Use this program to edit the billing amounts, including tax and freight, of the invoices, before they are printed.
After the Automatic Job Selection program has been run, invoices for the unbilled transactions are created. This program allows the user to edit the amounts on the invoices before they are sent to the customer.
The Individual Job Review screen consists of two sections. The upper portion of the screen is called the header portion where the job number and name, customer number, billing type and frequency, the totals for cost, billing, freight, and tax for the transactions that appear on the invoice, and the invoice total. The lower portion of the screen is called the detail portion, which displays the cost type, cost code, source code, date, units, unit of measure, cost rate and/or extension, and the bill rate and/or extension.
You can change or revising the detail portion information at any time before the Invoice Register is run. The invoice can be deleted, and deleted invoice numbers may be used again. A new invoice can be created directly from this program, if there are transactions on file. Fixed contract jobs cannot be reviewed if the proper completion entry has not been made.
You can override the tax and freight amounts if the flags to Charge Tax and Freight are set to Y in the Job Cost Static Control F/M.
A number of additional features are available in the Individual Job Review program:
A complete listing of all job information can be obtained in the Selection Edit List program.
You can delete line-items from an invoice as often as is desired until the Invoice Register is run. You also can delete the invoice as often as needed until it is printed. (Once printed it is voided, and the Invoice Register has to be run.) After deleting the invoice, you can reenter the job # and all available transactions will be added to it. Any deleted line-items will appear on the next invoice. If you want to void a line-item (never to be billed), the bill extension must be changed to zero, all other line-items deleted, the invoice printed and run through the Invoice Register.
Fixed contract jobs will only bill up to the percentage completion amount for all line-items entered. In other words, all transactions will be billed and will not appear on other invoices but only the completion percentage multiplied by the contract amount will be the actual amount billed on the invoice for those that have extension totals in excess of the calculated amount. Tax is based on the lower of the taxable extensions, or the calculated completion amount.
1. Job Number
Enter the job number to review its invoice. Entering a valid job number displays its invoice and the program proceeds to the prompt-selection field. F2 allows a job number search by customer or job number. F3 allows an invoice search by job number or customer.
Both searches work in the same manner, the only difference is the display. The document search (F3) displays information from the invoice, whereas the job number search displays information from the job. After selecting F2 or F3, the program asks the user to search by job or customer? If the user selects customer the program asks for a valid customer to begin listing jobs for. Entering a valid customer displays all the jobs on file for the customer. The user can then select a job for correction or inquiry, or F4-backup to return to the job number field (#1). Enter (CR) defaults to J.
If the users selects J, the program asks for the beginning job number to start listing from, Enter (CR) to continue listing, a line # to select a job on the screen, or F4 to back up to field #1.
If the job number entered does not currently have an invoice, the system prompts the user for the transaction cutoff date and optionally creates an invoice if there are transactions on file. If an invoice exists, and the status is not voided the invoice number is displayed as well as the freight and the totals. The program proceeds to the prompt-selection field.
2. Freight
Through the charge freight flag in the job cost static control record, the user establishes whether freight is charged. If this flag is set to N, no freight charge is allowed and the field is skipped. If freight is charged, enter the freight amount (+/-9999.99). Enter (CR) defaults to the displayed amount, initially the amount calculated when the invoice was created.
3. Tax
Through the charge tax flag in the job cost static control record the user establishes whether tax is to be charged. If this flag is set to N, no tax is charged and this field is skipped. If tax is charged, enter the tax amount (+/-9999.99). Enter (CR) defaults to the displayed amount, initially the amount calculated when the invoice was created.
After changing header information, the program proceeds to the prompt-selection field.
4. Unit Price
This field is unavailable if: the entered cost code does not use units. Enter the price per displayed unit of measure. Enter (CR) defaults to the displayed value, initially calculated to be the cost rate marked up by the cost code's default mark up method. F2 allows the user to change the bill rate by using the markup method.
If the user selects F2, the program prompts the user to enter the mark up amount or percent. Entering a percent must be followed by a %. (The system assumes dollar amount.) F4 backs-up to field #4.
The line-item price extension is calculated (price multiplied by the units entered) and displayed. If the extension is greater than $99,999,999, the message EXTENSION TOO LARGE is displayed and the field is not accepted. If the user has a line-item with an estimate in excess of one hundred million dollars, enter the line-item on more than one line. The program proceeds to the prompt-selection field.
5. Price Extension
This field is unavailable if the entered cost code uses units. Enter the extended price for the selected cost code. Enter (CR) defaults to the displayed value, initially calculated to be the cost extension marked up by the cost code's default mark up method. F2 allows the user to change the price extension by using the markup method.
If the user selects F2, the program prompts the user to enter the mark up amount or percent. Entering a percent must be followed by a %. (The system assumes dollar amount.) F4 backs up to field #5.
This concludes an entry in the line-item portion of the Individual Job Review program. The running total is updated and displayed.
Following the change of the last line-item, you can perform a number of functions:
# Changes a line-item
L Lists line-items
D Deletes the invoice
Enter (CR) List more line-items
F1 Displays the next invoice on file
F2 Changes header information
F3 Ends the inquiry. Clears the information. Returns to the first field.