Entering a new direct invoice (process overview)
In many respects, entering a direct invoice is similar to entering a sales order; however, the footer of a direct invoice is the same as the one used in Order Confirmation.
1. Open Direct Invoice Entry (Sales Orders-->Invoices-->Direct Invoices; access code DI).
2. To enter a direct invoice:
Enter a customer number or press F2 to search for a customer number.
To enter the customer for the direct invoice, you can press F1 to access the Quick Customer Add dialog box, which is used add customers on-the-fly.
Tip: The system automatically creates a document number once you complete the header. At that point, the document number appears in the title bar along with the customer’s name. You can also assign a document number manually if you prefer. You can access the Add New Document dialog box, where you can manually enter the new sales order number.
Refer to the Creating document numbers in Direct Invoice Entry topic for details.
To open an order: In the Doc/Cust field, enter the number of the confirmed order you want to modify or the customer for whom you are entering direct invoices or modifying confirmed orders.
- In the Ship-tofield, the system displays the ship-to code entered on the sales order along with the full ship-to address or the default ship-to code for the customer. Edit the ship-to code, if necessary. If a customer requests to have an order shipped to an address other than its usual shipping address, use the Temporary Ship-to feature to facilitate this request. You can Press F2 to search.
- In the Invoice field enter the confirmation date, usually the system date.
5. In the Shipped field enter the date the order ships, usually the system date.
6. Select a warehouse to confirm if more than one warehouse appears on the order.
7. (Optional) The program automatically switches to add mode once you complete the header. This means the cursor appears in the Item Number field after you exit the last header field.
You can:
Change quantity information by highlighting a line item, selecting Edit. Refer to the Editing line items in entry programs topic for details.
Edit lines on the order as necessary by highlighting them in the item browser, and selecting the Line Detail button to make changes in the Line-item Detail Entry window.
Edit header information on the order as necessary by highlighting them in the item browser, and selecting the Header Detail button to make changes in the Header Detail Entry window.
Add or insert line items above the highlighted line in the browser.
Refer to Adding line items in Direct Invoice Entry topic for details.
Access Note Entry (SME710) for the customer, item, direct invoice header or line record specified in the program.
Delete a line item by highlighting it and selecting Delete.
8. Choose Done to access the footer and enter freight. Select Payments if you need to place a deposit on the order or enter a payment. The Deposit/Payment Entry window can also be accessed from the footer.
9. (Optional) In the Memo field, enter a memo for the invoice.
10. Unless the Freight Type is prepaid, enter or update freight and handling charges in the Freight $ field. Enter freight and handling, if applicable, in the document footer. Press F2 to access the Freight Totals Display window; if you are using quoted freight, the system displays the Quoted Freight Entry window instead. Refer to the Entering Freight and Handling (Sales Orders) topic for details.
11. You can modify values for the following fields: Ship To, Freight Code, Tax Code, Tax Rate. You can also enter payment information. Refer to the Direct Invoice Footer Information topic for specific field descriptions.
12. Choose whether to print the invoice immediately or batch print it through Invoice & Credit Memo Print program later. You may want to batch print invoices at a later time if:
You are partially confirming a multiple warehouse order and want to confirm additional warehouses. Once you print an invoice in documentation, the document is then closed for further confirmation. You must wait until the invoice is updated by the DSR until you can confirm the rest of lines for the other warehouses.
You use Clippership and have not closed out carriers for day or shift. Tracking numbers do not appear on the invoice until the carriers have been closed out in Clippership. If you print invoices before the carriers are closed out, you will have to reprint the invoices to get tracking numbers on the invoice.
You use Clippership and UNDEFINED appears in the Freight Totals window for shipping charges (attended/polling systems). If you print invoices on these documents, they appear on the DSR as invoices that need to be reprinted because "shipping has not been completed."
If you choose to print the invoice now, select a printer in the dialog box.
The system displays the Sort by Shipping Whse prompt. (This prompt is also available in the Print option from the menu.) The Sort by Shipping Whse prompt defaults to Yes when printing from the Order Confirmation, Direct Invoice Entry or Credit Memo Entry programs.
13. At this point, you can modify another confirmed order or enter/modify another direct invoice, exit the Direct Invoice Entry program by selecting the Done button, or switch to another Sales Order entry document from the Go To menu.