Sales Dispatch Archives - Caliach

Sales Dispatch: Date Range Selection

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Date Range Selection

Reference Contents > Sales Dispatch > Date Range Selection

This window enables you to set a date range for selection of sales history records.

Field	Description
From date	Enter data that restricts the records selected. If left blank, data will be selected from the maximum and minimum extremes in the file. All selections criteria you enter will have to be met by each record processed.
To date	Enter data that restricts the records selected. If left blank, data will be selected from the maximum and minimum extremes in the file. All selections criteria you enter will have to be met by each record processed.

See also: –

Sales Trade Statistics and Purchase Trade Statistics

Compiled in Program Version 5.10. Help data last modified 20 Oct 2001 22:01:00.00. Class wSahDates last modified 18 Feb 2015 01:54:50.

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Sales Dispatch: Sales Order Shipping Load Dispatch List

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Sales Order Shipping Load Dispatch List

Reference Contents > Sales Dispatch > Sales Order Shipping Load Dispatch List

This window lists all dispatches made under a shipping load dispatched from the Sales Order Shipping Load Dispatch window.

The window automatically opens. You can sort the list by clicking on the column headings. When you close the window, the list data will be lost.

See also: –

Sales Order Shipping Load Dispatch

Compiled in Program Version 5.10. Help data last modified 26 May 2004 11:36:00.00. Class wSolLoadShipList last modified 23 Sep 2017 10:51:09.

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Sales Dispatch: Sales History List

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Sales History List

Reference Contents > Sales Dispatch > Sales History List

This window lists sales history by customer, part, G/L account or Sales Order with optional date range. You can also use the Select button to do a more general data selection.

This window will open when from the Masters — Customers — Sales History List and also the Process — Dispatch Review Sales History functions are operated. It will also open as a result of any drill-down to sales history such as Customer sales value.

The list can be for a Customer, a Part, a Sales Order or a G/L Account code. It can also be for multiple Customers, Parts or G/L Accounts using their respective ScratchPad transfer functions or by dragging-and-dropping selected lines from the ScratchPad Lists.

In addition to the G/L ScratchPad, you can use the Ledgers — General Ledger — Review Account List to similarly drag-and-drop multiple account lines. However, unlike other list populations mechanisms, when you drag from the Current Period tab pane list it sets the From date to the first day of the current G/L period and the To date to the final day of the current G/L period. If dragged from the Future Periods tab pane list it sets the From date to the first day of the current accounting year and the To date to today’s date.

Field	Description
Customer code	Customers. Unique customer identification code. {CUSFILE.CUSCODE char 6}
Customer name	Customers. Customer company name. {CUSFILE.CUSCNAM char 40}
Part number	Parts Master. Part number unique identifier. {PTMFILE.PTMPTNO char 18}
Part description	Parts Master. Part description. {PTMFILE.PTMDESC char 30}
G/L account code	General Ledger Accounts. Account code. {GLAFILE.GLACODE char 10}
G/L account description	General Ledger Accounts. Description. {GLAFILE.GLADESC char 40}
Date from	Limiting date range. No date means no respective limit. TIP: This date defaults to the date six months back from today (to limit the rows for large data sets) but can be altered by the optSOHistoryDateDef user, group or system option. If set negative the date will be cleared, a positive value gives that many months of history.
Date to	Limiting date range. No date means no respective limit.
History list	List of all sales history on file for the customer or part show above. Double-click on a line to view an Invoice.
Total sales value in local currency	The total value (without tax) for the listed sales history in local currency.
Total current cost	The total current cost at the time of dispatch for the listed sales history in local currency.
Net Markup or Margin	% net markup or margin at current cost.
Total standard cost	The total standard cost at the time of dispatch for the listed sales history in local currency.
Net Markup or Margin	% net markup or margin at standard cost.

Button	Action
Select	Click to open a full selection window to populate the list from. This opens the Sales History Selection window.
Print Listing	To print a report of the history listed for the customer.

See also: –

Sales History Selection

Compiled in Program Version 5.10. Help data last modified 21 Jan 2017 06:36:00.00. Class wSahList last modified 10 Oct 2017 11:48:40.

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Sales Dispatch: Sales History Selection

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Sales History Selection

Reference Contents > Sales Dispatch > Sales History Selection

This is a sales history selection window that will open from the Sales History List window when you click on the Select button to populate the list from a broard range of inputs.

Button	Action
Selection	Enter a selection in the Sales Dispatch History subwindow.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Compiled in Program Version 5.10. Help data last modified 21 Jan 2017 06:46:00.00. Class wSahListSelect last modified 10 Oct 2017 11:48:40.

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Sales Dispatch: Sales Dispatch History Reports

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Sales Dispatch History Reports

Reference Contents > Sales Dispatch > Sales Dispatch History Reports

This report setup window provides you with the ability to choose a range of selections, sort order and report types.

You can drag and drop onto the Print Report button from the Customer or parts Scratchpad to obtain a report of selected customers or parts only.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Field	Description
Document Selection	Enter a selection in the Sales Dispatch History subwindow.
Current or Standard Cost	Choose from current or standard costs.
Part Master or Historic Cost	Choose from the current parts master costs or historically recorded costs at the time of dispatch. Historic costs are recorded on the sales history record at the time of dispatch. They are the part’s current and standard cost (held in separate fields) for the quantity being dispatched (or returned). In the case of job invoices, these are the costs entered for the line items the invoicing relates to. There is an File — Advanced — Special Functions — Re-Calculate Sales History Costs function that enables you to re-set these costs based on historic purchase and work order data.
Restrict to A/R Period Range	Choose to limit the report to a particular A/R period range. Only available if Ledgers licensed and PostgreSQL database. Only includes Invoiced items and where there is sufficient transaction history. NOTE: With this option choice the report will take longer to produce. Restrictions apply as above. Only some Report Types support this option. The collection of data includes a link to ledger transactions based on the Invoice or Credit Note number. Where a link can not be made, the sales item is ignored in the results. Because transactions can be moved from period to period the dispatch date can diverge from the normal period dates. Sales History can also be dispatched uninvoiced. Uninvoiced dispatches are ignored outright, however uninvoiced dispatches can subsequently be invoiced in a future period. So be fully aware that selection by period and dispatch date can produce different results than either separately.
A/R period from and to	Select the period from and to to restrict the results.
Sort	Choose the field for the primary sort of parts on the report.
Report Type list	Select a report type. Any custom reports entered in the Settings will appear at the bottom of the list. If you click on the Sales Ranked Summary report (or a custom version of it) the Sales History Ranked Summary Options window will open so you choose options for the report.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print Report	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

See also: –

Compiled in Program Version 5.10. Help data last modified 1 Mar 2017 05:46:00.00. Class wSahPrint last modified 17 Oct 2017 04:29:56.

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Sales Dispatch: Sales History Ranked Summary Options

Brendan Proctor — Wed, 27 May 2020 13:28:27 +0000

Sales History Ranked Summary Options

Reference Contents > Sales Dispatch > Sales History Ranked Summary Options

The Sales Ranked Summary report of dispatched sales items can provide a variable analysis of history sorted in order of significance depending on the quantity choson. It can also be limited to show the top most or bottom most performers.

Having selected this report type from the list and set these options, you should then choose a range of records in the Sales Dispatch History Selection and the sort order will determine how the records will be summarised. So for example to see the 10 most profitable customers last year, choose Gross Profit and a limit of 10, then Dispatch Date rage of last year, then sorted by Customer Code.

Field	Description
Net Value	The Net Sales Value takes account of discounts.
List Value	The List Sales Value ignores discounts.
Sales Quantity	The sales line item quantity regardless of UoM multiplier.
Stock Quantity	The sales line item quantity converted to stock quantity, where appropriate.
Cost (applying cost option)	The cost applying the option chosen on the main window.
Gross Profit (applying cost option)	The calculated gross profit on net sales value after subtracting the cost option chosen on the main window.
Top or bottom limit	Enter a limit of the number of summary entries to by listed. So 10 would give you the top 10. A negative -10 would give you the bottom 10 of the result set. Leave blank to get all results.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Sales Dispatch History Reports

Compiled in Program Version 5.10. Help data last modified 17 May 2012 02:28:00.00. Class wSahRankings last modified 18 Feb 2015 01:54:50.

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Sales Dispatch: Amend Sales History References

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Amend Sales History References

Reference Contents > Sales Dispatch > Amend Sales History References

This window lists the line items of a dispatch and enables you to modify the customer or additional reference, project, item reference or user fields that are copied from the sales order to each line item.

TIP: You can also edit the cost values of an item in this window. Note, though, that these are the current and standard cost value in your local currency, not the currency of the order.

Field	Description
Customer name	Customers. Customer company name. {CUSFILE.CUSCNAM char 40}
History list	List of all sales history on file for the document selected. Click and pause on the column value to amend a reference. You can edit the following: Customer reference Additional reference Item reference User defined SO/Job field 1 User defined SO/Job field 2 User defined SO/Job field 3 User defined SO/Job field 4 Received date TIP: To edit cells in the list, select the line and click in the cell and hover the mouse over the cell. I.E. click once and pause with no mouse movement. The cell will then expand into an editable box in which you can enter different data. On leaving the box with any action like a tab or click elsewhere, the data is verified and the list returns to normal with the new data shown in the cell.

Field

Description

Customer name

Customers. Customer company name. {CUSFILE.CUSCNAM char 40}

History list

List of all sales history on file for the document selected. Click and pause on the column value to amend a reference. You can edit the following:

Customer reference
Additional reference
Item reference
User defined SO/Job field 1
User defined SO/Job field 2
User defined SO/Job field 3
User defined SO/Job field 4
Received date

TIP: To edit cells in the list, select the line and click in the cell and hover the mouse over the cell. I.E. click once and pause with no mouse movement. The cell will then expand into an editable box in which you can enter different data. On leaving the box with any action like a tab or click elsewhere, the data is verified and the list returns to normal with the new data shown in the cell.

Button	Action
Select Invoice or Dispatch Note	To Select an Invoice, Credit or Dispatch Note for amendment with the Invoice or Credit Note Selection and Dispatch Note Selection window.
Revert	Revert back to the last saved.
Save Changes	Save any changes you have made permanently.

See also: –

Invoice or Credit Note Selection and Dispatch Note Selection

Compiled in Program Version 5.10. Help data last modified 8 May 2012 06:20:00.00. Class wSahRefEdit last modified 23 Sep 2017 10:51:06.

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Sales Dispatch: Un-invoiced Dispatches

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Un-invoiced Dispatches

Reference Contents > Sales Dispatch > Un-invoiced Dispatches

When a dispatch take place of a Sales Order which has been marked for No Invoice on Dispatch, the invoice record will have a blank invoice number (this also applies to sales history line items. This enables consolidated invoicing, where one invoice can be created to cover more than one dispatch. The resulting invoice will have the same number of line items as the dispatched lines, however these can be consolidated when the invoice is printed.

When you enter this window, all in-invoiced dispatched line items are collected and a window opens showing a list of customers that have currently un-invoiced dispatch line items.

When you select a customer on the top list the dispatches associated will be listed.

Having selected one or more dispatches, click on the Create Invoice button to generate an invoice for the combined dispatches. Check the Print invoice after creation to automatically print the invoice after creation.

As un-invoiced dispatches have a significant financial implication to accountants, a Valuation report is provided.

Field	Description
Customer list	List of all customers with un-invoiced dispatches.
Dispatches list	List of all un-invoiced dispatches for the selected customer and of the same currency.
Print invoice after creation	Check this option to automatically print a created invoice.

Button	Action
Print Valuation	To produce a valuation report of all uninvoiced dispatched items. Clicking this buttons opens the Parts Stock Valuation Reports window and prints the Un-invoiced Dispatches Report.
Create Invoice	Click to create an invoice for the selected dispatched items. NOTE: It is always possible for two users to attempt to process the same un-invoiced dispatches simultaneously, causing data confusion. At a first stage of processing a test is performed that the data has not already been processed, if so it will be aborted. However, a truly simultaneous duel-processing can get through.

Button

Action

Print Valuation

To produce a valuation report of all uninvoiced dispatched items. Clicking this buttons opens the Parts Stock Valuation Reports window and prints the Un-invoiced Dispatches Report.

Create Invoice

Click to create an invoice for the selected dispatched items.

NOTE: It is always possible for two users to attempt to process the same un-invoiced dispatches simultaneously, causing data confusion. At a first stage of processing a test is performed that the data has not already been processed, if so it will be aborted. However, a truly simultaneous duel-processing can get through.

See also: –

Parts Stock Valuation Reports

Compiled in Program Version 5.10. Help data last modified 24 Apr 2012 06:39:00.00. Class wDespInv last modified 10 Oct 2017 11:48:11.

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Sales Dispatch: Returns from Dispatched Sales Complex Options

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Returns from Dispatched Sales Complex Options

Reference Contents > Sales Dispatch > Returns from Dispatched Sales Complex Options

In the normal Return for Credit process a quantity of a dispatched line item is returned in an exact reversal of the dispatch process. The price will be the same and a Credit Note will be raised and the customer’s ledger credited (if you have the Ledgers license option).

However, that simple reversal process can be modified in a number of ways clicking on the Complex button on the Returns from Dispatched Sales window after preparing the conventional return.

For example, you may be receiving a return from a customer for a repair or recalibration reason and do not want a Credit Note raised or sales history affected. Or you could want the Credit Note to be recorded but all the material not added to inventory because some of it is scrap. There is also an option (see Item List below) for returning a substitute part back into inventory rather than the part that was originally dispatched to the customer.

In addition, you may want to add a re-stocking charge, return it at a lower price or higher discount than it was originally dispatched for. All these adjustments can be accomplished using the Complex return.

Field	Description
Options Applicable to the Entire Return
Do not raise a Credit (or Dispatch) Note and sales history but just process the stock movements	Check to prevent the system from creating a Credit Note, ledger transactions and return sales history.
Create pseudo PO or WO history to accommodate FIFO valuation of returned stock	Check to create valuation history. This option is only available when a valid supplier is set in the system option optSOReturnSupplier. TIP: This option must be set to a valid supplier code. PO history will be assigned to this supplier. This is only useful if you are returning material from a customer at a much lower price than it was sold, otherwise you may be considered to be re-stocking at a selling price rather than at cost, which in some jurisdictions may be considered fraudulent.
Print a listing of inventory movements recorded during the return	Check to print a listing of inventory movements recorded during the return after processing. This option is useful if you are not creating a credit note and you want a paper record of the results of your processing, at least as far as inventory is concerned.
Item List	Shows the line items of the return you are about to make. Use the delete key to remove any additional lines you have added. Drop Non-stock type parts from the ScratchPad to add them to the return. TIP: You can apply the system option optSOReturnSubstitute to provide for cases where a dispatched part has been returned by the customer but you wish to receive it into stock under an alternative part number. For example, you may have dispatched some material in it’s packaged form and that is what must appear on the Credit Note. But you want it to be received back into stock in it’s unpackaged form. In this case you would set the Return stock quantity of the returned item to zero and add the unpackaged part to the complex return list, using drag-and-drop from the Parts ScratchPad. With this option set, ordinary parts can be added to a complex return, however unlike non-stock parts they will not be added to sales history, and therefore will not appear on the Credit Note, but stock transactions will take place. Note that phantom type (P) parts can not be returned as substitute parts in this way. The program does not enforce substitution, it permits it. Therefore it is up to the user to set the appropriate quantities: The return quantity of the originally dispatched part entered on the main window determines the sales history and Credit Note return quantity. The return stock quantity of the same part on the complex window determines the amount of the originally dispatched part that is being returned into inventory (typically zero for a full substitution). And finally, the return quantity of the (other than non-stock) part added to the list is the quantity of the substitute part put into inventory.
Selected Return Item Details	This group of fields is available for returned items.
Unit price	Sales History. Price per sales unit of measure before discount. {SAHFILE.SAHPSUM number 2dp}
Discount %	Sales History. Discount percent given to customer. {SAHFILE.SAHDISC number 2dpShortnum}
Net value	The value of the selected item, exclusive of tax.
Quantity returned to stock	The quantity returned to inventory. A normal return would place all the return quantity back into stock. You can reduce this quantity in cases where some or all of the return is scrapped.
Stock UoM	Parts Master. Standard stock unit of measure. {PTMFILE.PTMSTUM char 6}

Field	Description
Selected Additional Line Item	This group of fields are available when additional non-part or non-stock parts which have been added using the Add Non-Part button or dropped from the Parts ScratchPad, and selected in the list.
Line number	Sales History. Invoice Line Number (may be different from SO line number). {SAHFILE.SAHINVL number 0dpShortnum}
Part number	Sales History. Part number. {SAHFILE.SAHPTNO char 18 Idx}
Commission agents	Sales History. Commission agents posted commission for this line item (comma separated list of COMIDs). {SAHFILE.SAHCOMA char 100}
Item description	Sales History. Item description if not a Part numbered item. {SAHFILE.SAHDESC char 32000}
Sales account	Sales history. G/L sales posting account code. {SAHFILE.SAHACCO char 10 Idx}
Sales UoM	Sales History. Sales Unit of measure. {SAHFILE.SAHSAUM char 6}
Return quantity	Return quantity. When saved the value will be set negative. Sales History. Quantity delivered per sales unit of measure. {SAHFILE.SAHQTY number 3dp}
List price	Sales History. Price per sales unit of measure before discount. {SAHFILE.SAHPSUM number 2dp} A negative value will be a charged to the customer.
Discount %	Sales History. Discount percent given to customer. {SAHFILE.SAHDISC number 2dpShortnum}
Value without tax	The calculated line item value exclusive of tax.
Tax	Sales History. Tax amount applied net on dispatch quantity. {SAHFILE.SAHTAX number 2dp}
Create RMA part and add to SO	When checked a RMA-NNNNNN part will be duplicated from PTMUSE3 and added to backordered SO. Not available without optSOReturnRMA set. See below special sub-topic.

Button	Action
Add Non-Part	Click to add a non-part item to the return. This will appear on the credit note and in sales history, as though it had been returned. You can typically use this for giving additional credit to the customer or, if you set a negative list price, a charge to the customer. Add non-stock parts by dragging them from the Parts ScratchPad and dropping them on the list.
Cancel	Click to cancel the application of complex return options. The window will close.
Process Return	Click to process the return. This will close the window and automatically operate the Process button on the Returns from Dispatched Sales window.

Option for RMA Duplicate Part mechanism

Issue: It was proposed as a solution to managing returns for repair that a RMA (Return Material Authority) Duplicate Part option could be introduced whereby a special part is automatically created and placed on a new SO. This part could then be handled with a subsequent WO and dispatched back to the customer.

Feedback: In V3.0010 a system option was added, as follows:

optSOReturnRMA system option has been added: If set to 1, on a SO return, a RMA-NNNNNN part will be duplicated from the part number entered in PTMUSE3 and added to the backordered SO. This can be individually switched off in the Complex Return window.

Fields utilised: PTMUSE3 of the returned part must be set to the part which is to be copied to make the RMA-NNNNNN part. MCNUSE1 serial counter (can be set in Company Details window Document Numbers tab pane) is used to control the sequence of the RMA-NNNNNN part number.

During Returns for Credit, if a part is returned that follows the following rules a RMA-NNNNNN part is created and an extra SO line item added :-

The system-level option optSOReturnRMA=1.
The PTMUSE3 field on the returned part must contain a valid part number.
If 1 and 2 are true, a control checkbox will be available and checked in the Complex Return window. It must remain checked for the RMA part process to take place.
The returned item must be backordered. If 1, 2 and 3 are true but the item is not backordered, the user will be warned and cannot proceed with the return.
The part in 2 above will be duplicated as a new part and given the part number RMA-NNNNNN, where NNNNNN is controlled by MCNUSE1 and it accommodates manual additional RMA-NNNNNN parts created in Parts Maintenance. The following will also take place in relation to it:
1. The new part will be given the description of “: return” truncated to 30 characters.
2. The new part will have zero quantities initially, otherwise all fields are copied unchanged.
3. Any BoM, Serial Number Structure, Process Route and Quality Assurance Regime will be duplicated.
4. Any external links to the Part, BoM records and Route Operations will be duplicated.
5. The PartsNew test trigger will not function but Keywords will be added and the Part Cost Log maintained.
Normally when items are returned and backordered, the original SO is reinstated. When items are subject to RMA treatment a new SO is created specifically for the single returned item and its associated RMA-NNNNNN part. The new SO will have the same field values as the original order (except Order Number and Date). Other items returned at the same time will be processed normally.
The backordered return part will be treated as normal, however the following rules apply to the added RMA-NNNNNN part item:
1. The RMA-NNNNNN part can be a SO Kit type part.
2. The quantity ordered will be the same as the returned quantity taking account of unit of measure multipliers.
3. The price is set to PTMSELL, without regard for quantity price breaks, promotional or other normal price algorithms, however it will handle foreign currency orders by conversion and customer discounts will apply.
4. The SO Item description will be the RMA-NNNNNN part’s individual sales text (take note!).
5. The sales posting ledger code will be the same as the RMA-NNNNNN part’s (without regard for customer).
Cleaning out old unwanted RMA-NNNNNN parts can be achieved using the existing File — Advanced — Special Functions, Delete a Part with All its History function using the Auto-Delete from Scratchpad Selection feature.

See also: –

Returns from Dispatched Sales

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:47:00.00. Class wSahRetComplex last modified 23 Sep 2017 10:51:06.

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Sales Dispatch: Invoice or Credit Note Selection and Dispatch Note Selection

Brendan Proctor — Wed, 27 May 2020 14:28:27 +0000

Invoice or Credit Note Selection and Dispatch Note Selection

Reference Contents > Sales Dispatch > Invoice or Credit Note Selection and Dispatch Note Selection

Sales Invoicing and Credit

Normal Invoices are stored in the form of Invoice and Sales History records, which themselves are prepared automatically when a Sales Order item dispatch takes place. Cash-Before-Delivery Invoices are those issued prior to goods dispatch. They control paid-in-advance sales transactions. For normal Invoices, when one or more line items of a Sales Order is dispatched, an Invoice Number is automatically assigned to the Sales History records produced by the dispatch. If the Record Sales History option in the System Preferences is set to OFF, then no Invoicing is possible. Once a CBD Invoice is created a further Invoice will not be created by the dispatch process, nor can any dispatch take place before the Invoice is marked as paid or sufficient unallocated credit exists on the customer account. Nor should the Sales Order be changed after the CBD Invoice is created without re-printing the CBD Invoice and re-sending it to the customer.

If the Ledgers license option is in use, the Accounts Receivable and General Ledger transactions will be automatically processed when Invoices are created. You are also able to produce ad-hoc Invoices and Credit Notes not associated with dispatches. You can also add non-part items to an Invoice after it has been produced automatically by a dispatch.

No provision is made in the system to adjust any Sales History, except for the Trade Statistics fields of the data. Therefore, normal Invoices will reflect the currencies, prices, discounts, tax amount and other data valid at the time the dispatch was confirmed.

Normal Sales Invoices and Credit Notes are identical in all respects within the system. The difference only comes in the total value; if positive it is an Invoice, if negative a Credit Note. Invoice and Credit Note line item details are maintained as Sales History records. The Invoice/Credit Note header is stored in the Invoice file.

Normal Invoice data is automatically generated when a dispatch takes place and Credit Note data when a customer return is logged. The documents can be printed after the respective processes are recorded.

Manually enter Invoice Numbers option: The following only applies to the Ledgers license option: With the Ledger Manager Control option Manually enter Invoice Numbers rather than auto-number, a dialogue will be presented to the user each time an invoice or credit note is prepared by the system. The user must enter a unique number and press OK to continue. An additional option may be available to post the invoice in a previous A/R period. This option is only available when the current G/L period is prior to the current A/R period. If you activate this option the Invoice postings to the General Ledger will be posted under the current G/L period rather than the current A/R period.

WARNING: Both the manual entry of Invoice Numbers and the early period posting options are not consistent with accounting practice or tax authority regulations. You should only use these options with a full understanding of the accounting implications they will have. In the case of invoice numbering a supporting book procedure should be adopted.

Selection Window

This window is a general purpose selection dialogue for Invoices, Credit Notes and Dispatch Notes.

Selection can be by Invoice, Sales Order or Dispatch Note number (leading zeros are automatically appended) or by Customer code. The navigation arrows can be used as can the Customer Scratchpad. For Credit Notes, the Sales Order Number will always be CREDIT and for Invoices not produced by a dispatch but produced in the Ledgers A/R feature will have a sales order of EXTRA. When a dispatch take place of a Sales Order which has been marked for No Invoice on Dispatch, the invoice record will have a blank invoice number (this also applies to sales history line items).

Click on the Show Listingto cause a list of Invoices and Credit Notes to be built and displayed in the Sales Invoice List window based on the choice you have made in the selection dropdown list.

Field	Description
Invoice Number	Enter the Invoice you want to select. Leading zeros will be automatically appended. Use the Tab key to have the system locate the Invoice.
Sales Order Number	Enter the number of a Sales Order you know to have been the source of the dispatch.
Dispatch Note number	Enter the Dispatch Note you want to select. Leading zeros will be automatically appended. Use the Tab key to have the system locate the Dispatch Note.
Customer code	Enter a customer code and use the Tab key to locate the first Invoice relating to the customer.
Customer name	Customers. Customer company name. {CUSFILE.CUSCNAM char 40}
Type of invoice	Invoices. Source type (0 = Sales Order, 1 = CBD on Sales Order, 2 = General, 3 = Job). {INVFILE.INVTYPE integer shortint}
Invoice date	Invoices. Date creation date. {INVFILE.INVDATE date date1980}
Invoice printed	Invoices. Invoice printed (True when printed). {INVFILE.INVPRIN boolean} TIP: Normally an Invoice is marked as printed only if it is printed directly to a Printer or Email. It will not be marked as printed if it is sent to the Screen or Preview and from there on to the Printer. You can override this behaviour such that it will be marked as printed regardless of the destination by setting the Option optInvPrintMarkAll to 1. You can generally override the Printer and Email default destinations with the optRepDestMarkDoc option that allows you to set a selection of destinations for which documents will be marked as printed.
Invoice paid	Invoices. Invoice paid (True=paid). {INVFILE.INVPAID boolean}
Currency	Invoices. Currency symbol code. {INVFILE.INVCUR char 3}
Exchange rate	Invoices. Currency rate applicable when issued. {INVFILE.INVRATE number float}
Amount paid	Invoices. Invoice amount paid. {INVFILE.INVPAY number 2dp}
Amount due	Shows the total value remaining outstanding against this Invoice. A negative value will indicate a credit to the customer.
Quick payment	Invoices. Quick payment discount received on payment flag. {INVFILE.INVQPAP boolean}
Quick payment discount	Invoices. Quick payment discount percent. {INVFILE.INVQPDI number 2dpShortnum}

TIP: Normally, when the same part is applied to consecutive line items any part extra texts (individual or standard) are suppressed so the first line only contains them. This is to reduce unnecessary duplication. However, this normal behaviour can be prevented with the user Option optSOPartTextDupl set to 1. Extra texts are then repetitively printed. If this option is set the effect will apply to all customer documents including Sales Orders, Jobs and Invoices.

Button	Action
Show	Click to open the Sales Invoice List window with the selected invoice shown.
Selection options	Choose a selection for the listing.
Show Listing	Click to show a list of documents based on the selection below. It opens the Invoice Details window.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.
Print	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

The window has 2 tab panes.

Payment Terms
Options

Payment Terms

Select to view and modify (if permitted) payment terms.

Field	Description
Payment terms	Invoices. Payment terms. {INVFILE.INVTERM char 1000} The payment terms and due date that is provided by default is as set on the Sales Order. On printing the Invoice for the first time, you may change these terms and date. However, once the Invoice has been printed the terms and date can not be changed. Before clicking on the Print button or pressing the Enter key, ensure that your printer is available.
Quick-payment date	Invoices. Quick-payment date after which the discount is not available. {INVFILE.INVQPDT date date1980}
Days	Enter the number of days (normal days) between the Invoice date and the quick-payment date to calculate the due date.
Payment due date	Invoices. Payment due date. {INVFILE.INVDUED date date1980}
Days	Enter the number of days (normal days) between the Invoice date and the payment due date to calculate the due date.

Options

Select to choose activity and printing options.

Field	Description
Print part extra texts	Check if you want extra sales text, if any, to be shown on printed document part line items. This option can be used to control the extent of detail printed for parts on the Invoice. Serial Numbers and batch information assigned to the dispatch will always be printed. This control determines whether any extra sales texts for the part are printed. Related engineering data that may appear on Sales Order Acknowledgements is never printed on Invoices. TIP: There is an option optSerialNoPrintInvoice. If set to 1 or YES, the printing of serial number information on Invoices, Credit Notes or CBD Invoices (but not Dispatch Notes) will be disabled. CUSTOM CAPABILITY: To prevent serial number information printing on a Dispatch Note, you can make a custom version of the rDispatchNote report class and overwrite the $AddSNOText inherited class method. CUSTOM CAPABILITY: To remove the Issue data from the serial number information or change its text, modify string s0523 in File — Advanced — String Maintenance, clearing the contents of the string completely to suppress its use.
Print SO header texts	Check if you want extra SO header texts, if any, to be shown on the printed document.
Consolidate part line items	Check if you want line items with the same part number to be consolidated into a single line on the printed document. Lines will be re-numbered. This only effects the printed output and not the stored data.
Do not explode kit items	Check if you do not want kit items to be exploded. This applies to dispatch notes only.

Button	Action
Edit Dispatch or Packing Details	Click to edit the dispatch shipping or packing details. This opens the Dispatch or Packing Details window.
Reverse Printed Flag	Click to change the Printed flag. An un-printed invoice is generally marked as original.
Change Invoice Date	Click to change the Invoice date and all related data dates. This function is only available if you have privileges for the Process — Dispatch — Customer Payments or Ledgers — Accounts Receivable — Change Invoice or CN menu items.

See also: –

Compiled in Program Version 5.10. Help data last modified 11 Nov 2012 04:03:00.00. Class wInvNoSelect last modified 17 Oct 2017 04:29:54.

Reference Contents > Sales Dispatch > Invoice or Credit Note Selection and Dispatch Note Selection

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