Financial Management

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Financial Management

Invoice & Credit Entry – Quick

March 2005

2303 Camino Ramon, Suite 210

San Ramon, CA 94583-1389

Voice: 925.244.5930

Fax: 925.867.1580

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FMS Invoice & Credit Entry - Quick

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Invoice & Credit Entry - Quick

Introduction

This screen is for the entry of invoices and credit notes in a single pass. Single pass means that it is not necessary to first create an order, and acknowledge it. This process does the order entry and acknowledgement in a single step.

You enter an invoice for a specific delivery date from a specified warehouse. You can also flag an invoice as a new month invoice in which case the stock will be relieved but the sales and the debt will not show until the end of month roll is done.

You can post credits against an invoice number or against an age period. You can also flag the credit to return the goods to stock.

Normally, the software computes the Total Item Amount based on the product price, discount, and sales tax, if applicable, and does not allow you to change the resulting total. However, you can change the total for customers defined as “Tasting Room” in the Company Master.

When you save the invoice/credit memo, the software updates all the files relating to sales analysis, inventory, and customers. The software will immediately print the invoice/credit memo, if you indicate in the general screen (described below), that you want to print the invoice/credit memo. Otherwise, you can print the invoice/credit memo later.

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Location on the Menu

This screen allows you to enter an order or credit and acknowledgement in a single step. The screen is located in the Sales & Distribution Entry Menu.

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General Information Screen

This screen prompts you for the customer number. You can select a customer from a list by either pressing the “Enter” key in the customer field, or by clicking the list icon to the right of the customer field. The gray fields are display only.

Field Descriptions

Customer – Enter the customer number. The screen displays the customer’s name, address, and current credit status. You can modify the customer’s address on this screen.

Carrier Code – Optional – Enter the code of the carrier that will deliver the order. You can select a carrier by clicking on the list icon to the right of the field.

Invoice/Credit – Enter an ‘I’ for Invoice or ‘C’ for Credit Memo.

Invoice Number – The screen displays the next available invoice/credit memo number.

Order Date – The order date defaults to the current date, however you can change it.

Delivery Date – The deliver date defaults to the current date, however you can change it.

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Delivery Whse – The screen displays the default delivery warehouse, but you should enter the actual warehouse from which the original product was shipped. If you are entering a credit memo, the stock will be returned to warehouse that is entered here.

Matching Inv – Optional – If you are entering a Credit Memo, enter the number of the credited invoice in this field. NOTE: Prefix the invoice number with an ‘I’.

Ageing Period – The screen displays the ageing period in this field.

Print Inv – Enter a ‘Y’ to print the invoice upon data entry completion.

New Mth – For an invoice, enter a ‘Y’ if this is to be a new month invoice.

Override Price – Enter ‘Y’ if you need to override the pricing. This field must contain a ‘Y’ or nothing. Note: Once you enter the price, the software will not recalculate the price for quantity breaks.

Detail Page

The detail page is where you enter the order detail for an invoice or credit memo. If you have provided a matching invoice for the credit memo, the screen displays the product number and product information from the original invoice.

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Field Descriptions

Heading – The heading includes the type of transaction, (‘I’ for Invoice, ‘C’ for Credit Memo), the invoice/credit memo number, and the customer name.

Product Number – Enter the product number. To select the product number from a list, either press the ‘Enter’ key while the cursor is in the Product Number field, or double-click the right-most box within the Product Number field.

Description – The screen displays the product description.

Size – The screen displays the product size.

Units/Case – The screen displays the number of separates included in a case.

Full Units – Enter the number of cases ordered.

Part Units – Enter the number singles ordered. This number cannot equal or exceed the number of singles included in a case.

Stock on Hand – The screen displays the stock on hand (singles).

Disc – Enter the discount percentage rate. This field accepts up to three decimal places (i.e. 4.025).

Disc Amount – The screen calculates and displays the discount amount.

Tax Amount – If applicable, the screen calculates and displays the tax amount.

Total Item Amount – The screen calculates and displays the total amount for the line item.

Return to Stock – This field appears for Credit Memos. Enter a ‘Y’ in this field to return the product quantities to stock.

Financial Management