Use this program to enter and correct customer invoices and credit memos in the Accounts Receivable system without using the Sales Orders or Inventory modules.
At any time, you have the option of changing or deleting the invoice as well as adding and removing line items. Deleted invoices are not removed from the file. A deleted invoice’s line-item records are removed and the header record status is changed to deleted. The invoice is displayed on the next Sales Register as a deleted invoice and is removed in the register update. This procedure provides a complete audit trail of all invoice numbers used.
You can print invoices in the Invoice Print program. Invoices can be corrected prior to the Sales Register update through the Invoice Entry program. Invoices will post to the open documents file during the optional update of the Sales Register.
These additional features are available in the Invoice Entry.
Use Company Control F/M to setup the proper prioritization of the contract price’s commission % and to set the commission flag for use highest/lowest/priority commission.
As a line is being entered/edited in the Sales Order module, the default commission % values for customer, salesperson, item, and price are saved and used in commission calculation processing.
Even though price data is not necessary for the AR Invoice Entry (ARE110) or AR Recurring Invoice Entry (ARE130) programs, the system reads the salesperson’s commission % and recalculates the invoice’s commission % each time the header is modified.
Throughout FACTS, when the price selected has a commission % assigned, this processing occurs.
There are five commission percent sources: customer, salesperson, item, price and current line commission. The system maintains a user override flag and a price type to designate if you overrode the line’s commission during order entry.
When calculating commissions, the system first checks the value of the Commission Flag. If the Commission Flag is set to H- always choose the Highest commission in the hierarchy, the system returns the highest commission %, excluding the line’s commission %, after replacing the item’s commission with the price’s commission if necessary. If the Commission flag is set to "L- always choose the Lowest commission in the hierarchy", it returns the lowest, non-blank, commission %, excluding the line’s commission %, after replacing the item’s commission with the price’s commission if necessary.
If the value of the Commission Flag is set to X-calculate (always choose the commission that the hierarchy determines), the system checks the Commission Basis for the first priority to determine which commission percentage to use. As the system navigates the priority string, it returns the first entry that has a commission other than "No Priority" (or blank) as the correct commission %.
For example: If the commission hierarchy is set to SCIP the system would calculate the commission using the percentage assigned to the salesman who sold the merchandise. If no priority is assigned to the salesman, the second priority is checked. The system would then calculate the commission using the percentage assigned to the customer the merchandise was sold to. If no priority is assigned to the customer, the third priority is checked. The system would then calculate the commission using the percentage assigned to the item that was sold.
If the price type is not a contract price, the position of the Price’s Commission % in the hierarchy will be ignored, and if a Price Commission is present, it will replace the Item’s Commission % (regardless of whether the Item’s Commission was "No Priority").
If you override flag is set for the line-item during order entry processing, the system returns the Line’s Commission as the correct commission %.
Customer credit check processing
This program does all the calculations and gives the appropriate messages for customer credit check. This routine is called from various entry programs and only the results are returned.
The system performs a customer credit check for each customer during Invoice Entry if the number of Credit Check Days entered on the Accounting tab of Customer F/M is less than 999. The Credit hold option for a customer is based on the Credit Check prompt on the Accounting view of Customer Maintenance. The current balance figure use for processing comes from the customer’s existing balance in AR Customer F/M.
The password for the credit check override resides in the AR Static Control F/M.
The credit check routine also checks the Disputed Invoice setting in AR Document Change F/M for each open AR document record. If it finds a disputed invoice record, the credit check processing checks the invoice’s Exclude from Credit Check setting in AR Document Change F/M to determine if the disputed invoice is to be considered in the credit check past due processing. Documents marked as excluded from credit checking are skipped from the total amount past due. All invoices total into the customer’s balance and aging figures. Any disputed invoices that are excluded from the credit check are accumulated into a new total. The check for over credit limit is calculated as the customer’s balance minus disputed invoices not to be included plus document totals. Then, if the customer is past due, the excluded total displays on the optional Customer Aging window that displays in AR Invoice Entry and Sales Orders Entry programs: Quote Entry, Sales Order Entry, Direct Invoice Entry, Counter Sale Entry, Credit Memo Entry, Customer Returns Entry, and Blanket Sales Order Release Register and Post Recurring Documents.
Customer aging information includes the customer name and number, credit limit, aging as of date, balances for aging columns set in AR Aging Control F/M, balance, aging open documents totals, amount excluded from credit check processing and a "Disputed Invoices’ indicator (based on the Disputed Invoice setting in AR Document Change F/M.
To access this program, click Accounts Receivable>Invoice Processing>Invoice Entry.
Click field descriptions for information on each field.
See also