Program Description
This program can be found on the Billing File Maintenance File Setup Global File Maintenance menu (BI-3-1-18-2). Enter C to change, then option 2 to access Billing Control File Maintenance, or enter E to end out of the program and return to the previous menu. The Billing global files store groups of records that control or define the operating parameters of the Billing module. These records are generally defined at the time of installation and rarely changed after that point.
Rev 15 Changes
New fields have been added to the Billing Control File (Global Record 2).
Field 52: Validate Branch During Invoicing, Contracts, And Customer FM (Y/N)
When set to Y for yes, valid branches must be entered in invoice entry, credit memo entry, order entry, order file maintenance, service invoicing, contract setup, contract changes and customer file maintenance. A valid branch is one of the 10 branches stored in Global Record 5. If you have more than the 10 valid branches in Global Record 5, you should set this switch to N for no. This global switch does not affect branch checks throughout the system where branch must be between 1 and 255. When this switch is set to Y for yes, a branch must be between 1 and 255 AND be one of the 10 branches in Global Record 5. When this switch is set to N for no, a branch only needs to be between 1 and 255.
Field 53: Display Ship-To/Bill-To Cust.# During Alpha Search In Inv/Cash Post (Y/N)
During Invoice Entry, Credit Memo Entry, Order Entry and Cash Posting, when the operator tries to access a customer using the customer name search, there is now an option to have a second line display on the screen to show the Ship-To and Bill-To Customer Numbers. If this field is set to Y, the Customer Numbers will display (see screen sample below). If this field is set to N, the Customer Numbers will not display.
Rev 14 Changes
New fields have been added (45-51):
45. Display Dead Stock Items In Stock Status Inq During Alpha Search (Y/N)
If this field is set to N for no, when an operator does alpha item search or item description search in the Stock Status Inquiry, it will not display items that are set to D for dead stock. The program uses the Non-Stock Indicator field in the Item file (ITEM) to determine if an item is dead stock. If the field is set to D, it is dead stock. If the new Global field is set to Y for yes, all items will display during alpha item and item description searches.
46. Allow ‘A’ For All Warehouses To Be Entered In Item File Maint (Y/N)
When adding an item in Item File Maintenance, the operator is asked what other warehouses the item should be stocked in. If this Global option is set to Y, the operator can enter A and the item will be stocked in all valid warehouse numbers. This is the way the program worked prior to Revision 14. If this Global option is set to N, the operator can not enter A to stock in all warehouses. The individual warehouse numbers will need to be entered.
47. Invoke Serialized Equipment Option In Inventory Transfer (Y/N)
If this option is set to Y, the Inventory Transfer program will ask the operator if the program will be used to transfer parts and supplies or transfer serialized equipment. If the operator chooses parts and supplies, Inventory Transfer will work normally. The program will ask for “from warehouse”, “to warehouse”, “item number”, “quantity”, “document number” and “serial number(s)”. If the operator chooses to transfer serialized equipment, the operator will be asked for “from warehouse”, “to warehouse”, “serial number” or “item number/serial number”, and “document number”. The quantity will default to 1. This transfer was designed as a faster option to transfer serialized equipment. This option also has the ability to automatically transfer accessories, if a host is being transferred (see field 48).
48. Problem Code For Machine Tracking In Inventory Transfer
Inventory Transfer now creates Machine Tracking records if that feature is activated. This field should contain the problem code that should be used for the Machine Tracking service calls. Both the parts and supplies and the serialized equipment transfer options will create Machine Tracking records. This code must be a valid Service Code in the Service Codes File (CODE.DT).
49. Automatically Transfer Linked Accessories In Inv Transfer If Using The Serialized Equipment Option (Y’es, N’o, P’er)
If using the serialized equipment option in machine tracking (see field 47), the program has the ability to transfer all linked accessories if the host machine is being transferred. An accessory is considered linked, if the “host item number” and “host serial number” in the Serial File (SERIALD) are the item and serial number of the machine being transferred. This logic does not look at the Accessory File (SERACC.DT) to see if an accessory is linked. If this global option is set to N for no, linked accessories will not automatically be transferred. If this global option is set to Y for yes, linked accessories will be automatically transferred and a message will be displayed during the transfer stating that fact. If the global option is set to P for per, the operator will be given an option on whether or not to transfer the accessories during the transfer. Note: In order for an linked accessory to be automatically transferred, it must be in the same warehouse as the host machine, it can not be placed at a customer site, and it can not be on custody to an order.
50. Display Ship-To / Bill-To Cust No. During Alpha Search In AR Inq. (Y/N)
If Y for yes is entered at this prompt, when customers are displayed during alpha customer name search in the Account Detail Inquiry program, there will be a second line displayed showing the Ship-To Customer Number and Bill-To Customer Number. If this field is set to N for no, the second line will not display. Prior to Revision 14, the second line did not display.
51. Number Of Months To Calculate Avg Days To Pay(1-99,0=Entire History)
Prior to Revision 14, when the Customer Profile Inquiry and the Recalculate Average Days To Pay (System Manager) program used all of the invoices in the customer’s AR Account (ARECD file) and the history file (ARHIST.DT). With Revision 14, the program can be limited to only go back so many months. The number of months the programs should look back to calculate average days to pay is stored in this new Global option. For example, if 12 is entered in this field, the programs will only look back at invoices over the past year. If 24 is entered, the programs will look back two years, and so on. If 0 is entered at this prompt, the program will look at all invoices regardless of date.
Rev 13 Changes
New fields were added and changed in this control file, which are described below:
11. Dash Allowed in Item Number
Internal program changes were made to set the proper crammed characters if this field is set to N for no.
15. Cost Lockout (Y'es, N'o, P'artial)
The field Cost Lockout (Y'es, N'o) was changed to add the partial option. Cost lockout can be set by Security ID. The billing programs will use the Global file settings as a default if Cost Lockout is not set in the Security Detail data file (SEDET.DT), or if the Security Module is not activated. Setting this field to Y means that operators can not view cost or change cost while billing. Setting this field to N means that operators can view cost and change cost while billing. Setting this field to P means that operators can view the cost, but can not change it while billing. This is in Invoice Entry, Credit Memo Entry, Order Entry, Order Release, Order File Maintenance, and Service Invoicing.
22 - 31 Not Currently Used
These fields will not be used in the Billing module of Revision 13.
32. Automatically Assign Customer Numbers (Y'es, N'o, By B'ranch)
Enter Y if you would like customer file maintenance to automatically assign customer numbers whenever customers are added. It will use field 33 for the next customer number. Enter N if you want to enter your own customer number on an add. Enter B if you would like customer file maintenance to automatically assign customer numbers by putting branch number in front of the number in field 33.
33. Next Customer Number
Enter the number you would like customer numbers to start. If field 33 is set to Y, this field should be at least 100000. If field 33 is set to B, this field should be at least 10000. However, if a number lower than the one is entered, Customer File Maintenance will increment it to at least this minimum number before assigning the first customer number. Customer File Maintenance is coded so that if it encounters an existing customer number with the same number it is trying to assign for a new customer number, it will increment the number until it is no longer a duplicate.
34. Use A Zero Average Cost In Calc Of Avg Cost If Onhand Greater Than Zero (Y/N)
This is a new field. If this field is set to N and the item being received has an Average Cost in the Item (ITEM) file, a new Average Cost will be calculated using only the quantity and cost of the items being received. Items on-hand will not be taken into consideration. If this field is set to Y, the extended cost will be divided by the item's quantity on-hand plus the quantity being received to calculate a new Average Cost.
For example, if this field is set to N and the item has 1 on-hand at an Average Cost of $0, a quantity of 2 is received at $119.00 each. The calculation for Average Cost is (119.00 X 2) / 2 = $119.00.
If this field in the above example is set to Y, the calculation for Average Cost is (119.00 X 2) + (0 X 1) / (2+1) = 238.00 / 3 = $79.33. See also Purchase Order Receipts.
35. Next ECF Number
If ECF logic is going to be used, this number should be set to whatever number you would like ECF's to start at. Usually, this number would be 100 or 1000, etc.
36. Last ECF Number That Was Printed
If ECF is going to be used, this should originally be set to be the same number as the Next ECF Number in field 35.
37. Rounding Of Sales Tax (O'ff To Nearest Cent, Always U'p, Always D'own)
This is a new field designed to round sales tax to the nearest cent, always round up, or always round down in any sort of billing (Invoice Entry, Order Release, Credit Memo Entry, Service Invoicing, Contract Billing). If the amount is .5 of a cent or higher, the sales tax is rounded up one cent. For example, a sales tax of 10.256 is rounded up to 10.26. A sales tax of 10.254 is rouned down to 10.25. If this happens regularly, enter O to always round off to the nearest cent. To always round up, enter U. For example, a sales tax of 10.251 is rounded up to 10.26. To always round down, enter D in this field. For example, a sales tax of 10.259 is rounded down to 10.25.
38. Skip Disc % Field In Invoice Entry And Order Entry (Y/N)
During Invoice Entry, Credit Memo Entry, Order Entry, and Order File Maintenance, if this field is set to Y, the program will not stop to prompt for a discount percentage. If a discount percent is entered in the overrides on the invoice, or if the item has a contract price with a percent discount or a quantity break with a percent discount, the discount will appear on the screen it can be accepted. The percentage can not be overridden.
39. Skip Comm Penalty In Invoice Entry And Order Entry (Y/N)
During Invoice Entry, Credit Memo Entry, Order Entry, and Order File Maintenance, if this field is set to Y, the program will not ask for a commission penalty amount when the price is 0. The program will assume a $0 Commission Penalty amount.
40. % For Profit Margin In Invoicing (0=No Profit Msg Will Display)
Prior to Revision 13, a profit margin message displayed during Invoice Entry, Credit Memo Entry, Order Entry, Order Release, and Order File Maintenance when the profit margin was below 20%. This number can now be set with this global field. The profit margin percentage that needs to be used should be placed in this field. If the profit margin percent check should be skipped, place a 0 in this field.
41. Option To Suppress Printing Of Invoices/Orders (Y/N)
During Invoice Entry, Credit Memo Entry, Service Invoice Entry, and Order Entry, if this field is set to Y, an override will display that allows the option to mark the invoice, credit memo, or order as being printed. This means that during invoice/credit memo printing or order printing, the invoice, credit memo, or order will not print when the A'll unprinted option is selected. The invoice, credit memo, or order can be printed when the G'roup or I'ndividual invoice or order field is selected. This override is field 15 in Invoice Entry and Credit Memo Entry. In Order Entry, this is field 17, and in Service Invoice Entry,it is field 9. If this global field is set to N, the option will not be given to mark an invoice, credit memo or order as being printed.
42. Assign Default Branch From C'ustomer, Or S'ales Rep # 1
Prior to Revision 13, during Invoice Entry, Credit Memo Entry, Service Invoice Entry, and Order Entry, the Branch Number defaulted from the Customer File (CUSTD). With this global option, the branch can now be set to default from the Sales Rep # 1 field. When setting this field to Y, it is imperative that the sales rep/technician listing is printed and all sales reps and service technicians have a valid branch number between 1 and 255. If this feature is activated and a sales rep has an invalid branch number in the Sales Rep/Service Tech file (SLMD), there may be problems when entering an invoice or order for that sales rep.
43. Override Branch Per Line Item (Y'es, N'o, P'er Invoice/Order)
In Invoice Entry, Credit Memo Entry, Service Invoice Entry, Order File Maintenance, and Order Entry, the branch can now be overridden per line item. If this global field is set to Y, the programs will automatically allow the branch to be overridden. If this is set to N, the programs will not allow the branch to be overridden. If this is set to P, there is an override prompt displayed in the invoice and order headers that will allow the option to override the branch per line item on certain invoice and orders.
44. Display Subtotals During Invoice/CM Entry (Y/N)
If this field is set to Y in Invoice Entry and Credit Memo Entry, the program will calculate and display a subtotal at the N'ext, P'revious, A'dd, C'hange, D'elete, E'nd prompt. The subtotal will consist of a Temp total (total of extended amounts), Shipping (which is 0 since freight was not entered yet), Tax (this includes tax and city tax if activated), and Subtotal (temp total plus tax). This may slow down the invoice entry and credit memo entry processes. Therefore, this feature can be deactivated by setting this field to N.