Use this program to:
Before using this program:
Tax Codes. There should be valid Tax Codes set up in the Tax Code File. The default tax code used is the Tax Code from the Edit Location record, if one has been entered. If some Sundry Invoice items will not be subject to tax, use a Tax Code with a zero tax rate on those items.
User tip: If more than one posting company is used, when posting to a different company than the operational one, the Tax Code must exist in the posting company.
Sundry Invoice Numbers: Use the Edit Next Invoice Number program on the Accounting Control Files Menu to define a range of invoice numbers. A range can be assigned to the operation in general, to a location group, or to individual locations. If a number range for the location exists, it will be used. Otherwise the number range for the location group is used. If neither of those are set up, the general number range for the operation is used. (This number range is shared with the Vehicle Sundry Invoice program used for vehicle related invoices.)
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 the transaction is entered. (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 displayed when an invoice is recalled to this screen.
Example: Assuming that on August 3 a sundry invoice was created for ABC Co., Cust. # 1030. The invoice date entered was July 31. On August 4, prior to it being posted, the amount of the invoice was changed. 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. In the example above, whenever the work of August 4 is posted, this invoice will post and show a date of July 31 on the Customer's account in AR. Use caution in entering invoice dates!
To access the Sundry Invoicing program, type SUNDRY (RET) at any menu "OPTION:" field or the appropriate line number on the Invoicing submenu of the Rental Accounting menu. The screen will then display:
| OPTION: _________________ SUNDRY INVOICING 1 Cust # * 2 PO# * 3 Employee TEST 4 Date 03-17-11 5 Time 1200 Mod Date/Time 6 Location TUS 7 Reference * 8 Gen Desc * Code/Qty/Rate Description Tax Cd Value 9 */*/* 10 * 11 * 12 */*/* 13 * 14 * 15 */*/* 16 * 17 * 18 */*/* 19 * 20 * 21 */*/* 22 * 23 * 24 */*/* 25 * 26 * 27 */*/* 28 * 29 * 30 */*/* 31 * 32 * 33 */*/* 34 * 35 * 36 */*/* 37 * 38 * 39 Prevent Post N Post Status N Net Value Apply-to Tax 40 Amount Paid * Invoice Total F1=SAVE F2= F3=CLEAR F4= F5=BACKUP F6=SEARCH F12=PAYMENT |
Enter data as follows:
PULLING UP PREVIOUSLY SAVED INVOICES:
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OPTION: |
The Option Field can be used to pull up a previously saved transaction. To do this, enter the Invoice No. preceded by the pound sign "#". EXAMPLE: Type #100112 (RET) Existing invoices can also be found using the F6 SEARCH feature or by scrolling through the records using the Page up/ Page down keys. Once the invoice is brought up, the invoice number is displayed in the upper right corner. |
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1. CUST # |
Enter the Customer Number (up to 6 alphanumeric characters) of the party to be invoiced. By using the keystrokes Shift F7 when the cursor is in this field, a search of the Customer File can be accessed. EXAMPLE: Type 123400 (RET). After pressing (RET) the Customer's credit information (current balance and credit limit) will display at the bottom of the screen and the address will display on the right side of the screen. |
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2. PO# |
If the Customer issued a Purchase Order for this transaction, enter the number here. If the customer type code for this customer indicates that a PO# is required, data must be entered in this field. This field will accept up to 20 characters. EXAMPLE: Press (RET) |
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3. EMPLOYEE |
Enter up to 6 alphanumeric characters to indicate the employee code of the person entering this transaction. EXAMPLE: Press (RET) |
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4. DATE |
Enter the invoice date for this transaction. Press (RET) to default to the current date. This date is used as the invoice date in Accounts Receivable. EXAMPLE: Press (RET) Note: Access to this Fields 4 and 5 may be blocked. This will occur when the User Access File field "Restrict DBR Date" is set to "Yes for the employee code entered in Field 3." |
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5. TIME |
Enter the time for this transaction. Press (RET) to default to the current time. EXAMPLE: Type 1200 (RET) |
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MOD DATE/TIME |
If the transaction is recalled to the screen after it is saved, the most recent modification date and time will display in these fields. |
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6. LOCATION |
Enter the Location Code to which this transaction applies. If the system is set up to use Profit Centers, the profit center number in the Location File will be automatically applied to this transaction when posted. EXAMPLE: Type TUS (RET) |
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7. REFERENCE |
Enter up to 25 characters for a reference. Data entered in this field will be shown in the "Reference" field when open items are posted to Accounts Receivable. EXAMPLE: LA COUNTY TCKT 12AYH6789 (RET) |
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8. GEN DESC |
Enter up to 68 alphanumeric characters to explain the reason for this transaction. EXAMPLE: Type PARKING TICKET ISSUED 030111 (RET) |
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9a. CODE |
Enter an appropriate General Ledger account number for the item to be charged on this line. A pop-up window (Shift F7) is available to display available General Ledger account numbers for this field. If profit centers are used, although the sub-account number will not display, it will be provided automatically from the Location File for the Location entered in Field 7.) If an invalid accounting number is entered, the following message will display:
EXAMPLE: Type 6520 (RET) |
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9b. QTY |
Enter the quantity for this item. EXAMPLE: Type 1 (RET) |
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9c. RATE |
Enter the rate to be charged for each item on this line. To enter a negative amount, enter a minus sign before the number. EXAMPLE: Type 50.00 (RET) EXAMPLE: Type -5.00 (RET) Note: Once data is entered into any one of these fields (9a, b or c), data must be entered in all three fields in order for the transaction to be saved. |
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10. DESCRIPTION |
The General Ledger Account description is displayed in this field; however, it can be overwritten if you desire. (Any data entered here is only for this invoice and does not permanently change the account description.) EXAMPLE: Press (RET) |
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11. TAX CD |
After entering data into Fields 9a, b, and c, this field will default to the Tax Code entered in the Location File. Because the tax rate for invoiced items may be different from that charged on rental agreements, the Tax Code in this field may be changed. If an invalid Tax Code is entered, the following message will display:
EXAMPLE: Type RT (RET) |
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VALUE |
This field displays the extension value of the items to the left. For example, if the quantity entered was 3 and the amount was $10.00, this field would display $30.00. |
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FIELDS 12. - 38. |
These Fields are provided for entry of additional items. Entry is done in the same manner as described for fields 9 - 11. |
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39. PREVENT POST |
Indicate whether or not this invoice should be prevented from posting. (Perhaps it is likely that the information on it will need to be changed.)
EXAMPLE: Type N (RET) |
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POST STATUS |
This display-only field indicates whether or not the invoice has been posted. |
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NET VALUE |
This field is not accessible. It displays the total of all the "Value" fields above it. |
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TAX |
This field is not accessible. It displays the total tax. It is based on the amounts in the Value fields and the tax rate in the Tax Code applied to each item. Tax calculations are carried out to 4 decimal places and the results (rounded off) are shown here. |
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APPLY-TO |
This display-only field indicates the apply-to number entered on a previously saved invoice. |
| 40. AMOUNT PAID |
This field displays the total of payments that have been entered on the invoice. Payments cannot be entered directly in this field. To enter a payment, move the cursor to the OPTION field at the top of the screen and press F12. To search of the Deposit/Payment file, press Shift/F7 from this field. |
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INVOICE TOTAL |
This field is not accessible. It displays the total amount for the invoice. If the Invoice Total is a negative, the following message will display:
If the credit should be applied, enter up to 8 characters for the apply-to number. If an existing document number is not found that matches the apply-to number entered, the following message will display:
You will then be prompted to enter the apply-to number again. |
The screen will then display:
| OPTION: _________________ SUNDRY INVOICING 1 Cust # 100112 ROBERT MORRELL 2 PO# * 3 Employee TEST 02 TUSTIN, CA 92701 4 Date 03-17-11 5 Time 1200 Mod Date/Time 6 Location TUS Reference LA COUNTY TCKT 12AYH6789 8 Gen Desc PARKING TICKET ISSUED 030111 Code/Qty/Rate Description Tax Cd Value 9 6520/1/50.00 10 TICKET RECOVERY 11 TUS 50.00 12 */*/* 13 * 14 * 15 */*/* 16 * 17 * 18 */*/* 19 * 20 * 21 */*/* 22 * 23 * 24 */*/* 25 * 26 * 27 */*/* 28 * 29 * 30 */*/* 31 * 32 * 33 */*/* 34 * 35 * 36 */*/* 37 * 38 * 39 Prevent Post N Post Status N Net Value 50.00 Apply-to Tax 4.00 40 Amount Paid * Invoice Total 54.00 F1=SAVE F2= F3=CLEAR F4= F5=BACKUP F6=SEARCH F12=PAYMENT |
| OPTION: _________________ SUNDRY INVOICING 1 Cust # 100112 ROBERT MORRELL 2 PO# * 3 Employee TEST TUSTIN, CA 92701 4 Date 03-17-11 5 Time 1200 Mod Date/Time 6 Location TUS 7 Reference LA COUNTY TCKT 12AYH6789 8 Gen Desc PARKING TICKET ISSUED 030111 Code/Qty/Rate Description Tax Cd Value 9 6520/1/50.00 10 TICKET RECOVERY 11 TUS 50.00 OPTION: ______________ PAYMENTS Amount/FOP/#/Exp/Settled Auth#/Amt 1 */*/*/* 2 */* 3 */*/*/* 4 */* 5 */*/*/* 6 */* 7 */*/*/* 8 */* F2=SWIPE F11=REQUEST AUTH F12=REPORT AUTH F1=SAVE F2= F3=CLEAR F4= F5=BACKUP F6=SEARCH F12=PAYMENT |
| 1a. AMOUNT |
Enter the amount of the payment. This field accepts 7 digits before the decimal point. EXAMPLE: Type 50.00/ |
| 1b. FOP |
To view the credit cards on file for the customer, press Shift/F7 when the cursor is in this field or Field 1b, FOP. A pop-up window will appear displaying the credit card information. To select a credit card from the window, highlight it with the cursor and press (RET). If no credit cards on on file and the Form of Payment is a credit card, skip this field by typing a slash "/" and enter the card number in the next field. If the Form of Payment is not a credit card , (rather is is cash or check) enter up to 6 alphanumeric characters to indicate form of payment used, such as CA for Cash. |
| 1c. # |
If entering a credit card, enter up to 20 alphanumeric characters to indicate the credit card number. Or, as mentioned in the previous field, to view the credit cards on file for the customer, press Shift/F7 when the cursor is in this field or Field 1b, FOP. A pop-up window will appear displaying the credit card information. To select a credit card from the window, highlight it with the cursor and press (RET). EXAMPLE: Type 372449635311003 (/) |
| 1d. EXP |
Enter 4 numeric characters in the format MMYY to indicate the expiration date of the credit card. EXAMPLE: Type 1214 (RET) |
| 1e. SETTLED |
This field is used by the Electronic Draft Capture module and indicates
whether or not the credit card transaction has been settled. For more
information on this field, refer to the chapter titled Electronic Draft Capture Counter Operations Guide. Enter the value "Y" if this payment was settled by an external system and thus should NOT be settled by the CARS+ EDC logic. |
| 2a. AUTH # |
Enter up to 10 alphanumeric characters to indicate the credit
authorization number received when a credit check is made on the FOP. If using the optional CARS+ Credit Card Handling Module, leave
this field blank and use the F11 Function key to request a authorization check. Or leave the field blank and upon exiting the pop-up window an authorization will be requested. EXAMPLE: Type 256 (/) |
| 2b. AMT |
Enter up to 10 numeric characters to indicate the maximum dollar amount authorized by the credit check. Enter this amount in dollars with a decimal point and cents. EXAMPLE: Type 200.00 (RET) |
| 3 - 8. |
Repeat of Fields 1 and 2. |
YOU ARE NOT AUTHORIZED TO USE THIS PROGRAM
The system will automatically assign an invoice number to each transaction that is saved.
POSTING INVOICES
Posting invoices is done using the Post Sundry Invoices
EDITING INVOICES
Invoices that have not been posted may be edited. The invoice can be brought to the screen using either the search feature (outlined later on in this chapter) or by entering the pound sign "#" and the Invoice Number in the "OPTION:" field, such as"#I*100112.
DELETING UNPOSTED INVOICES
To delete an unposted invoice, call the invoice back to the screen and do a canceling entry to make the invoice net out to zero as shown in the example below. Invoices with a zero balance have no effect on records in Accounts Receivable.
| OPTION: _________________ SUNDRY INVOICING 1 Cust # 100100 ROBERT MORRELL 2 PO# 123 3 Employee AMM 12241 NEWPORT AVE 4 Date 02-23-06 SANTA ANA CA 92705 5 Time 1500 Mod Date/Time 6 Location STL 7 8 Gen Desc SAMPLE Code/Qty/Rate Description Tax Cd Value 9 4100/1.00/50.00 10 TIME REVENUE 11 STL 50.00 12 4100/1.00/-50.00 13 TIME REVENUE 14 STL 50.00 15 */*/* 16 * 17 * 18 */*/* 19 * 20 * 21 */*/* 22 * 23 * 24 */*/* 25 * 26 * 27 */*/* 28 * 29 * 30 */*/* 31 * 32 * 33 */*/* 34 * 35 * 36 */*/* 37 * 38 * 39 Prevent Post N Post Status Y Net Value Tax Apply-to 00000101 Invoice No Invoice Total F1=SAVE F2=NEXT F3=CLEAR F4=PREV F5=BACKUP F6=SEARCH F7=HELP |
SEARCHING
To search the Invoice File, when the cursor is in the "OPTION:" field, press F6. The invoice file may be searched by any one of these ways:
Invoice Number
Customer Number
Customer Last Name
Purchase Order Number
Date and Time
The search can be limited to a particular Location. The search can also be limited to whether or not the invoice has been posted using the following codes:
Y = Yes
N = No
B = Both