Recurring Document Entry (SOE350)

How To

Use the Recurring Document Entry program to enter recurring customer invoices to post into the sales orders processing cycle.

The Recurring Document Entry screen consists of three sections. The upper portion of the screen is called the header portion where the customer number, ship date, etc. are entered. The middle portion is called the line-item portion where each item, price, quantity, etc. is entered. The lower portion, which shows up after line items are entered, is called the ending routine and consists of the final inputs prior to completion of the document. The screen is designed to look like a printed invoice.

You have the option of changing, adding to, removing line items from or deleting the recurring invoice at any time.

A number of additional features are available in the Recurring Invoice Entry Program:

A customer search can be performed, displaying customer numbers and names in name order.
An item search can be performed.
A customer item search can be performed.
Catalog items can be searched.
Applicable taxes can be computed.
Freight charges can be entered and taxed, along with handling charges.
Memos can be entered to print, not print, or total on invoices.
Cost and price figures can be displayed.
Line and document discounts can be entered.
A credit limit check can be performed.
Temporary items can be entered.
An inquiry of past sales can be performed.
Split commissions can be entered.
Item information can be displayed including class, on hand quantities, on order quantities and committed quantities.
Customer information can be displayed including balance, credit limit, last sale date, phone number and contact.
Various searches can be performed.
Add an item to the item file during line-item entry.
During processing, the system automatically displays urgent notes for customers and items based on your settings on the Notes tab of SO Entry Options F/M. Refer to the Viewing/Entering Notes from Sales Order Programs topic for additional details. When an Recurring Document Entry program automatically creates purchase order such as for a direct ship sales order, FACTS determines if Vendor and Item notes should import into the PO, based on the export options setup on the note, and the Notes pop up functionality is disabled. If a note is set to export or required, then FACTS automatically imports the note onto the PO.

Input Descriptions

Use the following inputs and features to create or edit a recurring document (invoice):

Header Entry

1. Customer Number

Enter the customer number belonging to customer who is receiving the invoice. Press F2 to perform a customer search. Press F3 to perform a document search for recurring documents already on file. The system performs a customer credit check for each customer during Sales Order entry programs based on the Credit Limit value and the number of Credit Check Days entered on the Accounting tab of Customer F/M. The Credit hold option for a customer is based on the Credit Check prompt on the Accounting view of Customer Maintenance. The password for the credit check override resides in the AR Static Control F/M.
If the flag in AR Customer F/M is set to "Message", "Refuse", "Hold", or "Password", a message displays if the customer fails the credit check.

2. Sequence Number

Enter the sequence number (0-99) for the document to be created. The sequence number is a counter that allows a given customer to have multiple recurring documents. Sequence 01 for example, can be considered the first recurring document for the customer. Press Enter (CR) to initially default to 01.

3. Ship-To Number

This input is initially skipped and the customer’s assigned ship-to number is automatically displayed. The ship-to number is assigned in the customer’s master record in Customer F/M. Press F2 to perform a search.

4. Warehouse

Enter a valid warehouse code from where the items are to be shipped. Press Enter (CR) to default to the warehouse assigned to the terminal. Press F2 to perform a search.

You also have the option to enter a display code:

A - Aging. Displays the customer’s credit limit and outstanding balance for the last number of periods (set in the Accounts Receivable Aging Control Record).

Q - Quotes. Displays any quotes on file for the selected customer and warehouse. Displayed are: quote number, type, ship-to, date quoted, expiration date, salesperson, to whom the quote was made, who made the quote, and the total of the quote. CR continues listing. F4 backs up to input #4.

N - Notes. Displays the customer notes on file. CR continues listing. F4 backs up to the input #4.

$image\pinpurpl_shg.gif$ You cannot access the Customer Notes feature (View-->Customer Notes) while you are working in the line-item portion of the screen. When you finish with line items, place the cursor in the header portion of the screen and then select View-->Customer Notes.

5. Type

Enter W-document is filled from warehouse stock or D-document is a direct shipment. Press Enter (CR) to default to W.

Entering a D forces the user to enter the vendor from whom the direct shipment is being sent. Depending on the pos for Direct Ships flag in the sales orders static control, the purchase order may be automatically created by the system.

6. Purchase Order

Enter the purchase order number if applicable (up to six characters). Press Enter (CR) to default to blanks. Press F2 to perform an item price search.

7. Post Day

Enter the day of the month (1-31) the recurring document is to post to the sales orders processing cycle. If you enter 31, the system always posts the invoice on the last day of each month.

8. Cutoff Basis

Enter whether the cutoff basis for the recurring invoice is based on D-date, N-number of invoices or A-dollar amount. The cutoff determines the point at which invoices are to be no longer generated. Press Enter (CR) to default to D.

Depending on the cutoff basis selected, the program proceeds to the appropriate Cutoff Period, Number Of Invoices or Amount inputs.

9. Cutoff Period

If date is selected as the cutoff basis, enter the last period in which this recurring invoice is to post to the sales orders processing cycle.

10. Cutoff Number of Invoices

If number of invoices is selected as the cutoff basis, enter the number of invoices to be posted to the sales orders processing cycle (0-99).

11. Cutoff Amount

If amount is selected as the cutoff basis, enter the total dollar amount to be posted to the sales orders processing cycle (1-9,999,999.99).

12. Salesperson/Territory

Enter the salesperson/territory code for this customer. The entry must be a valid salesperson/territory. Press Enter (CR) to default to the value already displayed ( initially the salesperson/ territory code assigned to the ship-to number). Press F2 to perform a search. Press F3 to allow a split commission entry.

When the salesperson code changes, the system recalculates the commission percentage for all lines that are not flagged as commission user override.

At any point during the following inputs through Reference Number, you can press F3-header defaults. Pressing F3 causes the program to display the defaults on file from that input forward and skip to Reference Number. If entering a direct invoice and values for inputs #13-17, have not been entered then the default values are the same as if you press Enter (CR) through the same inputs. If the user has entered values on the new document or elected to change or correct the header portion of an existing document, then the default values are the same as if the user selected F1-to skip at each input. NOTE: If the program does not skip to Reference Number and instead stops at an earlier input, the system could not find a valid default value for that input, and the user must enter a valid value before continuing.

13. Terms Code

Enter a valid payment terms code. Entering a valid terms code displays a partial description. Press Enter (CR) to default to the value already displayed (initially the terms code assigned to the customer). Press F2 to perform a search.

14. Freight Code

Enter whether the freight code is P-prepaid, C-collect freight, B-bill later or A Prepay/Add. Press Enter (CR) to default to P.

15. Ship Via

Enter the ship via or carrier (up to 15 characters). This code is maintained in the Ship Via F/M. Press Enter (CR) to default to the value already displayed (initially the ship via assigned to the ship-to number). Press F2 to perform a search.

16. Route

Enter a valid route. Entering a valid route displays a partial description. Press Enter (CR) to default to the value already displayed (initially the route assigned to the ship-to number). Press F2 to perform a search.

17. Department

Enter a valid general ledger department number. Entering a valid general ledger department number displays a partial description. Press Enter (CR) to default to the displayed value (initially the department assigned to the terminal). Press F2 to perform a search.

18. Reference Number

The reference number can be as long as 15 characters, and it doesn’t necessarily need to be a number. You can enter the purchase order number created on the customer’s system or the name of the person placing this order. If the PO Required flag in the Customer F/M is set to Y, something must be entered in this field.

The next two inputs establish the stage in the sales orders processing cycle that the document posts to.

If these inputs are set to:

YY, the document posts as an order with the work order and invoice printed.
NY, the document posts as a confirmed order with the invoice printed and the work order not printed.
NN, the document posts as a printed invoice and neither the work order nor the invoice is printed.

19. Work Order

Enter Y or N to indicate whether to print a work order when this document is posted. Press Enter (CR) to default to N.

20. Print Invoice

If the work order input is set to Y, the invoice input is also set to Y and this input is skipped. If the work order input is set to N, enter Y or N to indicate whether to print an invoice when this document is posted. Press Enter (CR) to default to N.

21. Memo

Enter any memo concerning this recurring document (up to 20 characters).

22. Months to Post

Enter the months of the year in which, the system is to post this recurring invoice. When entering the months, enter them in two digit numbers side by side; e.g., January is entered as 01, June and July are entered as 0607. Press Enter (CR) to default to every month of the year.

This concludes the header portion of the Recurring Invoice Entry Program. After the header record is created, all the header inputs except #1, #2, and #4 are accessible through the change header routine to preserve data integrity. You cannot change inputs #1, #2, and #4 except by deleting and reentering the recurring document.

23. Ship Complete

Enter the default ship complete status for the initiating warehouses on the recurring document, or press F4-Backup to return to the preceding input.

You can select from the following options:

N Allow Partial--Indicates you want to allow the shipped quantity to be less than the ordered quantity for the initiating warehouses for this recurring document.

Y Ship Complete--Indicates you want to allow the quantity ordered must be the same as the quantity shipped for the initiating warehouses, all lines must ship complete for the specified customer.

B Balance Complete—Indicates you want to allow all lines to ship partial in the first shipment for the initiating warehouses, but the backordered quantities must be shipped complete. Once the warehouse is processed through the DSR, the status is changed to ship complete.

24. Order Priority

Enter the default order priority, or press F4-Backup to return to the preceding input. You can select from the following options:

N Normal—Indicates that orders for this customer have no special priority.

R Rush—Indicates that you want to advise the warehouse, via the pick ticket, that this customers orders are rush orders.

H Service Hold—Indicates that you want orders for this customer not to be shipped due to a non-credit-related reason.

Line-Item Entry

The line-item portion of the program allows entry of up to 999 line item and message lines to complete the recurring invoice.

Line number

Line numbers are assigned automatically beginning with 001 and incremented by one for each additional line item up to 999. In the extremely rare case where 999 line items have been entered on a single invoice, the program jumps to the selection prompt and refuses further entries.

25. Item Number

The user has several options for this entry:

I - Allow an item interchange search

A - Search catalog items

L - Allow a lost sales entry

P - Display past sales

C - Search customer/item numbers

# - Enter an item number or an interchange number

M - Enter a memo

F1 - Enables Quick Item Add

F2 - Allows a search

F3 - Ends line-item entries

Enter the item number.

Memo

Select M to enter a memo line.

Quick Item Add

Select F1 if you need to enter a new item quickly. FACTS opens the Quick Item Add (ICF020) program.

Search

Enter F2 to allow an item search.

End entries

Enter F3 to end entry of line items.

The program then proceeds to the selection prompt. After entering a valid item the program displays item description 1 and 2, the item class, package size, item weight and its unit of measure, available quantity, on hand quantity, on order quantity and bin location.

Interchange

Select I to display items and their corresponding interchange.

Catalog

Select A to search catalog items.

Past sales

Select P to display the past sales of all items in the selected warehouse. Item number, date sold, invoice number, quantity sold, price, and unit of measure. Enter the line number to select. Entering a line number sets the quantity default to the same amount sold the last time (displayed in the units column). Price is not affected. Press Enter (CR) displays more sales, if any.

Customer Item Search

Select C to search customer/item numbers.

After entering a valid item, the program displays the item class, package size, item weight and its unit of measure, available quantity, on hand quantity, on order quantity and bin location.

Temporary Item Entry

Temporary, Vendor, Item Class, U of M, and Weight inputs are only displayed if the item is a temporary item.

26. Temporary

If the item is a valid item, this input is skipped and the program proceeds to Sold Quantity. If the entered item number is not in the item file, the prompt Temporary item? is displayed. Enter N-return to the Item Number input or YES for temporary. Press Enter (CR) to default to N.

27. Vendor

This input is skipped except for temporary items. If the document is a direct shipment, the input is skipped and the vendor is set to the direct shipment vendor. If the document is a warehouse shipment enter the valid vendor from whom this item was purchased. Entering a valid vendor displays the vendor name. Press Enter (CR) to default to the vendor of the last item entered (if any). Press F2 to perform a search.

28. Item Class

This input is skipped except for temporary items. Enter a valid item class for the item. Entering a valid item class displays its description. Press F2 to perform a search.

29. U of M

This input is skipped except for temporary items. Enter a valid unit of measure for the temporary item (up to 2 characters). Press Enter (CR) to default to EA.

30. Weight

This input is skipped except for temporary items. Enter the per unit weight of the temporary item (0-9999.999). Press Enter (CR) to default to 0.

31. Description

This input is initially skipped, unless the item is a temporary item or a memo. Enter the item description or message (up to 30 characters). Entry of a memo line causes inputs the system to skip to the selection prompt. Press Enter (CR) to default to item description 1 on file, or if the item is a temporary item Press Enter (CR) to default to TEMPORARY.

Enter the item description 2. Press Enter (CR) to default to item description 2 on file.

regular item entry

32. Sold Quantity

Enter the quantity of the item to be sold per displayed unit of measure or select a display code. If this is a BOM finished item that can be assembled in SO, you may be able to enter component items. If this item has multiple selling units of measure, press F2 to change the unit of measure.

33. Cost

This input is available if the Change by Ln Cost flag in the SO Static Control Record is set to Y or B. If the Change by Ln Cost flag is set to B, press F4 to back up to this input. This input is also available if the item is temporary. Enter the cost per displayed costing unit of measure.

34. Price

Enter the price per displayed pricing unit of measure. Press Enter (CR) to default to the default price per the pricing hierarchy. Select the following (if available): S-Standard Price, C-Contract, T-List, L-Last, or enter L and a level number for a price level or enter Q and a quantity break level for a quantity break price. Press F2 to change the unit of measure for pricing if more than one is set up for this item. Press F3 to select another price via the price search. This input defaults to the pricing default UM for this item.

35. Change Selling UM To Match Pricing UM

This prompt only displays if the pricing unit of measure entered in the previous input does not match the selling unit of measure. Enter Y or N to change the selling UM to match the pricing UM. Press Enter (CR) to default to Y. If Y is entered, the value in the Quantity input may change.

At this point, headings for the line-item fields used are displayed, and if the Display g.M.% flag in the sales orders static control is set to A, the gross margin percentage is also displayed.

36. Line Discount

This input is only available if the Use Line Discount flag in the SO Static Control Record is set to % or $. Enter the discount amount or percent for this line.

37. Commission %

This input is only available if the Change by Ln Comm% flag in the SO Static Control Record is set to Y or B. Enter the percent of commission. Press Enter (CR) to default to 0.

Press F1 to set this input to Use Default when the user override flag is set.

Calculating Commissions: There are five commission percent sources: customer, salesperson, item, price and current line commission. The system contains a user override flag and a price type to designate if the user overrode the line’s commission during order entry. Refer to the Calculating Commissions topic for processing details.

38. Taxable

Enter Y or N to indicate whether to charge tax for this line item. Press Enter (CR) to default to Y.

39. GL Posting Table

This input is only available if the Change by Ln GL Table flag in the SO Static Control Record is set to Y or B. If B is entered at Change by Ln GL Table, press F4 to backup to this input. Enter the general ledger posting table to use in the Daily Sales Register to post this line to general ledger. Press F2 to perform a search.

Extension

The line-item extension is calculated (price less any discounts multiplied by the quantity ordered multiplied by the conversion factor) and displayed. If the extension is greater than $999,999.99 the message EXTENSION TOO LARGE is displayed and the input is not accepted. If you have a line item with sales up to one million dollars, enter the item on more than one line.

40. CR-Accept Line, F4-Backup

If the line is correct, press Enter (CR) to continue. If the line is not correct, select F4 to back up to change the input that is not correct.

This concludes entry in the line-item portion of the Recurring Invoice Entry Program. The running total is updated and displayed. The line number is incremented by one, displayed and the program returns to the item input for the next line-item entry.

Following the entry of the last line item, the selection prompt allows you to perform a number of functions:

# - Changes a line-item

L - Lists line-items

A - Adds a line-item

D - Deletes the order

F2 - Changes header information

F3 - Accesses the ending routine

Ending Routine

The ending routine consists of the final inputs prior to completion of the recurring invoice document. The ending routine is not accessible if no line items have been entered. Ending routine information is displayed on the lower portion of the screen.

41. Memo

Enter the memo to print on the recurring invoice. Press Enter (CR) to default to the displayed value (initially the standard memo set up in the Document Print Control Record). If no memo is desired, the user may press the space bar before pressing Enter (CR). Press F4 to back up to the selection prompt.

42. Discount

This input only appears if % or $ was entered at the Use Invoice Discounts flag in the SO Static Control Record and is initially skipped if the total for the recurring invoice is zero. Enter the discount percent (maximum of 100) or dollar discount (maximum equals merchandise total) of the merchandise total. Press Enter (CR) to initially default to the invoice discount set in the customer file.

43. UPS Zone

If UPS was entered in the ship via input, enter the UPS zone here; otherwise, this input is skipped. The entry must be a valid zone as set up in the UPS Zone F/M. Press Enter (CR) to default to the zone of the ship-to’s zip code.

44. COM/RES

This input is skipped if the UPS zone is greater than 8. Enter whether this delivery is a C-commercial or R-residential UPS ground delivery. UPS charges different rates for commercial and residential deliveries. Press Enter (CR) to default to the default for the ship-to address.

45. Weight

If UPS was entered in the ship via input, enter the UPS zone here; otherwise, this input is skipped. Enter the weight of this package. Press Enter (CR) to default to the next highest whole pound from the weight entered in the IC Item F/M for this item.

46. Freight

Enter the freight amount (+/-9999.99). Press Enter (CR) to default to 0, or if the ship via is UPS, to the freight calculated for the UPS zone.

47. Tax Code

This input is not available if the Charge Tax flag in the SO Static Control F/M is set to N. This input is initially skipped if the recurring invoice total is zero. Enter the tax code for this ship-to customer. The entry must be a valid tax code. Press Enter (CR) to default to the currently displayed value, initially the customer’s tax code.

NOTE: If you back up to this prompt after changing the tax rate or the tax amount and do not select F1 - skip, the system recalculates the charges to reflect the tax code and the changes to the Tax Rate and Amount inputs are lost.

48. Tax Rate

This input is initially skipped. If the Charge Tax flag in the Sales Orders Static Control Record is not set to O, you are not able to override the tax code and this input is unavailable. Enter H-to use the high rate, L-to use the low rate, or X-to change tax status of this document to exempt. The rates are set up in the Accounts Receivable Tax Table F/M. Press Enter (CR) to default to the displayed value.

49. Tax Amount

This input is initially skipped. If the Charge Tax flag in the Sales Orders Static Control Record is not set to O, you are not able to override the tax amount and this input is unavailable. Enter the amount of sales tax to charge for this invoice (+/-99999.99). Press Enter (CR) to default to the displayed value.