Using Invoicing

1. Select the invoices you would like to print from the Ready Orders by clicking on the line of the order/invoice and pressing Enter. You may select several orders or use the F9 key to tag all orders.

2. Press F10.

3. Command options will appear allowing you to print or choose from a set of other print options.

4. The system will now ask whether you want to keep the invoice or abandon it if the auto keep function is set to no (N=no) in Receivables Options. If auto keep function is set to yes, the invoice will be kept.

Keep Invoice, Abandon Invoices:

• If you select Keep Invoices, the system will save the printed invoice and update the order status to invoiced.

• If you select Abandon Invoices, the system will disregard the invoice, leaving the order as a ready to invoice order. The message will ask "Destroy Invoice!!! Are you sure? No/ Yes". If you select no, the system will update the invoice. If you select yes, the system will void the invoice and return the status of the order to ready.

If Trace reporting is activated in Interface Options to create the XML Trace Import Document when the invoice is kept , and the Customer has a Trace ID, the system will automatically use the NetTrace utility to create the XML Import Trace Document and upload the document to the Trace website once the invoice is kept ( Auto keep or by selecting Keep) the message line will display Updating Files for Invoice keep to indicate that the Trace XML Import Trace Documents are being created and the files updated accordingly. The NetTrace Interface dialog box will open indicating the progress of the transfer of the document to the Trace website and the Document Status . The dialog box contains the following fields. See Trace Overview for more information

• Process Status - Either Connecting if trying to connect to the website or Connected indicating a connection has been made
• Order Number - indicates the order number being processed
• Document Status - The initial status is Uploading to indicate the file is being sent to the Trace website. After sending the file, the system will look for an updated status from Trace. The document should come back with a Received status. See Using Trace for the other possible document statuses.

The user can continue processing transaction in the system while NetTrace runs in the background.

Note: Multiple page invoices print “continue” in the total amount field on all but the last page of the invoice.

1. Select the invoice you would like to print from the Ready Orders table by clicking on the line of the order/invoice and pressing Enter.

The following information will display:

Header Information

• Invoice or Credit – This field displays the current order type as invoice or credit and the word "New", since this is a new invoice or credit invoice.
• The invoice date
• Order – The order's reference number.
• Shipped – This field displays the sales order's ship date
• SR – The associated sales rep
• Route – The route assigned
• PO – The customer purchase order number
• Freight – The freight terms and freight type for the invoice
• Customer – The customer ID code and name
• The bill-to name, address, telephone number, and bill-to ID if the order is for a customer that has a bill-to ID
• Reason – The credit order reason for credit orders.

Line Item Information

The fields will display based on the "What prints on" options for invoices in Shipping Options and item info tags.

• The shipped quantity of the item based on the ordering unit of measure or item pack
• The item pack unit ordered
• The item code
• The item description
• The item pack unit description
• The shipped quantity based on the items' invoicing unit of measure
• The Selling Price based on the invoicing unit of measure for the item and the invoicing unit of measure
• The extended price
• The grand total of the order
• The terms associated with the order/invoice.

2. Command options will appear:

• Invoice – Select Invoice to print the invoice. Command options will appear allowing you to print or choose from a set of other print options. See Invoice and Print (below).
• Show Attributes – Select Show Attributes to view the invoices with all invoice line details as defined in the "what prints on" settings in Shipping Options and the invoice setting in Item Info.
• More – Select More to display additional command options:
  • Exit – Select Exit to exit the more option and return to the command line.
  • Header – Select Header to view additional information about the invoice. Press the space bar to exit from the Header option.
    • Ordered – This field displays when the order was created.
    • Carrier – The carrier ID information
    • Airbill – The order's air bill number of freight tracking
    • Taxable – This field displays the tax type options Y/N fields assigned to the customer's order based on the tax type options defined in Tax Options
    • Broker – The order's associated broker information
    • Order Note – This field displays additional notes associated with the order
    • Invoice Note – This field displays additional notes associated with this invoice.
  • Totes – Select Totes to view information on totes and pallet shipments

  Note: This command option will only appear if the Ask Totes and Ask Pallets fields are set to Y (Y=yes) in Shipping Options

  • Next Day Tracking – Select Next Day Tracking to view next day freight tracking information. The following information will display:.
    • If you double click on the information line, the system will automatically connect the user to the website for the next day carrier. If the next day carrier is FedEX, you will be directly linked to their tracking system for the tracking number selected. If the next day carrier is UPS , you will be linked to the UPS home page where you can log into your account and then enter the tracking number information.. If the next day carrier is DHL, your Internet Browser will open where you can then access the DHL website
    • Tracking Number – The next day freight class tracking number
    • Weight – The weight of the carton
    • Declared – The declared value of the carton
    • Charge – The charge for the carton
    • ID – The ID for the carton
      •  A Select A Carton window will display the following options:
        • EXIT – Select EXIT to exit and return to the command options.
        • A list of cartons
          • Scroll to the appropriate carton and press Enter to select. You will be directed to the next day carrier website where you can track the status of the carton.

  Note: This command option will only appear if the Next Day Freight options are configured . See Using Interface Options for more information.

  • Line Costs – Select Line Costs to display the sales cost allocations for the selected line for each sales cost adjustment type for the specified invoice.
    • Type – The sales cost adjustment type
    • Adjustment/Description – The sales cost adjustment name/description
    • Extended – The total dollar value of the sales cost allocation.
  •  All Costs – Select All Costs to display the total sales cost allocations for each sales cost adjustment type for the specified invoice.
  • Type – The sales cost adjustment type
  • Adjustment/Description – The sales cost adjustment name/description
  • Extended – The total dollar value of the sales cost allocation.
    • Press F9 to display the invoice line item details for each sales cost adjustment type selected.
    • Press F10 to exit the cost display.

  • Trace - If the customer has a Trace ID, and an XML Trace Document was created - Select Trace to View, Print, or Delete the XML Trace Document

    • Select Exit to exit from the Trace Inquiry or scroll to select one of the listed XML documents from the list;
    • A  list of XML Documents for the invoice selected will appear and display the following:
      • The Date and Time the XML document was created
      • The User Id of the User that created the XML document
      • Where the XML document was Created and which Transactions created the XML Document
    • The following options will appear:
      • Exit - Select Exit to Exit from the selected XML Document
      • View - Select View to display the XML Document on the Screen
      • Print XML - Select Print to print the selected XML Document
      • Delete XML - Select Delete to delete the XML so it can be re-create

    Note: This command option will only appear if Trace is configured in your system. See Trace Overview for more information

    Press the space bar to exit from the Header option.

• Show Order – Select Show Order to view the invoice using the shipped sales order "what prints on" form layout as defined in Shipping Options and the Item Info shipped sales order print options.
• Exit – Select Exit to exit the invoice display screen and return to the selection options.

Note: This command option will only appear if the Ask Totes and Ask Pallets settings in Shipping Options are set to Y (Y=yes).

1. Select MASK from the Ready Orders by selecting the MASK line and pressing Enter.

2. Press F10.

3. Command options will appear allowing you to print the invoice template to align the forms printer when using preprinted forms or choose from a set of other print options.

Selecting the DATE option allows you to change the invoice date from the system date to another date.

1. Select DATE from the Ready Orders by selecting the MASK line and pressing Enter.

2. Press F10.

3. The Invoice Date field will appear; modify the date as necessary.

4. Press Enter when done to return to the Ready Orders table to select invoices to print.

Select PRICE to run the Zero Order Price Check. Zero Price Checking allows the user to check orders for product that may be going out the door with a zero selling price.

1. Select PRICE from the Ready Orders by selecting the PRICE line and pressing Enter.

2. Press F10.

3. If any orders are found with zero pricing, the order lines with the zero balance will display. If there were no orders found with a zero selling price, the message line displays "Nothing failed price check!!! Press Space Bar".

If orders are found , the screen displays the following fields:

• Order – The order number
• Cust – The customer ID code
• Item – The item name with the zero price.
• Quantity – The shipped quantity amount of the product that was shipped
• Un – The unit of measure
• Price – The price of the item.

Note: Zero priced order line cannot be changed here; this is for your information only. See Set Zero Priced Orders for more information.