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), which is used to 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.
Direct Invoice Entry (SOE320), which is used to correct confirmed orders that have been converted to invoices.
Credit Memo Entry (SOE330), which 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), which is used to print and reprint invoices, as well as and credit memos.
Route Release (SOU310), which is used to release invoices tied to specific routes so that the invoices print on the Daily Sales Register.
Daily Sales Register (SOR310), which 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.
Service Tickets can be closed during Order Confirmation or Direct Invoice Entry by selecting the Close button at the top of the screen after completing item entry or confirmation for the document, rather than having a separate service ticket close program.
Also from Order Confirmation and Direct Invoice Entry, additional Options are available for quick entry of service information for the associated sales document. These features support documents that have multiple service tickets:
Time Entry—allows time entry against a service ticket or several tickets by technician.
Bulk Time Entry—allows single time entry for a technician and equally divide that time across all of the service tickets.
Close Service Lines—allows an easier way to close multiple service tickets on the same document.
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.
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.
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.
Invoices and credit memos may be corrected and reprinted as often as needed until the Daily Sales Register updates them.
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.
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.