Use these fields to complete the direct invoice.
This window contains all the possible fields for Direct Invoice Footer processing.
Tip: Edit the SO Entry Options F/M to skip unnecessary fields.
1. Memo
Use the memo field to specify special instructions, thank you messages, reminders for upcoming specials, etc. This memo appears at the bottom of invoices, counter sale receipts and credit memos. It is not the same thing as memo lines entered for specific items.
The program defaults to the standard memo entered in the Document Print Control F/M (Sales Orders>File Maintenances>Infrequent File Maintenances>SO Document Print Control).
2. Ship to
This gives you at a glance ship to information entered in the header of the document. 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.
3. Freight code
Options are Prepaid, Collect, Bill Later, and A Prepay/Add.
Prepaid indicates that the freight amount is the actual freight amount on this order in Freight $.
Collect indicates the freight amount should be collected upon delivery. No freight amount should be entered on the document.
Bill later indicates the freight amount will be collected after the charge is established from UPS manifest or freight bill. Use the Unbilled Freight Report to print a listing of all invoices that contain the Bill Later freight code.
Prepay/Add indicates that the carrier’s shipping charges will be billed to the shipper, the shipper will pay the carrier, and the shipper will also add freight charges to the customer’s invoice. The freight charges added to the customer’s invoice are not necessarily the same amount as the carrier’s shipping charges billed to the shipper.
You can also define freight in the Header Detail window.
4. Frt Method
The Document Freight Method (Q/C) for this customer– this value defaults from AR Customer Maintenance and is modifiable based on the Allow Method Change check box on the Invoicing tab of AR Customer Maintenance. Based on the setting, you can select from: Quoted Freight or Calculated Freight.
5. Freight $
The freight value can be entered freight, quoted freight or automatically-calculated freight, based on control settings in Ship Via F/M, AR Customer Maintenance and SO Static Control F/M (SOF980).
Specify the freight amount for the order, if applicable. Press F2to access the Freight Totals window. You can modify the quoted freight amount but the calculated freight is determined by the system.--You cannot modify this value during Direct Invoice Entry.
This field is not available if the Charge Freight flag is not selected (set to N) in SO Static Control F/M (Sales Orders>File Maintenances>Infrequent File Maintenances>SO Static Control F/M.)
6. Route
This field shows the route code entered in the document header.
The Use Routes flag must be selected (set t o Y) in SO Static Control F/M
If the Route System is used, run the Route Release program prior to running the DSR to include all invoices delivered for the shift or day.
7. Disc %
Specify the discount percent (maximum of 100) or dollar discount (maximum equals merchandise total) of the merchandise total. The program initially defaults to the invoice discount set in the customer’s master file accessible from Customer F/M.
The program skips this field if the invoice total is zero or if the Charge Tax flag in SO Entry Options F/M is not selected (or set to N).
8. Tax code
The program defaults to tax code assigned to the customer’s ship to file. F2 allows a search.
Tax codes are set up in Accounts Receivable>File Maintenances>Infrequent File Maintenances>Tax Table F/M.
Several flags in the system affect this field:
The program skips this field if the invoice total is zero or if the Charge Tax flag in SO Entry Options F/M is not selected (or set to N).
If the Tax Rate flag is selected in the Accounts Receivable Tax Table F/M, the system will apply tax to the freight amount.
If you back up into this prompt without pressing F1-skip after changing the tax rate or the tax amount, the system recalculates the charges to reflect the tax code and the changes to the Tax Rate and Amount fields are lost.
9. Tax rate
The program initially skips this field.
If the Charge Tax flag in the Sales Orders Static Control F/M is not set to O-Override, you cannot override the tax code and this field is unavailable.
Specify H-to use the high rate, L-to use the low rate, or X-to change tax status of this document to exempt.
High and low tax rates are set up in the Accounts Receivable Tax Table F/M. The program defaults to the rate selected in the customer’s master file in Customer F/M.
10. Check, ATM, Debit Card, V, M/C,A,D, coupon, Other
In these various types of payment field you can specify payments for this order. You can select the Paid button for any payment field and place the balance amount in the field. In the field to the right of the Paid icon, specify the account number for the Check, ATM, Debit Card, V, M/C,A,D, coupon, Other used for payment.
11. Cash Terms
Specify the cash terms for the payment.
12. A/R Terms
Specify the A/R terms for the payment.
13. Taxable
The system displays the amount that is taxable based on the tax code and rate information either entered in this document or carried over from the customer’s master file.
14. Deposits
Displays any deposits that have been placed on this document. When applying a deposit, the amount automatically entered when you click Paid is the smaller of the invoice total and the outstanding deposit amount.
The order cannot be converted to an invoice with unresolved deposits. The message "Deposits may not remain on completed documents" appears if a deposit unresolved deposit exists on the document.
If this message appears, click OK and click Payments in the footer.
Use the Deposits/Payments Entry window to apply the deposit to the document, apply it to the customers account, refund the deposit or transfer it to another of the customer’s documents.
If an invoice contains a zero balance payment or deposit with a transaction (i.e., transfers, apply on account, refund, etc.) against it and you attempt to delete the document, the system displays a message indicating that the financial transaction will remain in effect. This document may still be deleted as before, however, you can backup to the Payment dialog and delete the transaction if necessary.
15. Subtotal
Displays the amount due on the document, minus any back-ordered goods. The subtotal does not include freight.
16. Discount Amt
Displays the total dollar amount of the any customer, line item and document discounts. This is information is display only.
18. Freight Total
Displays the total freight and handling charges on the document. This information is display only.
19. Tax $
Displays the total dollar amount due in tax based on the selected tax code and rate information entered either on this document or in the customer’s master file in Customer F/M.
To manually specify a different tax amount, the Charge Tax flag in the Sales Orders Static Control F/M must be set to O-Override.
20. Total Due
Displays the subtotal plus freight and tax, minus discounts. Amounts for back-ordered items are not included in the total.
21. Total Payments
Displays any payments made on this order, including any deposits that have been applied.
22. Balance
The amount the customer owes on this order.