Rev 12 Documentation
Machine Billing History Inquiry is new in Rev 12 and can be found on the Billing Inquiry menu, 2-9, Service Inquiry menu, 2-17, and Contract Inquiry menu, 2-6. The information on the inquiry can also be printed.
The purpose of the inquiry is to show all invoicing and service history transactions for a specific serial number. This includes all invoices, credit memos, voids, chargeable service calls, non-chargeable service calls, and contract meter billing. Also included are invoices or invoices from orders that are linked to the serial number. Thus, the billing history can be tracked from the sale of the machine through the contract and service transactions and any links to orders and invoices. The inquiry looks at the Sales History, Shhist, File to find invoices, credit memos, chargeable service calls, non-chargeable service calls where parts were entered, and meter billing invoices that are linked to the serial number.
Note: The Sales History File, Shhist.dt, is not updated until End of Day Processing occurs. Thus, the current days transactions are not included. The exceptions to this are records generated from Contract Billing. They are updated at the time of the billing.
The serial number is accessed by serial number search. The inquiry displays the transaction date, invoice or credit memo number, type of transaction, service plan, service call number, and meter reading. The dollar amount of the transaction is included. A specific invoice or credit memo number can be entered and the Invoice/Order Inquiry is accessed, which provides the detail of the invoice.
Enter Data
During the input of the inquiry, a / slash to cancel or a ^ to go back one space may be entered. The ESC escape key may also be entered to interrupt the inquiry or input.
Enter Serial Number Or E'nd
6/26/97 Machine Billing History 15:54
Enter Serial Number Or E'nd
Display Voided Records (Y/N)
Display Total Of I'nvoice Or L'inked Line Items Only
Press ESC To Interrupt And Return To Menu
Notes: ^ = Go Back 1 Space / = Cancel
Enter E to return to the menu.
There are four ways to access the serial number of the specific machine. The first is to enter the serial number of the machine. The program searches for an exact match and displays the serial numbers it finds. The second is to enter an * (asterisk) after the initial characters in the serial number. This produces a search of all serial numbers that begin with the inputted characters. The third is to enter an * (asterisk) before the ending characters in the serial number. This produces a search of all serial numbers that end with the inputted characters. When using the straight serial number entry, 18 alphanumeric characters are allowed. When using the beginning or ending * (asterisk) search, 17 alphanumeric characters of the serial number is allowed.
The fourth method is to enter the machine ID number of the serial. ID number is stored in the Serial File. ID number search works when entering the exact ID number or utilizing the search for the beginning characters (ID followed by an asterisk). Note: If the beginning character search is made and the ID number and actual serial number begin with the same characters that were defined in the search, the serial number is displayed twice. The ending character search is not applicable to the ID number.
Enter Data (Contd)
Following is an example of the entry of the exact serial number. No asterisk is used. Only serial numbers that match exactly with the input display. The serial number that is entered on the example is TH78.
7/09/97 Machine Billing History 9:53
Enter Serial Number Or E'nd TH78
Display Voided Records (Y/N)
Display Total Of I'nvoice Or L'inked Line Items Only
Model # Description Serial# Cust #
1 2110A COPY MACHINE TH78 5552222
E'nd Or Select Individual Machine Choice
The next example is utilizing the serial number search of the initial characters of the serial number. The input of the characters of the serial number are entered before the asterisk. The input on the example is TH*. Notice the additional serial number that displays. They all begin with the inputted characters TH.
7/09/97 Machine Billing History 9:53
Enter Serial Number Or E'nd TH*
Display Voided Records (Y/N)
Display Total Of I'nvoice Or L'inked Line Items Only
Model # Description Serial# Cust #
1 2110A COPY MACHINE TH78 5552222
2 2110A COPY MACHINE TH79 5552222
E'nd Or Select Individual Machine Choice
Enter Data (Contd)
The next example is utilizing the serial number search of the ending characters of the serial number. The input of the characters of the serial number are entered after the asterisk. The input on the example is *78.
7/09/97 Machine Billing History 9:53
Enter Serial Number Or E'nd *78
Display Voided Records (Y/N)
Display Total Of I'nvoice Or L'inked Line Items Only
Model # Description Serial# Cust #
25 2110A COPY MACHINE NDR5678 0
26 M22056 COPIER M678 0
27 2110A COPY MACHINE V678 0
28 2110A COPIER 778 5557777
29 101 MINOLTA 101EZ COPIER 45778 0
30 001 MINOLTA PART 7777778 7777778
31 KEL7 COPIER 6 7878 0
32 2110A MACHINE F878 2223344
33 2110A COPIER CL978 5552222
34 M22178 COPIER H78 0
35 2110A COPY MACHINE TH78 5552222
36 2110A COPIER K78 7993023
Display N'ext, P'revious, E'nd, Or Select Individual Machine Choice
Note that all of the displayed serial numbers end with 78. Note that in all three examples the item number 2110A, serial number TH78 is included. This is because this serial number fits all of the requirements for the three search inputs.
Following is an example of the entry of an exact ID number. TESTID is input.
7/09/97 Machine Billing History 9:53
Enter Serial Number Or E'nd TESTID
Display Voided Records (Y/N)
Display Total Of I'nvoice Or L'inked Line Items Only
Model # Description Serial# Cust #
1 2110A COPIER 55 7882222
2 2110A COPY MACHINE TESTID 7993023
E'nd Or Select Individual Machine Choice
Enter Data (Contd)
In the previous example, serial number 55 appears because TESTID is stored as this machines ID number. The serial number TESTID also appears as this is an existing serial number.
The next example illustrates entering the ID number and a beginning characters search. TESTI* is entered.
7/09/97 Machine Billing History 9:53
Enter Serial Number Or E'nd TESTI*
Display Voided Records (Y/N)
Display Total Of I'nvoice Or L'inked Line Items Only
Model # Description Serial# Cust #
1 2110A COPIER 55 7882222
2 2110A COPY MACHINE TESTID 7993023
3 100 COPIER TESTITEM 1234567
E'nd Or Select Individual Machine Choice
The same serial numbers appear with the addition of one serial number.
All four methods display machines placed at a customer site, machines assigned as a custody machine to a customer and non-placed machines. When the machines are accessed with the serial number search or beginning characters search, the machines display in serial number order and then in the order they were added to the index that is used by the program. When the machines are accessed with the ending serial number search, the machines display in serial number order but in the order of the last characters of the serial number rather than the first.
Enter N to display the next screen of the serial number search. Enter P to display the previous screen of the serial number search. Enter the line number of the serialized item you desire. After selecting a machine, the cursor moves to the Display Voided Records (Y/N) prompt. Enter E to exit the serial number search and return to the Enter Serial Number prompt.
Enter Data (Contd)
Display Voided Records (Y/N)
7/08/97 Machine Billing History 14:32
Enter Serial Number Or E'nd TH78
Display Voided Records (Y/N)
Display Total Of I'nvoice Or L'inked Line Items Only
Press ESC To Interrupt And Return To Menu
Notes: ^ = Go Back 1 Space / = Cancel
Enter Y to display voided records on the inquiry. A V displays next to each voided record. Enter N to not display voided records on the inquiry.
Display Total Of Invoice Or Linked Line Items Only
Enter I to display the entire total of each credit memo or invoice that had at least one line item linked to the serial number. This displays in the inquirys Credits or Charges column, respectively. Note: The entire total of the credit memo or invoice may not apply to the machine in question since some line items might not be linked to the serial number. This total includes sales tax and freight charges. If there are other machines on the contract their billing amount is also included on the contract invoice.
Enter L to display the total of credit memo or invoice line items linked to the serial number. This displays in the inquirys Credits or Charges column, respectively.
Carriage return after entering I or L. The messages Building Temporary Index& Date = MM/DD/YY and Building Sales History Temporary Index& Date = MM/DD/YY display on the screen as the Machine Billing History Inquiry is created.
Enter Data (Contd)
The Machine Billing History Inquiry opens and one of the following prompts displays.
Enter Specific Inv/CM #, PR'int Or E'nd:
Display Next, Previous, Enter Specific Inv/CM#, PRint Or End: N
Display Previous, Enter Specific Inv/CM#, PRint Or End:
7/21/97 Machine Billing History 11:40
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 2110A Serial Number: TH78
Customer Number: 5552222
THE SLEEP INN MOTEL Customer Phone Number: 507-555-2222
54 HOWARD ST Current A/R Balance: 39998.96
P.O. BOX 1235
LA CROSSE WI 546032222 Maint. Agree. No.: 3022 Group: 3022
Tran.
Date Inv/CM # Type SP Reference Call No. Meter Rdg Credits Charges
Ship-To Customer: 5552222 THE SLEEP INN MOTEL
8/03/96 95328 STC A1 P 53142 5900 300.00
7/15/96 95326 INV A1 S 5700 60.00
7/15/96 95325V INV A1 4800
7/12/96 95327 INV A1 G MAINT.#3022 2.40
6/12/96 95323 INV A1 G MAINT.#3022 6.00
6/11/96 STN A1 53141 3950
5/07/96 95321 INV A1 G MAINT.#3022 3.70
1/01/96 95319 INV C 2345.00
Display N'ext, Enter Specific Inv/CM #, PR'int Or E'nd: N
Carriage return to accept the default of N to display the next screen of the inquiry. Enter P to display the previous screen of the inquiry. Enter PR to print a hard copy of the inquiry. Enter an invoice or credit memo number to access the Order/Invoice Inquiry program. This allows you to view the details of the invoice or credit memo. After exiting the Order/Invoice Inquiry, the cursor returns to one of the above prompts. Enter E to return to the Enter Serial Number prompt.
Results
The Machine Billing History Inquiry screen is divided into the heading and details section. The heading contains information on where the machine is currently located, whether or not the machine is on a contract, and information about the current customer if the machine is currently placed. The details section contains information about each invoice, credit memo, service invoice, service non-chargeable parts, and contract meter billings linked to the particular machine. Service calls that had no parts entered are also included. Custody, CC type, calls created through the machine tracking feature are never included.
The bill-to customer number displays before the billing transaction detail and whenever it changes for the purpose of viewing the movement of the machine.
See the following example of the Machine Billing History Inquiry if the machine is currently placed at a customer site. The following information displays in the heading.
7/08/97 Machine Billing History 14:37
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 2110A Serial Number: TH78
Customer Number: 5552222
THE SLEEP INN MOTEL Customer Phone Number: 507-555-2222
54 HOWARD ST Current A/R Balance: .00
P.O. BOX 1235
LA CROSSE WI 546032222 Maint. Agree. No.: 3022 Group: 3022
Item Number: The item number from the Serial, Seriald, File.
Serial Number: The serial number for which the Machine Billing History Inquiry is created.
Customer Number The customer number from the Serial File.
Customer Name The bill-to customer name from the Customer, Custd, File.
Customer Address Line 1 The bill-to customer address line 1 from the Customer File.
Customer Address Line 2 The bill-to customer address line 2 from the Customer File.
Results (Contd)
7/08/97 Machine Billing History 14:37
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 2110A Serial Number: TH78
Customer Number: 5552222
THE SLEEP INN MOTEL Customer Phone Number: 507-555-2222
54 HOWARD ST Current A/R Balance: .00
P.O. BOX 1235
LA CROSSE WI 546032222 Maint. Agree. No.: 3022 Group: 3022
Customer City, State, Zip Code The bill-to customer city, state, and zip code from the Customer File.
Customer Phone Number: The bill-to customer phone number from the Customer File.
Customer Current A/R Balance: The bill-to customers current accounts receivable balance. Note: This is the bill-to account assigned to the ship-to account in the Customer File.
Maint. Agree. No.: If the machine is covered by a contract, the type and number of the contract display.
Group: The group bill number displays if the machine is covered by a contract.
At Site No Contract Displays if the machine is at the customer site but is not covered by a contract.
Results (Contd)
See the following example of the Machine Billing History Inquiry if the machine is currently under custody to a customer. The same information displays in the heading as described previously.
7/21/97 Machine Billing History 11:44
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 2110A Serial Number: 101F
Custody Customer: 6666000
THE WORLD INC Customer Phone Number: 608-666-6000
Current A/R Balance: 9342.38
P.O. BOX 86
LA CROSSE WI 546014522 At Site No Contract
Tran.
Date Inv/CM # Type SP Reference Call No. Meter Rdg Credits Charges
Ship-To Customer: 6666000 THE WORLD INC
12/09/96 STN CH 52825 100
Machine Totals .00 .00
Enter Specific Inv/CM #, PR'int Or E'nd:
See the following example of the Machine Billing History Inquiry if the machine is currently under custody to a sales rep. The following information displays in the heading.
7/08/97 Machine Billing History 14:58
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 100 Serial Number: 120
Custody Sales Rep: 14
CINDY JACKSON
Item Number The item number.
Serial Number The serial number for which the Machine Billing History Inquiry is created.
Custody Sales Rep Number The number of the sales rep assigned custody of the machine.
Sales Rep Name The name of the sales rep.
Results (Contd)
See the following example of the Machine Billing History Inquiry if the machine is currently not at a customer site and not under custody. The following information displays in the heading.
7/21/97 Machine Billing History 11:46
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 100 Serial Number: 5
Machine Not At Site
Item Number The item number.
Serial Number The serial number for which the Machine Billing History Inquiry is created.
Machine Not At Site This message displays if the machine is currently not at a customer site and not under custody to a customer or sales rep.
Results (Contd)
The inquiry looks at Sales History, SHHist, File to find invoices, credit memos, chargeable service calls, non-chargeable service calls where parts were entered and meter billing invoices that are linked to the serial number. The details section is sorted by transaction date (most recent first) and meter reading (highest first) order. The charges and credits only include the amounts of the line items linked to the serial number. All information is from the SHHist File unless noted. The following information displays in the details section.
7/08/97 Machine Billing History 15:01
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 2110A Serial Number: TH78
Customer Number: 5552222
THE SLEEP INN MOTEL Customer Phone Number: 507-555-2222
54 HOWARD ST Current A/R Balance: .00
P.O. BOX 1235
LA CROSSE WI 546032222 Maint. Agree. No.: 3022 Group: 3022
Tran.
Date Inv/CM # Type SP Reference Call No. Meter Rdg Credits Charges
Ship-To Customer: 5552222 THE SLEEP INN MOTEL
8/03/96 95328 STC A1 P 53142 5900 300.00
7/15/96 95326 INV A1 S 5700 60.00
7/15/96 95325V INV A1 4800
7/12/96 95327 INV A1 G MAINT.#3022 2.40
6/12/96 95323 INV A1 G MAINT.#3022 6.00
6/11/96 STN A1 53141 3950
5/07/96 95321 INV A1 G MAINT.#3022 3.70
1/01/96 95319 INV C 2345.00
Machine Totals 2717.10
Enter Specific Inv/CM #, PR'int Or E'nd:
Tran. Date The date of the invoice, credit memo, or service call.
Inv/CM # The invoice or credit memo number. A V displays if the transaction has been voided. No charge service tickets do not have an invoice number.
Type INV = Invoice, C/M = Credit memo, STC = Service ticket chargeable, STN = Service Ticket Non-chargeable.
Service Plan The service plan on the invoice, credit memo, or service ticket. The primary item type stored in the Accounts Receivable, ARECD, or Accounts Receivable, ARHIST, File displays after the service plan.
Results (Contd)
Reference This is from the ARECD or ARHIST.DT File.
Meter Reading This is the meter reading entered during the linkage. If the record is from a service call, this meter reading is from the service call.
Credits If the record is a credit memo, the transaction amount displays below the Credits column. If I is selected at the Display Total Of Invoice Or Linked Line Items Only prompt, this is the total amount of the invoice including sales tax and freight and any other items that are not linked to the serial number. If L is selected at the Display Total Of Invoice Or Linked Line Items Only prompt, this is the total of those invoice line items linked to the serial number in question.
Charges - If the record is an invoice, the transaction amount displays below the Charges column. If I is selected at the Display Total Of Invoice Or Linked Line Items Only prompt, this is the total amount of the invoice including sales tax and freight and any other items that are not linked to the serial number. If L is selected at the Display Total Of Invoice Or Linked Line Items Only prompt, this is the total of those invoice line items linked to the serial number in question.
There is also a machine total that displays showing the total credits and total charges.
Results (Contd)
Following is an example of the same machine, but the invoice total option was selected. Note the difference in the charge amounts.
7/08/97 Machine Billing History 15:26
Print Invoice Total Display Voids
Item Number: 2110A Serial Number: TH78
Customer Number: 5552222
THE SLEEP INN MOTEL Customer Phone Number: 507-555-2222
54 HOWARD ST Current A/R Balance: .00
P.O. BOX 1235
LA CROSSE WI 546032222 Maint. Agree. No.: 3022 Group: 3022
Tran.
Date Inv/CM # Type SP Reference Call No. Meter Rdg Credits Charges
Ship-To Customer: 5552222 THE SLEEP INN MOTEL
8/03/96 95328 STC A1 P 53142 5900 319.50
7/15/96 95326 INV A1 S 5700 145.79
7/15/96 95325V INV A1 4800
7/12/96 95327 INV A1 G MAINT.#3022 11.07
6/12/96 95323 INV A1 G MAINT.#3022 12.78
6/11/96 STN A1 53141 3950
5/07/96 95321 INV A1 G MAINT.#3022 3.93
1/01/96 95319 INV C 2478.98
Machine Totals 3291.55
Enter Specific Inv/CM #, PR'int Or E'nd:
7/08/97 Machine Billing History 15:01
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 2110A Serial Number: TH78
Customer Number: 5552222
THE SLEEP INN MOTEL Customer Phone Number: 507-555-2222
54 HOWARD ST Current A/R Balance: .00
P.O. BOX 1235
LA CROSSE WI 546032222 Maint. Agree. No.: 3022 Group: 3022
Tran.
Date Inv/CM # Type SP Reference Call No. Meter Rdg Credits Charges
Ship-To Customer: 5552222 THE SLEEP INN MOTEL
8/03/96 95328 STC A1 P 53142 5900 300.00
7/15/96 95326 INV A1 S 5700 60.00
7/15/96 95325V INV A1 4800
7/12/96 95327 INV A1 G MAINT.#3022 2.40
6/12/96 95323 INV A1 G MAINT.#3022 6.00
6/11/96 STN A1 53141 3950
5/07/96 95321 INV A1 G MAINT.#3022 3.70
1/01/96 95319 INV C 2345.00
Machine Totals 2717.10
Enter Specific Inv/CM #, PR'int Or E'nd:
Results (Contd)
Note: On the previous example, invoice 95319, the original sale of the machine. The appearance of the invoices for the sale of the serial numbered items is only applicable to invoices created after loading Revision 12. Entering the invoice number at the prompt accesses the invoice inquiry.
Cust No. Cust.PO/Refer Class Date Terms Tax1 Tax2 Slm Inv.No.
5552222 1 1/01/96 1 10 10 14 95319
Shipping Date Order Date Order Number
1/05/96 1/01/96 5092
----- S O L D T O --------------- S H I P T O --------------------------------
MISSISSIPPI BOAT SERVICES THE SLEEP INN MOTEL S/Via U.P.S.
E. WISCONSIN ST. 54 HOWARD ST From
P.O. BOX 345 P.O. BOX 1235 Spec
PORTAGE WI 539012222LA CROSSE WI 546032222 A/R# 7856200 Co 1
-----------------------------------------------------------------------Br # 2
Ln Item No. Description Ord Shptd B/O UM Ext.Price
1 2110A COPY MACHINE 1 1 EA 2345.00
WH# 1
2 1 SERIAL NO. TH78
Subtotal 2345.00
Freight .00
Sales Tax 133.98
Total 2478.98
S'erial Number Linkage or E'nd
The last example reflects a movement of the machine to more than one customer. The header displays the current placement of the machine.
7/21/97 Machine Billing History 11:51
Print Total Of Line Items Linked To Machine Display Voids
Item Number: 2110A Serial Number: FDG65
Customer Number: 5552222
THE SLEEP INN MOTEL Customer Phone Number: 507-555-2222
54 HOWARD ST Current A/R Balance: 39998.96
P.O. BOX 1235
LA CROSSE WI 546032222 At Site No Contract
Tran.
Date Inv/CM # Type SP Reference Call No. Meter Rdg Credits Charges
Ship-To Customer: 5552222 THE SLEEP INN MOTEL
7/11/97 95331 INV C 2345.00
Ship-To Customer: 6666000 THE WORLD INC
7/08/97 95329 INV C 2345.00
7/08/97 95330 C/M C 2345.00
Machine Totals 2345.00 4690.00
Enter Specific Inv/CM #, PR'int Or E'nd:
Additional Notes
In the SHHist File, serial linkage only stores serial number but does not store the item number. If there are two machines with the same serial number, the same information from the Sales History File displays under both serial numbers.
There will be a change in contract billing in the future so that base billings get separated between the individual machines. Once this is complete, base billings will display on the Machine Billing History Inquiry.