Invoice Module

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INVOICE MENU

10.1.1 New (Enter A New Invoice)

The Invoice Module allows you to enter new invoices into the Invoice Database File. pc/MRP will display the next available Invoice Number and ask if you wish to scroll the Sales file. If users answer Y they will be allowed to scroll the Sales file by either Sales Number, Account Number, or Part Number. If users answer N pc/MRP will display the most recent Sales Number, and Item Number. Users can write over these numbers and write in the desired Invoice and Sales Numbers. The Invoice Number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters.

If you want to add an additional item to an existing invoice you may do so by typing in the invoice number and the next highest item number available on the sales order you are invoicing against.

Invoice Date is automatically entered from the System Date and is used by the Accounting Module in aging the Accounts Receivables Records. It is also the date used by pc/MRP to determine which records are over x years old and ready for deletion.

Part Number, Description, Customer Address, Ship to Address, Bill to Address, Original Quantity Required, Quantity Previously Shipped, Unit, Sale Price, Terms, Trade Discount, Freight, Tax Rate, Salesman, Ship Via, Credit Account, Licensor, Licensor Rate, and FOB are all automatically entered from the Sales Order.

 

 

 

 

Invoice data entry screen:

 

Invoice Data Entry Screen

 

The Related Document Field is a 23 character scrollable field. It can be used to enter a related contract or document number.

Quantity Shipped is automatically entered from the sales order and can be overwritten by the computer operator.

The entire amount for the Freight can be entered once in one line item in the freight field or entered individually for all line items. The freight totals for all line items will be totaled and printed out on the forms and reports.

The Payment Due Date is the date the payment is due on. pc/MRP will automatically enter the net 30 date.

An unlimited amount of Comments can be entered for each invoice line item.

Up to nine lines of Notes can be added to all Invoices by modifying the Configuration Menu's Boiler Plate Option. (Option #22)

Invoices and Shippers can be configured to print out the Serial Number or Model Number using the Boiler Plate Option. (Option #22) Furthermore, if the Serial Lot Number Module has been purchased, through option #55 users choose to print or not to print every serial number per line item in the invoice comments.

Once the new invoice record has been entered pc/MRP will detect if the sales order quantity matches the invoice quantity. If the invoice quantity exceeds the sales order quantity the user will be warned to proceed or cancel. Furthermore, pc/MRP will detect if there is sufficient inventory onhand to fulfill the invoice. If the quantity of the line item exceeds what is available in inventory the user will be prompted to:

Once OK is pressed the Quantity Shipped and Complete fields in the Sales Order Database File are updated and On-Demand and On-Hand quantities in inventory are decremented.

Once the initial line item has been invoiced pc/MRP will prompt:

I Invoice another line item
A Automatically invoice the remaining line items
F Finished

Enter A if all of the line items on the original sales order are to be invoiced on the receiver.

After all the line items have been entered for a receiver pc/MRP will automatically debit and credit the general ledger if it is configured to do so (auto accounting on).

After pc/MRP has updated all records and journals you will be asked "Do you wish to enter another record (Y/N)?". Entering N will return you to the previous menu. Answering Y will allow you to enter another line item.

After all the line items have been entered for an invoice pc/MRP will automatically debit and credit the general ledger if it is configured to do so (auto accounting on).

10.1.2 Edit/View (Scroll/Delete/Undelete Invoice Line Items)

This option allows users to scroll, edit, delete, undelete or run queries against Invoice records.

Selecting an Indexed Search allows users to search on indexed fields.  This allows pc/MRP to find the information much faster.  To perform an Indexed Search select the:

·         Indexed Search tab

·         Desired Sort Order, Document Number, Account Number, Part Number, Model Number, Sales Order Number, and, Ship to Address

·         Desired Include information, Open, Closed, Open and Closed

·         Enter the applicable data in the Begin Scrolling At: field

·         Select the desired Action, View or Edit

·         Press Search

pc/MRP will automatically scroll to the desired record or the nearest match.  Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Invoice table.  For further details see chapter 15.14.

Any fields in the invoice can be edited.  However, there are a few  things users need to be aware of. 

·         When you edit the quantity shipped in the invoice file you must edit the quantity shipped in the sales file and the quantity in the area where the inventory was pulled from within inventory. The reason pc/MRP doesn't edit other files automatically is that if the other files were edited first, your edit would then re-adjust the previous edit. This could create an endless loop of confusion.

·         The POSTED field is displayed only in the edit mode and is filled in automatically with a “Y” when accounting enters the initial general ledger O (accounts receivable) transaction.  Do not manually edit this field.

·         The COMPLETE, AMT PAID, and Check # fields are displayed only in the edit mode and are filled in automatically when accounting enters a payment towards this debt. The AMT PAID field contains the accumulative amount paid.  The COMPLETE field determines if a record is open or closed. A “ marks the record as closed (paid). An “ marks the record as open (unpaid).  Users should not manually populate these fields unless they know for sure they want to re-open or close an invoice.

·         Use the delete button to mark a record for deletion.  Use the Undelete button if you wish to unmark the record for deletion.

·         DO NOT manually edit the SC field unless you are aware of the consequences.  The SC field contains important information that will change how pc/MRP uses the sales order if it is manually edited.  If this field is edited, be sure to use the correct letter code as described in Step One of the sales order entry process.

10.1.3 Print (Display/FAX/EMAIL An Invoice)

When you are finished you also have the opportunity to print, display, send to e-mail, or send the invoice to an HTML document to attach the invoice to an e-mail. Through the use of programs like WINFAX users can also directly fax from pc/MRP. See section 15.4.1 to create custom invoices (cinvoice.frx) and or shippers.

Note: If you send an e-mail directly from pc/MRP we use MS Outlook. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book. If you create an HTML document, you can save this document and attach it to an e-mail created in your existing e-mail program.

 

 

 

 

 

 

 

 

 

Example of an Invoice sent to Display

 

Printout/Display/Fax an Invoice

Printed Invoices may be folded in thirds and placed in the double window envelopes. The envelope number is C0165. Forms that can be ordered in carbonless copies are listed below.

You can order pc/MRP's two part (5K-2990-2), three part (5K-2990-3) or four part (5K-2990-4) carbonless forms and matching double window envelopes (5K-DW3787) from Rapid Forms, telephone number 1-800-257-8354. Be sure to give the Rapid Forms Operator pc/MRP's Keycode Number C20100.

 

You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR pre-collated 8-1/2" X 11" paper. It comes in sets per package.

Once pc/MRP has displayed or printed the invoice, it will ask if you wish to print out a shipper for the invoice. The shipper can be folded in thirds and placed in a clear shipping envelope attached to the shipping box with the shipping address displayed.

10.1.4 Printing Additional Mailing Labels

If you use notepad to create a flag file called IVMAILLB.FLG, pc/MRP will add the option to print out mailing labels after the invoice is printed. Users can create custom address labels using pc/MRP's Custom Report Generator (option 24 in the Configuration, Settings and Utilities Menu). The custom labels be named CUSTADR*.LBX or CUSADR*.LBX.

 

 

10.1.5 Reports (Printout/Display Invoice Reports)

Allows you to print out or display various reports from the Invoice Database File. See section 15.4.1 to create custom reports. Your standard report options are as follows:


All invoice records (invlog.frx and cusinv*.frx with receive.dbf)
All invoice records for a product code
All invoice records for a part number
All invoice records for a specified account #
All invoice records for a related document/contract #
All invoice records for a div/dept
All invoice records for a model number
All invoice records for a serial number
All invoice records for a sales order number
All invoice records for a salesman
All invoice records for a sales code
All invoice records for a customer PO#
All invoice records for a territory
All invoice records for a region
All invoice records for a licensor
NEDA distribution report

All invoice records for a (QuickBooks) batch number

 

Any of the above can include the following:

Matching Exact: This selection allows you to find an invoice report by using an invoice record number, a product code, a part number, a specified account #, a related document/contract #, a div/dept, a model number, a serial number, a sales order number, a salesman, a sales code, or a customer PO #. It will display/print/send only that record.

 

Matching Partial: This selection allows you to find an invoice report by using a partial description of an invoice record number, a product code, a part number, a specified account #, a related document/contract #, a div/dept, a model number, a serial number, a sales order number, a salesman, a sales code, or a customer PO #. It will display/print/send all invoice reports matching the partial description.

 

Any of the above can include:

All open and closed records
Open records only (total quantity not received Complete # Y)
Closed records only (quantity received Complete = Y)
Overdue records only

 

Any of the above can include:

All records regardless of time period
Records entered during a specified time period
Records due during a specified time period

 

Any of the above reports may be sorted by:

Invoice number (faster no re-indexing)
Part number (faster no re-indexing)
Account number (faster no re-indexing)
Part number root

Date entered
Division
Document/Contract #
Date due
Model number
Product code
PO number
Territory
Salesman

Batch number (QuickBooks)

 

The report output options include:

·          Displayed,

·          Printed,

·          Wide carriage print,

·          ASCII file sent to disk,

·          HTML file

·          XLS file sent to disk,

·          DBF file sent to disk.

The report format options include standard and custom. For more information about custom reports see chapter 15.4.1.

Example, Narrow Carriage Invoice Report Format

 

 

10.1.6 Index

Re-indexes the Invoice index file. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or can not find an invoice record, re-indexing the index file is usually the cure.

10.1.7 Remove Marked Records

Removes all Invoices records marked for deletion from the disk. The records will no longer be recoverable.

10.1.8 Remove Over X Years

Deletes and removes from the disk all Invoices over a specified number of years old. Prior to running this command it is advisable to save the Invoice Database File to disk and label it "Invoice DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.

10.1.9 Printing Additional Shipper Labels

Label Generator

This option allows users to print out a shipping label for each shipping box required for an invoice.  To activate this option in the Invoice menu, the INVLAB.LST file must exist in the pcmrpw folder. To utilize this option when invoices are created both the INVLAB.LST and INVSHIP.FLG files must exist in the pcmrpw folder.  This option also allows users to increase or decrease the number of labels (boxes) per line item by clicking on the Less or More buttons as shown above. Each label will be labeled "1 of 10, " "2 of 10,"....."10 of 10." You can select a different printer by selecting Print Setup. Users can select what label to start on by using the Start On # spinner. This program allows the user to select pc/MRP's standard shipping label, SHIPPER.LBX). Users can create additional custom *.LBX labels or *.FRX forms. Any custom Label or Form you wish to utilize must be listed in a file called INVLAB.LST. This file can be created and or edited through notepad or the DOS file editor.

The text in an example INLAB.LST file is shown below:

SHIPPER.LBX = Standard pc/MRP shipping label. Six per sheet. 4" x 3-1/2"
ACCURA.LBX = Standard Accura Precision shipping label
LOCKHEED.FRX = Barcoded label for Lockheed Martin
TESTLAB.LBX = Label for testing purposes!!!

When editing the INVLAB.LST file each line represents a different report. The first line of this file will read, SHIPPER.LBX = Standard pc/MRP shipping label. Note that at the bottom of the picture above you see the text Standard pc/MRP shipping label This text comes from the INVLAB.LST file. When editing the INVLAB.LST add an additional line by pressing enter at the end of the previous line. Then follow the same structure as the first line. When you select the custom report, the custom comment will show up at the bottom of the screen to help select the correct custom label.