Program Description
This program can be found on the Contracts Data Entry menu (CN-1-12). This is used to void a contract invoice created during the current fiscal month. This program does not update the contract or meter files. If a contract is billed in error, the contract dates will have to be moved back and the meters backed out. The bill-to customer number and invoice number are needed to void a contract invoice.
Rev 14 Changes
When a contract is billed or the contract invoice is voided, the MTD and YTD units, sales and cost figures for the Multiple Sales Analsis Items are updated. Usually the Sales Analysis Items are non-tangible (non-stocked) items. Some customers have began adding tangible (stocked items), such as Toner on a contract as a Sales Analysis Item. These stocked items should not have the MTD and YTD figures updated. A global option has been added to Contract Control File Maintenance for those customers that use stocked items as Sales Analysis Items on contracts. This is field 39 Do You Wish To Update MTD/YTD Figures On Tangible (Stocked) Items During Contract Billing (Y/N). This new field will be set to Y for yes during Revision 14 since that is how the program worked prior to the revision. If you would like to set this field to N to not update stocked items, it is very important that the Non-Stocked Y/N field in Item File Maintenance is checked on the items that are used as Sales Analysis Item numbers to ensure that the Non-Stock field is set to N on tangible (stocked) items and set to Y on non-tangible (non-stocked) items. Both Contract Billing and Contract Invoice Void will use this new global option to determine whether or not to update the MTD and YTD figures when voiding a contract invoice.
The program would allow you to void a contract invoice that was done in the previous month, as long as it was entered on the same day that the End Of Month Processing was performed. This has been corrected. If an operator tries to void a contract invoice that was done prior to end of month, even if it was done the same day that the End Of Month Processing was performed, a message will display and the contract invoice will not be voided. The message displayed is “The System Date Of This Invoice Indicates This Is From A Previous Month. Void Not Allowed.”
Rev 13 Changes
New indices have been added to the Sales History File (SHHIST.DT). These are SHHIST6.IX, SHHIST7.IX, and SHHIST8.IX. These will now be added to in this program.
Rev 12 Documentation
Contract invoices are voided through the program Contract Invoice Void, found on the Contract Data Entry menu, 1-12.
Internal changes were made in Revision 12 to incorporate the Item and Serial File size changes. The new sales history index, Shhist5.ix, is updated in Contract Invoice Void.
With Revision 12 the current contract meter reading and reading date is now written into the Contract History Billing record. Thus any contracts billed after Revision 12 will have this additional information stored in the Billing Contract History record. At this time the information can only be accessed through Application Manager. Contract History Invoice Void records will also have the meter reading and date written in. The void program will check the Contract History File for a billing record with the same invoice, item and serial number and write the meter reading and date from the Contract History Billing record into the Contract History Void record. Thus the void record will reflect the meter reading and date at the time the contract invoice was created.