Program Description
This program is used in conjunction with the Service Ticket Entry program (SD-1-4).
Rev 13 Changes
Field 39. Option To Suppress Printing Of Invoices/Orders (Y/N) has been added to Service Call Control File Maintenance. If this field is set to Y, the Invoice Entry, Credit Memo Entry, Service Invoicing, and Order Entry will have the option to automatically 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 for all is chosen to print all unprinted invoices. The invoice, credit memo, or order can be printed when the a group or individual invoice or order is selected. The override is field 15 in Invoice Entry and Credit Memo Entry, field 17 in Order Entry, and field 9 in Service Invoicing. 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.
The Sales Order field was enlarged from 6 characters to 8 characters in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, Service Invoicing and Contract Billing. This field is stored in the Invoice Header File (INVHDRD) and the Order Header File (OEHDRD).
A global field was added to Billing Control File Maintenance that allows the option to round sales tax off to the nearest cent, always round up, or always round down. This field is field 37. Rounding Of Sales Tax O'ff To Nearest Cent, Always U'p, A'lways Down. In any sort of billing (Invoice Entry, Order Release, Credit Memo Entry, Service Invoicing, Contract Billing) prior to Revision 13, the sales tax rounded off to the nearest cent. This means that if the amount was .5 of a cent or higher, the sales tax rounded up one cent. For example, a sales tax of 10.256 rounded up to 10.26, and a sales tax of 10.254 rounded down to 10.25. Entering O in this field always rounds off to the nearest cent. To always round up, enter U in this field. For example, a sales tax of 10.251 rounds up to 10.26. To round down, enter D in this field. For example, a sales tax of 10.259 rounds down to 10.25. This is also for the City Tax amount. Prior to Revision 13, sales tax was not rounded in any way for this program.
The City Tax Percentage that is written into the Tax Register File (TAX2.DT) was not correct. The tax was calculated correctly, however the percentage when written into the Tax Register file needed to be multiplied by 100 to have 5 decimal positions instead of 3. For example, 2.125 printed on the Tax Register as .02125. This has been corrected in Invoice Entry, Credit Memo Entry, Order Release, and Service Invoicing.
Program changes were made to correct City Tax logic in Invoice Entry, Credit Memo Entry, Order Release, and Service Invoicing. If the item is tax exempt, but a taxable tax code was entered on the item when the invoice is entered, that amount was excluded from the city tax calculation and it was included in the non-taxable amount in the AR File (ARECD). This has been corrected to include Tax Exempt items if a taxable tax code is entered.
The ability to have Cost Lockout Per Security User ID and the ability to have Partial Cost Lockout has been added. If Cost Lockout is set to Y, that means that the operators can not see the cost or change the cost in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, Order Release, Service Invoicing, Machine Inquiry By Item Number, Detailed Machine Inquiry, Item Inquiry By Warehouse, Stock Status Inquiry, and the Summary Sales History Inquiry within the Stock Status Inquiry. If the Cost Lockout is set to N, the cost can be seen or changed in the above locations. This global field has been changed to Cost Lockout Y'es, N'o, P'artial. Partial implies that the cost can be seen in the above locations, but can not be changed. If the Security Module is activated, this can set per Security ID. This is done in Security Master File Maintenance. If this field is left blank in the Security ID or the Security module is not activated, the programs will look to the Cost Lockout global field set up as a default.
The Non-Chargeable Consumable File (NONCHG.DT) has been created. This file stores Product Classes and/or Item Numbers that should be non-chargeable by Service Plan. For example, a Service Plan of TI may imply that toner is included. TI should be added to the Non-Chargeable file with either the Toner Product Class(es) or the Toner Item Numbers. Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, and Service Invoicing have been changed to look at this file. In Service Invoicing, the Service Plan is entered per line item. Unlike Invoice Entry, Credit Memo Entry, and Order Entry, the check will not come after the quantity is entered, therefore, the quantity break check and contract pricing check will still occur. After the service plan is entered, the program will then check to see if the item or product class and service plan are in the Non-Chargeable Consumable file. If the item or product class and service plan are there, a message stating Non-Chargeable Consumable. Service Plan = XX will be displayed and the price will default to 0. The price can be overriden if desired.
An enhancement was added that allows the option 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 prompt 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 programs will assume that 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 Billing Sales Reports menu.
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 the sales rep 1 field. This is because many reports will still use the sales rep 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.
11. 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.
In the line item portion of Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance and Service Invoicing, there is now the ability to do sales rep splits that are not a 50% /50% split. If Sales Rep per Line Item is activated, the program will default to the sales rep(s) and sales rep 1 percentage entered in the header of the invoice or order. See screen sample below. This can be overriden or the default accepted. If the sales rep is split and the user would like to make a line item not have a split, 100 should be entered at the sales rep 1 percentage. The program will then assume no split should be done on the line and the sales rep 2 will default to 0.
If branch per line item was activated in the header, the branch numbers will be prompted after the sales rep numbers. The option to do branch splits was also added. See the sample below. If there is a branch split and there is not to be a split on a line item, enter 100 at branch 1 percentage and the program will assume branch 2 should be 0 and no split is being done.
If sales rep per line item is activated on a predefined and free-flowing kit, the program will prompt if the sales rep should be overridden per line item. If Y is entered, the program will allow the sales rep to be entered per line item on the kit. See the sample below:
If branch per line item is activated on a predefined and free-flowing kit, the program will prompt if the branch should be overridden per line item. If Y is entered, the program will allow the branch to be entered per line item on the kit. See the sample below:
On non-chargeable parts entry, the program will assume that sales rep 1 will be the technician number, the sales rep 1 percentage will be 100, and sales rep 2 will be 0. Branch 1 will default from either the Customer (CUSTD) or the Sales Rep (SLMD) file (based on global field setup), the branch 1 percentage will be set to 100 and branch 2 will be set to 0.
The ability to redeem Variable Quantity coupons were added.
Click on the book to learn more about the Coupon system.