from this standard bill When through entering line items press Tab for the sequence number The totals screen then appears Totals Screen You see Professional Invoicing Quotations User Manual 15 28 Fie Eom AR K OF SA AP PC Gt OK OO OBR PI Cl FPD OUTTA OTR R OER OPA DK SR MP COM OS H 8 pe j A Quotations Acme Enterprises Inc Enter Ref TEST Cust 99 _ Anthony Jones Inc Line total 1 750 00 Quote disc 00 Commissionable 00 1 Quote disc 1 00 2 Misc charges 00 3 Freight 1 00 4 Sales tax 87 50 5 Commis amt 00 6 Comment m Field number to change The Line total is the total dollar amount of all line items less line item discounts if any The Quote disc field displays only if the P I Control File specifies that you use overall invoice discounts After you enter the Quote disc field 1 the total dollar amount of the discount will display The Commissionable field displays only if the A R Control File specifies that commissions are used It is the total dollar amount that is subject to a commission NOTE The P I Control File or A R Control File may specify that some of the following option
111. c View Invoice 2 Invoice date 5 07 08 Bill ref a7 Bill group m Bill type Invoice Customer 1 Deliver to Same as customer es 23 Margaret Rockwell 100 e Not applicable Not applicable 0 Press Tab to end viewing this invoice or press F1 to view the line items for this invoice Line Item Detail If you press F1 you see Professional Invoicing Invoice History User Manual 20 3 BELE TE ee EES Fe Em AR K OF SA AP PC GL IC PO BR PI CL FP PS AP TA TR PER IR PA DX SR MP CM S Heip POLOJN S COG HAD dha b amp View Group Date Customer P O Invc Cust Name me JElliot Enterprises 5707 08 Lin Type ltem Service Note Tot price ajjsves f3 survey and estimate 140 00 2 Sves A ia year service and maintenace 400 00 Press F2 to view totals Select screen line for detailed inqui ry i Either press Tab to go back to the previous selections or select the screen line number to the left of the line number for detailed inquiry into one of the line items shown The screen below is for a goods line item PELE Tee aE Fie Em AR K OE SA AP PC GL IC PO BR Pl CL FP PS AP TA TR PER IR PA DX SR MP CM SE Hep SOLGeEVRWte coo A880 dha a amp View Invoice 2 Cust 1 Bill ref Custname Elliot Enterprises Bill type Line T Line type Services Service B Unit HOUR Description Survey and estimate Quantity f4 g Extended price
112. ce sizes in kilobytes F1 Unlimited Hard disk drive C Create New Data File Or A Add Records To existing Data File If you answer C Create new file all of the existing data records in the original file will be destroyed and the data records contained in the converted file will be transferred to the original file If you answer A Add records to file all of the existing records in the original file will remain and the data records contained in the converted file will be added to the original file The following message will display This function will now initialize the data file used in production Its contents will be fully replaced with data from the converted file Please make sure you want to do this Are you sure Answer Y or N as appropriate Professional Invoicing File Utilities User Manual B 6 The file s will now be restored A message will be displayed on the screen showing the count of the records as they are restored When the restoration of the file or files is complete the Restore a converted file menu will be displayed You may select another file to restore You may continue to restore files or press Tab to print the restore log and then return to the File Utilities sub menu A window will appear for you to select where to print the restore log A restore log shows the file s restored the number of records per file the date and time Rebuilding Data Files Rebuilding data files can be use
113. ces line item is shown here Professional Invoicing View User Manual 16 13 fa i 34 PI Standard bills View gt Fie ffm AR K OF SA AP PC Gk OK FO BR PL Cl FP OPS OP UTA OTR OPER OER PA OK SR MP CM OS Heb POLOV CEE DE LS dha a amp View Acme Enterprises Inc Standard bills Standard bill a i Standard bill 1 Sequence Line type Service E Unit HOUR Description Survey and estimate Quantity f4 Unit price 35 00 per HOUR Extended price 140 00 Discount Line disc amt 00 Unit cost 19 00 per HOUR ons Line item net 140 00 Dfit tax ly Commisnbi ly Sales acct 4000H000 Carbon Tax Collected 2 line items invoice total 540 00 Press TAB to reselect line 0 1 Press Tab to select another line item When through viewing line items press Tab When through viewing standard bills press Tab twice The View menu reappears Quotations To view quotations from the View menu select Quotations You see 7 J4 PT Quotations View Fie Eom AR K OF SA AP PC UGk UK PO BR PL OG OP OPS OP T OTR IR OER OPA DK SR MP CM OS Pel SOVGev wt coo nro 4 gt a amp View Acme Enterprises Inc Quotations Starting customer Cust Name Qte ref Group Date Job Sub job Enter customer or press F1 for First or ENTER to select customer name Professional Invoicing View User Manual 16 14 You can view quotations by customer number or by name Enter the starting
114. ceses 3 GOOdS SEIVICES saiakcsvnsinacasersaicavendiaes teaaeaedsedensda eecenneanea teaeaseadonelseasenease 7 1 Entering Goods and Services ssessssessessescsscssescsrosesscseosessoseeresseseeses 1 Entering Goods Items cccusccanecuausersepbegandnuel acbeuoreeasamanesennees EE EEEE 4 Pinuna LiStssssner enari o a E E E E E EEEE ounce 7 VOUS i sscisnnddcnckaraance tends sesdackancsiasds wonsaneaeasaladdoeedausianeaneaed a aa TE 8 1 Entering Fermis csser amen Seana ean waa uae ea ee aihe Gaaiee note eum meee sens ea een ETE 2 Printing a List OF Terms itcnitisicnicdusin dures centedideeinetdecebihbe EEEE EEEE eE 7 SNIP Vid sacsdasccsedaaneerscaae neneiia na EE ED TEE EEE EEEE EAEE 9 1 Entering Ship Via COdeS esrsisrisririosretieis Csr Erster Crees EENE EES RES EEKAN EE EEE 1 Deleting Ship Via Codes sensesssssssessessescsrossoscsrosroscsroeroecsseseseeseesese 2 Printing a Listiescicniavddonicnwisactbedueeniwxivatsiensdvndiowsecenberaonsensias nie taateenemnces 2 SAMOS REDS ssicacnnisn sip rawarwansieinse dgadaaisuwsasiseawaduewedususansasanenaeaseunaanmenteaauieas 10 1 EMtering Sales REDS wcsvsscsawccaweawseudeScsvcswexteeestednbensnwasseagveedeedavieaeesbecaseens 1 Deleting a Sales Rep nsesessessesesseesessessescesessosossosroscosoeroeceoseersecrseeees 4 Printing a Sales Rep List sesrsessersssossscsecserssrceseosecsesossesseosecsereseeseeo 4 INVOICING SEATIONS is icewinncaudanddadiea eescennauesadaasbnrtonasnadaaneebins
115. ck order retention and prints back order reports Invoices can be printed immediately point of sale mode Unlimited notes can be attached to invoices for internal use Keeps a history of invoices Handles credit memos Allows negative quantities ordered for credit Allows you to enter cash received when invoice is prepared Quotations can be printed without affecting A R or inventory Quotations can be printed immediately to respond to customer requests Quotations can be turned into invoices automatically and the invoices then printed immediately e Recurring invoices can be entered and activated at any time Groups of recurring invoices can be quickly selected e Standard bills lists of standard services and or goods can be quickly pasted into invoices and quotations e New customers can be entered as you go and added to the A R Customer File automatically Allows user to create and store virtually an unlimited number of invoice formats Has three user defined fields which will print on invoices Allows customer credit checking on both invoices and quotations Allows optional use of sales representatives commissions and discounts Allows an invoice to be entered for jobs with the billing and cost information automatically updating the jobs when the invoice is posted Allows multiple jobs on one invoice Allows storing of multiple deliver to addresses per customer Allows shipping labels to be printed at the
116. credit limit a warning message displays However no warning appears if selecting this recurring bill would now put him over his limit To Begin From the P I menu select Recurring bills then select Enter from the menu which appears Professional Invoicing Recurring Bills User Manual 13 1 Entering Recurring Bills There are four different screens on which you enter information about a recurring bill The first is the Header screen the second the Line item screen the third the Totals screen and the fourth the Recurrence information screen You first see the header screen Header Screen 24 36 A Recurring be ae Fhe a AR K OF SA AP PC UG UK CPO CUBR FhU OUP OS OP OTA OTR Ct R PA DX SR MP M F Hep e p x te n Recurring bills Acme Enterprises Inc Enter 4 Customer 5 P O 6 Terms 7 Ship via 8 Courier A C 9 Tax group Country 10 Sales rep 11 Profit ctr 2 Ref 3 Group 12 Job 4 Deliver to 13 Sub job 14 UDF 1 15 UDF 2 Country 16 UDF 3 F1 next recurr bill F2 next customer F4 copy recurr bill blank look up by name J From this screen you can work with both new and existing recurring bills and line items If a recurring bill has already been entered for the customer number and reference number you specify it will appear and be available for changes or deletion Enter the following information For a new recurring bill 1 Customer Enter the customer number fo
117. curs or if you begin to get unusual results while using your software and suspect that there may be a corrupted data file you should get technical support Your supplier or an independent professional may be able to provide this support If not contact Samco Software Inc s support department directly there may be a fee Handling Data file corruption does not mean that all of the data in the file is no longer usable Usually just a few of the records in the file have become corrupted In File utilities the function Rebuild a file will take out the good records in the data file place these in a temporary file and then replace the old file with the good records In addition to this any deleted or purged records which are taking up disk space will also be permanently removed and the file compressed to its physical size To Begin Select File utilities from the second page of the P I main menu Export a file This function is used to export data files from the internal format to a flat ASCII file The data file s is read in and an output file is created in the Samco root directory with the name xxxxxxnn EXP Where xxxxxx is the file name and where nn is the company number the file came from If you are running under Unix you will also have the option of appending a drive designation to the front of the file To begin select Export a file from the File utilities sub menu A screen appears for you to select a file to e
118. cussed at the end of this chapter 6 What to print Select how much information to show for each recurring bill of header lines Press Enter to show 1 header line per recurring bill type 2 for 2 lines or press F1 to show All header lines for each recurring bill lines per line item Professional Invoicing Recurring Bills User Manual 13 34 Press Enter to show 1 line per line item type 0 for none type 2 for 2 type 3 for 3 or press F1 to show All information for each line item If you enter 0 this means you don t want to print line items at all Bill totals Press Enter to show the totals information for each recurring bill Answer N if you don t want to show totals information for individual recurring bills Recurrence information To show the information on how this bill recurs interval next date start date final date maximum number of times etc press Enter Selecting Recurring Bills for Use Here you select which recurring bills are to be used as invoices in the current billing cycle In order to use a recurring bill as an invoice first select the bill for use here Then use the next function Use selected to actually use the selected bill as an invoice From the Recurring bills menu choose Select for use Then enter the following information 1 Select by Specify whether to select recurring bills in order by C Customer number N customer Name or G Group Th
119. d Totals Information You can view header line item and totals information for recurring bills exactly the same as for invoices View Recurrence Information From the totals screen press F2 to view recurrence information You see Professional Invoicing View User Manual 16 11 84 30 Pr Recumnng bats View Fe Em AR K OF SA AP PC GL KC 90 GR Pl GL FP PS PP TA TR PER ER PA DK SR MP CM SE Pele SOvGev Ruts cco Aco gt a View Acme Enterprises Inc Recurring bills Reference TEST Customer 1 Smith s Renovations l CR limit 100 Balance 1 457 73 interval Every 1 month Next date 18 07 08 Previous Bill ref 19 Start date 15 07 08 Invoice 4 Final date Indefinite Invoice date 7 07 08 Max of times Indefinite Times so far 3 Already billed 1 701 00 Press TAB to reselect bill When through viewing recurrence information for this bill press Tab to reselect another recurring bill to view When through viewing recurring bills press Tab twice Standard Bills From the View menu select Standard bills A screen appears for you to enter the starting standard bill number for the bills you want to view Enter a standard bill number or use the option Option F1 To start from the First standard bill on file Format 7 characters You see Professional Invoicing View User Manual 16 12 27 34 Pl Standard bills View Fie tom AR K CE SA AP PC Gt OK OPO GR Pl CL
120. d for one of two reasons 1 A data file has become corrupted and needs to be recovered 2 To recover disk space and clean out deleted or purged records The Rebuild a file function essentially takes the good records out of a file removes the old file and creates a new file with the good records To begin select Rebuild a file from the File utilities menu A screen appears for you to select to rebuild active or inactive job cost files If you select inactive only a few files can be accessed If you select active a screen similar to the one below will appear Professional Invoicing File Utilities User Manual B 7 PETETA ieaiai EC RAAF P TA TR R R PA D SR MP CM F H POLOJ tE COG NRO re E File utilities Professional Invoicing Acme Enterprises Inc Rebuild a file Please select file E 1 P I notes file CPINOTF34 13 Transaction tax file PITAXF34 2 Invoice header file CPIHDRF34 14 Invoice station file CIVCSTA34 3 Invoice line item file CPILINF34 15 Invoice format file PIFRMF34 4 Invoice aux file CPIAUXF34 16 P I history header file CIHSHDR34 5 Quote header file CQHDRFI34 17 P I history line file CIHSLIN34 6 Quote line item file QLINFI34 18 P I history aux file CIHSAUX34 7 Quote auxiliary file QAUXFI34 19 Deliver to file C SHPFIL34 8 Recur bill header file CRHDRFI34 20 Goods Services file GDSSVC34 9 Recur line item file RLINFI34 2
121. ddress 3 Ship to address line 3 Entered as line 4 Discount amount Invoice discount amount Discount percent Invoice discount percent Doc type spelled Invoice C Credit Memo Q Quotation Entry user ID User ID of the person who entered the invoice Freight amount Freight amount Professional Invoicing Invoice Formats User Manual 21 25 Header Total Fields continued Field name Freight taxable flag 1 15 type Freight tax amount 1 15 Invoice date Invoice number Line total gross amt Line total less disc Misc customer flag Misc amount Misc taxable flag 1 15 Misc tax amount 1 15 Number of line items Page number Profit centre Sale amount Sales rep Sales rep name Ship via code Ship via description Sub total goods Sub total services Description Notes Taxable status of freight charges for specified tax Tax charged on freight for specified tax type Date assigned to invoice when printed System date used if blank Number assigned to invoice when printed Blank if invoice not printed Total of all line items before discount Total of all line items after discount Y miscellaneous customer Miscellaneous charges amount Taxable status of miscellaneous charges for specified tax type Tax charged on miscellaneous charges for specified tax type Number of line items on invoice including notes Form page number Profit centre applied to invoice Undiscounted invoice amoun
122. de Alternatively you may even want to set up a printer that prints in condensed print only and then set up your form so that it is spaced accordingly Alphanumeric Numeric Date and Literal Fields The remaining fields control the appearance of data on the form The fields requested depend on the type of field you selected in Field number field number 4 There are four different types Alphanumeric fields may contain any combination of letters digits and special symbols Numeric fields only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas Date fields only contain dates Literal fields contain text that you type Most literal fields are defined by pressing Enter at Field number rather than specifying a field number Alphanumeric Fields The following two fields display for each alphanumeric field 6 Length Enter the number of characters you want to print in this field up to the maximum number shown or use the option Professional Invoicing Invoice Formats User Manual 21 14 Option Enter for the maximum length of the field 7 Justify Enter R to right justify the characters or use the option Option Enter for no justification to print the characters as entered If you specify right justify the characters will be aligned with the right hand margin of the space for this field Numeric Fields The following five fields display
123. dered NOTE The back order code for the item is also displayed showing that it is either back orderable not back orderable or that there is no back order control for the item If there is no back order control for the item you can still back order the balance however no overall quantity on back order will be tracked within the Inventory Management package for the item Notes on Back Order Control if I C is not used If the quantity ordered is positive and the quantity to ship is changed from Field number to change 2 to a quantity which is less than the quantity ordered then you must specify how to handle the quantity which is not shipped The options are 1 Back order balance Professional Invoicing Invoices User Manual 12 20 The difference between the quantity ordered and the quantity shipped will be back ordered 2 Ship in stock The difference between the quantity ordered and the quantity shipped will be regarded as out of stock and will not be back ordered NOTE Since I C is not in use no back order information can be tracked in inventory However you may still print back order information on invoices and print back order reports using Back order reports 5 Unit price If Inventory Management is not used Enter the price per the unit for this item or use the option Option F1 to use the price for the item in the Goods Services File The quantity is automatically multiplied by this price and the extended pric
124. disappears and reappears as an invoice From the Quotations menu select Use as invoice Enter the invoicing station code if requested You see 24 36 Ft Quceanon Fie ffm AR K OF SA AP PC UG OU FO OR FL OG OP OPS OP TA TR OUR OER PA DK SR MP CM OF Heb POOS rj 2 A Quotations Acme Enterprises Inc Use as invoice 4 Customer j 6 P O 7 Terms 8 Ship via 9 Courier A C 10 Tax group Country 11 Sales rep 12 Profit ctr 2 Ref 3 Group 4 Quote date 13 Job 5 Deliver to 14 Sub job 15 UDF 1 16 UDF 2 Country 17 UDF 3 F1 next quotation Enter the information as follows 1 Customer Enter the customer number or use the option Professional Invoicing Quotations User Manual 15 36 Option F1 to scan through the quotations on file If you used F1 you are asked Right quotation If you answer N you can enter another customer as above When the right quotation appears press Enter to select it Format 12 characters 2 Ref If you entered the customer number or name above enter the reference number of the quotation which you want to use as an invoice Format 6 characters If the customer is already over his credit limit a message appears informing you of this and you are asked whether you want to continue using this quotation as an invoice Answer Y to continue or N to not use it 4 Inve date The Quote date field becomes Invc date and the cursor is positio
125. e no disc Extended line item price before discount Ext price w disc Extended line item price after discount Extended price Undiscounted line extended price Professional Invoicing Invoice Formats User Manual 21 28 Line Item Fields continued Field name Job category desc Job category number Job number Job description Line number Line type Line type sub total Line discount pct Line discount amount Item description 1 3 Item pricing unit Item number Item Service price Item Service unit Not full ship short Not full ship long Quantity ordered Quantity shipped Quantity backordered Service number Description Notes Cost category description Cost category number Job line item is applied to Description of job line is applied to Number automatically assigned to line item at time invoice is printed This is not the sequence number G goods S services N notes Sub total for line type if used Discount percent given to line item Amount of discount given on the line item Item description Pricing unit from Item file Line item number Price charged per unit For a Goods line item this is the unit in which you price the item Not used for Services and Note type line items Blank if full quantity ordered shipped B O if a quantity is backordered O S if item is shipped in stock Blank if full quantity ordered shipped Backordered if a quantity is backordered
126. e Goods Services File NOTE This cost is used to calculate the margin profit margin on this line item Itis also transferred into the A R Sales Transaction File and is included in the cost of the sale on the Sales Journal Format 999 999 999 If Inventory Management is used You are always requested to enter the unit cost for a Goods line item here This is different from entering a Goods line item on a regular invoice where the unit cost is requested only in certain special cases Enter the approximate unit cost of this line item or use the option Professional Invoicing Standard Bills User Manual 14 8 Option F1 to use the current approximation of the unit cost obtained from I C This approximate unit cost depends on the inventory valuation method specified in the I C Control File For the LIFO valuation method it is the current value of the replacement cost For the FIFO or Average valuation method it is the current value of the average cost For the Standard valuation method it is the standard cost When this standard bill is transferred pasted into a regular invoice the unit cost entered here is actually ignored and the then current value of the replacement average or standard cost is used At that point the unit cost is still approximate It is calculated exactly at the time the invoice is posted When this standard bill is transferred into a CR memo only then will the unit cost entered here be used exactly as i
127. e P I on a regular basis The remaining chapters in this manual show you how to Process invoices Process recurring bills Process standard bills Process quotations Process automatic billing View customers invoices and quotations Print invoices and quotations Post invoices to A R Print back order reports Print or view invoice history Add or change the format of an invoice Perform a data integrity check Print reports from disk Appendix A explains how to initialize create from scratch your P I data files You may never need this function but it is included just in case Appendix B discusses the File utilities function which allows you to export import your data files as well as a rebuild function for repairing damaged files or cleaning up removed records that are taking up space Support Professional Invoicing Getting Started User Manual 2 4 This manual in combination with your Installation Guide and System Functions manual is designed to allow you to use Professional Invoicing without additional help However if you encounter problems you cannot resolve by referring to these manuals you may want to get additional assistance Your supplier may be able to provide such assistance or he may be able to recommend an independent source If all else fails contact Samco s Support Department at one of the following locations Samco Software Inc 61 7789 134th Street Surrey BC V3W 9E9
128. e appears Format 9 999 999 999 NOTE If you are not using I C items with multi level prices will be calculated based on the quantity cut off Refer to the chapter titled Goods Services for details on extended price calculations If Inventory Management is used Enter the unit price or use the option Option F1 to use the price as determined by the price code for this item in the Item File If there is no price code for this item Price 1 from the Item record is used The extended price appears NOTE If the unit price is zero you are asked Are you sure Optional Fields Because of the choices made in the P I Control File and in the A R Control File some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered The optional fields are Professional Invoicing Invoices User Manual 12 21 Discount or Discntbl Rtrn to inv Commisnbl 2 Job Sub job Cat sub cng or cat sub G L acct 6 Discount or 6 Discntbl NOTE This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the overall invoice discount There are three cases a If you use line item discounts but not an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line
129. e of the item Only make this selection if you expect to receive the item into inventory prior to shipping this order 4 Ship in stock The quantity to ship will be set equal to the available quantity and the balance of the quantity will be designated on the invoice as being out of stock NOTE If the item is back orderable then options 1 2 and 3 appear first and option 4 will only appear when you press F1 for other options If the item is not back orderable then options 3 and 4 will appear first and options 1 and 2 will only appear when you press F1 for other options 2 Cancel line If you choose to cancel the line the line item is deleted and the screen is redisplayed so that you can enter another line item 3 Alt items If you choose Alt items the alternatives for this item are displayed along with their availability at the warehouse from which this line is being shipped You may choose an alternate item to ship for this line in which case the alternate item number and description are displayed and you can enter the quantity ordered for the alternate 4 Other warehouses If you choose other warehouses the other stocking warehouses for this item are displayed You may choose a different warehouse in which case the full information about the item at that warehouse is displayed and you can enter the quantity ordered at the new warehouse Professional Invoicing Invoices User Manual 12 19 NOTE T
130. e that is not on the file If you enter a service number that is not in the Goods Services File you are told that this service is not on file and asked if you want to enter it anyway If you answer Y you are asked if you want to add this service to the Goods Services File If you re using I C you re asked if you want to add it to the Services File If you answer Y to this second question the service will be added permanently to the file otherwise it will appear only on the current standard bill Format 999 Unit If this service is on file the unit displays automatically and cannot be changed If this service is not on file enter the unit for this service or use one of the options Professional Invoicing Standard Bills User Manual 14 12 Option F1 to use HOUR if you bill this service by the hour Enter if there is no unit for this service and you charge a flat rate or you don t charge separately for it None displays Format 4 characters 3 Description If this service is on file its description displays automatically You can change this or press Enter to accept it as is You can also enter up to 9 more lines of description as described next If the service is not on file enter the description of the service After entering the first line you are asked if you wish to enter any additional description Press Enter for N or answer Y to enter more description the bottom of the screen clears to enter up to 9
131. e the option Professional Invoicing Invoices User Manual 12 30 a Tax Override Type ltem tax Txbl Tax amount Txbl amt GST E fbl 10 00 200 00 Pst _ dst Order discount 00 Option F1 to use the unit cost for the service in the Goods Services File If there is no unit for this service this field appears as 7 Total cost Enter the total cost of the service or use the option Option F1 to use the total cost for the service in the Goods Services File NOTE This cost is used to calculate the margin profit margin on this service This is required if you pay commissions based on margin It is also included in the cost of the sales transaction in A R when this invoice is posted Format 999 999 999 if there is a unit for this service 99 999 99 if there is no unit for this service 8 Tax amount The total amount of all taxes for this line item is displayed and the field is skipped Changes can be made only at the Field number to change prompt If you wish to change or view the taxes calculated by tax type select this field at the Field number to change 2 prompt A window similar to the one shown below is displayed For each tax type enter the following information Item tax Enter a taxable code to apply to the tax type or press Enter to leave blank Professional Invoicing Invoices User Manual 12 31 Txbl Enter the letter reflecting the taxable status of this s
132. eb POLOJ COG ABO dha Et View Acme Enterprises Inc Invoices Bill ref 5 Customer 5 Stephen Bernard Bill type INVOIC CR limit 11 000 Balance 630 00 Partship Y Backords Y Sequence fio Line type Goods _ Item 1 Unit EACH Qty ordered so EACH 98 00 Extended price 600 00 Unit price 10 00 EACH Line disc amt 00 Discount mem Avg cost 10 00 EACH Line item net 600 00 Rtrn to inv Not applicable To ship net 600 00 Job Not applicable Sub job Not applicable Cat sub cng Not applicable G L acct 4020000 Sales 1 line items Ship total 600 00 Press TAB to reselect line or press F2 for totals 0 E Press Tab to select another line item to view or press F2 to view totals When through viewing line items for this invoice press Tab When through with this invoice press Tab again View Totals Information You can view totals information by pressing F2 from either the header screen or the line item screen You then see Professional Invoicing View User Manual 16 8 When through viewing totals information press Tab When through viewing invoices press Tab twice Recurring Bills From the View menu select Recurring bills You see Professional Invoicing View User Manual 16 9 You can view recurring bills by customer number or by customer name Enter the number of the customer you want to start looking from or
133. ece cece ence eeec ee eeeeee eset eeeeeeeeeeees 17 QUGEACIONNS seis dic ot lenses wrasse sen me a a neta caw ewa wawdenwde eee e a a Ea aea 15 1 Entering Quotations as om eoresv wei sson ata en easly neha Ae ae Ree eh awed aS Ue a ae ee eRe 2 Entering Goods Line Items essssessscsecsersscesesosecsesoscosecseccsecosceseceee 11 Entering Services Line ltemS ssecsoesoscesceerceroesesosresrecrecsssrosesreseeoee 19 Entering Notes Line lItemS esscosecsessoseosoerocressesossosreceecssorossossereese 24 Entering Standard Bill Line Items sensssssessecsscsssesssssscsscsesessessscsseese 26 Totals Screen r e e aE eE aie EEE EEE EE E EE a ok ER 28 Printing a List of Quotations sessssessessssessosrssoscoseseeseeecssesceseseeseeee 34 Using Quotations AS INVOICES sssesesesesesesessssssseseososososcscecocoeoeoeosososoee 36 VIEW sesisere snoede a D S E a N r E E aude swed seuss d 16 1 CUSTOMES aeria rrai eE E EEEE EOE E EEA EEEE EEE EEUE EEEE EEA EERE 1 VOICES n E E E AE E EE EE EEE O EAE 3 View Header Information ssesssessesssesscessosssosscsscosscsssossesscessesseeseeseee 5 View Line Item Information esssessssssesscessosssosecsscosscsseoseesscessesseeseeseeo 6 View Line Item Details e sseoseosesssessscosecsesosccsseosecsecsscesseosecseresreseeo 7 View Totals Information sessssssessesssesscossosssosecsscessceseoseesseeesesseeseessee 8 Professional Invoicing Table
134. een printed the Invoice also appears beneath Invoice date The invoice number is assigned at the time the invoice is printed When you are finished viewing this screen use one of the options Options Tab to select another invoice F1 to view line items for this invoice F2 to view totals F6 to view or change notes for the invoice View Line Item Information To view line items press F1 from the header screen You see a screen listing the line items on this invoice Each line item has a screen line number immediately to the left of the sequence number Professional Invoicing View User Manual 16 6 Acme Wedding Planners 1 388 60 Primary installation 200 00 _10 Svcs 20 Sves Survey and estimate 140 00 30 Sves 2 1 year service and maintenace 400 00 F2 Select screen line for detailed inquiry View Line Item Details Select the screen line number for detailed inquiry into a line item or use one of the options Options F2 to view totals F1 to display the rest of the items if there are more than can be displayed on one screen Tab to select another invoice A screen similar to the line item screen in Invoices appears The screen s appearance depends on the type of line item A goods line item is shown here Professional Invoicing View User Manual 16 7 E 34 3a PI ooioes View Fie a AR K OF SA AP PC Gk OU FO BR PL Ol FP OPS PTM TRER OER PA OK SR M CM F H
135. elect Enter from the menu which appears Professional Invoicing Invoices User Manual 12 1 Entering Invoices There are three different screens on which you enter information about an invoice The first is called the Header screen the second the Line item screen and the third the Totals screen The line item screen can be filled in many times for one invoice The header and totals screens are filled in only once for each invoice Immediate invoicing If you have selected immediate invoice printing in the P I Control File then prior to entering invoices using this selection you must specify the station code of the invoicing station to be used when printing invoices immediately You see the following screen Fie Em AR K OF SA AP PC GL IC PO BR PI GL FP PS BP TA TR PER ER PA DK SR MP CM SE Hee p ha Invoices Acme Enterprises Inc Enter Please enter invoicing station ja F1 next station code blank no immediate printing Enter the station code or use one of the options Option F1 to scan through the station codes on file Enter To leave blank if no immediate printing is required The invoice can then be printed through the Print invoices and quotations selection later on Professional Invoicing Invoices User Manual 12 2 Format 3 characters Once you have specified the station code the invoice header screen appears Header screen PETE TAg Fie tte AR K OF SA AP PC UG UK FO UR Pl OG OP OPS PT
136. ems only you can end the selection at any time by pressing Tab instead of entering another item number Format 15 characters for each item number 14 Report format Answer F for full format shows all details for the back orders for the selected items Answer B for brief format shows only selected information about these back orders with a single line per item Format 1 character If I C is used the following two fields appear Professional Invoicing Back Order Reports User Manual 19 3 15 Print avail items only If you answer Y then a line item will only appear on the report if it contains a back ordered amount and the inventory item back ordered is now available in inventory If you answer N then line items will appear on the report whether or not the item is available in inventory 16 Warehouse If you are using the multi warehousing feature of the Inventory Management package enter a warehouse code to print back orders for that warehouse only or use the option Option F1 to print back orders for All warehouses Format 2 characters By Customer From the Back order reports menu select By customer 1 13 Customers to show You can press F1 to show ALl customers or enter up to 13 different customer numbers If you decide to print the back order report for a few customers only you can end the selection at any time by pressing Tab instead of entering another customer number Format 12
137. en follow the screen instructions 2 Next date cut off If you want to select only recurring bills with a next due date on or before a specific date enter that date here Or use the option Option F1 for no cut off date Format MMDDYY 3 Selection method If you are using variable recurring bills see the discussion in field 4 Quantities in the section Entering Goods Line Items earlier in this chapter Choose A Automatic or M Manual selection of recurring bills Format 1 character Professional Invoicing Recurring Bills User Manual 13 35 Automatic selection If you choose automatic selection recurring bills will be selected automatically based on the criteria entered above Manual selection If you choose manual selection the recurring bills meeting the criteria above will be displayed one by one for you to manually select which ones to turn into invoices 4 Format for selection list This field is skipped for manual selection For automatic selection a list is printed of the recurring bills that are selected automatically Enter B for the brief format selection list or F to print the full format selection list Format 1 character Automatic Selection When you press Enter at Field number to change 2 a period of processing occurs while the recurring bills that you have specified are selected automatically by the computer The Recurring Bills Automatic Selection List will be printed to s
138. en the line item screen is displayed you may press Tab to go directly to the totals screen Changing Recurrence Information Professional Invoicing Recurring Bills User Manual 13 3 When you are asked Do you wish to change the line items 2 as described above you may also press F1 to view the recurrence information for the recurring bill The recurrence information is described later in this chapter 3 Group Entering a group is completely optional Enter a code to assign this recurring bill to a group of bills You can use this code later to sort or print recurring bills by groups Automatic Selection Groups are also used for automatic selection of recurring bills In automatic selection a range of groups i e starting and ending group codes are entered and then all recurring bills in these groups are selected for use By suitably choosing your group codes on entry you can greatly speed up the selection of recurring bills through the use of automatic selection Alternatively you may select recurring bills for use on an individual basis Format 3 characters 4 Deliver to Enter the code for the deliver to address at which services are performed or to which goods are delivered Enter the deliver to number or use one of the options Options Enter to make the deliver to address the same as the customer s billing address F1 to scan through the deliver to addresses on file for this customer F2 to enter a new
139. end of the invoice Flexible invoice and quotation formatting allows printing of work orders for jobs if so desired e Flexible recurring billing can be used for billing on service contracts if so desired e Allows items to be drop shipped directly from your supplier to your customer Flexible Invoice Formats You can create and use formats in which to print invoices and quotations You have wide design flexibility in what to print where to print it and what it should look like The same bill can be printed in different formats for different purposes even for use as a work order for a job Works with A R I C and J C P I works with Accounts Receivable and optionally Inventory Management and or Job Cost P I uses and updates the Customer and Sales Rep Files in A R the Item File in Professional Invoicing Understanding Professional Invoicing User Manual 1 7 I C and the Taxes File in System Functions P I uses the Job Master and Cost Category Files and updates the Billing Entry File in J C Takes Advantage of Existing Inventory Management Data If you choose to interface with I C you can enter line items by either item number or description The item description item price etc are automatically retrieved from I C for printing on the invoice or quotation The quantity on hand of the item is automatically adjusted in I C when the invoice is fully processed If you do not use I C you can keep a file of inventory items in P
140. enter a minus sign Enter the miscellaneous charges as a positive amount Account If there are miscellaneous charges for this invoice you are next asked for the number of the G L account that these charges are to be distributed to if the A R Control File specifies that miscellaneous charges are distributed Enter the account number or use the option Option F1 to use the miscellaneous charges account in the A R Control File Misc charges taxable The taxes calculated for miscellaneous charges do not display If you wish to make any changes or view the default calculations press the f at the next numbered field or select the misc field from Field number to change 2 A window appears for this purpose similar to the following Professional Invoicing Invoices User Manual 12 39 i Misc charges taxable Type Txbl Tax amount cst 00 Pst Xmpt 00 last Txb1 00 Make any changes as follows Txbl Enter the letter reflecting the taxable status of miscellaneous charges for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply to miscellaneous charges or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount 3 Freight This field is skipped if the P I Con
141. ep all information for one line item on the same page If the number of rows per line item is 1 Not applicable displays 16 Use pre printed forms If this invoice format is to be used with pre printed forms answer Y otherwise answer N If you answer Y you will be prompted to mount pre printed forms on the printer during the Print invoices and quotations selection 17 Order of printing of line items Press Enter to print the line items in sequence number order or enter L to print them in order by line type goods services and notes Enter the information as follows 18 First type of line item to print Select the type of line item you want to print first on the invoice G Goods S Services or N Notes 19 Second type of line item to print Select the type of line item you want to print next on the invoice either of the 2 remaining line types from above 20 Print line type sub totals Each line item has a line item net amount which is the amount you are billing the customer for that line item Answer Y to print a sub total of the net amounts for all Goods after the Goods line items and a sub total for the net amounts of all Services after the Services line items If you answer N in this field Not applicable appears in the next two fields 21 Description of goods sub totals If you answered Y to the previous prompt enter the title which you want to print on the same row as the Goods Subtota
142. eport you should take one of the following actions 1 Obtain sufficient quantity of the item to fully ship the line and then enter a receivings in I C for the amount received At this point the line can be shipped in full 2 Use Invoices to display the line item Then change the quantity shipped so that the amount that cannot be shipped is back ordered Other options are also available such as shipping in stock or back ordering the entire line item until the Professional Invoicing Recurring Bills User Manual 13 39 full amount ordered is available See the chapter titled Invoices for a full discussion of your options Professional Invoicing Recurring Bills User Manual 13 40 SAMCO Building business and technology relationships Chapter 14 Standard Bills Introduction Use this selection to enter standard bills It works like Invoices except that the standard bill consists only of line items A standard bill is a packaged set of services or items which your company often provides You can paste one or more standard bills into any invoice for a customer For instance an air conditioning company might have a standard bill for each of several packages of usual services Freon check yearly preventive maintenance compressor change etc When a packaged set of services was delivered the appropriate services parts and materials could be pasted into the invoice for that customer rather than creating the whole invoice
143. equence by the customer s last name when printing the quotation list by customer name For example if you enter John Smith after pressing F2 and then print a Customers by Customer Name Report this customer would print after Sara Samuels and before Barry Spencer Credit checking Credit checking is done on the customer in exactly the same way as for an invoice New customer You can add a new customer at this point in exactly the same way as for an invoice At this point if you re not changing an existing quotation skip to 2 Ref below To change an existing quotation Enter the reference number or use the option Option F1 to scan through the quotations on file Format 6 characters If a quotation exists for the customer number and reference number you ve entered you ll be allowed to make changes to it Otherwise it s the same as if you re entering a new quotation Since there are three parts of a quotation header line items and totals any part can be changed independently just as for an invoice You can also press F3 here to delete the entire quotation If you want to delete only line items see Deleting Line Items below Change the information on this screen in the usual manner You are next asked if you wish to change the line items If you answer Y the line item screen appears Professional Invoicing Quotations User Manual 15 4 If you wish to change or view the totals screen answer Y to the
144. er feature at the 4 Field number prompt The screen appears as follows Enter the following information 5 Cei 1 a 2 Repeat Enter the number of times the printer feature you enter below will be repeated The most common purpose for entering a value greater than 1 is if you want to physically print a special character such as graphics more than once Format 999 6 Feature code Enter a valid printer feature code or use the option Option F1 to display the next printer feature code on file Professional Invoicing Invoice Formats User Manual 21 13 Format 5 characters If you are turning a printer feature on such as bold condensed print or italics you will want to start the next printed field on top of the printer feature code since the printer feature code doesn t actually print anything nor does it take up space on the form Helpful Hint In version 6 5 Plus and later many of the field sizes were expanded dollar amounts etc This can cause problems if you have existing forms but still want to take advantage of the longer fields One thing you might want to try is setting up a printer feature for condensed print and a printer feature that returns you to a normal print mode When setting up a field that is longer than the space on your form allows you can enter the printer feature code to switch to condensed print print the field and then enter the printer feature code to return to normal print mo
145. er for the field being defined to print First enter one of the following abbreviations E Q equal to N E not equal to G T greater than L T less than G E greater than or equal to L E less than or equal to Then enter the value that the dependent field must contain to complete the condition Press Enter to indicate a value of zero for a numeric or date field or spaces for an alphanumeric field Printing a Field Under More Than One Condition If you need to print a field when either one condition or another is met define the field specifying the first condition as described above Then define the field again using the same line number column number and field number After entering the field number a message informs you that the field is already defined and you are asked if you wish to define a duplicate Answer Y and complete the definition specifying the other condition under which the field is to print Professional Invoicing Invoice Formats User Manual 21 12 This allows printing under one condition or the other There is no way to request printing when both conditions are true Printer features Printer features are used to advise the printer to do something special such as change type size turn bold on turn bold off etc For further details on setting up printer features refer to the chapter titled Printers in the System Functions manual To turn a printer feature on select 2 Print
146. er will appear exactly like that if you choose to print it on the invoice later This means that if you enter a date as 031599 it will appear as 031599 not as 03 15 99 Professional Invoicing Control Information User Manual 5 3 For example suppose you wanted to print each customer s account balance in the header of his invoice You could name an optional field ACCT BAL It would appear on the header screen each time you entered an invoice or quotation and you could enter the amount of his account balance then Later you could choose to print the account balance on the customer s invoice when you specify the layout format of the invoice 7 1st optional field Enter the description that you want to appear on the header screen to identify this field You may press Enter to skip optional field 1 Format 10 characters Length Enter the maximum length up to 15 characters which you allow for information entered in this field Format 99 8 2nd optional field Enter the description that you want to appear on the header screen to identify this field You may press Enter to skip optional field 2 Format 10 characters Length Enter the maximum length up to 15 characters which you allow for information entered in this field Format 99 9 3rd optional field Enter the description that you want to appear on the header screen to identify this field You may press Enter to skip optional field 3 Format 10 c
147. ercent or use the option Option F1 Press F1 to use the commission percent and method on price or on margin for the customer or the sales rep If commissions are assigned by customer in A R then the customer s percent and method are used If commissions are assigned by sales rep in A R then the sales rep s commission percent and method are used If you enter a specific commission percent you are asked if the commission is on price or on margin Press Enter to accept the default specified in the P I Control File or enter P for Price or M for Margin If you enter zero for the commission percent the cursor moves to the Commis amt field Enter the commission amount If the commission is on price the commission amount displays in the Commis amt field If the commission is on margin you are informed that the amount of the commission will be calculated when the invoice from this recurring bill is posted to A R Format 99 999 commission percent 99 999 999 99 commission amount 7 Comment Enter any comment for this recurring bill Press F2 to end entering the comment Format 5 lines each the number of characters specified for Comment text length in the P I Control File Make any desired changes as usual Recurrence Information Screen The recurrence information screen appears Professional Invoicing Recurring Bills User Manual 13 30 Fe Ege AR K OF SA AP PC GL IC FO BR OP CL FP PS
148. ering Notes Line Items 1 Sequence Enter a sequence number here exactly as in entering Goods line items Format 999 Line type As in Invoices enter N for Notes You see FE 3a Ft standard ba i Tei Fe ton AR YX OE A we HK 7 ok Fi a FP PS PTM T RIR PA UK SR M CM OF H CEA Es rj Standard bills Acme Enterprises Inc Enter Standard bill 2 Standard bill 2 1 Sequence 40 Line type Notes 2 Description i 2 Descr iption 2 line items Invoice total 164 20 Enter whate Professional Invoicing Standard Bills User Manual 14 16 ver notes or comments you wish to appear on the standard bill at this point You can press Enter at the beginning of any line to leave a blank line To end the note press F2 Format 10 lines each the number of characters specified for Services text length in the P I Control File Printing a List of Standard Bills From the Standard bills menu select List A screen appears for you to specify the starting and ending standard bill numbers and what to include on the list Enter the information as follows 1 Starting standard bill 2 Ending standard bill Enter the range of standard bills to include Follow the screen instructions Format 6 characters 3 What to print Select how much information to include for each standard bill on the list of lines per line item Press Enter to show 1 line per line item type 0 for none type
149. erms codes When the desired terms code appears press Enter Format 3 characters NOTE Because of the choices made in the P I and A R Control Files some of the following optional fields may not be used In this case the related field does not appear on the screen and all later fields on the screen are renumbered The optional fields are SHIP VIA SALES REP PROFIT CTR JOB SUB JOB 1st user defined field 2nd user defined field 3rd user defined field 9 Ship via This field appears only if the P I Control File specifies that ship via s are used Enter a ship via code or use the option Option F1 To use the customer s normal ship via code If the customer is a one time customer name starts with an asterisk or if you are entering the customer as you go you can press F1 to scan through the available ship via codes When the desired ship via code appears press Enter Professional Invoicing Invoices User Manual 12 10 Format 3 characters 10 Tax group The tax group entered for this order must exist in the Taxes file Enter a tax group or use the option Option F1 to use the tax group entered for the deliver to address if an address from the Deliver to File is being used F1 to use the tax group entered for this customer in the Customer File F2 to change the default taxable status for the tax group for the customer or deliver to address If the customer is a one time cus
150. ervice for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply for this service or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount Txbl amount This field displays the taxable portion of the extended price and cannot be changed 9 Commisnbl NOTE This field is skipped if the A R Control File specifies that you do not use commissions Answer Y if this line item is commissionable 10 G L acct This field appears only if the A R Control File specifies that sales are distributed This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change If you choose to change the default enter the new sales account to which the revenue from this item is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I Control File F2 to accept the default sales account for the service If Job Cost is used and if this line item is for a job the billing account specified on the job header for this job displays automatically To change this you must use Field number to change If Job Cost is interfaced fields 10 and 11 become JOB and SUB JOB and the nu
151. etimes due to hardware or operating system errors Upgrading from Earlier Versions If you are upgrading from a previous release we have included the necessary functions and instructions to do this Please refer to the Upgrade Guide for more information New Features for Version 6 5 This section describes the features that have been added to Professional Invoicing for Version 6 5 Professional Invoicing Understanding Professional Invoicing User Manual 1 9 Users who have upgraded from Release 121593 or earlier will want to read this section after installing Version 6 5 in order to obtain an overview of the increased capabilities of the software In order to take advantage of the new features simply read the relevant chapter s of the User Manual e Customer names can be set up in Accounts Receivable so that they can be searched by last name but invoices will show first name followed by last name e Commissions for invoices can be based on percentages associated with either customers or sales representatives in Accounts Receivable e Unlimited cash accounts are supported e Full warehouse information can be displayed for line items showing the quantity on hand quantity committed quantity on back order and quantity on work order for the item at the warehouse specified e Line items for goods can be optionally back ordered If Professional Invoicing is interfaced with Inventory Management quantities on back order will be t
152. ext length specified in the P I Control File 7 Reprint invoices already printed Press Enter for N or answer Y Make any changes If you are using multiple printers select which printer to which to send the invoice You are asked Print alignment Answer Y to print a test alignment form filled out with lines of X s and 9 s After the form prints you are again asked Print alignment If necessary adjust the invoice forms in the printer to the left right up or down then answer Y to print another alignment form Continue to print alignment forms and make necessary adjustments until the invoice forms are properly aligned When alignment is correct answer N to Print alignment You are then asked for the starting invoice number Professional Invoicing Print Invoices and Quotations User Manual 17 3 Starting invoice Enter the starting invoice number for the first invoice to print or use the option Option Enter to use the next available invoice number If you enter a number lower than the next available number in the P I Control File you will get a warning message NOTE An invoice is assigned an invoice number when it is printed Until that time it is identified only by the bill reference number Format 999999 The invoices are then printed Sample printed invoices are shown at the end of the appendix titled Format Design Kit When the invoices have printed you are asked Are invoices just printed
153. f the taxes calculated for all tax types for line items miscellaneous charges and freight charges If you wish to change the amount displayed for sales tax then press the 1 key from the next numbered entry field or select the sales tax field from Field number to change A window appears for this purpose similar to the following Tax Totals Type Tax amount Txbl amount Xmpt amount Zero amount GST 548 00 00 00 PsT 00 540 00 8 00 00 HST 00 548 00 00 00 Make any changes to the amounts calculated for each tax type or use the option Option F1 to reverse changes made to override the calculated amount After this these amounts are added Invoice tot or Discounted net if an invoice discount is used Misc charges if used Freight if used Sales tax if any The total is displayed as Billed total The next two fields are skipped if the A R Control File specifies that you do not use commissions Professional Invoicing Recurring Bills User Manual 13 29 5 Commis amt This field appears as Commis amt if no line items were specified as being commissionable or if the commissionable amount at the top of the screen is zero Enter the commission amount Format 99 999 999 99 5 Commis pct and 6 Commis amt Field 5 appears as Commis pct if one or more line items are specified as being commissionable and the commissionable amount is not zero Enter the commission p
154. f you entered a job number in the previous field and that job is broken down into sub jobs and you bill for the sub jobs you are asked for the sub job number for which this is the recurring bill Otherwise you are not asked for the sub job number Enter the number of the sub job or use the option Option F1 to scan through the sub jobs for this job Format 999 You are now finished with the header screen The next screen is the line item screen Line Item Screen A screen appears to enter the first line item on this recurring bill Professional Invoicing Recurring Bills User Manual 13 7 Fie AR K CoM we HT KR FO ORR FM CU CUP UPS PTA TRIAR OUR PA UK SR M OM F H ee j r ti Recurring bills Acme Enterprises Inc Enter Ref TEST Customer 1 Smith s Renovations CR limit 100 Balance 1 457 73 4 Sequence Line type 2 line items Invoice total 540 00 F1 next line item F2 Sequence 30 Enter the information as follows 1 Sequence Enter a sequence number here exactly as in Invoices Format 9999 Line type The options for this are the same as for Line type under invoice entry The appearance of the bottom part of the screen depends on whether or not you are using the Job Cost package Fields used only with J C are noted later in this section Format 1 character Entering Goods line items After you type G you see Professional Invoicing Recurring Bills User Manual 13 8
155. for each date or time field 6 Format For a date field select the format to use when printing this field as follows 1 MM DD YY 03 31 13 2 MMM DD YY Mar 31 13 3 MMM DD Mar 31 4 DD MMM YY 31 Mar 13 5 Month DD YYYY March 31 2013 When you complete entry the print format of the date or time as you have defined it is displayed on the screen Literal Fields The following three fields display for each literal field 6 Length Enter the number of characters to be used when printing this field up to the maximum shown or use the option Option Enter for the maximum shown Format 99 max 80 A total of 1000 characters are available for printing all literal fields on a form witha maximum of 80 characters for each A message displays when fewer than 150 characters are available 7 Text Enter the exact text to be printed up to the length specified in field number 6 8 Print on Professional Invoicing Invoice Formats User Manual 21 16 This field applies only if you are using Kits Plus Enter L to print the literal text only for line items that are not component items of kits Enter C to print the text only for component items Enter B to print the text for both line items and component items Calculations The calculations functionality built into forms allows you to compute and store up to 20 figures for later printing on your forms using the Calculation register field Calculatio
156. formation The Line Items group is the middle part of the form and typically includes information on each line item on the order such as the goods service number and description quantity ordered and price Line Item information always prints after Header information and before Totals information Professional Invoicing Invoice Formats User Manual 21 2 The Totals is the bottom part of the form and typically includes the invoice total invoice discount percent and taxes Totals information always prints after Header and Line Item information Paginated A form is either paginated or not paginated A paginated form is one that may have multiple pages where each page is the same length Pre printed forms and forms that are separated from one another by perforations are examples of paginated forms A form that is not paginated has no specific length Continuous paper on a roll such as that used on a calculator is an example of a non paginated form Typically invoices are paginated In order to handle laser printers you can also identify whether a form feed is needed after each page As laser printers are page driven compared to dot matrix printers which are character driven they must be told when to eject the page Lines and Columns The length of a paginated form is defined by the number of lines on the form from the top of the form to the bottom If printing is done at 6 lines per inch an 11 inch form has 66 line
157. fter the next one For instance suppose that the terms were 210 2 discount if paid by the 10th of next month net due on 31st of next month and the cut off day is the end of the month An invoice dated on 30 June or before would receive a discount if paid by the 10th of July and would be due on 31 July The cut off day is normally the end of the month You may press Enter to set the cut off day to End of current month However you may instead enter a positive or a negative number Enter a positive number up to 27 to specify the last day of the month on which the terms of an invoice apply to the following month After the cut off day the terms apply to the month after the next one Suppose the terms were 210 2 discount if paid by the 10th of next month net due on 31st of next month and that the cut off day was entered as 25 Then an invoice dated on or before 25 July would receive a discount if paid by the 10th of August and be due on the 31st of August An invoice dated 26 July would receive a discount if paid by the 10th of September and be due on the 30th of September Enter a negative number up to 27 to specify how many days before the end of the month an invoice can be dated and still apply to the following month With the same terms as above and the cut off day entered as 2 an invoice dated on or before 29 July 31 July minus 2 days would receive a discount if paid by the 10th of August and be due on t
158. gh the Use as invoice function in this Quotations selection At this point print the resulting invoice in your standard invoice format Professional Invoicing Quotations User Manual 15 1 To Begin From the P I menu select Quotations Then select Enter from the Quotations menu If you set up multiple invoicing stations in the P I Control File a screen now appears Enter the following information Invoicing Station If you have selected immediate printing in the P I Control File then prior to entering quotations using this selection you must specify the station code of the invoicing station to be used when printing quotations immediately Enter the station code on the screen which appears or use the option Option F1 to scan through the station codes on file Once you have specified the station code the quotation header screen appears Format 3 characters Entering Quotations There are three different screens on which you enter information about a quotation The first is the Header screen the second the Line item screen and the third the Totals screen You first see the header screen Professional Invoicing Quotations User Manual 15 2 i ey p ar 84 38 Pt Quotations Fie ffm AR K OF SA AP PC UG OU FO BR FL OG OP OPS OP TA TR OUR R PA DK SR OMP CM SF Heb gt J oc A Quotations Acme Enterprises Inc Enter 4 Customer J 6 P O 7 Terms 8 Ship via 9 Courier A C 10 Tax gr
159. h the terms codes on file Professional Invoicing Terms User Manual 8 2 Format 3 characters 2 Description Enter a description of the terms code Format 15 characters 3 Type Enter either e D for Days how many days from the invoice date e P for Proximo day of the following month Additional fields now appear on your screen depending on the Type selected Enter the following information Terms by Days If you are entering a terms code due by number of days type D the screen will appear as follows Professional Invoicing Terms User Manual 8 3 2 aa AR Termi Entar one file E AR K CE SA AP PC GL K PO BR FCL FP PS BP TA TR PER XR PA OK SR MP CM F Hep TAES E P Setup Acme Enterprises Inc KC in 34 Terms Enter 1 Terms code COD 2 Description c 0 D a 3 Type Days 4 Due days ol 5 Discount days 6 Discount pct 7 Grace period 4 Due days Enter the number of days from the date of the invoice when payment is due Format 999 5 Discount days Enter the number of days from the date of the invoice during which a discount will be given for early payment Format 999 6 Discount pct Enter the discount percentage to be given if payment is made within the discount days Format 99 999 Professional Invoicing Terms User Manual 8 4 Proximo Terms Day of the Following Month If you are entering a terms code due on a particular day of the month type P the
160. haracters Length Professional Invoicing Control Information User Manual 5 4 Enter the maximum length up to 30 characters which you allow for information entered in this field Format 99 The second screen appears 4 34 PE Content information lt coo a fle fon AR K OF SA AP PC OL KM PO BR PL CL FP PS AP TA TRA PER IR PA OK IR MP CM SF Hep SOV GeVvRea tS ooo aac dhea Setup Acme Enterprises Inc KC in 34 Control information New customer defaults 10 Use ship vias 11 Use misc charges 23 Customer type mm 12 Use freight charges 24 Balance method o 13 Use back orders 25 Statement cycle in 14 Do credit checking 15 Keep invoice history 16 Default commis method 17 Multiple profit ctrs 18 Default profit ctr Optional job cost usage 26 Use Job Cost fy Do Y 7 n Optional inventory usage 19 Default sales accounts 4000000 27 Use Inventory ly 40107000 40204000 28 Inventory scrap acct 1090 000 4030000 Cash Clearing 20 Ask cash with invoice ly 29 Drop ship clear acct 1090 000 21 Post cash to A R ly Cash Clearing 30 Multiple warehouses N 22 What kind of discounts Both 31 Default warehouse Not applicable Field number to change NOTE Fields 28 through 32 will appear if you answer Y to 27 Use Inventory Management 2 and are discussed later on in this ch
161. haracters If Inventory Management is used Enter the inventory item number or use one of the options Options F1 to scan through the items in the Item File Enter to look up the item by description NOTE If the unit or conversion factor for an inventory item is changed in the I C Item File you must delete any P I line items using that inventory item then re enter them Otherwise your invoices will contain the old unit and conversion factor If you left the number blank enter the item s description or any portion of it beginning with the first letter The first item with a description matching the entered characters appears and you are asked if this is the item you want Answer Y to select it N to enter another item or press F1 to see the next item in alphabetical order Miscellaneous items A miscellaneous item has an item number that begins with an asterisk If you enter a miscellaneous item for the item number you are requested to enter the unit If Professional Invoicing Invoices User Manual 12 16 there is a unit already on the Inventory Item File for this item it is displayed automatically and you can change it if you wish You are then requested to enter the item description Warehouse This field appears only if the P I Control File specifies that multiple warehouses are used and I C is interfaced with P I Enter the code for the warehouse from which the item is to be shipped or use the option Option
162. he Field number to change 2 prompt If you choose to change or view the default taxable status of this line item a window similar to the following appears r Tax Override Type Item tax Txbl Make the following changes Item tax Enter a taxable code to apply to the tax type or press Enter to leave blank Txbl Enter the letter reflecting the taxable status of this service for this tax type Valid entries are T taxable E exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window 9 Commisnbl This field is skipped if the A R Control File specifies that you do not use commissions Answer Y if this line item is commissionable 10 Sales acct This field appears only if the A R Control file specifies that sales are distributed This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change 2 If you choose to change the default enter the new sales account to which the revenue from this service is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I Control File F2 to accept the default sales account for the service Make any changes Professional Invoicing Standard Bills User Manual 14 15 The screen clears to enter the next line item Enter the sequence number of the next line item or exit as usual Ent
163. he 31st of August An invoice dated 30 July would receive a discount if paid by the 10th of September and be due on the 30th of September Format 99 Deleting Terms Codes Professional Invoicing Terms User Manual 8 6 To delete a terms code from the file bring up the code you want to delete and press F3 Printing a List of Terms From the Terms menu choose Print Professional Invoicing Terms User Manual 8 7 SAMCO Building business and technology relationships Chapter 9 Ship Via Introduction If you do not use ship via information in your business skip this chapter Use this selection to enter ship via codes A ship via code is a 3 character code used to specify the shipping method for a customer s order For example you could use the code A F for shipping Air Freight You normally enter ship via codes in A R This function is also provided in P I so that you don t have to leave the P I package to enter ship via information When you enter customers in the Customers selection you can assign one of these ship via codes to show which shipping method the customer prefers Ship via codes are part of the A R Codes File If you entered ship via codes when you set up A R you do not have to re enter them here unless you now have additional ship via information for P I To Begin From page 2 of the P I menu select Setup gt Ship via Next choose Enter from the menu displayed Entering Ship via Codes From t
164. he desired tax code appears press Enter Format 3 characters 10 Sales rep This field appears only if the A R Control File specifies that sales reps are used Enter a sales rep code or use one of the options Professional Invoicing Quotations User Manual 15 7 Options Enter to skip this field now then enter a sales rep code later when this quotation is turned into an invoice F1 to use the sales rep entered for this customer in the Customer File Format 3 characters If the customer is a one time customer or if you are entering the customer as you go you can press F1 to scan through the valid sales reps When the desired sales rep appears press Enter 11 Profit ctr This field appears only if the P I Control File specifies that multiple profit centres are used Enter the profit centre to which this quotation is assigned or use the option Option F1 to use the default profit centre in the P I Control File For subsequent quotations F1 defaults to the profit centre on the last quotation entered 12 1st user defined field This field appears only if it is defined in the P I Control File The name of the first optional field defined in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control File 13 2nd user defined field This field appears only if it is defined in the P I Control File The n
165. he screen which appears you can work with both new and existing ship via s _ If a ship via has already been entered for the ship via you specify it will appear and be available for changes or deletion Professional Invoicing Ship Via User Manual 9 1 Enter the following information 1 Ship via code Enter the ship via code or use the option Option F1 To browse through the ship via codes Format 3 characters 2 Description Enter a description of the shipping method Format 15 characters Deleting Ship Via Codes To delete a ship via code from the file bring up the code you want to delete and press F3 Printing a List From the second page of the A R menu select Setup Select Ship via from the menu displayed and then choose Print Professional Invoicing Ship Via User Manual 9 2 SAMCO Building business and technology relationships Chapter 10 Sales Reps Introduction If you answered to Are sales reps used in the Accounts Receivable Control information function skip this chapter Although sales reps are usually entered through A R this selection is included in P I for your convenience The Sales Rep File is the same file used in A R If you entered sales rep information when you set up A R you do not have to re enter it here unless you now have additional sales rep information for P I To Begin From the second page of the P I menu select Set up gt Sales reps Then from the Sa
166. he unit or use the option Option F1 to use EACH Format 4 characters If Inventory Management is used Enter the inventory item number or use one of the options Options F1 to scan through the items in the Item File Enter to look up the item by description If you left the number blank enter the item s description or any portion of it beginning with the first letter The first item with a description matching the entered characters appears and you are asked if this is the item you want Answer Y to select it N to enter another item or press F1 to see the next item in alphabetical order Miscellaneous items A miscellaneous item has an item number that begins with an asterisk If you enter a miscellaneous item for the item number you are requested to enter the unit If there is a unit already in the Item File for this item it is displayed automatically and you can change it if you wish You are then requested to enter the item description Warehouse This field appears only if the P I Control File specifies that multiple warehouses are used Enter the code for the warehouse from which the item is to be shipped or use the option Option F1 to use the warehouse entered in the P I Control File The warehouse must exist in the I C Warehouse File and the item must be stocked at this warehouse If not an error message appears and you must correct the condition in the I C package Refer to the Inventory Management User
167. hen the sales rep s commission percent and method are used If you enter a specific commission percent you are asked if the commission is on price or on margin Press Enter to accept the default specified in the P I Control File or enter P for price or M for margin If you enter zero for the commission percent the cursor moves to the Commis amt field Enter the commission amount If the commission is on price the commission amount displays in the COMMIS AMT field If the commission is on margin you are informed that the amount of the commission will be calculated when the invoice is posted to A R Format 99 999 for commission percent Professional Invoicing Invoices User Manual 12 43 99 999 999 99 for commission amount 11 Comment Enter any comment for this invoice Press F2 to exit from entering the comment Format 5 lines each up to the number of characters specified in Comment text length in the P I Control File Using Notes You can enter an unlimited number of notes about this invoice by pressing F6 at Field number to change Each note is given a date time stamp so that you can browse through the notes in time sequence later These notes are never printed on statements so the customer will never see them A menu at the bottom of the Notes area shows three selections Menu Pressing F1 brings up a number of selections Each selection is described below Save After entering a note this se
168. his option is only available if this invoice can be shipped from multiple warehouses Notes on Back Order Control if I C Is Not Used If I C is not used then the quantity to ship described below will always be set equal to the quantity ordered However from Field number to change 2 you may enter a quantity to ship which is less than the quantity ordered In this case a back order will occur Since I C is not used no back order information can be tracked in inventory However you may still print back order information on invoices and print back order reports using Back order reports Qty to ship This field is only displayed if back orders are used as specified in the P I Control File If this field is displayed the numbering of the remaining fields on the screen changes accordingly This field displays automatically based on the entry for the quantity ordered as described above Notes on Back Order Control if I C is used If the quantity ordered is positive and the quantity to ship is changed from Field number to change 2 to a quantity which is less than the quantity ordered then you must specify how to handle the quantity which is not shipped The options are 1 Back order balance The difference between the quantity ordered and the quantity shipped will be back ordered 2 Ship in stock The difference between the quantity ordered and the quantity shipped will be regarded as out of stock and will not be back or
169. how you which recurring bills have been selected The recurring bills that are selected will be turned into invoices when you run Use selected described later in this chapter Manual Selection When you press Enter at Field Number to change 2 a screen then appears for you to select recurring bills manually Bills which are selected here will be turned into invoices when you run Use selected The criteria above cut off date and range of customer names customer numbers or bill groups narrow down the bills that will be displayed to you for selection using the F1 key However you can still select bills not meeting these criteria by entering the customer number and reference number on the screen shown below Professional Invoicing Recurring Bills User Manual 13 36 i fle W AA K OF SA AP RC UG CU CO CUR UF CU OUP OPS PTM TRIR RPD SR M OM OF IH Recurring bills Acme Enterprises Inc 5 P O 6 Terms 7 Ship via 8 9 Courier A C Tax group Country 10 Sales rep 11 Profit ctr 2 Ref 3 Group 12 Job 4 Deliver to 13 Sub job 14 UDF 1 15 UDF 2 Country 16 UDF 3 F1 next recurring bill 1 Customer Enter the customer number and the reference number of the bill you want to select or use the option Option F1 to scan through recurring bills which meet the criteria you specified on the last screen Format 12 characters Make any desired changes to the information on this screen from F
170. ice MISUOPY scsrcrsetin nnn e EEE E E E A EE 1 Printing the Invoice History Report ssessesssesesssscsscossosseosecsecossosesoeseeseeo 5 INVOICE Formats seesi onosi ne a a a dues E aa 21 1 Definitions ii sie sea case ey EEEE NEE EAEE EERE EE N EP AAA 2 Entering FOM senese na A E E EE OE EEEE ONE RE 3 Printing a Field Under More Than One Condition ssssssssssesscsessssessscssees 12 Printer featur eS orr eie tecer teite AETA ETET ER AET AA Ti 13 Alphanumeric Numeric Date and Literal Fields cececececececeeeeeeees 14 Printing a Forms Listesi oorrseire iir ne eneee E EEE OEE EE EEEE EE E E 20 Printing a Field Location Grid sssssessesssessessecsscessosssssecssceesessesseeseees 22 Form RIGGS nere a E E E EE EE A EEE E A eae ea E TOSS 23 Data Integrity CHECK cages sceccind esis iine n a ea a O a tate E ES 22 1 Initializing Data FileSend enn oni i n a a n i aa A 1 File Utilities oe eere dep yates enea E E EEE EA EEEa E EEEE AR EAAS B 1 Corrupted data fileSe screenen aii EEEE EERE aien a aar oa EET Ea 1 Exporta fleni naa a a aoea A E a eel a a a R a a Ea 2 Restore an exported file seeseessessssosesceccsesssreseccsecsesosresesoeecserssceseee 5 Reb ilding Data Files ori erica ccein sreee raana a e eaaa A E E A aN na aeiae 7 Professional Invoicing Table of Contents User Manual 1 4 SAMCO Building business and technology relationships Chapter 1 Understanding Professional Invoicing Definitions
171. ield number to change 2 If the bill has already been selected you are informed of this and asked whether you want to unselect it If N the recurring bill remains selected and you are asked Field number to change see below If Y the recurring bill is no longer selected and a screen appears for you to enter another recurring bill to select If the bill has not already been selected you are asked whether you want to select it If you answer N the screen clears to enter another bill to select If you reply that this bill is to be selected the bill is selected unless Professional Invoicing Recurring Bills User Manual 13 37 1 The final date is earlier than the next date In this case you are warned that you have gone past the final date on which this recurring bill is to be sent and asked if you wish to select it anyway Answer Y to select it anyway or N to not select it 2 The times so far is more than the max of times In this case you are warned that you have already selected this bill the maximum number of times and asked if you wish to select it anyway Answer Y to select it anyway or N to not select it If the customer is already over his credit limit a message appears informing you of this and you are asked whether you want to continue selecting this bill Answer N to exit from selecting this bill or Y to continue Make any changes A line item screen appears to allow you to make any desired change
172. ing Recurring Bills User Manual 13 15 Fe Em AR K OE SA AP PC GL C FO GR Pl CL FP PS P TA TR PER ER PA DK SR MP CM S Help SOzGevxXwt4 co s gt f _ Recurring bills Acme Enterprises Inc Enter Ref rest Customer 41 Smith s Renovations CR limit 100 Balance 1 457 73 4 Sequence Bo Line type Services 2 Service i Unit 3 Description 4 Quantity 5 Unit price Extended price 6 Discount Line disc amt 7 Unit cost 8 Tax amount Line item net 9 Commisnb 10 Job 11 Sub job 12 G L acct 2 line items Invoice total 540 00 Enter service F1 next service or leave blank for one time service l J Format 9999 Reviewing Existing Line Items If you wish to review line items already entered for this recurring bill enter the sequence number press F1 to see existing lines or use the View function described in a later chapter of this manual Line type As in Invoices enter S for services The appearance of the bottom part of the screen depends on whether or not you are using the Job Cost package The screen shown below is what you see if you are not using J C Fields used only with J C are noted below You see Professional Invoicing Recurring Bills User Manual 13 16 Enter the information as follows 2 Service Enter the service number or use one of the options Options F1 to scan through the services in the Goods Services File Enter to enter a one time service that is not i
173. ing address NOTE If Billing is being used this file is the same as the O E Ship to File Any additions changes or deletions made to this Deliver to File will automatically update the O E Ship to File and vice versa To Begin Go to Billing OE F2 gt Setup gt Ship to Addresses Entering Deliver to Addresses After you have completed the screen to enter a ship to address it appears similar to this Professional Invoicing Deliver to Addresses User Manual 6 1 FA 34 Ce Ship to address Emai lt a File E AR K CE SA AP GL K PO BR MCL FP OPS AP TA OTR PER KR PA OOK SR OMP CM F Hep e Oxer n Setup Acme Enterprises Inc KC in 34 Ship to addresses Enter 1 Customer i Ship to gt N Ship to name Ship to addr 1 Ship to addr 2 Ship to addr 3 Country NOOey 8 Tax group 9 Phone 10 Sales Rep F1 next ship to F2 next customer From this screen you can work with both new and existing deliver to addresses Ifa deliver to address has already been entered for the customer and deliver to number you specify it appears and is available for changes or deletion Enter the information as follows 1 Customer Enter the number of the customer that this deliver to address is for or use one of the options Options F1 To scan through the deliver to addresses on file F2 To scan through the A R customers on file Enter Leave the customer blank to look up the customer b
174. ing business and technology relationships Chapter 7 Goods Services Introduction If you are using the Inventory Management package this selection will have a different name Services This is because all item information will come from the Item File in the I C package For the remainder of this chapter the selection will be referred to as Goods Services Use this selection to enter the standard services and goods items that your business provides You can assign a 3 character code to each of your services and a 15 character code to each of your items If you are using I C you must enter your items there You can number your services with a number from 1 to 999 or you can give each of your services a 3 character code such as CPY for Copying TEL for telephone MNT for Maintenance etc To Begin From page 2 of the P I menu select Set up gt Goods Services then select Enter from the menu which appears Entering Goods and Services Professional Invoicing Goods Services User Manual 7 1 If I C is not interfaced a screen appears for you to type either G to enter a Goods item or S to enter a Service Format 1 character If I C is interfaced the G or S screen will not appear and you will go immediately to the screen to enter a service Entering a Service The services screen appears as follows E Al Gooda Services nea File Ede AR K CE SA AP PC GL X PO ER PI CL FP PS AP TA TR PER KR PA DX
175. ing change orders and if this recurring bill is for a job and you are also using the Inventory Management package you will be asked for the change order number for this standard bill Press Enter if this standard bill is not for a change order or enter the change order number The change order must already be defined for the job You are informed when the standard bill has been transferred pasted into this recurring bill NOTE Each line item from the standard bill is originally designated here as a fixed line item if Qty or Price is not zero If the Qty or the Price is zero it is designated as a variable line item If you wish to change this designation do so as described under the section titled Changing Line Items and Totals in the first part of this chapter See field 4 Quantity above for more explanation of fixed and variable line items The screen clears to enter the next item When through with entering line items press Tab for the sequence number The totals screen then appears Totals Screen Professional Invoicing Recurring Bills User Manual 13 25 Fie fm AR K OF SA AP PC UG OU FO ER FL OG OP OPS OP TA TR IR OER OPA DK SR OMP CM OF Heb o 6r j s M Recurring bills Acme Enterprises Inc Enter Ref TEST Cust 1 Smith s Renovations Invoice tot 540 00 Invoice disc 1 00 Commissionable 540 00 1 Inve disc 00 2 Misc charges 00 3 Freight 1 00 4 Sales tax 27 00 Billed total 56
176. ion Format 3 lines of 25 characters each 3 Unit Enter the unit in which you sell this item or use the option Option F1 to use EACH You must enter a unit Format 4 characters 4 Unit price P I allows you to enter up to 2 price levels based on the quantity purchased For example you sell item X at 1 50 each for unit price level 1 and 1 00 for each unit over and above 25 If a customer buys 30 of item X the first 25 will be charged at 1 50 and the remaining 5 will be priced at 1 00 Enter the first price you charge per the unit entered in the previous field Format 9 999 999 999 Unit price 2 Enter the second level of price you charge per the unit entered in field 3 above This price will be based on the quantity cut off entered in the next field All units over and above the quantity cut off will be charged at this price Format 9 999 999 999 Quantity 1 Enter the maximum quantity at which unit price 1 is to be charged Any units of this item over and above this quantity will be charged unit price 2 Format 99 999 999 999 5 Unit cost Enter your cost per the unit entered in field 3 above Format 999 999 999 6 Default tax Professional Invoicing Goods Services User Manual 7 6 A window appears similar to the one shown below for you to set the taxable status of each tax type for this item or to incorporate a taxable code g Tax setup Typ Included Status GST PST HST xb
177. ional fields may not be used In this case the related field does not appear on the screen and all later fields on the screen are renumbered The optional fields are e SHIP VIA Professional Invoicing Quotations User Manual 15 6 SALES REP use is specified in the A R Control File PROFIT CTR JOB SUB JOB 1st user defined field 2nd user defined field 3rd user defined field 8 Ship via This field appears only if the P I Control File specifies that ship via s are used Enter a ship via code or use the option Option F1 to use the ship via code entered for this customer in the Customer File If the customer is a one time customer name starts with an asterisk or if you are entering the customer as you go you can press F1 to scan through the available ship via codes When the desired code appears press Enter Format 3 characters 9 Tax group The tax group entered for this quote must exist in the Taxes file Enter a tax group or use the option Option F1 to use the tax group entered for the deliver to address if an address from the Deliver to File is being used F1 to use the tax group entered for this customer in the Customer File F2 to change the default taxable status for the tax group for the customer or deliver to address If the customer is a one time customer or if you are entering the customer as you go you can press F1 to scan through the available tax codes When t
178. is field will be skipped and N A for Not applicable will display automatically If this quotation is for a job the job number entered on the header screen will display here automatically and cannot be changed 11 Sub job This field is a display field only and cannot be changed If this quotation is not for a job this field will be skipped and N A will display automatically If this quotation is for a job which does not have sub jobs or does not bill for sub jobs N A will display automatically If this quotation is for a job the sub job number entered on the header screen will display here automatically and cannot be changed The screen clears to enter the next line item Enter the sequence number of the next line item or press Tab to exit from entering line items and go on to the totals screen Entering Notes Line Items 1 Sequence Enter a sequence number here exactly as in Invoices Format 9999 Line type As in Invoices enter N for Notes You see Professional Invoicing Quotations User Manual 15 24 aC GL IC PO BR Pl CL FP PS RP TA TR PER IR PA DK SR MP CM SF Help t OOO M80 dha E Acme Enterprises Inc KC in 34 Ref TEST Customer Anthony Jones Inc CR limit nlimited Balance 18 350 72 l Partship Y Backords v 4 Sequence Line type 2 Description ee 2 line items Line total 1 750 00 2 Description Professional Invoicing Quotations User Manual
179. is prevented by setting this flag to N 22 What kind of discounts Enter how you apply discounts to your customers N No discounts L Line discount only discount given on some individual line items but not on the overall invoice amount Discount on the overall invoice but not on individual line items B Discounts on some individual line items and additionally on the overall invoice amount Format 1 character New Customer Defaults Fields 23 24 and 25 are defaults which you can use when adding a new customer in P I on the fly 23 Customer type Professional Invoicing Control Information User Manual 5 8 Enter the default customer type to use This should be the most common type of customer that you have See the A R User Manual for more information about customer types Format 5 characters 24 Balance method Enter the balance method you use for most or all of your customers O for open item or B for balance forward See the A R User Manual for more information on these types Format 1 character 25 Statement cycle Enter the statement cycle code to use as a default for anew customer See the A R User Manual for more information on this Format 1 character Optional Job Cost Usage The next field is for interfacing Job Cost with P I 26 Use Job Cost If you will use Job Cost with P I answer Y otherwise answer N Certain requirements have to be met before you will be allowed to a
180. itions Field number to change LI l Enter the following information 13 Maximum of rows per line item Enter the maximum number of rows to print per line item from 1 to 12 This number cannot be larger than the difference between the numbers entered for first and last row for line item printing fields 9 and 10 entered on the first screen For instance if you were designing a very short form and had specified above that the first row for line item printing is 9 and the last row is 15 the rows per line item could not be larger than 7 15 9 1 NOTE The P I package allows you to have services line items and notes line items each with up to 10 lines of description Specify enough rows to print the longest note or description of services you want to show on the invoice This is the maximum number of rows per line item If a line item consists of less than this only the lesser number of rows will be printed Format 99 14 Skip a row between line items If the number of rows per line item is 1 either answer Y to skip a row between line items double space them or N to print them single spaced Professional Invoicing Invoice Formats User Manual 21 7 If the number of rows per line item is 2 or more this is automatically set to Y and cannot be changed 15 Split line items between pages If the number of rows per line item is 2 or more answer Y to allow line items to be split between pages Or answer N to ke
181. its description displays automatically You can change this or press Enter to accept it as is You can also enter up to 9 more lines of description as described next If the service is not on file enter the description of the service You can enter up to 10 lines each up to the maximum text length Service text length specified in the P I Control File After entering the first line you are asked if you wish to enter any additional description Press Enter for N or answer Y to enter more description the bottom of the screen clears to enter up to 9 additional lines When you are through entering description press F2 Format 10 lines each up to the number of characters specified for Service text length in the P I Control File Professional Invoicing Quotations User Manual 15 20 4 Quantity If you entered a unit for this service enter the number of units Format 99 999 999 999 5 Unit price or 5 Price If you entered a unit above enter the price per unit or use the option Option F1 to use the unit price in the Goods Services File The quantity is automatically multiplied by this price and the extended price displays If you left Unit blank this field changes to 5 Price Enter the total price of the service Format 9 999 999 999 unit price 99 999 999 99 total price NOTE If the unit price is zero you are asked Are you sure 2 Optional Fields Because of the choices made in the P I Control
182. ked for a job number for each line item Enter if this invoice is not for jobs Format 7 characters 14 Sub job If you have entered a job number in the previous field and that job is broken down into sub jobs and you bill for the sub jobs you are asked for the sub job number that this invoice is for Otherwise you are not asked for the sub job number Enter the number of the sub job that this invoice is for or use the option Option F1 to scan through the sub jobs for this job Format 999 The next screen is the line item screen Line Item Screen The line item screen displays to enter the first line item on this invoice Professional Invoicing Invoices User Manual 12 13 Invoices Acme Enterprises Inc Enter Bill ref 45 Customer 5 Stephen Bernard Bill type JINVOICE GRimit 11 000 Balance 00 z Part ship ly Back ords ly 4 Sequence Line type 0 line items Ship total 00 F1 next line item F2 Sequence 10 Enter the information as follows 1 Sequence Enter a sequence number here or use one of the options Options F1 to scan through the existing line items if any F2 to assign sequence 10 to the first line item If you use F2 for the first line item you can use F2 later to assign sequence 20 to the second line item 30 to the third and so on This number sequence is useful if you want to insert other line items later between two line items already entered The sequence number
183. l Amount or use the option Option F1 to print Total Goods as the title Format 12 characters Professional Invoicing Invoice Formats User Manual 21 8 22 Description of services sub totals If you answered Y to field 20 enter the title which you want to print on the same row as the Services Subtotal Amount or use the option Option F1 to print Total Services as the title Format 12 characters When defining a new form or if you specified to view the layout of an existing form the screen appears as follows TR PER AR PA OX SR MP CM F Hp l t On this screen you describe each field to be printed on the form Up to 200 fields may be selected to print on each form For each field enter the information as follows 1 Field group Enter H if the field is part of the Header group L for the Line Item group or T for the Totals group You may also use one of the options Options F1 to scan through the fields on file for this form F2 to display the form as it appears so far see the section titled Displaying a Form later in this chapter 2 Line number Professional Invoicing Invoice Formats User Manual 21 9 Enter the line number on which this field is to print or use one of the options Options F1 to display the next field on file within this group F2 to perform a calculation see the section below titled Calculations for details For a paginated form enter the line number wi
184. lays If there is no unit for this service enter the total price of the service Format 9 999 999 999 if there is a unit for this service 99 999 999 99 if there is no unit for this service NOTE Because of the choices made in the P I and A R Control Files some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered The optional fields are Discount or Discntbl Commisnbl 2 Job Sub job G L acct 6 Discount or 6 Discntbl NOTE This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the overall invoice discount There are three cases a If you use line item discounts but not an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item b If you use both line item discounts and an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 Discntbl 2 Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost or 7 Total cost Enter the unit cost per the unit for this service or us
185. lays as Price Enter the unit price or total price of this service Format 9 999 999 999 5 Unit cost or 5 Cost If you entered a unit in field 3 this field displays as Unit cost otherwise it displays as Cost Enter the unit cost or total cost of this service This is your company s cost not what you charge for it Format 999 999 999 6 Default tax Professional Invoicing Goods Services User Manual 7 3 A window appears similar to the one shown below for you to set the taxable status of each tax type for this service or to incorporate a taxable code a Tax setup Typ Included Status GST PST For each tax type enter one of the codes reflecting this services taxable status T Taxable This tax will be charged on the service unless the customer is exempt X Exempt This tax will not be charged on the service regardless of the customer s taxable status for this tax type Z Zero rated Usually reserved for value added taxes such as the Canadian GST this status identifies a service that is subject to a 0 tax rate The purchaser however is entitled to input tax credits To apply a taxable code to the tax type press F2 and enter the appropriate code After pressing F2 you can then enter a to bring a list of taxable codes to choose from NOTE An will be displayed beside tax types who have had changes made to their default status For further details on tax
186. le The name of the first optional field defined in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control File 12 2nd user defined field This field appears only if it is defined in the P I Control File The name of the second optional field in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control File Professional Invoicing Recurring Bills User Manual 13 6 13 3rd user defined field This field appears only if it is defined in the P I Control File The name of the third optional field in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control File Make any changes Fields 11 and 12 appear as shown below if you have specified in the P I Control File that P I is interfaced to Job Cost The user defined fields are renumbered 11 Job A recurring bill can be entered only for a single job not for multiple jobs Enter the number of the job for which this is the recurring bill The job must be an active or closed job already on file in the Job Cost package Enter the job number or use one of the options Options F1 to scan through the jobs on file in the Job Cost package Enter If this recurring bill is not for a job Format 7 characters 12 Sub job I
187. le at first Later if you want to change your invoice format you enter information here This file can hold virtually an unlimited number of different invoice formats The information you enter in the P I Control File affects these predefined invoice formats See the note in the chapter titled Control Information Accounts Receivable Files P I shares the next two files with A R If you have already entered all the terms code ship via code and sales rep information in the A R package you can skip entering it in the P I package A R Codes File This file holds all of your terms and ship via codes These codes are normally entered as a part of setting up the A R package You can also enter them from the P I package Sales Rep File Sales reps are normally entered through the A R package You can also enter them from the P I package Setting up P I Perform these steps to start using Professional Invoicing 1 Set up the various tax groups you will be requiring see the chapter titled Taxes in the System Functions manual 2 Set up Accounts Receivable as described earlier in this chapter This includes setting up all ship via codes terms codes and sales reps that will be used with Professional Invoicing Refer to the Accounts Receivable User Manual 3 If you plan to use Inventory Management with P I then set up I C Refer to the Inventory Management User Manual 4 Enter P I control information using Control information
188. lection permanently saves the note New Start anew note If you have made any changes to the current note those changes are lost Delete Permanently deletes the note Jump Allows you to enter a specific date for viewing notes Change date Change the date and time this note was entered Abandon Abandon any changes to the current note and exit the notes function Exit Exit the notes function PgUp View an earlier dated note PgDn View a later dated note Home View the earliest dated note oldest End View the newest note on file Text entry When you select to enter a note the cursor is positioned for you to enter the first line of the text of the note Professional Invoicing Invoices User Manual 12 44 While entering a note the following keys and rules apply Enter Completes the entry of a line of text and moves the cursor to the next line AutoWrap The text editor will automatically wrap the typed text to the next line once you reach the end of the line For example if you were typing superb and only had enough room left on the line for sup the entire word would be automatically moved to the next line F1 Access the menu selections described in the previous section Esc Exit the note function without saving the changes to the current note Tab Exit the note function and save the changes to the current note F2 Begin entering a new note F3 Edit the next note on file F4 Edit the previous
189. led to the custom on all invoices that have come from the same recurring bill with this bill This is the Total already billed from above plus the amount of this invoice Professional Invoicing Invoice Formats User Manual 21 27 Header Total Fields continued Field name Description Notes Quote date Date assigned to quote when printed System date used if blank Quote ID Reference number assigned to quote Job number Job number the entire invoice is for Job description Description of the job for this entire invoice Sub job number Number of the sub job for this invoice if any Sub job description Description of the sub job for this invoice if any User defined field 1 1st optional field specified in Control information User defined field 2 2nd optional field specified in Control information User defined field 3 3rd optional field specified in Control information Line Item Fields These are the fields available to you to print in the Line Item area of your invoice or quotation Field name Description Notes Blank line When this field is selected no other data is printed on the line even if it is defined Blank line descr Blank line that follows additional description Printer feature Turns a printer feature on or off Suppress line Used to suppress the printing of an entire line when a specified criteria s is met Register Used to access register values stored during calculation routines Ext pric
190. les reps menu select Enter Entering Sales Reps This is the screen you see Professional Invoicing Sales Reps User Manual 10 1 eevee SL pee File E AR K CE SA AP Gl K PO BR FCL PPA TA TR OPER KR PA OOK SR M OM F H e OxGnv oo A Setup Acme Enterprises Inc _ Sales reps Enter Current period ending 9 30 12 Commissions on Sales a Sales rep E 2 Name w Commis percent Commis method f w Sales PTD Sales YTD Cost PTD Cost YTD 9 Commissions PTD 10 Commissions YTD F1 next sales rep From this screen you can work with both new and existing sales reps If a sales rep already exists for the number you specify it will appear and be available for changes or deletion Enter the following information 1 Sales rep Enter the sales rep number or use the option Option F1 to scan through the sales reps on file Format 3 characters 2 Name Enter the sales rep s name The way the name is entered last name first or first name first is the way it will appear on the Sales Rep List Format 25 characters Professional Invoicing Sales Reps User Manual 10 2 3 Commis percent Enter the commission percent for this sales rep or use the option Option F1 To use the default commission percent from the A R Control File Format 99 999 4 Commis method If per the A R Control File commissions are used and commissions on margin are not allo
191. ll be processing your invoices and how P I will be used with A R I C and J C The P I Control File tells P I whether ship via s are to be used whether credit checking is to be done etc NOTE The information you enter in the P I Control File affects the predefined invoice formats which come with the P I package Before you print an invoice or quotation you must make specific choices regarding which features you will be using See the note below and in the chapter titled Control Information Deliver to File In this file you enter information about addresses where services are performed or where customer orders are delivered NOTE If Order Entry Plus O E is being used this file is the same as the O E Ship to File Any additions changes or deletions made to this Deliver to File will automatically update the O E Ship to File and vice versa Goods Services File In this file you enter the basic information about the services your company performs Also if you are not using the Inventory Management package you can enter basic information about the goods items that your company sells if any Invoicing Stations File If you plan to use P I in point of sale mode the description of each invoicing station is entered into this file Invoice Format File Professional Invoicing Getting Started User Manual 2 2 If you choose to use one of the predefined formats supplied with this package you can skip entering information in this fi
192. llaneous Entered as line 2 for miscellaneous Entered as line 3 for miscellaneous Entered as line 4 for miscellaneous Amount of cash or check received with invoice Zero cash Entered when invoice is entered Invoice commission amount net after discount Invoice commission percent For customer or sales rep default P price M margin For percent override D directly entered Company display name Company report name Company address 1 3 Company address lines 1 through 3 Professional Invoicing Invoice Formats User Manual 21 24 Header Total Fields continued Field name Description Notes Company phone number Company phone number Current user ID User ID of the person printing the invoice Cust backorder flag Y customer allows back orders Cust balance Customer balance including unposted balance Cust comment Comment from Customer file Cust credit rating Credit rating from Customer file Cust number Customer number Cust part ship flag Customer accepts partial shipments Cust type Customer type from Customer file Cust contact 1 2 Contact 1 or 2 from Customer file Cust phone 1 2 Phone 1or 2 from Customer file Cust PO number Customers purchase order number Deliv to number Ship to address number code Deliv to name Ship to address name Entered as line 1 Deliv to address 1 Ship to address line 1 Entered as line 2 Deliv to address 2 Ship to address line 2 Entered as line 3 Deliv to a
193. may be assigned to a G L sales account Here you can set up between 1 and 4 default sales accounts Professional Invoicing Control Information User Manual 5 7 NOTE If you are using a multi section G L account you will have the option of pressing F1 to wildcard the profit centre section This will result in the profit centre from the invoice being used When you are entering line items you will have a chance to pick which one of these default sales accounts should be used or the sales account from the Goods Services record Or you can enter a totally different sales account Entering default accounts here can save you many keystrokes at the time invoices are being entered 20 Ask cash with invoice Answer Y if you will sometimes receive cash when an invoice is entered Otherwise answer N 21 Post cash to A R When an invoice is entered in P I a full or partial cash payment for the invoice may also be entered When the invoice is posted to A R the cash payment is handled as a cash receipt in A R and automatically posted in A R if you answer Y here If you answer N then cash payments entered with invoices are treated as memo information only no cash receipt transaction is generated or posted in A R This is useful if you receive cash into your accounting department and then pass memo information regarding cash received to your order processing department for entry on invoices Double posting of cash in this situation
194. mbers of the subsequent fields change 10 Job Professional Invoicing Invoices User Manual 12 32 This field appears on the screen only if you are using the Job Cost package If this invoice is not for a job this field will be skipped and N A for Not applicable will display automatically If this invoice is for a single job the job number entered on the header screen will display here automatically and cannot be changed If this invoice is for multiple jobs enter the job number for this line item or use one of the options below If you enter a job number it must be an active or closed job Options F1 to scan through the jobs on file Enter if this line item is not for a job Format 7 characters 11 Sub job This field appears on the screen only if you are using the Job Cost package If this invoice is not for a job this field will be skipped and N A displays automatically If this invoice is for a single job which does not have sub jobs or does not bill for sub jobs N A displays automatically If this invoice is for a single job which uses and bills for sub jobs the sub job number entered on the header screen displays automatically If this invoice is for multiple jobs but this line item is not for a job this field will be skipped and N A displays automatically Finally if this invoice is for multiple jobs this line item is for a job and the job uses sub jobs and bills for the sub j
195. mentpackage can use customer type as a basis for assigning prices Format 5 characters Phone Enter the phone number of the contact entered above Format 25 characters Bal method Enter the code for the method used in handling this customer s account either O for Open item or B for Balance forward or use the option Option Enter to use the balance method specified in the P I Control File One time customers should be assigned a balance method of O so that specific items can be selected for payment Format 1 character A R account Professional Invoicing Invoices User Manual 12 8 Enter the number of the A R account to which documents for this customer are to be posted or use one of the options Options F1 for the default A R account from the A R Control File F2 To scan through the other A R accounts on file Comment Enter any comment pertaining to this customer Format 25 characters Answer Y or N to the Any change 2 question 6 Deliver to Enter the code for the deliver to address at which services are performed or to which goods are delivered or use one of the options Options Enter to make the deliver to address the same as the customer s billing address F1 to scan through the deliver to addresses on file for this customer F2 to enter a new deliver to address up to 4 lines of 25 characters each If you enter a new address for a customer who is on file in A R not added on the fly
196. message saying so and are asked if you want to reset the calculated values Professional Invoicing Data Integrity Check User Manual 22 2 SAMCO Building business and technology relationships Appendix A Initializing Data Files Introduction Initialize means to create a new data file When you initialize a data file which already exists any information in it is completely erased and the file is newly created This function allows you to initialize one or more data files You probably won t need to initialize data files very often if ever But this function is included just in case If you suspect you have a corrupted fouled up data file don t initialize it without first checking with your supplier and attempting other recovery actions see the next appendix titled File Utilities for information on rebuilding corrupted data files CAUTION DON T USE THIS FUNCTION UNLESS YOU REALLY WANT TO INITIALIZE A DATA FILE ANY DATA FILE INITIALIZED WILL HAVE ITS INFORMATION COMPLETELY ERASED To Begin Log into your Samco top level directory and type PIINIT NOTE If you are running under Xenix Unix HPUX AIX or a similar operating system and are logged on as root super user replace the above command with PIINIT Enter the company ID you wish to initialize P I data files for Answer Y for each file you want to initialize N to not initialize a file 1 P I Control File Professional Invoicing Initializing Data Files U
197. n Since there can be up to 15 tax types applied to any one line item a separate file has been allocated to handle this 25 Taxable Codes File This file is used in System Functions for setting up taxable codes which can be applied to I C items or P I goods and services To Exit When initialization is complete the operating prompt reappears Professional Invoicing Initializing Data Files User Manual A 4 SAMCO Building business and technology relationships Appendix B File Utilities Introduction This function will allow you to e Recover the data files that have become corrupted fouled up e Recover disk space by rebuilding data files with purged or deleted records that are still taking up space e Export your data into a format that can be used by many popular spreadsheet word processing and data base programs Corrupted data files Data file corruption does not occur very often but you do need to be aware of it just in case one of your data files does become corrupted This can occur for only a handful of reasons The most common being 1 The power to your computer gets turned off when you are using your Samco applications 2 Your hard disk has developed a defect Corrupted data files can t be used reliably afterward and any attempt to use them causes unusual error messages and you are removed from running the Samco applications Professional Invoicing File Utilities User Manual B 1 If this oc
198. n You can also press Tab to exit without using this quotation as an invoice Answer Y to make an invoice from this quotation The next available bill reference number is automatically assigned to the new invoice You are informed that this quotation is being changed into an invoice and the bill reference number for the new invoice is shown When I C and Back Orders Are Used When a Goods line item from a quotation is copied into an invoice it is possible that there is insufficient quantity available to fully ship the item If the item has back order control then back order instructions were entered for the line item If there is insufficient quantity available to fully ship such a line item then you will receive a warning when the quotation is made into an invoice that your back order instructions were carried out In this case you may wish to review the invoice at this time using Invoices to determine which lines are back ordered If you are using immediate printing then you may wish to defer printing the invoice until you have had a chance to review the invoice Immediate Printing If the P I Control File specified to print invoices immediately a window appears and you are asked Print this invoice now 2 From this point onward proceed as in Enter invoices Professional Invoicing Quotations User Manual 15 38 SAMCO Building business and technology relationships Chapter 16 View Introduction Use this selecti
199. n the file If you enter a service number that is not in the Goods Services File you are told that this service is not on file and asked if you want to enter it anyway If you answer Y you are asked if you want to add this service to the Goods Services File If you re using I C you re asked if you want to add it to the Services File If you answer Y to this second question the service will be added permanently to the file otherwise it will appear only on the current recurring bill Format 999 Unit If this service is on file the unit will be displayed automatically and cannot be changed Format 4 characters If this service is not on file enter the unit for this service or use one of the options Options F1 to use HOUR if you bill this service by the hour Professional Invoicing Recurring Bills User Manual 13 17 Enter If there is no unit for this service and you either charge a flat rate or don t charge separately for it NONE displays 3 Description If this service is on file its description displays automatically You can change this or press Enter to accept it as is You can also enter up to 9 more lines of description as described next If the service is not on file enter the description of the service After entering the first line you are asked if you wish to enter any additional description Press Enter for N or answer Y to enter more description the bottom of the screen clears to enter up to 9 addi
200. nd then enter the quantity to be ordered of the item from that warehouse Format 99 999 999 999 Notes on Back Order Control If I C Is in Use If P I is interfaced to I C and back order control is used in I C then the following notes on back order control are applicable when entering the quantity ordered If the quantity ordered is greater than the quantity available at the warehouse from which the item is to be shipped then you are informed of this fact and given several choices for handling this situation For example if you have specified that the invoice can be shipped from multiple warehouses then you can choose another warehouse from which the item is to be shipped You can also choose to ship an alternate item The full set of choices available to you at this point are 1 Proceed with line Professional Invoicing Invoices User Manual 12 18 If you choose to proceed with entering the line item you must specify how to handle the fact that the quantity to be shipped is greater than the quantity available at the warehouse You are given the following options 1 Back order balance The quantity to ship will be set to the quantity available for the item and the balance will be back ordered 2 Back order all The quantity to ship will be set to zero and the entire quantity will be back ordered 3 Override The quantity to ship will be set to the full quantity ordered This will result in a negative quantity availabl
201. ne item between 10 and 20 give it a sequence number from 11 to 19 You should use 15 so you can later insert other line items before or after it Format 9999 Reviewing Existing Line Items If you wish to review line items already entered for this invoice enter the sequence number use F1 for the next sequence number already entered or use the View function described in a later chapter of this manual Line type Enter the 1 character code for the type of line item G Goods such as parts books appliances etc S Services N Notes this is just a comment that prints at this point on the invoice B Standard bill a group of goods and or services that you can paste in all at once into the invoice Professional Invoicing Invoices User Manual 12 27 The appearance of the bottom part of the screen depends on whether or not you are using the Job Cost package The screen shown below is what you see if you are not using J C Fields used only with J C are noted later You see Enter the following information 2 Service Enter the service number or use one of the options Options F1 to scan through the services in the Goods Services File Enter to enter a one time service that is not in the file If you enter a service number that is not in the Goods Services File you are told that this service is not on file and asked if you want to enter it anyway If you answer Y you are asked if you want to add this
202. ned there Enter the date you want to appear on the invoice or use one of the options Options F1 to use the system date F2 to assign the date at the time the invoice is printed Format MMDDYY 7 Terms The cursor is positioned at this field if a terms code was not entered when the quotation was entered Enter a terms code or use the option Option F1 to use the terms for this customer specified in the Customer File If this is a miscellaneous customer press F1 to scan through the terms codes on file in the A R Codes File when the right one appears press Enter Fields 8 9 and 10 display information about this quotation and cannot be changed See the next field if the sales rep is blank Format 3 characters 10 Sales rep The cursor is positioned at this field if a sales rep was not entered when the quotation was entered Enter a sales rep code or use the option Professional Invoicing Quotations User Manual 15 37 Option F1 to use the usual sales rep for this customer If this is a miscellaneous customer press F1 to scan through the sales reps on file when the right sales rep appears press Enter Format 3 characters Make any changes The totals screen appears Make any changes You may enter cash received at this point You are informed that an invoice will now be made from this quotation and asked if it is OK to proceed Answer N to return to the first screen to select another quotatio
203. nges or view the default calculations press the t at the next numbered field or select the misc field from Field number to change A window appears for this purpose similar to the following j Misc charges taxable Type Txbl Tax amount cst E 1 00 Pst kmpt 00 list xmpt 00 Make any changes as follows Professional Invoicing Quotations User Manual 15 30 Txbl Enter the letter reflecting the taxable status of miscellaneous charges for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply to miscellaneous charges or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount 3 Freight This field is skipped if the P I Control File specifies that you do not use freight charges Enter the amount of any freight charges Format 9 999 999 99 Account If there are freight charges and the A R Control File specifies that freight charges are distributed you are next asked for the number of the G L account that these charges are to be distributed to Enter the account number or use the option Option F1 to use the freight account in the A R Control File Freight taxable The taxes calculated for freight charges do not display If you wish to make
204. note on file Format 10 lines of 77 characters each Customer Credit Check NOTE Credit is not checked here if credit checking was suspended at an earlier point while entering this invoice If miscellaneous charges freight or sales tax caused the customer to exceed his credit limit you see a warning message as in the other credit checks Handle it the same way Immediate Printing If the P I Control File specifies that you do not print invoices immediately the invoice header screen appears for you to begin entering another invoice If the P I Control File specifies that you print invoices immediately a window appears Professional Invoicing Invoices User Manual 12 45 Immediate invore printing Invoice station 1 Retail desk Printer 21 Invoice format 1 Pre printed Form Goods Invoice number 100017 Print this invoice now O Select Y Yes N No S change Station change Invoice You are A print Alignment F change Format asked Print this invoice now 2 and given several choices Answer N if you don t want to print this invoice now The invoice header screen reappears for you to begin entering the next invoice Answer Y if you want to print this invoice now using the default selections shown for invoice format invoice number and invoicing station and you don t want to print an alignment form first If you want to print this invoice now but you want to change the default selections sh
205. ns are rarely needed for normal forms printing If you are using a standard format or find no need to make any special calculations please skip this section There are basically two steps to doing a calculation 1 Enter one or more calculations to gain a desired figure s 2 Enter the calculation register s to print in your form layout To make a calculation press F2 at the Line prompt The screen appears as follows Enter the following data 2 Sequence Enter the sequence in which this calculation is to occur This is the logical order in TR PER ER PA DK SR MP CM F Hep f Enter calculation sequence number which the calculations are made The purpose of this field is to allow you to re use a calculation register once you are finished with it Format 999 Professional Invoicing Invoice Formats User Manual 21 17 3 Register Enter the calculation register from 1 to 20 to store the amount computed from the equation entered below This register can then later be used to print using the Calculation register field entry 4 Operand 1 Enter the first operand field to use in the calculation from the window displayed or use the option Option Enter to enter a constant 5 Operator Enter one of the following equation operators Add Operand 1 to 2 Subtract Operand 2 from 1 Multiply Operand 1 by 2 Divide Operand 1 by 2 D I V Divide Operand 1 by 2 but store only the intege
206. nswer Y to this question e Job Cost must already be installed e The Job Cost Control File must specify that J C interfaces to Accounts Receivable e The Accounts Receivable Control File must specify that you distribute sales Also in order for both Job Cost and Inventory Management to interface to P I the Job Cost Control File must specify that J C interfaces to Inventory Management Optional Inventory Usage Fields 28 through 31 are for interfacing Inventory Management with P I and establishing defaults 27 Use Inventory Management If you will use I C with P I answer Y otherwise answer N The next fields appear only if you answered Y to Use I C 2 Professional Invoicing Control Information User Manual 5 9 28 Inventory scrap acct Enter the number of the G L account to use as the default scrap account A scrap account is used for a credit transaction when the quantity of goods being returned to inventory is smaller than the quantity being credited for example when faulty merchandise is credited but not returned The dollar value of the quantity scrapped not returned to inventory is put into the scrap account NOTE If profit centres are used you will have the option of pressing F1 to wildcard the profit centre section This will result in the profit centre for the invoice header being inserted into the scrap account 29 Drop ship clear acct Enter the number of the G L account to be used as
207. nt this quotation now using the default selections shown for invoice format and invoicing station and you don t want to print an alignment form first If you want to print this quotation now but you want to change the default selections shown or print an alignment form first then enter one or more of the following answers F To change the invoice format then enter the number of the format you want to use to print the quotation or use the option Option F1 to scan through the invoice formats on file S To change the invoicing station on which the quotation is to print then enter the invoicing station of your choice A To print a test alignment form filled out with lines of X s and 9 s You can continue to choose A to print as many alignment forms as you wish until the paper is adjusted properly Answer Y when you are ready to print the quotation The quotation is then printed Quotations are similar in appearance to invoices You are asked again Print this quote now Answer N to return to the Enter screen and make corrections Or answer Y to print it again The choices shown above are also available Printing a List of Quotations From the Quotations menu select List Enter the information as follows 1 Print in order by Professional Invoicing Quotations User Manual 15 34 Enter the order in which you want the quotations shown on the list press Enter for Customer number order type N for customer Name
208. nt to start charging this bill to the customer or use the option Option F1 to use the system date Format MMDDYY 4 Final date Enter the date after which you want to stop charging this bill to the customer or use the option Option F1 For Indefinite Format MMDDYY 5 Max of times Enter the maximum number of times you want to charge this bill to the customer or use the option Option F1 For Indefinite Format 999 Printing a List of Recurring Bills From the Recurring bills menu select List You see Professional Invoicing Recurring Bills User Manual 13 32 i fle W AA OK OF SA AP OR UG CU FO CUR hh CUP OPS PATM TRIR RPD SR M OM OF IH Recurring bills Acme Enterprises Inc Please enter 1 Print in order by c 2 3 4 Next date cut off 5 Show which entries 6 What to print of header lines lines per line item Bill totals Recurrence information C Customer number N customer Name B Bill group Enter the information as follows 1 Print in order by Enter the order in which you want the recurring bills shown on the list Press Enter for Customer number order type N for customer Name order or type B for Bill group order Format 1 character The next two fields depend on the choice of printing order 2 Starting in order by choice 3 Ending in order by choice Enter the starting and ending in order by choices Customer number customer N
209. ntered here must have already been defined using Invoice formats You may also use the option Option F1 to scan through the invoice formats on file Format 5 characters Printing a List From the Invoicing stations menu select Print Professional Invoicing Invoicing Stations User Manual 11 4 SAMCO Building business and technology relationships Chapter 12 Invoices Introduction Use this selection to enter invoices and credit memos This selection includes credit checking For each invoice and each line item you enter a credit check is done for the customer you are working with The credit is checked by totalling the customer s account balance and comparing it against their credit limit If the customer is over their credit limit or if this invoice or line item will put them over their limit you will be given a message about this with options to either continue with the invoice or line item or cancel it Once they exceed their credit limit and you choose to continue with the invoice or line item credit checking is suspended for the invoice See the end of the Control Information chapter for additional information on credit checking NOTE For acash with sale transaction for a one time customer we recommend that you use a specially designated customer with a customer number such as CASH In this way all such transactions will be saved in the Invoice History File To Begin From the P I menu select Invoices then s
210. nu Enter the following information on the screen displayed 1 of rows on the form top to bottom Enter the number of rows to appear on the grid The number you enter here corresponds to the number of rows on your form You can also use the option Option F1 to use 66 rows which corresponds to regular 8 1 2 x 11 paper 6 rows per inch with no top or bottom margins Format 99 2 of print columns left or right Enter the number of print columns to appear across the page on the grid or use the option Option F1 to use 80 columns which corresponds to regular 8 1 2 x 11 paper 10 character per inch with 1 4 left and right margins Format 999 You then see the following screen Professional Invoicing Invoice Formats User Manual 21 22 The printer should always be ready to print in location 1 1 that is row 1 column 1 Type D O N E and the grid prints After the grid is printed you are asked whether you want to print it again If you answer Y another grid prints if N you are asked to mount regular paper Form Fields The following is a description of the various fields available when designing forms The field descriptions are arranged in two groups Header Total fields and Line Item fields Header fields are those which print at the top part of the form while Total fields print at the bottom part Header and Total fields are fields that relate to the invoice in general such as refe
211. ny desired changes as usual Professional Invoicing Invoice History User Manual 20 9 SAMCO Building business and technology relationships Chapter 21 Invoice Formats Introduction This selection allows you to tailor Professional Invoicing to work with your invoice forms You don t have to change to an unfamiliar or undesirable invoice form in order to use this package you can make P I print on your current invoice form or on any other invoice form you wish including letterhead or plain paper You can even arrange it so that you can print the same invoice in two or more different formats to be used for different purposes for instance one format to send to the customer and another format to use internally P I comes with several predefined invoice forms as listed below These predefined forms are in the Form file PIFRMF When you install P I the Form file is also automatically installed if there is not already one present If any of the predefined forms supplied with P I are sufficient for your needs you need not continue with this chapter When you print invoices either immediately or using the Print invoices and quotations selection you can specify a form ID to be used The form must exist in the Form file Some of the predefined forms supplied with P I include Form ID Description Professional Invoicing Invoice Formats User Manual 21 1 PLAIN Invoice plain paper single line 11 34 Invoice Form 11 34 1
212. o be used to refer to this invoicing station Format 3 characters For an existing invoicing station Enter the station code or use the option Option F1 to scan through the invoicing stations on file 2 Description Enter the description for this invoicing station Format 15 characters 3 Printer Select the printer which is to be used when printing invoices for this invoicing station If only one printer is defined in Printers that will be the default and no changes can be made Format 15 characters 4 Next invoice The number entered here is the number that will be assigned to the next invoice printed using this invoicing station Each time an invoice is printed using this invoicing station this number is incremented by 1 automatically Format 999999 NOTE If multiple invoicing stations are set up then the next invoice for each station should be set up so that no overlap of invoice numbers will occur For example if four stations are set up the starting invoice numbers could be 100000 200000 300000 400000 Additionally the numbers entered here should not overlap with the Next invoice which is used by the Print invoices selection for printing batches of invoices This number is entered in the P I Control File using Control information 5 Invoice format Professional Invoicing Invoicing Stations User Manual 11 3 Enter the invoice format to use when printing invoices from this invoicing station The format number e
213. obs a sub job number must be entered Enter the sub job number for this line item or use the option Option F1 to scan through all the sub jobs for this job Format 999 Customer Credit Check NOTE Credit is not checked here if credit checking has been suspended previously while entering this invoice per the IGNORE option described below It is also not checked if the P I Control File specifies that you do not use credit checking Professional Invoicing Invoices User Manual 12 33 After you enter all fields for this line item the customer s credit is checked to see if this service puts the customer over his credit limit If it does you see a warning message You have three options 1 Cancel this entire invoice 2 Cancel this line item or 3 lgnore the warning If you select option 2 the line item just entered is cancelled and the screen clears to enter the next line item Enter the sequence number of the next line item or press Tab to exit from entering line items and go on to the totals screen If you select option 3 you may continue with the invoice and credit checking will be suspended for the remainder of the invoice Entering Notes Line Items 1 Sequence Enter a sequence number here exactly as in entering Goods or Services line items Format 9999 Line type Enter N for Notes You see Professional Invoicing Invoices User Manual 12 34 Fie fm AR K OF SA AP PC UG UM FO CER FL OG FP OPS PAT TR O
214. ode for this item Price 1 from the Item record is used The extended price appears NOTE Because of the choices made in the P I Control File and in the A R Control File some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered The optional fields are e Discount or Discntbl 2 Professional Invoicing Standard Bills User Manual 14 7 e Commisnbl 2 e Category e G L acct 6 Discount or 6 Discntbl NOTE This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the overall invoice discount There are three cases a If you use line item discounts but not an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item b If you use both line item discounts and an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 DISCNTBL 2 Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost If Inventory Management is not used Enter the unit cost or use the option Option F1 to use the unit cost in th
215. ohn Smith after pressing F2 and then print a Customers by Customer Name report this customer would print after Sara Samuels and before Barry Spencer Customer Not on File If you enter a customer number and it is not on file you are informed that this customer is not in the Customer File and asked if you would like to add it If you answer N you can enter another customer number If you answer Y a window appears for you to enter information about this new customer Once you enter the customer information and complete entry of this invoice this new customer will be automatically added to the A R Customer File You see NOTE If the customer is already on file go on to 6 Deliver to location below 27 3a TE Tag x Customers Acme Enterprises Inc Enter Current period ending 9 30 12 Last name Firstname OPN e MS PNS 3 PIC 9 Currency 10 Phone 1 11 Phone 2 12 Fax 13 Web site 14 Sales rep 15 Comment Press F2 to enter a company s name Professional Invoicing Invoices User Manual 12 6 Name Enter the customer s name The name should be entered with the main company name first or the customer s last name first so the Customers by Customer Name list in A R will print in the proper order Format 25 characters Address 1 Enter the first line of the customer s address Format 25 characters Address 2 Enter the second line of the customer s address Format 25 characters City Enter
216. oice which is available some time after the actual sale and which must be mailed to the customer For example an invoice available to a patient at the end of a doctor s office visit is a point of sale invoice This is also called an immediate invoice Format Format refers to the exact way that information is arranged on a printed page for example an invoice P I allows you to print invoices in nearly any format you wish or even in several different formats for the same bill Goods Professional Invoicing Understanding Professional Invoicing User Manual 1 2 Goods refers to items objects sold to a customer Services Services refers to work performed for a customer as distinct from items goods sold to a customer Notes Notes refers to comments or explanations you have entered on an invoice in addition to the usual descriptions of goods or services For example you could enter a note to say The preceding item is temporarily out of stock However it should arrive within 15 days We will ship it to you as soon as it is received and passed by our quality control inspectors Line Item A line item is a part of an invoice showing a specific service performed or item sold There can be several printed lines for each line item Typically a line item contains such information as a description of the goods or service the quantity the price per unit or per hour and the total price In this package
217. on F1 to use the unit price in the Goods Services File The quantity is automatically multiplied by this price and the extended price displays If you left Unit blank above this field changes to 5 Price Enter the total price of the service If there is no quantity for this service and you are entering the total price here you are next asked if this price is fixed or variable as described above for 4 QUANTITY If the price you entered is zero this line item is automatically set to V for variable Format 9 999 999 999 price per unit 99 999 999 99 total price NOTE If the unit price is zero you are asked Are you sure 2 Optional Fields Because of the choices made in the P I and A R Control files some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered The optional fields are e Discount or Discntbl 2 e Commisnbl 2 e Job e Sub job 6 Discount or 6 Discntbl NOTE This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the overall invoice discount There are three cases a If you use line item discounts but not an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item b If you use both line item discounts and
218. on to quickly look at your customers invoices recurring bills standard bills and quotations You can find the information you want rapidly However you cannot make changes to the information in this selection To make changes use the Enter function within Invoices Recurring bills Standard bills or Quotations Customer information can be changed only from the Accounts Receivable package To Begin From the P I menu select View Customers Use this selection for a quick view of customers in the A R Customer File including any you have added from P I From the View menu select Customers This screen appears Professional Invoicing View User Manual 16 1 Enter the number of the customer to start viewing from or use one of the options Options F1 to start with the First customer on file Enter to look up the customer by name to look up the customer from the Find window When looking up by customer name you can type in the first few letters of the name to start from the first match or use the option Option F1 to start from the first customer by name on file Format 12 characters You see Professional Invoicing View User Manual 16 2 Millenium Enterprises P O Box 4545 ou Mandel San Francisco CA 95782 750 108 Ave South gie Peters Edmonton AB T7W 1Y9 555 Mont Grande Montreal PQ H4R 2E2 32056 Downes Road Matsqui BC V2T 4M1 2 Beverly Beauty Supply Angie Peters Edmonton AB T7W
219. ons F1 To export All files F2 To view additional files available for converting Please enter device for converted file Enter the drive letter of the device that the ASCII version of the data file will be written to or use the option Option F1 If you either a do not want to append a drive letter prefix to the file name Unix only or b want the file created on your hard drive For UNIX XENIX users Professional Invoicing File Utilities User Manual B 3 The drive letter entered here will be attached to the front of the filename The letter A is recommended for consistency The ASCII backup file name in the Samco root directory will read A xxxxxxnn EXP Alternatively if you do not want to add a drive letter press F1 for none Please enter the device size in kilobytes Enter the size of the disk the ASCII files are to be written to The following table shows some of the more common device sizes in kilobytes F1 Unlimited Hard disk drive If you enter a specific device size once the disk is filled you will then be asked for another disk This process will be repeated until all the data is written to the disk The screen will then prompt you Any change Enter Y and all the entries that you have made will be cleared and you will be returned to the Please select file prompt Press Enter to accept the default of N NOTE If you choose to convert All files the screen will move immediately into displaying
220. ontains additional description for quotation line items plus comments and miscellaneous deliver to addresses for quotations 14 Recurring Bill Header File This file contains one record for the header for each recurring bill 15 Recurring Bill Line Item File This file contains one record for each line item on each recurring bill 16 Recurring Bill Auxiliary File This file contains additional description for recurring bill line items plus comments and miscellaneous deliver to addresses for recurring bills 17 Standard Bill File This file contains one record for each standard bill line item plus a single record for each standard bill header 18 Standard Bill Auxiliary File This file contains the additional description for standard bill line items 19 P I History Header File This file contains one record for the header for each historical invoice 20 P I History Line File This file contains one record for each line item for each historical invoice 21 P I History Auxiliary File This file contains additional description for historical invoice line items plus comments and miscellaneous deliver to addresses for historical invoices 22 Invoice Stations File This file contains one record for each invoicing station 23 Format Lock File This file is used to protect the Invoice Format File Professional Invoicing Initializing Data Files User Manual A 3 24 Transaction Tax File This file stores all invoice tax informatio
221. or example overnight SAM Samco s Automated Manuals A revised edition of this and all Samco user manuals is available on line from within any function of Samco s business applications Simply press F10 F11 for the Windows version and SAM will guide you to whatever information you need Refer to the chapter titled Help SAM in the System Functions manual for details Product Description The P I package is designed for use primarily by service type businesses It contains these features e Allows the user to design their invoice formats Does not require that the user adopt some predefined format The software will match the user s format e Allows up to 10 description lines per services line item plus unlimited notes on any invoice e Keeps a file of service codes and descriptions for all usual services e Keeps a file of inventory items for all usual items or gets the item information from I C if it is interfaced e Allows reports to be saved on disk to save computer time then printed later at your convenience Professional Invoicing Understanding Professional Invoicing User Manual 1 6 e Shares information on customers sales reps ship via methods and payment terms with the A R package e Automatically feeds invoicing information to the A R package e Automatically adjusts inventory in the I C package if used when invoices are processed Can be interfaced to General Ledger via A R and I C Has full ba
222. or miscellaneous item item number starts with an asterisk N A appears for this field automatically and cannot be changed Otherwise enter the job cost category that this item is most usually contained in if any or use the option Option F1 to scan through the categories in the Cost Category File of Job Cost You can leave this field blank if you wish The category number entered here must already be on the Cost Category File in Job Cost Format 9999999 Entering Services Line Items 1 Sequence Enter a sequence number for this line item just as in Invoices Format 9999 Line type As in Invoices enter S for Services You see Professional Invoicing Standard Bills User Manual 14 11 fie toe AA OK OF SA AP RC UG CU FO CUR UM CU CUP A PT TRIR OUR PA OOK CSR M OM OF ee CEA Es Jt4 Standard bills Acme Enterprises Inc Enter Standard bill 2 Standard bill 2 4 Sequence 40 Line type Services 2 Service E Unit 3 Description 4 Quantity 5 Unit price 6 Discount Extended price 7 Unit cost Line disc amt 8 Dfit tax Line item net 9 Commisnbi 10 Sales acct 2 line items Invoice total 164 20 Enter service F1 next service or leave blank for one time service Enter the information as follows 2 Service Enter the service number or use one of the options Options F1 to scan through the services in the Goods Services File Enter to enter a one time servic
223. ormat 1 character 17 Multiple profit ctrs Answer Y if you group your invoices by profit centre Otherwise answer N You can enter information in this field only if you specified in Company information that you are using profit centres i e you set your G L account structure to multiple sections An answer of Y here means that you want to assign invoices to different profit centres 18 Default profit ctr You are not asked to enter a profit centre here unless you specified in Company information that you have multi section G L accounts If you use profit centres the significance of this field depends on your answer in field 17 above If you are not using multiple profit centres in P I each invoice you enter will automatically and always be assigned to the profit centre entered here That is the profit centre of the sales account of the invoice will always be the profit centre entered here The exception to this rule applies to goods services that have already been assigned a profit centre In this case the entire G L account for the goods services will be used If you are using multiple profit centres in P I you will be asked to enter a profit centre while entering each invoice The profit centre entered here will then be the default 19 Default sales accounts If you have chosen to distribute sales in A R by answering Y to Distribute sales 2 in the A R Control File then every line item for goods or services
224. ormation ltem tax Enter a taxable code to apply to the tax type or press Enter to leave blank Txbl Enter the letter reflecting the taxable status of this item for this tax type Valid entries are T taxable E exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply for this item or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount Txbl amount This field displays the taxable portion of the extended price and cannot be changed 9 Commisnbl This field is skipped if the A R Control File specifies that you do not use commissions Answer Y if this line item is commissionable NOTE If 1 C is in use this field is set to Y if the inventory item contains a commission code and is set to N otherwise You may change this from Field number to change 10 G L acct If Inventory Management is not used This field defaults to the sales account from the Goods Service record and is skipped over Changes can be made at Field number to change Professional Invoicing Recurring Bills User Manual 13 14 If you choose to change the default enter the new sales account to which the revenue from this item is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I Con
225. orts as worksheets to specify quantities to ship for each line item Then use Invoices to enter the quantity to ship for each line Print the Invoice List Invoices may be printed on separate pages on this report These printed copies of invoices can be used as an order acknowledgement for customers as well as for internal purposes within your company Print invoices using Print invoices If all invoices were printed at the time of entry or when created from a quotation then you would only have to print invoices for any recurring bills which have been copied to the Invoice File using Use selected Post invoices using Post invoices Periodic Operations Checklist Professional Invoicing Guide to Daily Operations User Manual 4 3 EACH PERIOD EACH PERIOD AS NEEDED ____ If you are using Sales Analysis print sales analysis reports which are based on the Invoice History File Print the Sales Rep Actual detailed version Customers for an Item Items for a Customer Customers for a Service and Services for a Customer reports Be sure to print these reports prior to closing the current period in A R using Close a period in A R If you are using I C then be sure to print these reports prior to closing the current period in I C using Close a period in I C Purge invoice history Once you purge an invoice it will no longer be available for viewing or printing Print the purge report to retain a permanent printed
226. ou run the Invoices or Quotations selections you will be asked to identify your invoicing station by its station code so that P I will know which printer invoice format and invoicing sequence to use when you print invoices immediately NOTE In a multi user system two users can enter the same station code when running Invoices However only one user will be able to print invoices at a time if the station code is shared This practice is allowed in P I but not recommended Professional Invoicing Invoicing Stations User Manual 11 1 To Begin From page 2 of the P I menu select Setup gt Invoicing stations Then from the Invoicing stations menu select Enter Entering Invoicing Stations This is the screen you see i 4 3471 wucing stations Ak E AR K CE SA AP GL E PO ER PI CL FP PS AP TA TR PER KR PA OX SR MP CM SF Hep SOX Ge ti Setup Acme Enterprises Inc _ Invoicing stations Enter 4 Station code 2 Description 3 Printer 4 Next invoice 5 invoice format Fro F1 next station code m thi s screen you can work with both new and existing invoicing stations If information has already been entered for the station code you specify the associated invoicing station information will appear and be available for changes or deletion Enter the following information 1 Station code Professional Invoicing Invoicing Stations User Manual 11 2 For a new invoicing station Enter the code t
227. ou wish to change or view the taxes calculated by tax type select this field at the Field number to change prompt A window similar to the one shown below is Tax Override Type Item tax Txbl Tax amount Txbl amt cst m 30 00 esl O mp Ed useen Hst O me oo 600 00 as Order discount 00 displayed For each tax type enter the following information Item tax Enter a taxable code to apply to the tax type or press Enter to leave blank Txbl Enter the letter reflecting the taxable status of this item for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply for this item or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount Txbl amount This field displays the taxable portion of the extended price and cannot be changed 9 Commisnbl NOTE This field is skipped if the A R Control File specifies that you do not use commissions If commissions are used and I C is also interfaced the answer to this question displays automatically It is set to Y if the commission code for this item in the I C Item File is not blank and is set to N otherwise If you want to change this answer you must do so from Field number to change Answer Y if this line item
228. ounts calculated for each tax type or use the option Option F1 to reverse changes made to override the calculated amount After this these amounts are added Quote total or Discounted net if a quotation discount is used Misc charges if used Freight if used Sales tax if any The total is displayed as Quote Total The next two fields are skipped if the A R Control File specifies that you do not use commissions 5 Commis amt Professional Invoicing Quotations User Manual 15 32 This field appears as Commis amt if no line items were specified as being commissionable or if the commissionable amount at the top of the screen is zero Enter the commission amount Format 99 999 999 99 5 Commis pct and 6 Commis amt Field 5 appears as COMMIS PCT if one or more line items are specified as being commissionable and the commissionable amount is not zero Enter the commission percent or use the option Option F1 to use the commission percent and method on price or on margin for the customer or the sales rep If commissions are assigned by customer in A R then the customer s percent and method are used If commissions are assigned by sales rep in A R then the sales rep s commission percent and method are used If you enter a specific commission percent you are asked if the commission is on price or on margin Press Enter to accept the default specified in the P I Control File or
229. oup Country 11 Sales rep 12 Profit ctr 2 Ref 3 Group 4 Quote date 13 Job 5 Deliver to 14 Sub job 15 UDF 1 16 UDF 2 Country 17 UDF 3 F1 next quotation F2 next customer blank look up by name Header Screen From this screen you can work with both new and existing quotations and line items If a quotation has already been entered for the customer number and reference number you specify it will appear and be available for changes or deletion Enter the following information 1 Customer For a new quotation Enter the customer number for the quotation or use one of the options Options F1 for the next quotation F2 to scan through the customers on file F6 to use the previous customer if any Enter to look up the customer by name If this is a one time customer start the customer number with an Professional Invoicing Quotations User Manual 15 3 asterisk If you use a one time customer number you must next enter the customer name Format 12 characters One time customers If this is a one time customer start the customer number with an asterisk If you use an already existing one time customer number you must also enter the customer s name and address You may enter either a company name or a person s name If a person s name is entered then it is entered as two fields namely First and Last If a person s name is entered in this fashion then this quotation will appear in s
230. own or print an alignment form first then enter one or more of the following answers F To change the invoice format then enter the number of the format you want to use to print the invoice or use the option Option F1 to scan through the invoice formats on file l to change the number assigned to this invoice then enter the invoice number of your choice S To change the number of the invoicing station on which the invoice is to print then enter the invoice station code of your choice A To print a test alignment form filled out with lines of X s and 9 s You can continue to choose to print as many alignment forms as you wish until the paper is adjusted properly in the printer Answer Y when you are ready to print the invoice The invoice is then printed Sample invoices are shown at the end of the chapter titled Invoice Formats After the invoice is printed you are asked if the invoice just printed is OK Professional Invoicing Invoices User Manual 12 46 If you answer Y the Enter screen reappears ready for you to begin entering the next invoice If you answer N you are returned to the immediate printing window Answer N again to return to the Enter screen and make corrections Or answer Y to print the invoice again The choices shown above are also available When through entering and printing invoices press Tab at the first field Back ordered invoices When an invoice is posted if all lines on
231. p the code you want to delete and press F3 Printing a Sales Rep List From the Sales reps menu select Print 1 Starting sales rep 2 Ending sales rep On the screen that appears enter the range of sales reps to include on the list Follow the screen instructions Format 3 characters Professional Invoicing Sales Reps User Manual 10 4 SAMCO Building business and technology relationships Chapter 11 Invoicing Stations Introduction Professional Invoicing provides for a point of sale mode of operation In this mode you can choose to print invoices immediately after you enter them so that your customer has a paper invoice at the time of sale Quotations can also be printed immediately if needed In order to use P I in point of sale mode you must answer Y to Print immediately in the P I Control File If you do not plan to use P I in this way answer N and skip this chapter Use this selection to define the invoicing stations which will be used to print invoices immediately for customers Ina single user system you would have one such invoicing station In a multi user system you would have several invoicing stations Using this selection you may define a station code for each station the next invoice number to be used for that station the printer to be used for that station as set up in Prtinters in System Functions and the invoice format to be used when printing invoices from that station When y
232. pe As in Invoices enter S for Services The appearance of the bottom part of the screen depends on whether or not you are using the Job Cost package The screen shown below is what you see if you are not using J C Fields used only with J C are noted below You see Professional Invoicing Quotations User Manual 15 19 Enter the information as follows 2 Service Enter the service number or use one of the options Options F1 to scan through the services in the Goods Services File Enter to leave blank for a one time service If you enter a service number that is not in the Goods Services File you are told that this service is not on file and asked if you want to enter it anyway If you answer Y you are asked if you want to add this service to the Goods Services File If you re using I C you re asked if you want to add it to the Services File If you answer Y to this second question the service will be added permanently to the file otherwise it will appear only on the current quotation Format 999 Unit If this service is on file the unit will be displayed automatically and cannot be changed If this service is not on file enter the unit for this service or use one of the options Options F1 to use HOUR Enter if there is no unit for this service and you charge a flat rate or you do not charge separately for this service NONE displays Format 4 characters 3 Description If this service is on file
233. pe C by Customer number N by customer Name or G by bill Group Format 1 character NOTE If both immediate and batch printing of invoices is in use you will need to distinguish between invoices which are to be printed here as compared to invoices that are to be printed using invoicing stations In order to do this it is recommended that invoices which are to be printed here are given a specific bill group which is different from the bill groups used if any by the invoicing stations Then print invoices by bill Professional Invoicing Print Invoices and Quotations User Manual 17 2 group here and just print invoices for the specific bill group designated for batch printing of invoices 3 Default invoice date You may already have assigned an invoice date to some of your invoices The date you enter here will be given to all invoices that do not already have an invoice date assigned Enter a date or use the option Option Enter to assign the system date Format MMDDYY 4 Starting in order by choice 5 Ending in order by choice Enter the range of in order by numbers or names to print Follow the screen instructions 6 Default comments Comments already entered on specific invoices will be printed as is You can enter default comments here which will be printed on any invoice that does not have its own individual comments Press F2 to end the comment Format 5 lines each up to the maximum Comment t
234. pecified in the P I Control File you can still print them using this selection NOTE If you are using back orders separate formats should be set up for invoices and quotations The invoice format should show both quantity ordered and quantity shipped The quotation format should show only quantity ordered since the concept of quantity shipped does not exist for a quotation To Begin From the P I menu select Print invoices and quotations Then select Print invoices Printing Invoices This screen displays Professional Invoicing Print Invoices and Quotations User Manual 17 1 K OF SA AP PC Gt OK FO GR PL Cl FP OPS OP OTA OTR OPER ER PA DK SR MP CM SE Pele S ZGevVXwWts COG ARO dha Ke NOTE In multi user environments Invoices currently being printed try again later appears if another user is already printing invoices or quotations You must wait for the other user to finish then try again This restriction prevents the duplicate assignment of invoice numbers which are assigned at the time of printing Enter the information as follows 1 Invoice format number Enter the number of the invoice format to use for these invoices or use one of the options Options Enter to use the format specified in the P I Control File F1 to scan through the invoice formats on file Format 5 characters 2 Print in order by Press Enter or type B to print invoices in order by Bill reference number or ty
235. ptions Options F1 to get the First customer name in alphabetical order Enter to go back to looking for the invoice by bill reference number Format 25 characters You see Professional Invoicing View User Manual 16 4 Press F1 to view additional invoices If you are using the Job Cost package you can press F2 to see the job numbers for the invoices on the screen You can then press F2 again to redisplay the purchase order numbers For a more detailed inquiry into any particular invoice select its screen line number to the left of Bill ref Format 99 The header information for that invoice displays View Header Information Professional Invoicing View User Manual 16 5 34 34 Pl rectors View Fie ffm AR K OF SA AP PRC UG CU FO UR PL OU OP OPS PT TRIER OER OPA D SR OMP CM OS Heb POLOJ XJtE COG ARC 4Pa View Acme Enterprises Inc Invoices Bill ret 46 P O 159 Terms 3 f 5 10 net 25 Bill type Invoi cel Ship via l Courier A C Pa Bill group Al Tax group BC BC Tax Group invoice date 9 11 13 Sales rep 1 Thomas J Finch Profit ctr 000 Customer 100 CR limit 350 Acme Wedding Planners Balance 1 388 60 cf oe Job N A 2216country Deliver to Sub job N A Same as above UDF 1 UDF 2 Ss p f UDF 3 a Press F1 to view line items F2 to view totals or F6 to view notes 0 If this invoice has already b
236. r a customer Jobs are also often referred to as contracts Jobs can be run using the Completed Job method of accounting in which profit is recognized only when a job is completed or when it is substantially completed Alternatively jobs can be run using the Percentage of Completion method of accounting in which profit is recognized each period as the job progresses Professional Invoicing Professional Invoicing is the area of business operation concerned with processing bills for professional services and printing invoices for these services Professional Invoicing is abbreviated as P I The P I package does not stand alone run by itself and must be used with the A R package In addition it can be used with the Inventory Management package and or the Job Cost package Integrated An integrated set of accounting software packages is a set of packages in which information entered or produced in one package is automatically available to other packages You don t need to re enter the data Customer information from A R and inventory item information from I C are used by P I Item quantities in I C and customer information in A R are also automatically updated for each invoice processed Point of Sale Point of sale refers to the place and time at which goods are being purchased or services delivered An invoice available at that time and place is called a point of sale invoice This is in contrast to an inv
237. r portion of the resulting figure i e 8 divided by 5 equals 1 6 but only 1 is stored in the calculation register the 6 is stripped off M O D Modulus division of operand 1 by 2 storing the remainder in the calculation register i e 10 divided by 3 is 3 with 1 left over the 1 is stored in the calculation register 1 N T Store the integer portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stored as 123 in the calculation register F R C Store the fraction portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stored as 54 in the calculation register R N D Round off Operand 1 and store the resulting figure in the calculation register When selected you will be asked for a second operand which is the digit to round off to valid responses to the second operand are 1 for the 1st decimal 2 for the 2nd decimal 1 to tens 2 to hundreds etc 6 Operand 2 Enter the second operand field used in the calculation from the window displayed or use the option Option Enter to enter a constant The following are a few key things to keep in mind about using calculations 1 When printing the calculation registers are reset for each form section Professional Invoicing Invoice Formats User Manual 21 18 2 The sequence number is used to determine the order in which the calculations occur 3 Calculations from headers lines and
238. r the following information 1 Form ID Enter the ID for this form or use the option Option F1 to scan through the existing forms on file Format 5 characters 2 Type Enter the character that designates the type of invoice for which this form will be used The types are I invoice C credit memo Q quotation You may also use the option Professional Invoicing Invoice Formats User Manual 21 4 Option F1 to display the next type on file for this form ID Usually you would define all types for each new form ID The predefined forms provided with P I include all 3 types If the type you specify already exists for the form ID the information for that form type displays and may be changed or deleted You also may use one of these options Options F2 to display the form as it currently exists see the section titled Displaying a Form later in this chapter F5 to print a test form substituting X s or 9 s for each field that you have selected to print see the section titled Testing a Form later in this chapter F6 to copy an existing form to a new form see the section titled Copying a Form later in this chapter 3 Description Enter the description of this form type Format 30 characters 4 Width Enter the number of columns that may be printed ona form Your entry here is determined by the width of your form as well as the setting on your printer for characters per inch or pitch
239. r the recurring bill or use one of the options Professional Invoicing Recurring Bills User Manual 13 2 Options F2 to scan through the customers on file Enter to look up the customer by name F4 to copy an existing recurring bill Format 12 characters 2 Ref Enter a reference number for this recurring bill You may use this reference number later to locate this particular recurring bill for this customer Format 6 characters NOTE You can use the same reference number for recurring bills for different customers For an existing recurring bill 1 Customer Enter the customer number for the recurring bill or use one of the options Options F1 to scan through the recurring bills on file Once you have found the correct recurring bill you may then make any needed changes Enter to look up the customer by name 2 Ref Once a customer is displayed in the field above you may enter the reference number for one of the customer s recurring bills The recurring bill will then be displayed and you can make any needed changes You may use the F3 key if you wish to delete the recurring bill Changing Line Items and Totals Once the recurring bill header is displayed you may make any needed changes Then press Enter at Field number to change You are asked Do you wish to change line items 2 Answer Y to change line items or N to return to the top of the screen to enter another recurring bill Wh
240. racked in Inventory Management Back orders are optional in Professional Invoicing e When used with Inventory Management if multiple warehouses are used the availability of an item in each stocking warehouse may be displayed when entering a goods line item e When used with Inventory Management alternate item numbers associated with items may be displayed when entering a goods line item e The Professional Invoicing posting procedure has been modified so that the actual inventory costs per valuation method are stored with each line item in the Invoice History File in Professional Invoicing e Allows cash to optionally be posted to Accounts Receivable Cash will be posted or not as per the setting of a field in the Professional Invoicing Control File e When Inventory Management is used posting inventory will use either a full inventory register or the brief format register as specified in the Inventory Management File e Allows automatic selection of recurring invoices e Immediate invoicing functions have been expanded There is now a file of invoicing stations which allows invoices to be printed concurrently from different workstations e Unlimited notes can be stored with invoices These notes are not printed on invoices and can be used internally by the company as needed to assist in the processing of invoices Professional Invoicing Understanding Professional Invoicing User Manual 1 10 e Standard bill lines contain onl
241. record of invoices purged Only purge invoices if you no longer need to refer to them using P I For example you might choose to keep a few months worth of history on the computer for reference Each month you would purge the oldest month s invoices and file the purge report for future reference Print the Tax Collected report from within A R for regional tax remittance Professional Invoicing Guide to Daily Operations User Manual 4 4 SAMCO Building business and technology relationships Chapter 5 Control Information Introduction The P I Control File contains information about the way you handle invoices The information you enter in the P I Control File controls how certain functions work in other parts of this package To help you see how the P I package works we have provided a sample invoice format file for you to use to print invoices in a variety of invoice formats without having to enter all the information If you wish to use this file see the instructions in the chapter titled Invoice Formats on loading the predefined forms If the Control File entries for the predefined data are different than what you will use make any changes as explained in this chapter To Begin From page 2 of the P I menu select Control information This is the screen you see Professional Invoicing Control Information User Manual 5 1 4 34 P Comtal information 1 Fle fot AR K OF SA AP PC Gi K PO B
242. red here then the scrap account as entered in the P I Control File will be used for the value of the quantity not returned to inventory Professional Invoicing Invoices User Manual 12 17 For a credit memo always enter a positive number here as a credit for a particular item A negative number is not allowed The following options are only available if P I is interfaced to I C 4 Press F2 to display alternate items for this inventory item If alternate items exist for this item then a screen is displayed which shows the alternates and their availability at the current warehouse You may select an alternate item in which case the item number and description fields shown on the screen will be changed to that item number and description You can then enter the quantity to be ordered of that item 5 Press F5 to show full warehouse information for this item The following information is shown Qty on hand Qty committed Qty on back order Qty available Qty on order if Purchase Order is used Qty on work order if kits are used in I C See the I C User Manual chapter titled tems for full definitions of each of these terms 6 If this invoice can be shipped from more than one warehouse as specified on the invoice header screen by entering All for the warehouse code then you may use the F6 key to display the availability of the item at the other warehouses at which it is stocked You may choose a different warehouse a
243. redit memos debits and credits are reversed in the above Posting of Goods and Items The G L postings for Goods are as follows DR Customer s A R account CR G L Account in line item The above postings occur whether or not P I is interfaced to I C For credit memos debits and credits are reversed in the above In addition if P I is interfaced to I C then inventory postings occur as described below Posting of Inventory Items When P I is interfaced to I C G L postings for inventory items with respect to I C are as follows Sales DR Item s expense account CR Item s inventory account Credit memos DR Item s inventory account DR scrap account if applicable CR Item s credit memo account Professional Invoicing Post Invoices User Manual 18 5 Posting Miscellaneous Inventory Items G L postings for miscellaneous items with respect to I C are as follows Sales DR Item s expense account CR Item s inventory account Credit memos DR Item s inventory account CR Item s credit memo account As shown above the item s inventory account as specified in the Item File in Inventory Management is used for posting of both sales and credit memos When a miscellaneous item is entered using tems in Inventory Management the inventory account entered for the item in I C must be of type misc costs applied in the Inventory Accounts File in I C By choosing the correct misc costs applied account for each miscellaneou
244. rence number date customer name tax amounts and payment information Line Item fields print in the middle part of the form between the Header and Total fields Line Item fields relate to each line on the invoice such as item number description quantity and price Header Total Fields Field name Description Notes Blank line When this field is selected no other data is printed on the line even if it is defined Professional Invoicing Invoice Formats User Manual 21 23 Printer feature Suppress line Register Apply to number Balance due Bank route number Bill reference Bill group Bill to name Bill to address 1 Bill to address 2 Bill to address 3 Cash amount rcvd Check number Comment line 1 5 Commis amount Commis percent Commis percent type Company display name Company report name Turns a printer feature on or off Used to suppress the printing of an entire line when a specified criteria s is met Used to access register values stored during calculation routines Apply to number for credit memos Amount that remains due on invoice Bank route number from totals screen for cash received Reference number for invoice or credit memo does not apply to quotes see Quote ID Group ID from invoice header Customer name customer bill to address line 1 customer Bill to address line 2 customer Bill to address line 3 customer Entered as line 1 for misce
245. revenue from this item is to be distributed or use one of the options Options F1 to scan through the sales accounts specified in the P I Control File F2 To accept the default sales account for the item If Inventory Management is used The sales account specified for this inventory item in the I C Item File displays automatically If the item s profit centre is wild carded then the sales account from the Item File is combined with the profit centre from the invoice header If you want to change this you must do so from Field number to change 2 If Job Cost is used If this line item is for a job the billing account for the job displays automatically If you want to change this you must do so from Field number to change Make any changes as usual If Job Cost is interfaced fields 10 11 and 12 appear as shown below G L ACCT appears as field 13 10 Job This field is a display field only and cannot be changed Professional Invoicing Quotations User Manual 15 17 If this quotation is not for a job this field will be skipped and N A for Not applicable will display automatically If this quotation is for a job the job number entered on the header screen will display here automatically In either case this field cannot be changed 11 Sub job This field is a display field only and cannot be changed If this quotation is not for a job this field will be skipped and N A will display
246. rs and the cash entered on invoices is treated as memo information i e NO cash receipt transactions are generated or posted 3 If you are using the Inventory Management package there is the posting of inventory entries in I C For each of these three parts of the posting a different register or journal is produced the Sales Journal for sales transactions the Cash Receipts Journal for cash receipts transactions and the Inventory Transaction Register for inventory transactions You might also have a fourth register the Miscellaneous and Drop Ship Item Register if you are using I C and you have miscellaneous or drop ship items on one or more invoices While any one of the registers or journals is being printed you can press F1 to interrupt printing then press Tab to terminate printing This is NOT recommended If you do this you must immediately complete the interrupted posting before doing anything else with the P I package To complete the posting select Post invoices again then let the posting run until the end It doesn t matter whether you select any additional invoices to post at this time When posting invoices you might see DUPLICATE SALES TRANSACTION SEE INSTRUCTIONS PRESS ENTER TO CONTINUE If you see this message check to see if there has been a duplicate invoice in A R During invoice posting it is possible that an invoice number is assigned that was previously used by another invoice This can occur if a
247. s When defining a paginated form you specify the starting line number of the Header information the starting and ending line numbers of the Line Item information and the starting line number of the Totals information When defining each data field to be printed on a paginated form you specify the group of the field Header Line Item or Totals its line number within the group and the starting column number where it is to print The line number of a field is its print line number starting at the first line of that group For example if you specified that the Line Item information starts on line 10 of your form and ends on line 40 you are allowing for 31 lines of Line Item information The line number of a Line Item field must be between 1 and 31 The column number of a field is simply the number of spaces to the right of the left margin of the form beginning at 1 To Begin Select Setup gt Invoice formats from page 2 of the P I menu Entering Forms Professional Invoicing Invoice Formats User Manual 21 3 From the Invoice formats menu select Enter This is the screen you see On this screen you identify the form with an ID type and description and define its general appearance This is the first of two screens used for this purpose From this screen you can work with both new and existing forms If a form exists for the form ID and type you specify that form appears and is available for changes or deletion Ente
248. s Enter to default to zero In the case of a regular line item positive order quantity on a regular invoice for a regular inventory item the unit cost is not requested Instead an approximate value for the unit cost is displayed automatically and the name of the field changes depending on the inventory valuation method specified in the I C Control File The cost is displayed as follows e LIFO valuation method Replacement cost e FIFO valuation method Average cost e Average cost valuation method Average cost e Standard cost valuation method Standard cost The actual cost is calculated exactly when the invoice is posted For standard costing the actual cost used is the standard cost Rtrn to inv This field does not appear if you are not using Inventory Management Otherwise it appears as field 8 and the remaining fields on this screen are renumbered You are asked to enter a quantity here only for a credit memo or for a line item with a negative quantity otherwise Not applicable appears Enter how many of the items credited are to be returned to inventory The quantity cannot be larger than the quantity ordered in field 3 above For example if the quantity ordered is 5 the quantity returned to inventory must be positive and not larger than 5 8 Tax amount The total amount of all taxes for this line item is displayed and the field is skipped Changes can be made only at the Field number to change prompt If y
249. s are not used In this case the related field does not appear and all later fields are renumbered The optional fields are Quote disc Misc charges Freight Commis pct and commis amt Enter the information as follows Professional Invoicing Quotations User Manual 15 29 1 Quote disc This field is skipped if the P I Control File specifies that you do not use overall invoice discounts Enter the quote discount percent or use the option Option F1 to use the customer s non zero discount percent in the Customer File in A R The quotation discount dollar amount at the top of the screen and the discounted net are automatically calculated and displayed The discounted net is the quotation total less the discount Format 99 999 2 Misc charges NOTE This field is skipped if the P I Control File specifies that you do not use miscellaneous charges Enter any miscellaneous charges for this quotation Format 99 999 999 99 Account If there are miscellaneous charges for this quotation you are next asked for the number of the G L account that these charges are to be distributed to if the A R Control File specifies that miscellaneous charges are distributed Enter the account number or use the option Option F1 to use the miscellaneous charges account in the A R Control File Misc charges taxable The taxes calculated for miscellaneous charges do not display If you wish to make any cha
250. s item you can avoid having to make after the fact journal adjustments for miscellaneous item sales and credit memos posted from P I If the miscellaneous item sold is not merchandise e g labour charges service charges etc the misc costs applied account would usually be a contra expense account The exact account to use would depend upon your particular business situation based upon the advice of your accountant If the miscellaneous item sold is merchandise then the set up of the misc costs applied account would depend upon how these items are being handled with respect to General Ledger For example if the purchase of the miscellaneous merchandise is entered through Accounts Payable then the misc costs applied account should be the account used in Accounts Payable as the expense distribution for the purchase Again the exact account to use would depend upon your particular business situation based upon the advice of your accountant For drop shipped miscellaneous items the G L postings are as follows Sales DR Drop ship clearing acct in the P I Control File CR Item s expense account Credit memos Not applicable line items for credit memos may not be drop shipped Professional Invoicing Post Invoices User Manual 18 6 Sales of miscellaneous items are handled like sales of regular inventory items with respect to the drop ship clearing account For a drop shipped miscellaneous item credit memo retain your hand
251. s to the recurring bill s line items including the quantity or price of any variable or fixed line item You can press Tab at the Sequence field to go directly to the totals screen Changing a Line Item Enter the sequence number press F1 for the next line item or press F2 for the next variable line item the next line item for which you designated the quantity or price as variable When the right line item appears press Enter to select it for changing NOTE After pressing Enter at Right line item 2 you can also delete the line item from the recurring bill and thus the new invoice by pressing F3 then answering Y to This line item will be deleted Is this correct 2 At this point if the quantity or total price specified on the line item is to be changed enter the current quantity or total price If you make a change to the quantity or total price you are asked whether the field is to be fixed or variable in the recurring bill Answer F for fixed or V for variable Make any other changes When no more changes to line items are desired press Tab at the sequence number The totals screen appears Make any changes to the totals You may enter a cash amount if you wish Professional Invoicing Recurring Bills User Manual 13 38 Using Selected Recurring Bills Before you use this option you should always print a list showing only the recurring bills that have been selected Use List descri
252. scount for early payment and if there is how much is the discount and how early must payment be made to get the discount Here are some examples of terms Code Payment Terms 210 2 10 days net 30 days N30 Net 30 days COD Cash on delivery Professional Invoicing Terms User Manual 8 1 There are two methods used in A R to specify payment terms You may specify that an invoice is due a certain number of days after the invoice date Alternatively you may specify that an invoice is due on a particular day in the month following the month in which the invoice is dated This second method is called proximo terms Proximo means of the next month An example of proximo terms is Code Payment Terms 210 2 10th net 31st meaning 2 discount if paid by the 10th of next month net due on 31st of next month To Begin From page 2 of the P I menu select Setup gt Terms Then from the Terms menu select Enter The following screen is displayed Entering Terms From this scree n you can work with both new and exist ing term s If term S infor mation has already been entered for the terms code you specify it will appear and be available for changes or deletion Enter the following information 1 Terms code Enter a terms code or use the option Allowed characters are 0 9 A Z and some special characters such as colon asterisk and at sign and slash Option F1 To scan throug
253. screen A screen displays to enter the first line item for this quotation Professional Invoicing Quotations User Manual 15 9 D 4 j Quotations Acme Enterprises Inc Enter Ref TEST Customer 99 Anthony Jones Inc CR limit Unlimited Balance 18 350 72 Part ship Y Backords fy 1 Sequence Line type 0 line items Line total 00 F1 next line item F2 Sequence 10 If you are changing line item information refer to To Change an Existing Quotation at the beginning of this chapter Enter the information as follows 1 Sequence Enter a sequence number here exactly as in Invoices Format 9999 As noted where changes to line items are explained you can also press F1 to scan through the line items on this quotation Line type The appearance of the bottom part of the screen depends on whether or not you are using the Job Cost package The screen shown below is what you see if you are not using J C Fields used only with J C are described below Professional Invoicing Quotations User Manual 15 10 Entering Goods Line Items After you type G you see PETET p Fie Em AR Y oC PH GH KR FO ORR FM a FP OPS UP UTA TRIR OUR PA COOK SRM OM F H OLOS EE oo _ Quotations Acme Enterprises Inc Enter Ref Test Customer 99 Anthony Jones Inc _ CR limit Unlimited Balance 18 350 72 Part ship fv Back ords i 4 Sequence 10 Line type Goods
254. sed on margin If you do not use cost of sales or pay commissions based on margin press Enter to default to zero In the case of a regular line item on a quotation for a regular inventory item the unit cost is not requested Instead an approximate value for the unit cost is displayed automatically and the name of the field changes depending on the inventory valuation method specified in the I C Control File The cost is displayed as follows LIFO valuation method Replacement cost FIFO valuation method Average cost Average cost valuation method Average cost Standard cost valuation method Standard cost Professional Invoicing Quotations User Manual 15 15 The actual cost is calculated exactly when the invoice produced from this quotation is posted For standard costing the actual cost used is the standard cost 8 Tax amount The total amount of all taxes for this line item is displayed and the field is skipped Changes can be made only at the Field number to change prompt If you wish to change or view the taxes calculated by tax type select this field at the Field number to change prompt A window similar to the one shown below is displayed g Tax Override Type Item tax Txbl Tax amount Txbl amt GST Txb 72 50 1450 00 Pst J mpt ust _ 00 Order discount 00 For each tax type enter the following information Item tax Enter a taxable code to apply to the t
255. ser Manual A 1 This file contains a number of package parameters and default values 2 P I Notes File This file contains any notes which you have entered in the various selections 3 Deliver To File This file contains one record for each deliver to address to which goods are delivered or at which services are performed If you are using the Order Entry Plus package this is the same file the Ship to File 4 Goods Services File This file contains one record for each item or service entered through Goods Services 5 Goods Service Aux File This is an auxilliary file which contains additional information for Goods Services records 6 Invoice Format File This file contains the complete descriptions of your invoice formats 7 Invoice Header File This file contains one record for each regular invoice 8 Invoice Line Item File This file contains one record for each line item for each regular invoice 9 Invoice Auxiliary File This file contains any additional description entered for line items on regular invoices plus comments and miscellaneous deliver to addresses 10 Invoice Lock File This file is used to protect the Invoice File 11 Quote Header File This file contains one record for the header for each quotation 12 Quote Line Item File Professional Invoicing Initializing Data Files User Manual A 2 This file contains one record for each line item for each quotation 13 Quote Auxiliary File This file c
256. service to the Goods Services File If you re using I C you re asked if you want to add it to the Services File If you answer Y to this second question the service will be added permanently to the Goods Services File otherwise it will appear only on the current invoice FE 38 M Inoi ENG Teran Fie A AR K CF SA AP PC Gt OK FO OBR PH Gl OFP PAPATA TR IR OER PA DM SR M OM F H Invoices Acme Enterprises Inc KC in 34 Bill ref RG Customer 100 Acme Wedding Planners _ Bill type INVOICE CRimit 350 Balance 524 80 E Part ship ly Backords Y 4 Sequence 10 Line type Services Service Unit Description Quantity gt wn Extended price 9 Unit price Line disc amt Discount Unit cost Line item net No Tax amount Commisnbi 7 10 Job 11 Sub job 12 G L acct 0 line items Ship total 00 Enter service F1 next service or leave blank for one time service Professional Invoicing Invoices User Manual 12 28 Format 999 Unit If this service is in the file the unit will be displayed automatically and cannot be changed Format 4 characters If this service is not in the file enter the unit for this service or use one of the options Options F1 to use HOUR if you bill this service by the hour Enter if there is no unit for this service and you either charge a flat rate or don t charge separately for it If you press Enter then NONE displays in the
257. sion factor for an inventory item is changed in the I C Item File you must delete any P I line items using that inventory item then re enter them Otherwise your quotations will contain the old unit and conversion factor If you left the number blank enter the item s description or any portion of it beginning with the first letter The first item with a description matching the entered characters appears and you are asked if this is the item you want Answer Y to select it N to enter another item or press F1 to see the next item in alphabetical order You are then asked Right item Answer N to select another item as above or continue to press F1 When the right item appears press Enter to select it Format 15 characters Miscellaneous items A miscellaneous item has an item number that begins with an asterisk If you enter a miscellaneous item for the item number you are requested to enter the unit If there is a unit already in the I C Item File for this item it is displayed automatically and you can change it if you wish You are then requested to enter the item description Warehouse This field appears only if the P I Control File specifies that multiple warehouses are used Enter the code for the warehouse from which the item is to be shipped or use the option Option F1 to use the default warehouse in the P I Control File Professional Invoicing Quotations User Manual 15 12 Format 2 characters
258. splays automatically The sales tax if any is the aggregate of the taxes calculated for all tax types for line items miscellaneous charges and freight charges If you wish to change the amount displayed for sales tax then press the t key from the next numbered entry field or select the sales tax field from Field number to change A window appears for this purpose similar to the following Professional Invoicing Invoices User Manual 12 41 Tax Totals Type Tax amount Txbl amount Xmpt amount Zero amount cst 37 00 740 00 35 00 00 PST 51 80 740 00 35 00 00 HST com 235 00 00 00 Make any changes to the amounts calculated for each tax type or use the option Option F1 to reverse changes made to override the calculated amount After this these amounts are added Invoice tot or Discounted net if an invoice discount is used Misc charges if used Freight if used Sales tax if any The total is displayed as Billed total Format 99 999 99 NOTE The next four fields appear only if the answer to the P I Control File question ASK CASH WITH INVOICE is Y 5 Payment recd Enter the amount of any payment already received for this invoice Format 999 999 999 99 6 Check NOTE This field is skipped if no payment was received Enter the check number of the payment received If currency was received press Enter CASH displays Format 999999 7 Cash
259. standard bill Press _ if this standard bill is not for a change order or enter the change order number The change order must already be defined for the job You are informed when the standard bill has been transferred pasted into this invoice Customer Credit Check A customer credit check is then performed just as in entering Goods or Services line items When through with entering line items press Tab for the sequence number The totals screen then appears Totals Screen The totals screen appears as Professional Invoicing Invoices User Manual 12 37 ne 4 f t j Invoices Acme Enterprises Inc Bill ref 46 Cust 100 Acme Wedding Planners invelestot 730 00 Ship torai 740 00 Ship disc 00 1 Inve disc 0005 2 Misc charges 3 Freight 4 Sales tax Ship commissionable 540 00 5 Payment recd 8 Bank rte 6 Check 7 Cash account 9 Commis pct 10 Commis amt 11 Comment Press F1 for 5 00 The Invoice tot is the total dollar amount of all line items less line item discounts if any plus all calculated taxes The Invoice disc field displays only if the P I Control File specifies that you use overall invoice discounts After you enter the Invc disc field 1 the total dollar amount of the discount will display The Sales tax field shows the sum of all line item taxes After you enter the Invc disc field 1 the sales tax total will be reduced by the amoun
260. t or name 7 Ending cust or name What you enter here depends on what category you selected to print in order by in field 2 above customer number or customer name Enter the range of customers to print invoices for Follow the screen instructions 8 Default comments You can enter default comments here which will be printed on any quotation that does not already have its own individual comments Press F2 to end entering the comments Format 5 lines each up to the maximum Comment text length specified in the P Control File From this point on printing quotations proceeds exactly as in Printing invoices Professional Invoicing Print Invoices and Quotations User Manual 17 6 SAMCO Building business and technology relationships Chapter 18 Post Invoices Introduction This selection posts invoices to the A R package When you post all financial data on the invoices is transferred into the A R package If you are using I C inventory is also fully updated If you are also using the Job Cost package the billing information is posted to the Job Cost package Inventory item costs are posted to the Job Cost package if you are also using I C You must have already printed an invoice before you can post it A register of posted invoices is printed at the time the invoice is posted To Begin From the P I menu select Post invoices This screen displays Professional Invoicing Post Invoices User Man
261. t Sales rep for invoice Invoice sales rep name Ship via code Ship via description Total of all goods type line items on invoice Total of all services type line items on invoice Professional Invoicing Invoice Formats User Manual 21 26 Header Total Fields continued Field name System date System time Terms code Terms description Terms discount Terms discount date Terms discount pct Terms due date Terms type Tax amount 1 15 Tax group Tax group description Tax included total Tax included amount 1 Tax number 1 15 Tax total Taxable total 1 15 Total already billed Total billed Description Notes System date System time Invoice A R terms code Invoice A R terms code description Estimated early payment discount amount based on invoice A R terms code Date on which early payment discount will be given Zero invoice not printed Early payment discount percent from invoice A R terms code Date on which invoice payment is due Zero invoice not printed D days P proximo Invoice tax amount for specified tax type Customer s tax group Description of customer s tax group Aggregate of all tax type amounts for taxes included 15 Invoice tax amount included in selling price for specified tax type Customer s tax number for the specified tax type Aggregate of all tax type amounts Invoice taxable total for the specified tax type This is the amount already bil
262. t is 8 Deflt tax This field is used to determine the default taxable status of this line item when it is pasted into an invoice The field will default to Y and can be changed or viewed at the Field number to change prompt If you choose to change or view the default taxable status of this line item the following window appears i Tax Override Type Item tax Txbl GST L E uo v 4 x x o o l v al gt lt 3 xe rt Make the following changes ltem tax Enter a taxable code to apply to the tax type or press Enter to leave blank Txbl Enter the letter reflecting the taxable status of this service for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window 9 Commisnbl Professional Invoicing Standard Bills User Manual 14 9 This field is skipped if the A R Control File specifies that you do not use commissions If commissions are used and I C is also interfaced the answer to this question displays automatically It is set to Y if the commission code for this item in the I C Item File is not blank and is set to N otherwise If you want to change this answer you must do so from Field number to change Answer Y if this line item is commissionable 10 Sales acct This field appears only if the A R Control File specifies that sales are distributed
263. t of the discount The Commissionable field displays only if the A R Control File specifies that commissions are used It is the total dollar amount that is subject to a commission NOTE The P I Control File or A R Control File may specify that some of the following options are not used In this case the related field does not appear and all later fields are renumbered The optional fields are INVC DISC MISC CHARGES FREIGHT PAYMENT RECD CHECK CASH account AND BANK RTE COMMIS PCT and COMMIS AMT Professional Invoicing Invoices User Manual 12 38 For a credit memo the four payment fields do not appear Enter the information as follows 1 Inve disc NOTE This field is skipped if the P I Control File specifies that you do not use overall invoice discounts Enter the invoice discount percent or use the option Option F1 to use the customer s non zero discount percent specified in the Customer File in A R The invoice discount dollar amount at the top of the screen and the discounted net are automatically calculated and displayed The discounted net is the invoice total less the discount Format 99 999 2 Misc charges NOTE This field is skipped if the P I Control File specifies that you do not use miscellaneous charges Enter any miscellaneous charges for this invoice Format 99 999 999 99 If this is a credit memo and miscellaneous charges are being credited do not
264. tax amount 3 Freight This field is skipped if the P I Control File specifies that you do not use freight charges Enter the amount of any freight charges Format 9 999 999 99 Account If there are freight charges you are next asked for the number of the G L account to which these charges are to be distributed Enter the account number or use the option Option F1 to use the freight account in the A R Control File Freight taxable The taxes calculated for freight charges do not display If you wish to make any changes or view the default calculations press the t at the next numbered field or select the freight field from Field number to change A window appears for this purpose similar to the following f Freight taxable Type Txbl Tax amount cst 15 Pst Xmpt ___ 00 Hst fof 00 Make any changes as follows Professional Invoicing Recurring Bills User Manual 13 28 Txbl Enter the letter reflecting the taxable status of freight charges for this tax type Valid entries are T taxable X exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply to freight or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount 4 Sales tax Sales tax displays automatically The sales tax if any is the aggregate o
265. the file and record being backed up It skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE KEY and ENDING FILE KEY prompts Enter the following data 1 Starting file key 2 Ending file key Enter the starting and ending file keys for the data file selected for conversion or press F1 for First and Last Up to 37 alphanumeric characters may be entered Unless you know the exact key for the records in the data file it is recommended that you press F1 When you have completed all entries the following prompt will appear C create new export file or A add records to existing export file Enter C to create a new export file and over write any pre existing ASCII export for this data file or enter A to add the records selected for conversion to any pre existing ASCII export file on the device specified After selecting which type of file to create the screen then clears and the ASCII file name is displayed along with a counter of the number of records exported If you had selected All at the Please select file it is assumed that you wish to create anew converted file After the Any change 2 prompt the screen clears and the ASCII Professional Invoicing File Utilities User Manual B 4 file name is displayed along with a counter of the number of records exported for all files The Export a file menu reappears after the file or files selected have been
266. ther into a record called the customer record Entry A record in a data file is often referred to as an entry Data file A data file is a group of one or more related records A data file is often referred to simply as a file without the word data Professional Invoicing Understanding Professional Invoicing User Manual 1 5 The Customer File in Accounts Receivable is an example of a data file Such a file is made up of several records each of which contains the name address etc for one customer Each file is kept separate from other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User Manual mean data file unless specifically stated otherwise Multi Company Multi Company refers to the capability to do accounting functions for multiple companies with the same set of software A user wanting to do accounting functions for more than one company can select the Multiple companies feature to define each company ID Spool SPOOL is a computer word meaning Save Printer Output Off Line Spooling is a technique that allows a report to be printed on a printer at a later time Instead of reports going directly to a printer they are saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run f
267. thin the group on which this field is to print For example if you specified that the first line for headers is 4 and the first line for line items is 10 there are 6 lines available for the header group This means that line numbers 1 through 6 would be valid entries here For a non paginated form any line number from 1 to 999 is valid 3 Column Enter the starting column in which to print this field or use the option Option F1 to display the next field on file within this group that is on or above the specified line number F2 to insert a new line within this group F3 to delete the current line within this group Your entry may not be greater than the width of the form At Field number the screen displays as follows Professional Invoicing Invoice Formats User Manual 21 10 1 Blank Vine 10 Bil reference 2 Printer feature 11 Bil group code _ 2 12 4 Suppress In if blank 43 8i11 to address 1_ 5 Bitmap graphic file 14 Bill to address 2 6 Register 15 Bi11 to address 3 7 Apply to number 16 8111 to country 8 Balance due 17 9 Bank route number 18 os s SREBRIS a pany report name ompany address ompany courier A C Company phone numbe N The window that displays at the bottom of this screen shows the first 27 fields available for printing in the Header and Totals area of your form Your screen may appear slightly different There are several more windows showing
268. this invoice per the IGNORE option described below It is also not checked if the P I Control File specifies that you do not use credit checking Professional Invoicing Invoices User Manual 12 26 After you enter all fields for this line item the customer s credit is checked to see if this item puts the customer over their credit limit If it does you see a warning message You have three options Cancel the entire invoice cancel this line item or ignore the warning Entering Services Line Items 1 Sequence Enter a sequence number or use one of the options Options F1 to scan through the line items on file F2 to assign sequence 10 to the first line item If you use F2 for the first line item you can use F2 later to assign sequence 20 to the second line item 30 to the third and so on This number sequence is useful if you want to insert another line item later between two line items already entered The sequence number is just a temporary number which puts the line items into the order they will be printed on the invoice When you print the invoice each line item will automatically be assigned a new number in the same relative order For example when printed line items with sequence numbers 10 20 14 30 and 16 will appear in the order 10 14 16 20 30 and be numbered 1 2 3 4 5 If you want to add a line item between two other line items give the new one a number in between For example to insert a li
269. tional lines When you are through entering description press F2 Format 10 lines each up to the Service text length specified in the P I Control File 4 Quantity If you entered a unit above enter the number of units If you left UNIT blank NOT APPLICABLE displays and you cannot enter anything As with Goods line items if you enter zero the Fixed or var 2 field described below is set to V Format 99 999 999 999 Fixed or var If the quantity above is not zero you must next specify whether the quantity is usually the same for this recurring bill a fixed quantity or whether it usually varies each time the bill is selected to be used as an invoice a variable quantity At the time you select this bill to be used as an invoice you can still make changes to both the fixed and recurring line item quantities However specifying this line item now as variable gives you an added convenience When the bill is selected later you can press F2 to bring up only variable line items to change You will save time then because you won t have to sort through all the line items to find the variable ones you want to change Enter F for fixed or V for variable If the quantity entered above is zero this field is automatically set to V Format 1 character 5 Unit price or 5 Price Professional Invoicing Recurring Bills User Manual 13 18 If you entered a unit above enter the price per unit or use the option Opti
270. tity available The choices are B B O balance A B O all V Override S Ship in stock For a full discussion of these choices see the chapter titled Invoices Professional Invoicing Quotations User Manual 15 13 Format 1 character 5 Unit price If Inventory Management is not used Enter the price per the unit for this item or use the option Option F1 to use the price in the Goods Services File The quantity is automatically multiplied by this price and the extended price appears Format 9 999 999 999 If Inventory Management is used Enter the unit price or use the option Option F1 to use the price as determined by the price code for this item in the Item File If there is no price code for this item Price 1 from the Item record is used The extended price appears NOTE If the unit price is zero you are asked Are you sure Optional Fields Because of the choices made in the P I Control File and in the A R Control File some of the following optional fields may not be used In this case the related field does not appear and all later fields are renumbered The optional fields are e Discount or Discntbl 2 e Commisnbl 2 e Sub job e Cat sub cng e G L acct 6 Discount or 6 Discntbl NOTE This field is skipped if the P I Control File specifies that you do not use discounts Discntbl 2 discountable asks whether the line item is to be subject to the over
271. to print the list Follow the screen instructions Format 5 characters 3 Type to print Enter the form type to print for the forms as shown on the screen or use the option Option F1 to print All form types 4 Print fields Professional Invoicing Invoice Formats User Manual 21 20 Answer Y to print the information defined for each field on a form If you answer N only the general information about a form is printed NOTE Many fields are defined for each form type of the predefined forms supplied with P I Selecting to print fields for several types may require a significant amount of time and paper Loading Standard Forms Samco provides a number of standard forms which you can use To make these forms available for use you must first run the Load function from the Invoice formats menu The screen displays as follows Answer Y to continue with the import or N to cancel For a sample listing of the pre defined forms use the Invoice formats Print function Professional Invoicing Invoice Formats User Manual 21 21 Printing a Field Location Grid The field location grid is a tool to help you lay out your form properly When you print this grid right on your form you will see the exact rows and columns of every piece of invoice information You will then be able to specify the exact row and column for each piece of information when you re requested to do so later To begin select Grid from the Invoice formats me
272. tomer for the item but your own inventory is not affected General Ledger General Ledger is the area of accounting where the records from other areas of accounting are brought together for classification and summarization thereby creating a picture of the overall condition of the company s finances As used here general means pertaining to many areas Ledger means a book where accounting records are kept This term evolved from pre computer times when accounting records were kept exclusively by hand in large books called ledgers General Ledger is often abbreviated G L or GL General Ledger Account A general ledger account is a specific category under which all financial activity of a certain kind is classified For example you might have a general ledger account called telephone expenses under which you categorized your telephone bills Accountants are experts at defining the various G L accounts financial activity categories needed by a business Part of this definition process involves assigning an account number to each G L account Independent businesses usually use a 3 or 4 digit account number For example you can have a G L account called 100 Cash in the Bank and one called 400 Sales of Product A and one called 410 Sales of Product Line B Typically an independent business will have a hundred or more G L accounts In accounting packages each time any financial activity occurs
273. tomer or if you are entering the customer as you go you can press F1 to scan through the available tax codes When the desired tax code appears press Enter Format 3 characters 11 Sales rep This field appears only if the A R Control File specifies that sales representatives are used Enter a sales rep code or use the option Option F1 To use the customer s usual sales rep If the customer is a one time customer or if you are entering the customer as you go you can press F1 to scan through the valid sales reps When the desired sales rep appears press Enter Format 3 characters 12 Profit ctr This field appears only if the P I Control File specifies that multiple profit centres are used Enter the profit centre to which this invoice is assigned or use one of the options Options F1 to use the profit centre specified in the P I Control File For subsequent invoices F1 defaults to the profit centre on the last invoice entered Professional Invoicing Invoices User Manual 12 11 If Job Cost is interfaced field 13 becomes Job field 14 becomes Sub job and the subsequent fields are renumbered 13 1st user defined field This field appears only if it is defined in the P I Control File The name of the first optional field defined in the P I Control File displays here Enter the information appropriate to the field Format Number of characters specified in the P I Control
274. trol File F2 to accept the default sales account for the item If Inventory Management is used The sales account specified for this inventory item in the I C Item File displays automatically If the item s profit centre is wild carded then the sales account from the Item File is combined with the profit centre from either the invoice header If you want to change this you must do so from Field number to change 2 If Job Cost is used If this recurring bill is for a job enter the sales account to which revenue from this item is to be distributed or press F1 to default to the billing account for the job If Job Cost is interfaced fields 10 and 11 appear as follows and G L acct becomes field 12 10 Job If this recurring bill is not for a job N A displays in this field If this recurring bill is for a job the job number that you entered on the header screen displays automatically In either case this field cannot be changed 11 Sub job If this recurring bill is not for a job N A displays in this field If this recurring bill is for a job the sub job number that you entered on the header screen if any displays automatically In either case this field cannot be changed NOTE If you are using I C and J C you will be asked to enter the cost item for the job as well Entering Services Line Items 1 Sequence Enter a sequence number here exactly as in Invoices Professional Invoic
275. trol File 10 Starting sales rep 11 Ending sales rep Enter the range of sales rep for which to show invoices Follow the screen instructions Format 3 characters for each field 12 Print in order by Enter the order in which to show the invoices C Customer number l Invoice number B Bill group S Sales rep if sales reps are used J Job if you are using the Job Cost package If you selected in a previous field to print invoices for only one customer the print in order by customer number option does not appear similarly for invoice number bill group and sales rep If there is only one choice left it displays automatically and the cursor moves to the next field Professional Invoicing Invoice History User Manual 20 7 NOTE If you select to print in order by invoice number grand totals will not appear on the report Format 1 character 13 of header lines Enter the number of header lines to show per invoice 1 or 2 Format 9 14 of line item lines Type 1 to show 1 line per line item 0 for zero lines per line item 2 for 2 or 3 for 3 Or use the option Option F1 to show All information for each line item If you enter 0 no line item information will be shown and N A appears in the INVOICE TOTALS 2 field Format 9 15 Invoice totals Type Y to show the dollar total information for each invoice and for all invoices selected otherwise type N If you have
276. trol File specifies that you do not use freight charges Enter the amount of any freight charges A minus sign is not required for a credit memo Format 9 999 999 99 Account If there are freight charges and the A R Control File specifies that freight charges are distributed you are next asked for the number of the G L account that these charges are to be distributed to Enter the account number or use the option Option F1 to use the freight account in the A R Control File Freight taxable Professional Invoicing Invoices User Manual 12 40 The taxes calculated for freight charges do not display If you wish to make any changes or view the default calculations press the t at the next numbered field or select the freight field from Field number to change A window appears for this purpose similar to the following Freight taxable Type Txbl Tax amount cst B 00 Pst Xmpt 00 HsT Txb1 00 Make any changes as follows Txbl Enter the letter reflecting the taxable status of freight charges for this tax type Valid entries are T taxable E exempt Z zero rated Enter to accept the default status of this item or Tab to exit from the window Tax amount Enter an override amount of tax to apply to freight or use one of the options Options Enter to accept the calculated amount F1 to remove any previously entered override tax amount 4 Sales tax Sales tax di
277. ts will be valid While transactions are being processed their amounts are added together and the totals are saved These totals represent the calculated balance of the information that should be in the data files When Data integrity check is run the actual amount of information in the data files is totalled and the actual and calculated amounts are compared on a data integrity report The actual and calculated amounts should always be equal A difference between the two indicates that an unexpected error has occurred Such errors could include e Hardware failures Professional Invoicing Data Integrity Check User Manual 22 1 e Turning off or rebooting the machine while processing is still going on Never do this intentionally e Power surges due to electrical storms or other causes Because this report shows differences between the actual and calculated amounts you can locate errors by referring to edit lists and registers run since the data integrity check was last run If a difference is noted between the actual and calculated amounts you will be asked if you want to reset the calculated amount to match the actual amount If you answer Y the calculated amount will then be set equal to the actual amount This does not mean the problem is fixed only that the amounts are now equal To Begin Select Data integrity check from page 2 of the P I menu If any of the calculated values do not match the actual you see a
278. types and taxable codes refer to the chapters titled Taxes and Handling Taxes in the System Functions manual 7 Sales acct Enter the G L account to distribute sales of this service to NOTE If you are using a G L account of more than 1 section you can set the profit center section to be wild carded by pressing F1 This allows the sales distribution for the service item to be distributed to the profit center for the ticket Entering Goods Items If you enter G in response to Type on the first screen the goods screen appears as follows Professional Invoicing Goods Services User Manual 7 4 Pie tot AR OE ow ww H romnmck w hhe TAMARARO Do h o n Setup Acme Enterprises Inc Goods Services Enter Type Goods 4 item fil 2 Description 3 Unit 4 Unit price 5 Unit cost 6 Default tax 7 Sales acct You can work with new or existing goods here just as for services Enter the following information 1 Item For a new item Enter the item number Format 15 characters For an existing item Enter the item number or use the option Option F1 to find the next item number If one exists you are allowed to change the information for it 2 Description Enter the description of this item Professional Invoicing Goods Services User Manual 7 5 This description can be changed when this item is actually put into an invoice You must enter something here for the descript
279. ual 18 1 i Post invoices Acme Enterprises Inc Please enter Cut off invoice date to post Cut off invoice to post Bill group to post Posting date Press F1 for Latest Enter the information as follows Cut off invoice date to post Enter the invoice date through which you want to post invoices to A R or use one of the options Options F1 for Latest post all printed invoices Enter to use the system date Format MMDDYY Cut off invoice to post Enter the invoice number through which you want to post to A R or use the option Option F1 for Last post all printed invoices Format 999999 Bill group to post Enter the bill group code of the group of invoices you want to post or use the option Professional Invoicing Post Invoices User Manual 18 2 Option F1 to post invoices in All bill groups Format 3 characters Posting date Enter the date to use as the posting date The posting date is used within Accounts Receivable for tax and aging reporting Refer to the chapters titled Aging Report and Tax Collected for further information on the use of this feature Format MMDDYY You are asked Any change Answer Y and make changes or answer N to proceed If there are any sales or cash receipt entries transactions in A R or inventory entries in I C if it is interfaced to be posted you see a reminder that they will be posted as well as the invoices you have selected Answer Y to proceed
280. use an item is to be shipped from If items are always to be shipped from one warehouse answer N 31 Default warehouse This question appears only if you use multiple warehouses in Inventory Management Professional Invoicing Control Information User Manual 5 10 Enter the code for the warehouse from which items are usually shipped Format 2 characters IMPORTANT NOTE If you have been using the P I package for a while with P I Control File options set in a certain way and you need to change these options it is best to do this with no regular invoices or quotations on file You should first print and post all invoices that you possibly can then make the change If you are changing the P I Control File to eliminate fields from the invoice make sure that before you eliminate them you change the information that you are eliminating to either zero numeric or blanks alphanumeric on every regular invoice recurring bill standard bill and quotation If you don t do this you might get hidden information showing up unexpectedly For example suppose you have been using miscellaneous charges on your invoices and you decide to eliminate them Before changing the P I Control File to eliminate the MISCELLANEOUS CHARGES field set that field to zero in all invoices on file in which it is not zero Otherwise the amount of the miscellaneous charges will still be added to the invoice total but it will be hidden and you will not be
281. voice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item b If you use both line item discounts and an overall invoice discount enter the discount percent for this line item only Press Enter if there is no discount for this line item c If you don t use line item discounts but do use an overall invoice discount this field appears as 6 Discntbl Answer Y if this line item is subject to the overall invoice discount otherwise answer N Format 999 999 7 Unit cost or 7 Total cost Enter the unit cost per the unit for this service or use the option Option F1 to use the unit cost for the service in the Goods Services File If you left Unit blank this field appears as 7 Total cost Enter the total cost of the service or use the option Option F1 to use the total cost for this service in the Goods Services File NOTE This cost is used to calculate the margin profit margin on this service This is required if you pay commissions based on margin It is also included in the cost of the sales transaction in A R when this invoice is posted Format 999 999 999 cost per unit 9 999 999 99 total cost 8 Deflt tax Professional Invoicing Standard Bills User Manual 14 14 This field is used to determine the default taxable status of this line item when it is pasted into an invoice The field will default to Y and can be changed or viewed at t
282. voice totals 7 Starting bill group 16 Purge this history 8 Ending bill group 9 Recurrence ref 10 Starting sales rep 11 Ending sales rep Press F1 for First Enter the following information 1 Starting customer 2 Ending customer Enter the range of customers for whom to show invoices Follow the screen instructions Format 12 characters for each field 3 Starting invoice 4 Ending invoice Enter the range of invoice numbers for which to show invoices Follow the screen instructions Format 999999 for each field 5 Starting invoice date 6 Ending invoice date Enter the range of dates for which to show invoices Follow the screen instructions Professional Invoicing Invoice History User Manual 20 6 Format MMDDYY for each field 7 Starting bill group 8 Ending bill group Enter the range of bill groups for which to show invoices Follow the screen instructions Format 3 characters for each field 9 Recurrence ref Enter the recurrence reference number if any of the invoices you want to show or use one of the options Options F1 to show invoices for All recurrence reference numbers Enter for None Selecting a recurrence reference number here allows you to show all invoices that were the result of a specific recurring bill Format 6 characters NOTE The next two fields display only if you use sales reps in your business as specified in the A R Con
283. voices enter N for notes You see Professional Invoicing Recurring Bills User Manual 13 22 i Recurring bills Acme Enterprises Inc Enter Ref TEST Customer 1 Smith s Renovations CR limit 100 Balance 1 457 73 4 Sequence 430 Line type Notes 2 Description 2 line items Invoice total 540 00 Description Enter whatever notes or comments you wish to appear on the recurring bill The maximum length of each line depends on the Service text length specified in the P I Control File You can press Enter at the beginning of any line to leave a blank line To end the note press F2 Format Number of characters specified for Service text length in the P I Control File Make any desired changes The screen clears to enter the next line item Enter the sequence number of the next line item or press Tab to exit from entering line items and go on to the totals screen Entering Standard Bill Line Items Standard bills are entered exactly as in Invoices 1 Sequence Press F2 to assign the next sequence number to the first line of the standard bill Professional Invoicing Recurring Bills User Manual 13 23 Format 9999 Line type As in Invoices enter B for standard bill You see 4 36 A1 Recuming bats l u Fle Em M K OF SA AP PC GL IC PO GR PI CL FP PS AP TA TR PER IR PA OX SR MP CM SF Help POLOS VJXUtE COO AROS dP a Kt 1 Smith s Renovations 100 0 1 457 73 8
284. wed this field automatically displays on price and cannot be changed If commissions on margin are allowed you may select a commission method of P on price or M on margin or use the option Option Enter to use the displayed default commission method from the Control File Format 1 character PTD and YTD Fields Fields 5 through 10 are updated by other functions in this package If you select one of these fields you will see CHANGE NOT ALLOWED When setting up P I if a sales rep has no sales history yet press F1 to set fields 5 through 10 to zero Otherwise when setting up P I enter information as follows 5 Sales PTD If appropriate enter the amount for this sales rep s period to date sales Format 999 999 999 999 99 6 Sales YTD If appropriate enter the sales rep s year to date sales Format 999 999 999 999 99 7 Cost PTD If appropriate enter the period to date cost of sales for the sales rep Format 999 999 999 999 99 Professional Invoicing Sales Reps User Manual 10 3 8 Cost YTD If appropriate enter the year to date cost of sales for the sales rep Format 999 999 999 999 99 9 Commissions PTD If appropriate enter the period to date commissions for the sales rep Format 99 999 999 999 99 10 Commissions YTD If appropriate enter the year to date commissions for the sales rep Format 99 999 999 999 99 Deleting a Sales Rep To delete a sales rep from the file bring u
285. written documents of the transaction for any adjustments you might wish to make through General Ledger General Ledger dollar amounts for miscellaneous item drop shipped credit memos cannot be tracked in Professional Invoicing Professional Invoicing Post Invoices User Manual 18 7 SAMCO Building business and technology relationships Chapter 19 Back Order Reports Introduction Back order reports are used to obtain a listing of those line items on orders which have back ordered amounts Using this selection you can print two types of back order reports If Inventory Management is used 1 Back Orders by Item Report This report may be printed either for all inventory items or for selected inventory items For each inventory item reported on the report shows all line items which contain a back ordered amount for the inventory item You may restrict this report so that an inventory item and its associated line items are only printed if the item is now available in inventory This allows you to use this report to determine which back ordered line items can now be filled 2 Back Orders by Customer Report Professional Invoicing Back Order Reports User Manual 19 1 This report may be printed either for all customers or for selected customers For each customer reported on the report shows all line items for that customer which contain a back ordered amount for some inventory item You may restrict this report so that an inventor
286. xport Professional Invoicing File Utilities User Manual B 2 BETETT 7 Fie tf AR K OF SA AP PC Gt OK FO OBR Pi Cl OPP OPS OP UTA OTR OPER OER PA DK SR MP CM OS Heb Ox Gevewts COG ARO dre File utilities Professional Invoicing Acme Enterprises Inc Export a file Please select file E 1 P I notes file CPINOTF34 13 Transaction tax file PITAXF34 2 Invoice header file CPIHDRF34 14 Invoice station file CIVCSTA34 3 Invoice line item file CPILINF34 15 Invoice format file PIFRMF34 4 Invoice aux file PIAUXF34 16 P I history header file CIHSHDR34 5 Quote header file CQHDRFI34 17 P I history line file CIHSLIN34 6 Quote line item file C QLINFI34 18 P I history aux file CIHSAUX34 7 Quote auxiliary file QAUXFI34 19 Deliver to file CSHPFIL34 8 Recur bill header file CRHDRFI34 20 Goods Services file GDSSVC34 9 Recur line item file RLINFI34 21 Goods Services aux file GDSAUX34 10 Recurring bill aux file RAUXFI34 22 P I control file CPICTLF34 1i Standard bill file STDBIL34 23 Taxable codes file CICCODS34 12 Standard bill aux file CSTDAUX34 Please enter device for export file Please enter device size in kilobytes Press F1 for All l Enter the following Please select file Enter the number from the list provided of the file to be converted to ASCII format or use one of the options Opti
287. y Answer to have the option of printing invoices and quotations immediately after you enter them point of sale mode This also allows you to immediately print invoices created from quotations If you print your invoices in batches answer 9 5 Service text length Enter the maximum length for each line up to 50 characters of service description to print on an invoice See Entering Services line items in the chapter titled Invoices The length you specify here also sets the maximum length of each line of notes printed on invoices See Entering Notes line items in the chapter titled Invoices Format 99 6 Comment text length Enter the maximum length up to 50 characters of the comment line to be printed in the totals section of invoices Format 99 Optional Fields The next three fields are completely optional so they are entirely up to you to define These user defined fields can be printed in the header section of invoices If the usual information about invoices called for in this package is not enough for your business needs you have here up to three additional pieces of information that you can enter for any invoice What this information is is totally up to you Use these fields to tailor the P I package to your particular business For example you can use these fields for F 0 B location contract number ship date etc Each of the three fields is alphanumeric so whatever you ent
288. y a general ledger main account This allows the profit centre for standard bills to be assigned at the time that the standard bill is used in an invoice quotation or recurring bill e When Inventory Management and Job Cost are both in use inventory items invoiced for jobs will update the quantity used field in the Item Status File e Quotations immediate invoicing and batch printing of invoices can be done concurrently e Back order reports are available Back orders by items or by customers may be printed for all or selected items or customers These reports can optionally show only those items which can now be shipped due to increased item availability e Sales Analysis works with Professional Invoicing e Enhanced invoice formatting provides added flexibility and control Including the use of printer codes within a form for special font and printer control Professional Invoicing Understanding Professional Invoicing User Manual 1 11 SAMCO Building business and technology relationships a Chapter 2 Getting Started Introduction We assume at this point that you have installed Professional Invoicing on your computer according to the Installation Guide f you have not done so refer to that manual and install the P I package before proceeding We also assume that you have familiarized yourself with the main features of this package by reading the chapter titled Understanding Professional Invoicing If you
289. y and cannot be changed If this invoice is for multiple jobs enter the job number for this line item or use one of the options below If you enter a job number it must be an active or closed job Options F1 to scan through the jobs on file Enter if this line item is not for a job Format 7 characters 11 Sub job If this invoice is not for a job this field will be skipped and N A displays automatically If this invoice is for a single job which does not have sub jobs or does not bill for sub jobs N A displays automatically If this invoice is for a single job which uses and bills for sub jobs the sub job number you entered on the header screen displays automatically Professional Invoicing Invoices User Manual 12 25 If this invoice is for multiple jobs but this line item is not for a job this field will be skipped and N A displays automatically Finally if this invoice is for multiple jobs this line item is for a job and the job uses sub jobs and bills for the sub jobs a sub job number must be entered Enter the sub job number for this line item or use the option Option F1 to scan through the sub jobs for this job Format 999 12 Cat sub cng or Cat sub Cat sub cng stands for Category number Sub job number Change order number This field displays on the screen only if you are using both the Job Cost and Inventory Management packages If you are using Job Cost and have specified in the J
290. y item is only printed if the item is now available in inventory This allows you to use this report to determine which back ordered line items for specified customers can now be filled If Inventory Management is not used 1 Back Orders by Item Report This report may be printed either for all items goods or for selected items For each item reported on the report shows all line items which contain a back ordered amount for the item 2 Back Orders by Customer Report This report may be printed either for all customers or for selected customers For each customer reported on the report shows all line items for that customer which contain a back ordered amount for some item To Begin From the P I menu select Back order reports then select a back order report by item or by customer By Item This screen appears Professional Invoicing Back Order Reports User Manual 19 2 i 24 3a Print backouters by tem fle a AAR K OF SA AP PRC NLC CUO CUR ACU FPA P COTA TMR R OUR IPA D SR aM OM OCF H pozor t Back order reports Acme Enterprises Inc Print by item Please enter items to show O M NAP PS PS ah db he e Pep 14 Report format 15 Print avail items only F1 All Enter the following information 1 13 Items to show Enter up to 13 different item numbers to print on the report or use the option Option F1 to show back orders for All items If you want to print the back order report for a few it
291. y name The number entered must exist in the A R Customer file Format 12 characters Professional Invoicing Deliver to Addresses User Manual 6 2 For a specific existing deliver to address you can enter the customer number and the deliver to number next field 2 Deliver to Enter a deliver to number to identify this deliver to address Format 999 3 Deliver to name Enter the deliver to name or use the option Option F1 to use the customer name as the deliver to name Format 25 characters 4 Deliver to addr 1 Enter the first line of the address Format 25 characters 5 Deliver to addr 2 Enter the second line of the address Format 25 characters 6 Deliver to addr 3 Enter the third line of the address Format 30 characters 7 Tax group Enter the tax group for the deliver to address or use the option Option F1 To use the tax group entered for this customer in the A R Customer file The tax group entered must exist in the Tax Codes file Printing a List of Deliver to Addresses Select Print from the Deliver to addresses menu Professional Invoicing Deliver to Addresses User Manual 6 3 On the screen that appears you are asked to enter 1 Starting customer 2 Ending customer Enter the range of customer numbers to be included on the list Follow the screen instructions Format 12 characters Professional Invoicing Deliver to Addresses User Manual 6 4 SAMCO Build
292. ype C for Customer number order N for customer Name order or G for bill Group order Format 1 character What you enter in the next two fields depends on the choice of order in which they are shown on the list 2 Starting in order by choice 3 Ending in order by choice Enter the starting and ending in order by choices Customer number customer Name or Bill group Follow the screen instructions Example Press F1 in each field 4 Starting invoice date 5 Ending invoice date Professional Invoicing Invoices User Manual 12 48 Enter the range of invoice dates Follow the screen instructions Format MMDDYY for each field 6 What to print Select how much information to show for each invoice of header lines Press Enter to show 1 header line per invoice type 2 for 2 lines or press F1 to show All header lines for each invoice lines per line item Press Enter to show 1 line per line item type 0 for none type 2 for 2 type 3 for 3 or press F1 to show ALl information for each line item If you enter 0 this means you don t want to show line items at all Bill totals Press Enter to show the totals information for each invoice Answer N if you don t want to print totals information for individual invoices Invoice notes Answer Y to have invoice notes printed for each invoice or N otherwise These notes are the internal notes about the invoice which are entered using the F6 key on

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