Service Invoice Processing

Application Overview

 

Service Invoice Processing is an application that you will use very often if you wish to generate customer invoices from Accounts Receivable.  The invoices printed in this application must be designed using the Invoice Form Setup.

 

You can enter four types of transactions in this application.  The four transaction types are invoice, recurring invoice, credit memo and quote.  Invoice or recurring invoice type transactions will make up the majority of the transactions processed in this application.  The transactions are entered using a simple one-screen entry system.  The screen appears in the form of an invoice to make it easy to see the items on the invoice as well as the invoice total.  A maximum of 99 service numbers can be entered per invoice.  Additional invoice comments can be included on the invoice by entering a blank service number and entering the comments in the service description column.  In order to expedite the service entry process, customers that are not on file may be added during the entry of service invoice transactions.  If the customer entered is on file then a window will appear displaying important information about the customer.  This window will disappear when service line items are being entered.

 

An invoice or recurring invoice type transaction is used to charge or bill a customer's account for services rendered.  If the service is rendered on a regular schedule then a recurring invoice type transaction may be used to bill the service.  The recurring invoice can occur every month or at a certain number of days interval. 

 

A credit memo type transaction is used to credit your customer's account with a transaction other than a payment.

 

A quote type transaction is used in order to produce a printed quotation of the proposed services to your customer.  If your customer decides to accept your quote then the quote type transaction may be changed to an invoice type transaction to be billed.  If your customer decides not to accept your quote then the transaction can be deleted.

 

Note:  In some cases upon leaving the service number and description columns, the service number or description may be truncated.  The service number or description will be exploded to its original size when the arrow key or field number selection is positioned at the appropriate column.

 

Run Instructions

 

Select Service Invoice Processing from the pull down A/R Processing window.  The following screen will then be displayed:

 

 

 

Service Invoice Processing Entry Screen

 

 

 

The following options are available:

 

            *           Select the desired mode from the Service Invoice Processing menu bar

            *           Enter the data requested on the screen

 

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

Entry Field Descriptions

 

Invoice Header

 

Name	Type and Description
1.  Cust No	6 alphanumeric characters.   Enter the customer number.  If the customer number is not on file it may be added by answering Y to the Add Customer? prompt.   When a valid customer number is entered this field displays the corresponding customer name.  In addition, a window appears that displays the customer's address, phone number and other information.   F7 search by customer number or F8 search by customer name.
2.  Doc No	6 numeric characters.   Enter the document number or press F1 for the next sequential number.
3.  Doc Type	1 alphanumeric character.   Enter one of the following to delineate a type of service transaction.   I               =              Invoice C              =              Credit Memo Q             =              Quote R              =              Recurring Invoice
4.  Doc Date	A date in the standard date format.   You can specify a given date or press return to default to the present date.
5.  Due Date	A date in the standard date format.   You can specify a given due date or press return to default to the terms specified in Customer File Maintenance. In this case, the system will automatically calculate the Due Date.
6.  Apply-To	6 numeric characters.   If the document type equals C for credit memo then you may apply this service transaction to another invoice. Simply enter the invoice number that is to be credited.   You can also apply the transaction without specifying an invoice number. This occurs when you press return. The field will display a zero, and apply the transaction to the customer's account.
7.  PO No	10 alphanumeric characters.   Enter the purchase order number here.
8.  Salesman	3 alphanumeric characters.   This field defaults to the salesman that is assigned to this account.   You may change this entry, or enter F7 to search for salesman.  This is a required field entry.
9.  Job No	6 alphanumeric characters.   Enter the job number that applies to this transaction.   Press F7 to search for Job number.
10.            Recur Type	1 alphanumeric character.   If this service was defined as a Recurring Type (R) in field 3. Doc Type the following information can be entered.   The Valid Values Are:   M             =              Monthly Invoice N              =              Number Of Days Between Invoices   If the invoice will always be issued on a certain day of the month, even if there will be more than one month between invoices, enter M.

 

Recur Type (continued)	If the invoice is issued every specified number of days (such as once every 30 days), then enter N.   There is no default for this field.
11. Interval	3 numeric characters.   If M was entered above, enter the number of months between each invoice. If the invoice is issued every month enter 1. If the invoice is issued every other month, enter 2.   If N was entered above, enter the number of days between invoices. If the invoice is issued every week, enter 7. If the invoice is issued every other week, enter 14.   There is no default for this field.
12. Start Date	Enter a date in the standard date format.   Enter the date that the first service invoice is to be issued.  If this is a type M recurring invoice,all service invoices will always be issued on the same day of the month as this date.   This field defaults to today's date.   If this date is changed, the last invoice date will be set to zero.
13. End Date	Enter a date in the standard date format.   Enter the date that the last service invoice is to be made or the date after which no invoices should be made. This date need not exactly fall on an invoice date.
14. Last Date	Enter a date in the standard date format.   This field is used by the system to keep track of the last service invoice that was posted from this recurring invoice.   This field should be left blank when a new recurring service invoice is entered in add mode.
14. Last Date (continued)	If, for some reason, you wish to have the recurring invoice posting program skip a service invoice or two, this can be done by setting this date to the date of the last invoice which should be skipped.  This would cause the system to think that invoices had already been created up to this date, so it would skip them.

 

Line Item Entry Fields

 

Name	Type and Description
Service No	15 alphanumeric characters.   Enter the service number that you had previously entered in Service File Maintenance.   Pressing the RETURN key after entering the service number the description will be displayed.   F7 search by service number or F8 search by service description.   You may also delete a line item by pressing the F1 key from this field.
Description	29 alphanumeric characters.   When a valid service number is entered, the system displays the corresponding Service Name in this field.
Unit	4 alphanumeric characters.   Defines the unit of measurement by which a given service is provided or sold.   This field defaults to the setting previously defined in Service File Maintenance.   For example if service no 1: programming consulting, is sold by the hour the unit field will automatically default to the hour designation.   However you can change this to meet the special requirements of a given transaction. For example, if the default hour designation does not fit the requirements of this transaction, it can be changed to day.
Quantity	A standard quantity format.   Enter the number of units provided or sold.   Defaults to 1.
Unit Price	10 numeric digits with 4 decimal positions and an optional minus sign (999,999.9999-).   The unit price entered in Service File Maintenance for this service number will be automatically displayed.  You may change this default for this particular line item.
Ext Price	9 numeric digits with 2 decimal positions and an optional minus sign (9,999,999.99-).   Automatically calculated from quantity and unit price.

 

 

 

 

Date filled out __________ by __________  ADD  CHANGE  DELETE

Page 1 Of 2

 

                     A/R SERVICE INVOICE PROCESSING LOAD SHEET

 

 1.  Cust No         _ _ _ _ _ _

 

 2.  Document No     _ _ _ _ _ _

 

 3.  Doc Type        _       I = Invoice        R = Recurring Invoice

                             C = Credit Memo              

                             Q = Quote                             

 

 4.  Doc Date        _ _ / _ _ / _ _

 

 5.  Due Date        _ _ / _ _ / _ _

 

 6.  Apply To        _ _ _ _ _ _

 

 7.  PO No           _ _ _ _ _ _ _ _ _ _     

 

 8.  Salesman        _ _ _

 

 9.  Job No          _ _ _ _ _ _

 

     If R is entered in #3, the following fields apply.

 

 10. Recur Type      _       M = Monthly Invoices

                             N = Number Of Days Between Invoices

 

 11. Interval         _ _ _

 

 12. Start Date       _ _ / _ _ / _ _

 

 13. End Date         _ _ / _ _ / _ _

 

 14. Last Date        _ _ / _ _ / _ _         

 

 

 

 

                 Date filled out __________ by __________  ADD  CHANGE  DELETE

                 Page 2 Of 2

                                       A/R SERVICE INVOICE PROCESSING LOAD SHEET

 

 

 

     Service No       Description                   Unit       Quantity                Unit Price

 

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 32. _ _ _ _ _ _   _ _ _ _ _ _ _ _ _ _ _ _ _ _ _  _ _ _ _   _ _ _ ,_ _ _ ._ _   _ _ _, _ _ _._ _ _ _

                   _ _ _ _ _ _ _ _ _ _ _ _ _ _

 

 

 

 

 

Service Invoice Processing –Customer Information

 

 

 

 

 

 

 

Customer Invoice Processing

 

 

 

 

 

Print Service Order Edit List

 

 

 

 

 

 

 

Recurring Invoice Processing

 

 

 

 

 

Recurring Invoice Processing

 

 

 

           

 

 

 

Post Service Invoices

Application Overview

 

The Post Service Invoices application transfers all transactions that were previously created in Service Invoice Processing into the A/R Open Item File.  In addition, it sends this information to the Customer File, Salesman File, A/R Distribution To G/L file, and the Service File.  Consequently the result of posting serves to automatically adjust the balance that a given customer owes your business for services rendered, period to date sales, and other related variables recorded in the customer, salesman, distribution and service invoice files.      

 

When you perform a posting, the system prints a journal of all service transactions that were posted.

 

Run Instructions

 

Select Post Service Invoices from the pull down A/R Processing window.   The following screen will then be displayed:

 

 

 

 

Post Service Invoices Entry Screen

 

 

 

 

The following option is available:

 

            *           Post service invoices

 

To return to the menu bar, press the ESC or F10 key.  To leave this application, press X for EXIT when positioned at the menu bar.

 

 

 

 

 

Entry Field Descriptions

 

Name	Type and Description
Do You Want To Post At This Time ?	Y or N.   Enter Y to post or N to decline.

 

 

 

 

 

 

Post Service Invoices