Definition: A Sundry Invoice in this context is one that is created for charges not related to a rental agreement. Sundry Invoices are created using the Sundry Invoice program. The Vehicle Sundry Invoice is used to create invoices for vehicle damages charged to customers outside of the rental agreement.

Use this program to:

• Post Sundry Invoices and Vehicle Sundry Invoices to the Accounts Receivable Open Item File and the A/R Distribution File.

• Print an edit list of invoices that are ready to post.

• Print a report of invoices previously posted.

Note on dates: Each invoice has 3 dates attached to it.

Invoice date - This is the date entered in Field # 4 of the Sundry Invoicing program and is the date used in Accounts Receivable as the invoice date.

Create date - This date is automatically assigned to the invoice by the computer's internal clock and is the date on which you entered the transaction. (Similar to a DBR date for Batched RAs.) This date is not accessible, nor does it display anywhere in the invoice record.

Modified date - This date is also automatically assigned to the invoice by the computer's internal clock. If the invoice is modified in any way after it is created, the date on which it was last modified is referred to as the "modified date". This date is not accessible, nor does it display anywhere in the invoice record.

Example: Assuming that on August 3 you created a sundry invoice for ABC Co., Cust. # 1030. The invoice date entered was July 31. On August 4, because it had not been posted as yet, you changed the amount of the invoice. In this case, the dates involved are:

July 31 is the invoice date.
August 3 is the create date.
August 4 is the modified date.

Note that sundry invoices are selected for posting by the modified date if there is one; otherwise they are selected by the create date.

Vehicle Sundry Invoices: Invoices that are entered to show that damages have been repaired and indicate that a customer should be charged will post with amounts. If the entry was made only to show that the damage has been repaired and it is indicated that the customer is NOT being charged. the invoice amount will be zero.

To access the Post Sundry Invoicing program, type POSTINV (RET) at any menu "OPTION:" field or the appropriate line number on the Rental Accounting menu. The screen will then display:

OPTION: __ POST SUNDRY INVOICING 1 Start Date 04-30-04 2 Start Time 0000 3 End Date 04-30-04 4 End Time 2359 5 Location ALL 6 Post Value N (N=Unposted, Y=Posted, B=Both) 7 Do Posting N 8 Detail/Summary D 9 Print/Display P 10 Printer /dev/tty 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. START DATE	Enter the starting create or modified date. Press RET to default to today's date. Invoices either modified or created during the date range selected will be eligible for posting. EXAMPLE: Type 033004 (RET).
2. START TIME	Enter the starting invoice time. Press RET to default to midnight. EXAMPLE: Press (RET)
3. END DATE	Enter the ending invoice date. Press RET to default to today's date. EXAMPLE: Type 033004 (RET)
4. END TIME	Enter the ending invoice time. Press RET to default to 11:39 p.m. (2359). EXAMPLE: Press (RET)
5. LOCATION	Enter the Location Code, a Group Name or press RET to default to ALL locations. EXAMPLE: Type TUS (RET)
6. POST VALUE	Enter 1 alpha character to select the records to be printed. N = Print unposted invoices only Y = Print posted invoices only B = Print both posted and unposted transactions. EXAMPLE: Type N (RET)
7. DO POSTING	Enter 1 alpha character to indicate whether or not invoices should be posted. Y = Post Invoices N = Print a report of invoices but do not post them. X = junk post (no data will be written to the ARDIST or AROPEN files but invoices will be flagged as having been posted) EXAMPLE: Type Y (RET)
8. DETAIL/ SUMMARY	Enter 1 alpha character to select the report format. D = Detailed Report S = Summary Report EXAMPLE: Type D (RET)
9. PRINT/DISPLAY	P = Print a hard copy of this report on your terminal's assigned printer. D = Display this report on your terminal screen. EXAMPLE: Type P (RET) Note: If posting has been selected (Field #7 = "Y"), the only acceptable response in this field is "P" as it is required that a report be printed whenever posting is selected.
10. PRINTER	Press (RET) to use the default printer already displayed or enter the system name for an alternative printer. EXAMPLE: Press (RET)

The screen will then display:

OPTION: __ POST SUNDRY INVOICING 1 Start Date 03-30-04 2 Start Time 0000 3 End Date 03-30-04 4 End Time 2359 5 Location TUS 6 Post Value N (N=Unposted, Y=Posted, B=Both) 7 Do Posting Y 8 Detail/Summary D 9 Print/Display P 10 Printer /dev/tty 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.

Notes:

If there are certain invoices you do NOT wish to post, you can turn on the "prevent post" flag in those individuals records. Although the invoice will be included in the report, it will not post. For each invoice that has the Prevent Posting flag set, the following message will print in the "Net Value" column of the report:

POSTING PREVENTED

The value of the invoice will not be included in the Location Total or Grand Total. Furthermore, if posting has been requested, those invoices with the Prevent Posting flag turned on will NOT be posted.

ACCOUNT SUMMARY

Following the invoice report, the Sundry Invoicing Account Summary will print. This Account Summary is similar to the report that follows the Accounting DBR in that each G/L account affected by the selected invoices will be listed along with the total amount to be debited or credited to the account. When an alternative (expanded) GL account number is used (refer to the 'Posting Ref #' field in Edit Valid GL Accounts), the expanded account number is shown instead of the 4-digit number.

POSTING SUNDRY INVOICES

Sundry Invoices generate transactions that need to be posted to the accounting records. The posting process passes data to the accounting files as described below.

A/R Distribution File

The A/R account in the A/R Control File is debited. However, if a different A/R account is specified in the Customer's record (Page 2, Field 12.), it will take precedence.

The Sales Tax account(s) specified in the referenced Tax code File will be credited.

The G/L Accounts specified in Fields 9a, 12a, etc. of the Sundry Invoice program will be credited for the amount in the corresponding "Value" column.

The invoice date will be the date entered in Field 4 of the Sundry Invoice program.

Invoices can be posted to the A/R Distribution File in either detail or summary fashion. If posted in detail, all charges on each invoice will appear as separate records in the file. Summary posting, on the other hand, will create a single record for each date for each G/L account affected by the invoices. (The choice between detailed and summary posting is controlled by Field 33 on the Maintain A/R Control Data program.)

A/R Open Item File. Each invoice will be posted as a type "I' transaction to the proper customer's account. The "apply-to" number will be the invoice number. However, if the invoice is for a negative amount, the "apply-to" number will be the one supplied by the user when entering the credit balance invoice through the Sundry Invoicing program. The Reference will be "Sundry Invoice".

It is important to note that After posting these invoices, that the payment for these Sundry Invoice records are made when the Accounting DBR is posted.