The Sales Orders Invoices system allows you to confirm orders, enter direct invoices (which do not create work orders), enter credit memos, print invoices and credit memos, and update the documents to all the appropriate files in the system through the Daily Sales Register.
Two additional subsystems are accessible from this menu: Counter Sales and Recurring Invoices.
The Invoices menu contains these programs:
Order Confirmation (SOE310), is used to tell the rest of the FACTS system what was pulled from inventory, what was shipped, what was backordered, what the final freight and handling charges were, the amount discounted from the order and how much tax was charged for each order. Once you complete the confirmation process, this program converts the order to an invoice. The Order Confirmation (SOE310) program does not allow confirming of orders that have been sent to Radio Beacon. The upload stock picks program does that for you.
Direct Invoice Entry (SOE510) is used to correct confirmed orders that have been converted to invoices. You can also use it to enter invoices directly in situations where the order has already been processed and shipped and needs to be invoiced. The Direct Invoice Entry (SOE510) program does not allow changing of shipped quantities on Radio Beacon controlled lines. You will be allowed to change pricing and other non Radio Beacon controlled fields.
Credit Memo Entry (SOE330) is used to enter customer credit memos, into the sales orders processing cycle edit and delete existing credit memos and refund Counter Sales.
Invoice & Credit Memo Print (SOP310) is used to print and reprint invoices, as well as and credit memos. The printed invoice or credit memo includes all pertinent header and line-item information, addresses and totals. Order Confirmation, Direct Invoice Entry, and Credit Memo Entry programs also print through this program when you indicate that you want to print individual documents. Invoice numbers (not to be confused with document numbers) are assigned just before each document is printed. Invoice numbers are not affected by reprinting. If the invoice was created from a Blanket Sales Order, the Blanket Sales Order document number will print in the description column before the line-item(s). Use the SO Bill of Lading Print program to print a bill of lading for an invoice.
Route Release (SOU310) is used to release invoices tied to specific routes so that the invoices print on the Daily Sales Register. This program is not available if the Use Routes flag in the SO Static Control F/M is not selected.
Process Pending Transactions (SOU610) is used to enables ICVERIFY users to carry out credit card transactions in those cases where the Transmit to ICVERIFY flag in SO Static Control F/M has to be set to N for a period of time. When this occurs, credit card processing is considered to be off-line. When processing is off-line, transactions must be cleared through this program before you can run the Daily Sales Register (DSR).
Daily Sales Register (SOR310) is used to Print a daily sales register of all confirmed orders, invoices, credit memos and counter sale slips, build and print a general ledger distribution, if needed, post to accounts receivable and if the GL distribution is built, to general ledger according to the sales information, and update inventory, sales orders, and the Sales Analysis Holding File according to the sales information.
Orders entered through the Order Entry Program are confirmed (or invoiced) through the Order Confirmation Program. In other words when the order is shipped, and ready to be billed, the order may be converted into an invoice. In the Order Confirmation program, the user enters the order number and the order is displayed in its entirety. If multiple warehouses are on the order, the user has the choice of which warehouse(s) to confirm. The program asks what to do with the committed quantities on the order (backorder, confirm shipment, etc.). The user then has to confirm the invoice date, ship date, etc. At the end of the program, the user may enter the off invoice discount, tax and freight (if applicable). Once the order is confirmed it is now considered an invoice and may be corrected through the Direct Invoice Entry Program. The invoice may be printed at the time of confirmation or printed through the Invoice and Credit Memo Print Program.
Order Confirmation Processing Notes
• A sales order can be confirmed even if it has not yet been printed from either the Order Entry or Pick Ticket Print programs.
• You can open a partially confirmed order to complete the confirmation process as long as you did not print an invoice. If you print an invoice before the whole document is confirmed, you must confirm the rest of the document after the next Daily Sales Register run.
• The program only accepts sales order type document numbers. If you enter a document number related to blanket sales order, direct or recurring invoice, service order or counter sale, the system prompts you to select a document to confirm.
• You cannot confirm an order that is already fully confirmed, nor can you confirm an order that has been deleted.
• You cannot confirm an order that is on service hold.
• Order Confirmation checks to determine if the order is ready to be shipped. If it is not, the system displays a message indicating this and prompts you to confirm the sales order anyway. If you select not to confirm, the system returns you to document number prompt. Refer to the Ship Complete Feature Overview topic for details.
• Once a document is fully confirmed, changes must be made through the Direct Invoice Entry program (Sales Orders-->Invoices-->Direct Invoice Entry).
• Over Commitment of serial/lot items: If the OE Serial/Lot# Entry flag in SO Static Control is set to "M" or "N" then you can under commit serial/lot items. Refer to the Over Commitment of Serial/Lot Items topic.
If the document has lines shipping from multiple warehouses, the system prompts you to select which warehouses to confirm. After you select warehouses, the system checks for shipment eligibility for each of the selected warehouses individually. If any warehouse does not meet requirements for shipping, the system displays one message listing all ineligible warehouses with the option to confirm anyway. If the pick ticket prints consolidated and all warehouses are selected, the system evaluates all warehouses individually and all warehouses are ineligible to ship, the system displays a message indicating all warehouses are ineligible. If you select individual warehouses to confirm, each will be evaluated separately and any that are not eligible to ship display in one message listing all the warehouses.
Access this program by choosing Sales Orders-->Invoices-->Order Confirmation.
To exit this program:
1. Complete any document you have open.
2. Choose Done or select File-->Exit.
Sync Order Confirmation with Item, SO Customer, AR Customer and Vendor Inquiries (formerly SO Quick Look).
The Order Confirmation screen is divided into three sections: the header portion where you enter the customer or document that the confirmation is for, the line item portion where you confirm items, quantity and pricing information for the sales order, and the footer window where you enter final fields prior to confirming the sales order.
Order Confirmation Header Processing
The upper portion of the screen is called the header portion where you enter the customer or document that the confirmation is for.
Refer to the following procedures for more information about Order Confirmation header processing:
Confirm an order
Open a document in confirmation
Order Confirmation Line Item Processing
The lower portion is called the line item portion where you confirm items, quantity and pricing information for the sales order. The program automatically switches to confirmation mode once you complete the header.
Order Confirmation Footer Processing
The ending routine consists of final fields prior to confirming the sales order. The ending routine is not accessible if you have not confirmed line items for the order. Refer to the Order Entry Footer Information topic for field descriptions.
Add freight and handling
Enter multiple payments
Print an invoice from confirmation
Using the footer in Order Confirmation
Invoice Processing for Overpayments or Remaining Deposits
Additional features
Designating items for direct ship
Changing header information
Changing line detail
Using menu options
Confirming serial and lot items
Creating BOM items (kitting, on-the-fly)
Using the Job Cost Entry window
Using the Price Search feature
To enter invoices directly into the system (i.e., without processing an order), use the Direct Invoice Program. This program is similar to Order Confirmation except that the invoice must be entered in its entirety, indicating that the items ordered were shipped or backordered; on hand quantities are reduced immediately by the quantity shipped. If multiple warehouses on an order are allowed, the user may enter items from different warehouses on the same invoice. At the end of the program, the user may enter the discount, tax and freight, (if applicable). The invoice may be printed at the time of entry or added to the Reprint File for batch printing.
Direct Invoice Entry Processing Details
To access this program: Select Sales Orders-->Invoices-->Direct Invoice Entry.
To exit this program:
1. Complete any document you have open.
2. Choose Done or select File-->Exit.
Sync Direct Invoice Entry with Item, SO Customer, AR Customer and Vendor Inquiries (formerly SO Quick Look).
Direct Invoice Entry Header Processing
The upper portion of the screen is called the header portion where you enter the customer or document for the direct invoice
Refer to the following procedures for more information about Direct Invoice Entry header processing:
Enter a new direct invoice (process overview)
Open an existing direct invoice
Delete an existing direct invoice
Direct Invoice Entry Line Item Processing
The lower portion is called the line item portion where you confirm items, quantity and pricing information for the direct invoice or confirmed order. The program automatically switches to confirmation mode once you complete the header.
Refer to the following procedures for more information about Direct Invoice Entry item processing:
Add line items (includes line-item entry fields)
Edit line items
Delete line items
Find line items in the browser
Designate a line item for direct ship
Selecting companion items
Direct Invoice Entry Footer Processing
The ending routine consists of final fields prior to completing the direct invoice or changes to the confirmed order. The ending routine is not accessible if you have not confirmed line items for the order Refer to the Direct Invoice Entry Footer Information topic for field/field descriptions.
Add freight and handling
Enter multiple payments
Advanced Features:
Changing header detail
Changing line detail
Using the footer
Using menu options
Entering serial and lot items
Creating BOM items (kitting, on-the-fly)
Using the Job Cost Entry window
Using the Price Search feature
Invoice Processing for Overpayments or Remaining Deposits
Credit memos are entered through the Credit Memo Entry Program. Because it is a credit memo program, there is no need to enter negative (-) numbers. The system automatically inserts negative signs. At each line-item the user must indicate whether the credit is a return or allowance. A return indicates to the system that the item has been returned and inventory has increased immediately. An allowance indicates the credit memo is issued but no items are returned. If multiple warehouses on an order are allowed, the user may enter line-items from different warehouses on the same credit memo. The discount, tax and freight may also be credited (if applicable). The credit memo may be printed at the time of entry or added to the Reprint File for batch printing.
Credit Memo Entry Header Processing
The upper portion of the screen is called the header portion where you enter the customer or document for the credit memo.
Refer to the following procedures for more information about Credit Memo Entry header processing:
Enter a new credit memo (process overview)
Open an existing credit memos
Delete an existing credit memo
Credit Memo Entry Line Item Processing
The lower portion is called the line item portion where you confirm items, quantity and pricing information for the credit memo. The program automatically switches to confirmation mode once you complete the header.
Refer to the following procedures for more information about Credit Memo Entry item processing:
Add line items (includes line-item entry fields)
Edit line items
Delete line items
Find line items in the browser
Designate a line item for direct ship
Credit Memo Entry Footer Processing
The ending routine consists of final fields prior to completing the credit memo or changes to the credit memo. The ending routine is not accessible if you have not confirmed line items for the order. Refer to the Credit Memo Entry Footer Information topic for field/field descriptions.
Quoted Freight: In Order Entry, Confirmation Entry and Direct Invoice Entry, Credit Memo Entry and Counter Sales Entry FACTS provides an option to use quoted freight, based on control settings in AR Customer Maintenance and SO Static Control F/M (SOF980).
Refer to the following procedures for more information about Credit Memo Entry footer processing:
Add freight and handling
Enter multiple payments
Additional Features:
Changing header detail
Changing line detail
Using the footer
Using menu options
Entering serial and lot items
Creating BOM items (kitting, on-the-fly)
Using the Job Cost Entry window
Using the Price Search feature
Invoice Processing for Overpayments or Remaining Deposits
Invoice and Credit Memo Print
Invoices and credit memos may be corrected and reprinted as often as needed until the Daily Sales Register updates them.
If the Print MSDS Literature Location flag in the MSDS Control F/M (SOF985) is set to I, this program will print the MSDS literature locations or print the message "MSDS included" on the invoice for items that require an MSDS.
Be sure to include partially completed orders that have been zeroed out and orders with only backordered amounts. Even though the system does not print invoices for these orders (since there is no amount due), they must be run through this program so that the Daily Sales Register can process them.
Setting invoice and credit memo print parameters
Some invoice and credit memo parameters are determined in the Sales Orders Document Print Control Record including depth of the invoice/credit memo, whether the form is preprinted, and the standard memo.
Printing Ordered By Information
Based on the value of Print Ordered By prompt on the Invoices or Credit Memo tabs of Document Print Control F/M (SOF950) and if and the ordered by field is not blank, the invoice or credit memo includes "Ordered by xxxxx" in the line region on the first page only.
Printing BOM items on invoices and credit memos
Make sure the BOM on Invoice flag is set to Y in the Static Control F/M. The component items used to produce the BOM item print on the invoices and credit memos when this flag is selected.
Running a test print
Test prints enable you to check that the forms are aligned properly in the printer before you print documents.
To print an alignment, select Print Options-->Print Alignment.
Direct Invoice and Credit Memo Notes
The system also prints any notes flagged during Direct Invoice Entry or Credit Memo Entry to print on invoices and credit memos. Urgent document notes print before normal document notes. Memos print before any line notes, and line notes print in the order of entry with no special dispensation for urgent notes.
Freight
When you sort the invoices by shipping warehouse, a line prints with warehouse, ship via and freight charges before the line’s shipping for each warehouse. If the document freight method is quoted, the freight charges do not print on this line. The total freight charges continue to print at the bottom of the invoice.
If routes are used, each customer may be assigned to a route. The route is then entered for each quote, order or invoice entered, defaulting to the route assigned to the customer. Orders and invoices can be printed according to specific routes. These orders or invoices are then usually sent out on the delivery truck by route when the goods are being delivered. These invoices are not printed on the Daily Sales Register (i.e., posted to the Accounts Receivable Open Receivables File) until the route has been approved and subsequently released.
For example, on Tuesday a truck goes out with TUE route invoices. When the Daily Sales Register is printed on Tuesday, TUE invoices do not appear because the Route Release Program has not been run for route TUE. This is because the TUE invoices are still on the delivery truck and some merchandise might have been refused, i.e., some corrections may have to be made to the TUE invoices before updating them to accounts receivable. Only after the truck has returned with the invoice slips and the corrections have been made to these invoices should the TUE route be released. After the route has been released, the Tuesday invoices will print on the next Daily Sales Register to post to accounts receivable.
Process Pending Transactions enables ICVERIFY users to transmit credit card transactions that queued up in situations where the ICVERIFY station has been offline.
If you set the Transmit to ICVerify flag in this program to N, your system is in manual mode, and all transactions must be voice authorized and will be batched as a pending transaction.
Once processing is back on line, set the Transmit to ICVERIFY flag back to Y, then the Process Pending Transactions program transmits pending transactions to the credit card processing company.
If credit card transactions are pending in the system, the message "PENDING TRANSACTIONS READY. OK TO PROCESS?" will appear at the bottom of the screen. Type in YES to proceed.
A box appears which provides the status of the transmission:
WAITING FOR RECOGNITION
TIMEOUT IN ### SECONDS
Based on the timeout value entered in the Credit Card Control F/M, FACTS will wait for the processing company to first recognize, and then respond to your transmission.
WAITING FOR RESPONSE
TIMEOUT IN ### SECONDS
If all the transactions are received and approved, the system will tell you "BATCH PROCESSING OF PENDING TRANSACTIONS IS COMPLETE. CR- CONTINUE."
Press the ENTER key to exit the program.
Transactions declined
If a transaction in the batch is declined, the program will provide the document number and the reason it was declined. The transaction will need to be resolved off-line before and it can be processed through this program again. This has to be done before you run the DSR.
Recognition and Response Timeouts
Recognition and response timeouts may occur if the credit card processing company does not recognize the FACTS transmission or respond to it in the time provided. The timeout value is set in the Credit Card Control F/M in Sales Orders Infrequent F/Ms.
In the event that a recognition timeout occurs, FACTS asks you to press CR to wait again or press F4 to back out of the program.
If a response timeout occurs, you have the option to wait (press CR) or exit and put the pending documents on hold (press F3). If you choose to exit and hold, you must call the processing company to verify which, if any, of the transactions were received. Those that weren’t received will have to be settled through the ICVERIFY software. Please refer to the ICVERIFY Users Manual for more information about this process.
Other issues
If the following message appears when you enter this program, it may be possible that you don’t need to run this program.
THERE ARE NO PENDING TRANSACTIONS TO PROCESS AT THIS TIME. CR-CONTINUE
Press CR to exit the program and check to see whether FACTS is set to transmit to ICVERIFY.
If you forgot to set the transmit flag back to Yes or ICVERIFY is not configured properly in FACTS, the following message will appear at the bottom of the screen.
THIS SYSTEM NOT CONFIGURED FOR AUTOMATIC CREDIT CARD PROCESSING. CR-CONTINUE
Press CR to exit the program and set the flag to Y before running the program.
Use the Daily Sales Register to print a report of all confirmed orders, invoices, credit memos and counter sale slips. You can also print a general ledger distribution and update the system with the transactions that appear on the report.
Use the Daily Sales Register (DSR) program to:
• Print a daily sales register of all confirmed orders, invoices, credit memos and counter sale slips.
• Build and print a general ledger distribution, if needed.
• Post to accounts receivable and if the GL distribution is built, to general ledger according to the sales information.
• Update inventory, sales orders, and the Sales Analysis Holding File according to the sales information.
• Update warehouse and order line Balance Complete status to Ship Complete.
• Print summary or detail information.
• Copy document notes to past invoice notes and delete notes when documents are deleted or lines are complete.
Summary information includes invoice number, date, terms code, initiating warehouse, salesperson/territory, department, document number, customer number and name, sales cost, margin, tax, freight, discount and total.
Detail information includes summary information plus, for each line-item, line number, item number, description, quantity, selling unit of measure, shipping warehouse, cost, costing unit of measure, price, pricing unit of measure, extension, margin, item class, taxable flag, miscellaneous sales flag, Temporary flag, return or allowance flag, GL table flag and commission percent.
Usage: The Daily Sales Register Update assigns usage to the ship warehouse only if the Replenish flag on the Main view of Warehouse/Item F/M (ICF920) is set to Y. If this Replenish setting is not Y, then program does not update the ship warehouse’s usage. As the program reads each line item, the update ship usage flag is set to true. Then, if the ship warehouse and initiating warehouse are not the same, the system reads the ICWHSE record for the initiating warehouse. If there is no record or the replenishment flag is not Yes, the update ship usage flag will remain unchanged. If the Replenish flag on the Main view of Warehouse/Item F/M (ICF920) is Yes, then the update ship usage flag will be changed to No indicating that the initiating warehouse usage is to be updated and not the ship warehouse usage. If the update ship usage flag remains unchanged (true) or Yes, then the program checks the Replenish flag for the shipping warehouse. If it is Yes, the usage is updated. If it is not Yes, then the ship warehouse usage is not updated.
Subtotals are included for cash and AR totals. Register totals include the total number of invoices and the average invoice amount along with the total sales, cost, margin, tax, freight and overall total.
The DSR prints recaps by terminal, warehouse, salesperson and terms code if configured to do so in the SO Static Control F/M. If the DSR Recap MTD flag is set to Y in the SO Static Control Record, information in the Sales Register Recap F/M program is used to print the Period Sales Register and the period-to-date information on the Daily Sales Register. For remote orders (R-Origin), the DSR shows a section for "Origin" with breakouts for "Remote", "Non-Remote", and "Web" order details.
The DSR prints an asterisk beside the document number (as indicated in the legend) if the document was edited after the invoice was printed. If printing the DSR in summary, no additional information will be printed. If printing in detail, each individual occurrence of a change will be printed, including the user code, terminal ID, date and time.
Additionally, the DSR also indicates the user code, terminal ID, date and time for each deleted document.
You can elect to build a general ledger distribution, according to one of three formats, or skip the distribution altogether. The GL distribution information includes GL account number, description, customer number, name, ship-to number, invoice number and the amount to be debited or credited.
The Daily Sales Register updates:
• Accounts Receivable - Customer Balances, Sales History, Open Receivables File and Sales Tax File.
• Sales Analysis - uses the API toolkit to publish the invoices via XML. If multiple warehouses are being used, credit for sales for shipping warehouses will be based on the Shipping Warehouse Sale Percent flag in the IC Warehouse F/M.
• Sales Orders - Monthly (period) Sales Register, Past Sales History File and past invoice information. Backorders are also updated for any orders that were not shipped in full.
Over Commitment of serial/lot items: The over-commitment of serial/lot items is not allowed in Order Entry and Confirmation Entry. If the OE Serial/Lot# Entry flag in SO Static Control is set to "M" or "N" then you can under commit serial/lot items. In the Daily Sales Register, if the Serial/Lot shipped amount doesn't match the order's shipped amount the system now displays a message and return to the menu and no longer displays an error 40. The system also displays a message if the Serial/Lot committed amount is greater than the order's committed amount and returns to the menu. Refer to the Over Commitment of Serial/Lot Items topic for more information.
You cannot exit an invoice without indicating what is to be done with any overpayment or remaining deposit. Overpayments or remaining deposits can be applied on account, refunded, transferred to another document, and so forth. If the invoice print process detects an overpayment remaining on an invoice, "deposit held" or "applied on account "prints on the invoice, based on processing in the Daily Sales Register (SOR310) program. If the Daily Sales Register (SOR310) processing detects an overpayment, it will determine whether there will be a back order generated for this document. If there is a backorder, the overpayment will be converted to a deposit on the document. If no back order will be created, the overpayment will be applied on account. If the Daily Sales Register (SOR310) detects a deposit remaining on a completed document, the deposit will be applied on account. Payments applied on account from Sales Orders, via the Daily Sales Register (SOR310), now update the last payment date in the customer master record.
• Inventory Control - sales history (in the Item File and also in the Warehouse File).
• General Ledger - journal entry.
• System Management - Bank Transaction system for cash type terms codes (C,1-4) that have the cash GL# set to "BANK".
EWMS Processing Note
The Daily Sales Register (SOR310) program removes records from the sales order companion file and write them to the past invoice companion file. It also clears the ledger files that hold the "XC" records sent back from Radio Beacon.
FACTS/eStorefront Integration Order Processing Notes:
When the invoice information is being written to SOPINA, for web orders the customer name and address will come from SORSOA instead of ARCUST. The email address will also be written to SOPINA data table.
In Order Entry, Confirmation Entry and Direct Invoice Entry, FACTS provides automatic freight calculations using freight schedules or quoted freight, based on control settings in Ship Via F/M, AR Customer Maintenance andSO Static Control F/M (SOF980 ).
The document freight method cannot be changed once the document has been run through the Daily Sales Register.
Note: Quoted freight is on the header of the order not on the warehouse level. If not all of the items from an order ship, the backorder’s quoted freight will reflect the amount of the freight originally quoted minus the amount that was billed on the first invoice.
Freight Method
• If freight method is quoted
o The system adds Invoice Billed Freight Amount adds into Previously Billed Freight Amount and the Invoice Calculated Freight Amount into Previously Calculated Freight Amount in the SORSOH record.
o Then, the Order Quoted Freight Amount is reduced by the Invoice Billed Amount and the Order Calculated Freight Amount is recalculated based on new order quantity.
o If the SO to GL Posting F/M has freight set to post by ship via, the ship via of the initiating warehouse is used to get the GL number. If post by branch is set, this would be the branch of the initiating warehouse. Quoted freight does not post by shipping warehouse like calculated freight.
• If freight method is calculated
o The system adds the Invoice Calculated Freight Amount into the Previously Calculated Freight Amount in the SORSOH record and recalculates the Order Calculated Freight Amount gets recalculated based on new order quantity if the Default Freight flag is Sales Order Static F/M is set to "yes".
• The new fields will move into the past invoice header file.