Program Description
The Invoice Header program is used in conjunction with the Invoice Entry program. It displays various information pertaining to the customers, terms, ship via, sales reps, and branches associated with invoices for shipped items.
Rev 13 Changes
At the Master AR Number field (Bill-To Customer Number), there is the ability to enter up to the first 8 characters of the customer name.
A customer will now be considered past due is the AR Balance in the Customer File (CUSTD) is greater than the AR Limit in the Customer (CUSTD) data file. Previous to this change, a customer would be past due if there was an invoice over the past due days in the Global file, or if credit alert was equal to Y in the Customer file (CUSTD). Now, all three reasons will cause a customer to come up as past due.
Also, when performing serial number searches in the header portion of Invoice Entry, Order Entry, and Credit Memo Entry, the ID Number from the Serial data file (SERIALD) will display.
The invoice number field on the screen was enlarged to display 8 characters without wrapping on the screen or displaying an asterisk (*).
During the header portion of Invoice Entry, Credit Memo Entry and Order Entry, it is now possible to enter a question mark (?) at Sales Rep prompt. An inquiry will be displayed to show all valid sales reps/technicians. For each sales rep/technician, the number, name, and branch number will be displayed. See the sample below:
The prompt Credit I'nquiry Or C'ancel has been changed to Credit I'nquiry, C'ancel, Or Return To Continue. See screen below:
An enhancement was added that allows the operator to do a sales rep split that is not 50% / 50%. This enhancement is in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, and Service Invoicing.
To do this, enter S at the Sales Rep field, and the screen will display sales rep 1, sales rep 1 percentage and sales rep 2 at the bottom of the screen.
Enter a valid sales rep number 1.
At the percentage field, enter a percentage between 1 and 100. The default for the sales rep 1 percentage field will be 50 %.
If 100 is entered, the program will assume no split is being done, and will not ask for sales rep number 2.
If a number less than 100 is entered at sales rep 1 percentage, then the program will prompt for sales rep number 2. The percentage for sales rep 2 is not prompted.
The program will assume that the percentage will be 100 minus the sales rep 1 percentage.
Sales rep 1 and sales rep 2 can not be the same number. If this is attempted, a message will be displayed and the program will prompt for sale rep 2 again.
Currently, this percentage split will only be used by the three commission reports on the Sales Reports Menu in Billing.
The sales rep 1 percentage is a new field. It will be stored in the Invoice Header file (INVHDRD), Order Header File (OEHDRD), Invoice Line Item File (INVLID), Order Line Item File (OELID), Sales Analysis File (SALID), and Sales History File (SHHIST.DT).
Note: Contract Billing will not do a sales rep split. It will assume sales rep 1 percentage is 100 and sales rep 2 is 0. Also, it is recommended that the sales rep with the larger percentage is placed in sales rep 1 field. This is because many reports still will use sales rep number 1 field.
There is a new global option added to Billing Control File Maintenance. This is field 42. Assign Default Branch From C'ustomer, Or S'ales Rep # 1.
If this field is set to C, the program will work the same as prior to Revision 13. The branch will default to the branch in the Customer File (CUSTD).
If this field is set to S for sales rep, the branch will default to the branch stored in the Sales Rep File (SLMD) instead of the Customer file (CUSTD). If the sales rep is overridden, the branch number default will change automatically.
If the operator does a sales rep split, the program will check the branch number for both sales reps. If they are different, the program will then do a branch split with a branch 1 percentage of 50. This can then be overridden when the program reaches the branch prompt in the header of the invoice or order.
If the operator does a sales rep split, and the branch for both sales reps are the same, the program will assume no branch split is taking place and will set branch 1 percentage to 100 and will set branch 2 to 0.
At the branch field, the operator can now do a branch split. This enhancement is in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance and Service Invoicing.
Enter S at the branch prompt. The program will then display branch 1, branch 1 percentage and branch 2 prompts at the bottom of the screen.
Enter a valid branch number 1.
At the percentage field, enter a percentage between 1 and 100. The default for the branch 1 percentage field will be either 100 % or 50 %.
If the global file is set to default branch from sales rep file, and a sales rep split was performed, the branch 1 percentage will default to 50%. Otherwise, the default will be 100 %.
If 100 is entered, the program will assume no split is being done, and will not prompt for branch number 2.
If a number less than 100 is entered at branch 1 percentage, then the program will prompt for branch number 2. The percentage for branch 2 is not prompted. The programs will assume that percentage will be 100 minus the branch 1 percentage.
Branch 1 and branch 2 can not be the same number. If this is attempted, a message will be displayed and the program will ask for branch 2 again.
Currently, this percentage split will only be used by the Branch Item Sales Report on the Billing Sales Reports menu. The branch 1 percentage and branch 2 are new fields. These will be stored in the Invoice Header file (INVHDRD), Order Header File (OEHDRD), Invoice Line Item File (INVLID), Order Line Item File (OELID), Sales Analysis File (SALID), and Sales History File (SHHIST.DT).
Note: Contract Billing will not do a branch split. It will assume branch 1 percentage is 100 and branch 2 is 0. Also, it is recommended that the branch with the larger percentage is placed in branch 1 field. This is because many reports still will use branch number 1 field.
Branch per line item is a new enhancement that has also been added. This enhancement is in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance and Service Invoicing. There is a global option in the Billing Control File Maintenance field number 43. Override Branch By Line Item (Y'es,N'o,P'er Invoice/Order).
If this field is set to Y, the programs will assume that the branch should be asked per line item on the order or invoice.
If this global option is set to N, the program will assume that branch per line item is not being done.
If this global option is set to P, a question will be prompted in the header of the invoice or order to determine if branch per line item should be activated. (See screen sample below).
Branch per line item will normally default to the branch (or branches and percentage if a split was done) that was entered in the header of the invoice or order. If the global is set to have the branch default to the sales rep entered and sales rep and branch are both being entered per line item, the branch default in the line item may change if the sales rep numbers change.
The branches entered in the line items will be used by the Branch Item Sales Report on the Billing Sales Reports menu.
The Sales by Branch/Invoice Report on the Billing Sales Reports menu will have an option to use the branch 1 from the header of the invoice, or the branch 1 from the line items. It does not have the logic to do branch split. The reason for this, is that that report is used for reconciling and it would be difficult to do that if the invoice is split up among different branches.
