This program is an alternate to the standard RA Invoicing program.

NOTE: RAs must be posted in order to be invoiced.

Use this program to:
Note: See below "user tip" about running this program in Reprint mode.

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

OPTION: __ RA INVOICING

1 Start DBR Date 04-24-14 21 Printer /dev/tty
2 Start DBR Time 0000 22 Alternate Currency
3 End DBR Date 04-24-14 23 Include Zero Balance N
4 End DBR Time 2359 24 Show Extraction Detail N
5 Start RA # FIRST 25 Print Itinerary N
6 End RA # LAST 26 Include All Vchrs Y
7 Cust# Range 27 Brand ID ALL
8 CDPID Range 28 Invoice Seq.#
9 Location ALL 29 Print to WebRES N
10 Cust Type(s) ALL
11 Sort Order A (R=RA#, B=Bill-to#, A=All)
12 New Invoices Only I (Y=New only, N=Not Only New, I=Invoiced only)
13 Statements N (Y=Yes, N=No, O=Only)
14 Override Percent
15 Coll Fee Percent
16 System/DBR Date S
17 Header (C=Company, L=Location, Blank=none)
18 Detail/Summary D
19 Output Method P (P=Print, D=Display, C=csv E=Email-User, X=Email-Cust)
20 Split E-Mail N (I=Invoice, C=Cust)

1BEGIN 2 3ERASE 4 5 6 7HELP 8

Enter data as follows:

1. START DBR DATE

Using the selected date format, enter the starting DBR date of the RAs to be invoiced. The DBR date referred to here is the closing DBR date. Press RET to default to today's date.

EXAMPLE: Type 042014 (RET)

2. START DBR TIME

Using the selected time format, enter the starting DBR time. Press RET to default to 12:00 midnight.

EXAMPLE: Press (RET)

3. END DBR DATE

Using the selected date format, enter the ending DBR date for the RAs to be invoiced. Press RET to default to today's date.

EXAMPLE: Type 042314 (RET)

4. END DBR TIME

Using the selected time format, enter the ending DBR time. Press RET to default to 11:59PM.

EXAMPLE: Press (RET)

5. START RA #

Enter up to 8 alphanumeric characters to indicate the first RA to be invoiced. Press RET to default to the lowest RA number for the dates and locations requested.

EXAMPLE: Press (RET)

6. END RA #

Enter up to 8 alphanumeric characters to indicate the last RA to be invoiced. Press RET to default to the highest RA number for the dates and locations requested.

EXAMPLE: Press (RET)

7. CUST# RANGE

This item can be used to limit the invoices or statements to a customer number range. Enter up to 6 alphanumeric characters to indicate the starting customer. Press RET; the cursor will move to the right. Enter up to 6 alphanumeric characters to indicate the last customer number to be included.

EXAMPLE: Type W1000 (RET) Type W3000 (RET)
8. CDPID RANGE
 Similar to the field above, this item can be used to limit the invoices or statements to a CDPID number range. Enter the starting CDPID number. Press RET; the cursor will move to the right. Enter up to 10 alphanumeric characters to indicate the last CDPID number to be included.

EXAMPLE: Press (RET)
9. LOCATION

For the opening location, enter:

  1. Up to 6 alphanumeric characters to select a single closing location whose RAs are to be invoiced.
  2. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+".
  3. Press RETURN to default to ALL locations.

EXAMPLE: Type TUS (RET)

10. CUST TYPE(S)

Enter up to 4 customer types (up to 3 alphanumeric characters each) to indicate the customer type codes of the customers to be invoiced. Press RET to default to all customer types. Enter the starting TYPE. Press RET; the cursor will move to the right, allowing for the next Type to be entered.

EXAMPLE: Type WHL (RET)
11. SORT ORDER

Enter:

R = Renter. Sort invoices by the renter

B = Bill to. Sort invoices the bill-to party (This includes WHL and INS type rentals)

A = All Sort Invoices by both Renter and bill to etc.

EXAMPLE: Type B (RET)

12. NEW INVOICES ONLY

When an invoice is prepared, the system marks the RA as invoiced. With that in mind, enter:

Y = Yes. Prepare invoices for RAs that have not been previously invoiced.

N = No. Prepare invoices for all RAs meeting the selection criteria even though some may have been previously invoiced.

I= Prepare invoices only for those RAs that have been invoiced before.

EXAMPLE: Type Y (RET)

13. STATEMENTS

 In addition or in place of invoices, statements can also be prepared using this program. Enter:

Y = Yes. In addition to invoices, prepare statements.

N = No, do not prepare statements. This run is for invoices only.

O = Prepare only statements; do not prepare any invoices.

EXAMPLE: Type N (RET)

14. OVERRIDE PERCENT

This field can be accessed when the above field, Statements, is set to "Y" or "O".

When doing statements, a percentage override can be deducted. Enter the percentage in this field.

EXAMPLE: Type (RET)

15. COLL FEE PERCENT

This field can be accessed when the above field, Statements, is set to "Y" or "O".

When doing statements, a flat fee for collection of funds can be calculated on the net amount. Enter that fee here.

EXAMPLE: Type (RET)

16. SYSTEM/ DBR DATE

Enter the date that should be used as the invoice date.

S = Use the current system date.

D = Use the closing DBR date on the RA.

EXAMPLE: Press (RET).

NOTE: Regardless of entering S or D in this field the due date will always be taken from the DBR date ie if N30, then the due date is 30 days from the DBR date.
17. HEADER

Select the style for the invoice header. Enter:

C = Company. Use the address and phone number from the Company File for the header.

L = Location. Use the address and phone number from the Location File for opening location.

Blank = Don't use a header.

EXAMPLE: Press (RET)
18. DETAIL/ SUMMARY

Enter:

S = Summary. Include only a summary page with totals.

D = Detail. Include a detailed invoice page for each RA.

EXAMPLE: Press (RET).

19. OUTPUT METHOD

This field allows you to designate if the output should display on the screen or print a hard copy of the report.

P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers.

D = Display this report on your terminal screen. See the General Data Entry Instructions Chapter on how to control the screen display.

C = Create a csv file for a spreadsheet plus send to the printer entered in Field 21.

E = Email the invoices and/or statements to the user logged in.

X = Email the invoices and/or statements to the customer. (NOTE: This will email direct to the customer so be cautious about selecting this choice.)

NOTE: if you want to use "X" option, please ask Thermeon Customer Support to set up the GVT record INVEMAIL.

EXAMPLE: Type P (RET)
20. SPLIT EMAIL
 When email is chosen in the previous field, a further choice can be made. Enter:
I = send a separate email for each invoice

C = Send an email with multiple invoices

N = Email was not selected in the previous field.
EXAMPLE: Press (RET)

NOTE: To allow to get one email with separate invoices ask Thermeon Customer Support to add the GVT record "INVSPLIT", (Invoice email split by Invoice logic).
21. PRINTER
 If the invoices and/or statements are to be printed, this field is used to designate which printer should be used.

EXAMPLE: Press (RET)
22. ALTERNATE CURRENCY
 If the invoices should be prepared in a currency other than the currency in which the transaction was done, enter the alternate currency code. Currency conversion will be done to show the values in the alternate currency.

EXAMPLE: Press (RET)
23. INCLUDE ZERO BALANCE

Indicate whether or not those accounts with a zero balance should be included.

Y = Yes, those accounts with a zero balance should be included

N = No, accounts with a zero balance should be ignored.

EXAMPLE: Press (RET)
24. SHOW EXTRACTION DETAIL
 Enter:

Y = Yes. Show the tax on each item and a total for each item.

N = No. Show the tax as a single charge.

EXAMPLE: Press (RET)
25. PRINT ITINERARY
 Enter:

Y = Yes. If there is an itinerary schedule for the rental, include it after the invoice page.

N = No. Do not include the itinerary schedule.

EXAMPLE: Press (RET)
26. INCLUDE ALL VCHRS
 Enter:

Y = Yes. Include net tour vouchers, SVVs, and FVVs when printing invoices.

N = No. Do not include net tour vouchers, SVVs, and FVVs when printing invoices.

EXAMPLE: Press (RET)
27. BRAND ID
 Brand IDs are set by certain reservation merge programs. If invoices should be limited to a particular brand ID, enter it in this field. Otherwise, leave this field blank.

EXAMPLE: Press (RET)
28. INVOICE SEQ. #
 This field can be used only when Field 12 is set to "I".

When RA Charge records are invoiced for the first time by this program, an indicator on the charge record is set to '1'. If there is a change made to the RA after that, a new invoice produced on the next run will set the new RA Charge records to '2'.

Example: RA# A12345678 will now print as RA# A12345678-1
If there is another change made to the RA, the new RA charge records will now be RA# A12345678-2 and so on.

Hertz Mode: RA# A12345678-0 will now print as RA# A12345678-1
If there is another change made to the RA, the new RA charge records will now be RA# A12345678-2 and so on.

NOTE: This indicator is a 2 digit field so there can be up to 99 different charge records.

Indicate which sequence number of invoices should be printed.

EXAMPLE: Press (RET)
29. PRINT TO WEBRES
 This field applies only when the output method field is set to "C". It allows output to a web page.

The screen will then display.

OPTION: __ RA INVOICING


1 Start DBR Date 04-20-14 21 Printer /dev/tty
2 Start DBR Time 0000 22 Alternate Currency
3 End DBR Date 04-23-14 23 Include Zero Balance N
4 End DBR Time 2359 24 Show Extraction Detail N
5 Start RA # FIRST 25 Print Itinerary N
6 End RA # LAST 26 Include All Vchrs Y
7 Cust# Range W1000 W3000 27 Brand ID ALL
8 CDPID Range 28 Invoice Seq.#
9 Location TUS 29 Print to WebRES N
10 Cust Type(s) ALL
11 Sort Order A (R=RA#, B=Bill-to#, A=All)
12 New Invoices Only I (Y=New only, N=Not Only New, I=Invoiced only)
13 Statements N (Y=Yes, N=No, O=Only)
14 Override Percent
15 Coll Fee Percent
16 System/DBR Date S
17 Header (C=Company, L=Location, Blank=none)
18 Detail/Summary D
19 Output Method P (P=Print, D=Display, C=csv E=Email-User, X=Email-Cust)
20 Split E-Mail N (I=Invoice, C=Cust)

1BEGIN 2 3ERASE 4 5 6 7HELP 8

Notes:

After pressing F1 to begin, the program compiles the relevant invoices and displays at the end total INVOICE COUNT, and billed amount. After pressing (RET) the question is asked:


DO YOU WANT RA'S TO BE MARKED AS INVOICED? (Y/N)

Entering "Y" marks the invoice(s) as being Invoiced. This prevents the same RA from being invoiced again when selecting Y for
New Invoices Only" (Field 12.)

Note that RAs can be re-invoiced by selecting "I" in field 12.

With the ability to Edit Posted RA’s, there may be more than one invoice for a RA. For example, the original RA may have posted in May and an invoice was created. In June, the RA is edited, and that generates another invoice in June for the difference (whether an additional charge or a credit) . The adjustment will post using the same RA number but with suffix of 1.

User tip: You can run RA Invoicing in reprint mode using a different version of this program which is REINVE. To access this program type REINVE at any option line to reprint invoices that have already been run. This program is NOT used for running any new invoices.