ACCOUNTS RECEIVABLE INVOICE/ORDER EDIT HELP
ACCOUNTS RECEIVABLE INVOICE/ORDER FILE HELP
EXPLANATION OF HOW TO USE HELP
ACCOUNTS RECEIVABLE INVOICE/ORDER LOAD HELP
ACCOUNTS RECEIVABLE INVOICE/ORDER REPORTS HELP
ACCOUNTS RECEIVABLE INVOICE/ORDER TOOLS HELP
Additioanal Options: (continued)
<Ctrl T> Dial Telephone. For detailed help, press <T>.
M/R Screen--Customer Invoice #
M/R Screen--Material Reference
M/R Screen--Item Code & Description
Unit Discounts & Sales Tax (R)
Applying a Credit from the Invoice Screen (R)
"Invoice must first be saved" (to make it into an order)
Printing Subtotals & Hiding Information (R)
Revision Maintenance and AUto-Ordering (R)
Changing Orders to Invoices (R)
Changing Quotes to Invoices (R)
HOW TO PROCESS STANDING ORDERS - OVERVIEW
Entering Schedule Items on Workorder
<FILE Help . . .> New record <Ctrl N> save record <F9> delete record <Shift F9> Print Invoice/W.O. <Ctrl P> open lookup <F6> alterate lookup <Shift F6> exit ABC <Alt-F4> <Load Help . . .> next record <F8> prev record <F7> In Line Item Entry... Prev inventory item <Alt P> Next inventory item <Alt N> customer for this zip<Alt G> prev customer for zip<Alt A> next customer for Zip<Alt Z> End must be on last line before to get global 5 to stop sending to WINTERM.
ACCOUNTS RECEIVABLE INVOICE/ORDER EDIT HELP
<Ctrl A> Add a blank line at the cursor, pushing down any
lines that are below. This only works in repeating fields.
<Ctrl E> Erase the line where the cursor is and move up any lines that are below. This only works in the repeating fields.
<Ctrl Z> Undo present changes to line cursor is on.
<Shift F2> Mark or unmark line for clipboard function. An asterisk (*) in Taxable indicates marked line. To mark or unmark a block of items, hold down Shift F2.
<Ctrl C> Copy marked lines to clipboard. Invoice and order files have separate clipboards. Clipboard is retained until the next copy/cut function to that clipboard.
<Ctrl X> Cut marked items to clipboard (same as Copy, but erases items after copying). Does not save record, so the erasure is not finalized until you save the record.
<Ctrl V> Paste items from clipboard to the cursor location. Does not clear clipboard, so you can paste repeatedly. Does not save record.
<Ctrl Home> Moves the cursor to the beginning field on the screen from any location.
<Ctrl End> Moves the cursor to the ending (non-repeating) field on the screen from any location. Use Shift Up arrow and Shift Down arrow to go to the first and last repeating field, such as in an inventory item list.
<Alt D> Place cursor in date field. WARNING: The date should not be changed to a different accounting period or DISCREPANCY may occur between periods.
<Alt I> Jump the cursor to the Order# or Quote# field from any place on the screen.
<Alt M> Go to Slip # field from anywhere on the invoice, order or quote.
<Alt U> Go to Serial Number screen. (Cursor must be on the line with the serial number item). On a serial number line it displays the serial number entry screen or a line with BL in unit will display entry lookup for associated items. <BL information>
<Shift Right-Arrow> This moves the cursor from anywhere on the screen to the Due Date field.
<Shift Left-Arrow> This moves the cursor from anywhere on the screen to the Reference Number.
<Shift Up-Arrow> This moves the cursor to the first item and description line.
<Shift Down-Arrow> This moves the cursor to the line just below the last line used on the invoice, order or quote. If the invoice is blank, it places the cursor on the top line.
ACCOUNTS RECEIVABLE INVOICE/ORDER FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the
current record, and set the reference number to the next
available number.
<Ctrl P> Print (type) an Invoice or Work Order (M Screen).
<F5> exit lookup <Shift F5> close all lookups
<F6> open lookup <Shift F6> alterate lookup
<F9> save record <Shift F9> delete record
<F10> selection screen <Shift F10> go to menu bar
<Esc> Exit one level <Alt-F4> exit ABC
EXPLANATION OF HOW TO USE HELP
The<Shift F1> screen, the screen you have just come from,
contains a summary of functions used in the section of the
ABC program that you are currently in. For more detailed
information and more options, hit the first letter of the
highlighted catagory headings. Such letters have been
termed hot keys.
Generally throughout the help screens a highlighted letter
or the 1st letter of a high-lighted phrase is a hot key:
however, on the
Some fields have more than one page of explanation.
FIELD HELP EXPLANATION
ACCOUNTS RECEIVABLE INVOICE/ORDER LOAD HELP
At this point the computer may give you additional
choices. Up to 3 options will be available if applicable.
A "C" will clear ship quantities on the new record, along
with serial#s if there are any. A "D" will delete the
original record (after confirmation). The delete option is
not available if the original record is an invoice outside
the current period. The third option, no special action,
is selected by pressing "Enter," or automatically if the
other options are not applicable. Under this option, the
computer will still clear any serial#s, with their
corresponding ship quantities, and notify you when this
happens.
After the computer makes the copy, you may make any
changes you wish, then save the record. (The new record is
already saved should you chose to delete the old one.)
<F7> open/load previous record <Shift F7> index previous
<F8> open/load next record <Shift F8> index next
<Ctrl L> Loads the last customer loaded on the Customer
screen (C),Deposit screen (D), Quote screen (Q), or
Accounts Receivable Invoice screen (R).
<Shift F7> Search back for previous invoice for currently
loaded customer. Cursor must be on the customer Code Field
<Shift F8> With cursor on customer Code, Search forward
for the next invoice for the currently loaded customer.
<Alt G> Search for customer by zip code. This command asks
for the zip code then searches till it finds a matching
code. If it cannot find the exact code, it finds the
closest match.
<Alt N> Load the next customer or the next inventory item,
in alphabetical code order. The location of the cursor
determines the operation. If it is on an item line, the
next item is loaded; otherwise the next customer is
loaded.
<Alt P>Load the previous customer or inventory item, in
alphabetical code order. The location of the cursor
determines the operation. If it is on an item line, the
previous item is loaded; otherwise the previous customer
is loaded.
<Shift F7> When the cursor is on an indexed field, press
<Shift F8> When the cursor is on an indexed field, press
Sales tax Setup & use <S>
END Must be on last line before to get global 5 to stop sending to WINTERM
ACCOUNTS RECEIVABLE INVOICE/ORDER REPORTS HELP
<K> Print packing list. This resembles an invoice on
plain paper except there are no prices listed and Location
is specified if it was specified on the Inventory file (I)
for the item.
<P> Print (types) the invoice. This command can be used
for any saved invoice, paid or unpaid, from any time
period.
<F> Fax Invoice or Order (CAS fax modem required)
ACCOUNTS RECEIVABLE INVOICE/ORDER TOOLS HELP
Additioanal Options: (continued)
< Alt B> Invoice mode only. When an order # is entered
in the Order # field, the order is copied to the invoice.
Use <Ctrl G> You will receive a message telling you what entry
location and field number your cursor is at. Type in the
number of the entry location you want your cursor to be
moved to and press enter, and your cursor will be moved to
that location.
<Ctrl J> This gives you a notepad to keep on file anything
that you want to remember about a SAVED invoice, order or
quote.
<Ctrl O> When you press
<Ctrl T> Dial Telephone. For detailed help, press <T>.
<Alt 0> Combine two orders or quotes into one order or
quote.
When you have a saved order on the screen, press Both orders MUST be for the same customer and there must
be enough room on the order for the items from both
orders. If you enter the order # of the currently loaded
order, the computer will duplicate all existing lines,
making the order twice as long. NOTE:
<Alt 1>If you press
<Alt 3> Display payment information for a particular
invoice. (3-23 report)
<Alt 4> This opens the cash drawer if your computer has
been setup for this.
<Alt 9> ABC JOB COSTING MODULE - This is one way to bill
a contract Job. Put the Job Code in the Job # field and
press
<Alt => Change cost of the item on the line where the
cursor is. This will not change the Book Price on the
Inventory file(I) but is does effect the posted Sell Cost
on the Inventory file.
<Alt E> Change an Order or Quote to an Estimate. This
command enters an E in the Bill Code.
<Alt H>Calculates quantity based on entered Amount and the
selling price. This only works in the Quantity or Ship
field. For example, if the selling price is $50.00 and you
know the total bill is $780.00 but don't know what the
quantity is. Type 780 in the Quantity or Ship field and
press
<Alt K> ABC JOB COSTING MODULE - This command allows you
to change the Job Class for the line the cursor is on.
<Alt O> Override automatic backordering. If the cursor is
on or after the Ship Quantity you want to override, and
before the Ship Quantity of the next line, <Alt Q> Create an invoice with all Quoted Prices for this
customer. WARNING: This will erase any lines already
entered on this invoice.
<Alt C> Reprice all items. This command recalculates the
prices based on the List price in the Inventory file and
<Alt X> Imports parts from other window look up programs.
ABC and the other program must be loaded on the same
computer so you can
<F4> Start macro from the line the cursor is on. Press <Shift F4> Record macro. Press <Shift F3> calculator. Use + to add and total and - to
subtract. Use / to divide and * to multiply. Use ) to
clear and ( for off. Use = or
M/R Screen--Customer Invoice #
Since Customer Invoice/Order/Quote # is used to sequence
the invoices, orders or quotes on the customer statements
and other reports, it should be in chronological order by
date of entry. Invoice numbers from a later financial
period must all have a larger number than those from a
previous period.
<Ctrl-N> will clear the screen and set it to the next
reference number.
M/R Screen--Customer #
M/R Screen--Slip #
M/R Screen--Salesman
By entering a salesman code here, the total of
the sale will be posted to the Salesman file (S)
when the invoice is saved.
M/R Screen--Entry Date
M/R Screen--Tax
(The old "E" option for exempt will still work if you
have an "E" tax code set up for 0% tax.)
If you collect tax or track sales for more than one tax
jurisdiction, you can enter multiple codes in this
field. Press M for more on<Multiple Tax Codes.>
Shortcut: if this field already has one or more tax
codes, you can make the order/invoice tax-exempt by just
entering a "/". This will attach a "/" to each tax code.
M/R Screen--Ship VIA
M/R Screen--Customer PO#
M/R Screen--Order #
If an Order was entered for this customer, the Order number
may be entered here and the items will be carried across
with quantities in the Order field. Then you only need to
enter the Ship quantities and save the invoice. Use <Ctrl B>
to copy the Order quantity to Ship quantity for all the
lines on the invoice at once.
If you are in Order Check mode, enter the Order# here for
the order you are checking. The computer will automatically
load the order. Enter the Item#'s and Ship Quantites.
M/R Screen--Terms
M/R Screen--Due Date
The Due Date affects finance charge calculation.
It can be used to increase the Days Till Charge,
or to decrease the Free Days.
M/R Screen--Discount Date
This field is used to set Discount Earned on the
Deposit screen (D) when the invoice is paid.
M/R Screen--Discount Amount
This field is used to set Discount Earned on the
Deposit screen (D) when the invoice is paid.
Notice that Due Date and Discount Date are set as
soon as Terms are entered, but Discount Amount is
not set until the invoice is saved. For this
reason, you can enter the discount amount manually
only if the terms do not specify it.
M/R Screen--Ship-To
M/R Screen--Remark
M/R Screen--Delivery Date
ABC SCHEDULING MODULE - Entering or clearing this
date can trigger or suspend automatic scheduling.
See<Scheduling>
M/R Screen--Job #
M/R Screen--Interest Code
M/R Screen--Type
M/R Screen--Bill Code
Q Quoted prices remain when ship quantities are entered (on order
or invoice).
B The function of both H and Q above.
E Estimate. Quantities do not post to (C) or (I) file. JOB COSTING:
If order has a Job Number, it posts into Estimated Information on
the ('D) file.
C Quantities won't post to Inventory or item costs to Job Costing.
+ Retains order when generated to an invoice with report 3-32.
<Reports> 1-16, 3-32, and 5-36 are used with the bill code
option.
H Hold this order till all Inventory items on it are in
stock.
Q The quoted prices on this order remain the same. Prices
will not change when ship quantities are filled in, such
as when the order is changed to an invoice. (This does not
apply to items with order quantity blank.)
B Performs the functions of both H and Q.
E This is an estimate. Quantities will not be posted to
the Customer file (C) or the Customer Order field on the
Inventory screen (I). JOB COSTING: If the order contains a
Job Number, it posts into the Estimated Information field
on the Job Detail file ('D)
C Prevents posting quantites to Inventory or item costs to
Job Costing. This keeps sold items that are put on a
contract and on Job Costing from being posted twice.
+ You MUST have a "+" in the Bill code field if you want
the computer to retain the order when it generates an
invoice.
Any other codes or combination of codes can be used to
identify orders and perform multiple functions. Here are a
few rules on combinations: (1) If you use C or E, put it
first, as in EQ. (2) If you use B, H, or Q, put it last.
(3) You can put a "+" anywhere, as long as you observe the
previous rules. Examples: +1, 1+, E+, +Q, E+Q.
REPORT # 1-16: Bill codes B, H, and Q are used on regular
Orders that are invoiced with this report, INVOICE ORDERS
FROM STOCK.
REPORT # 5-36: JOB ESTIMATES Use this report to print job
estimates.
REPORT # 3-32: With this report, GENERATE INVOICES FROM
ORDERS, you may use any letter other than B, H, Q, E, or
C. You MUST have a "+" in the Bill Code field if you want
the computer to retain the order when it generates an
invoice. This allows monthly or other periodic billings of
rentals, services, etc. When you run the 3-32 report, it
will ask you to enter the auto-invoice code for orders to
bill. Enter the code exactly as you entered it in this
field. If you wish to enter a different "Special
description" on the invoice each billing, enter a remark
on the order, with a dash "-" at the point you want the
message to be attached. You must also have a dash "-" in
the Unit field on the same line. For example, the remark
could be "THIS IS YOUR RENT BILL FOR -" and the "Special
Description" one month, could be "October, 1997". The
invoice would print "THIS IS YOUR RENT BILL FOR - October,
1997". This feature is normally used for stating the time
period of the bill and is entered every time Report #
3-32, GENERATE INVOICES FROM ORDERS, is run.
M/R Screen--Material Reference
When the invoice is saved, the Invoice # is automatically placed
back on the Material Entry screen (M). If a C is entered in the
B)ill or C)ontract field on the Material screen (M), the posting to
the Inventory file (I) is not changed. Otherwise a B is entered if
there is not a C in B)ill or C)ontract on the Material screen, and
cleared when there is a C in Bill Code on the Receivable Invoice
screen (R).
M/R Screen--Operator
M/R Screen--Item Code & Description
The Sell Price is set to the List Price unless a Discount
Level is specified in the Customer file (C), or Quoted
Prices file (Q), or Discount- Special on the Inventory
file (I). A message will appear if the sell price is below
the minimum markup, calculated from Cost in the Inventory
file (I) plus the Inventory Markup percentage from the
System Setup screen 2 (&). If this message occurs, press
If the item code is not found on the Inventory file (I),
the computer will display a Look-Up screen with the
Inventory codes & items that immediately follow (in
alphabetical order) the item code which you entered. If
you want to setup a new item with the code you entered,
type Or you may use the
If you don't wish to setup an item on the Inventory file,
simply press Enter after the "Look-Up" screen is displayed
and the computer inserts a period after the item code. The
cursor moves to the next field.
If you press If you are in Order Checking, enter the Item # and Ship
Quantity, and the computer will make sure it matches those
on the Order.
M/R Screen--Ship Quantity
If you enter a ship quantity that is larger than the stock
quantity of this item, and Automatic Ordering on the
System Setup screen 2 (&) is set to "A", the computer will
automatically enter the Stock Quantity in Ship, and the
remaining quantity in Order. Then when you save the
invoice, you will be asked if you want to back-order
unshipped items.
When Automatic Ordering on the System Setup screen 2 (&)
is set to "O" for Optional, the Order quantities must be
entered manually. If it is set to "N" it will not allow
backorders from invoices.
If Automatic Ordering is enabled, a special case occurs
when you sell a superseded item (item having New Item#
filled on on Inventory file). If only a partial quantity
of the old item is in stock, the computer will split the
quantity between the old and new item(s) to fill out the
order.
Here's how to use this feature. On the R screen, follow
the normal procedures for selling a superseded item: Enter
the item#; press "O" to indicate you want to sell the old
item; enter the ship quantity. If the ship quantity
exceeds the stock quantity, the computer will
automatically add replacement item(s), if available, to
fill the total quantity. Any quantity left over will be
backordered on the last replacement item used.
ABC SCHEDULING MODULE - Press F6 to view the schedule for
this item. See<Scheduling>
M/R Screen--Order Quantity
ABC SCHEDULING MODULE - Enter load to allocate for
this item. Press F6 to view the schedule for this
item. See<Scheduling>
M/R Screen--Unit
There are 3 ways to enter a Unit Code. 1. You can set up a
special inventory item with the unit you want to use. 2.
You can enter a remark on the invoice, order or quote,
instead of an item code, and enter the unit directly. 3.
You can enter a unit directly with an existing item.
Unit Pricing (R)
C - Priced per 100 M - Priced per 1000
G - Priced per 100 gal. T - Priced per ton
You may also combine a number and a letter, for example,
5C means priced per 500. You may also use a number only,
such as 3.
D - Used for egg pricing. Enter the number of dozen per
case, followed by D. Enter list price per dozen in cents
not dollars. Sell Quantity is number of cases.
O - Priced per ton and doesn't print this line on invoices
or orders but includes the amount in the invoice total.
NOTE: Ton pricing (T or O) assumes Book Price in I file is
cost per ton, unlike other units, which assume cost each.
# - For items priced per each but stocked and sold by
case, enter the case quantity followed by a #. Book price
is cost per case. S, SF, SY works similar for pricing, but
prints the product of Quantity and Unit on the Invoice.
% - Means the List Price is a percent. An item with % in
Unit can be used to put a percentage charge or discount on
an invoice. Example: For a discount of 25%, enter % in
Unit and -25.00 in List Price.
/ - Print N/C (No Charge) instead of the Sell Price on the
Invoice or Order.
U - Underline the amount by printing hyphens in the amount
column.
= - Places weight in order and ship fields.
- (minus) If the minus sign is used between 2 numbers in
the unit field, the computer multiplies the 2 numbers as
inches, calculating square footage. For example, with 2 as
quantity, 24-24 in Unit field and a price of 4.50, the
total would be $36.00 because 24" x 24" is 4 sq.ft.and 2 x
4 x 4.50 = 36.
Unit Discounts & Sales Tax (R)
$ - For special cash discounts, $1=discount of 1%. This
overrides the cash discount set in the Terms field that
applies to the rest of the invoice. The special discount
is only for the item(s) on the same invoice line as the
special discount. $0 in this field means no discount on
this item. NOTE: This ONLY works if there is a cash
discount set in the Terms field. For example, it will NOT
work if the terms are Net 30 with NO cash discount.
& - Means mix and match discounts, &A means that this item
will be totaled with any other &A item on the invoice for
a discount based on quantity. Other letters or numbers may
be used in place of the A, such as &1 or &D. Discounts
calculate when the invoice is saved.
< - Line item discount level, overrides any discount level
from other files, such as customer. For example,
Unit Option (R)
N - Do not print this line, but include the amount in a
total which will be printed by an "H" command (below).
Q - Do not print quantity or price on this line.
W - Do not print the price or amount on this line, but
include the amount in the total which will be printed by
an "H" command (below).
H - Print a total of hidden amounts. This command must
follow any item or sequence of items in which printing
amounts is suppressed.
* - Print a subtotal of all items above this point.
^ - Skip printing, include amount in total to be printed
with an "H" command.
' - Skip printing, add amount to previous line.
SUBTOTALS ARE CALCULATED WHEN THE TRANSACTION IS SAVED.
> - indicates a Major Component with Service Tracking. You
must also have a "Y" in the Track Serial# field on the I
screen. (See "Serial Number Sales".)
# - Do not print item# on this line. (A "#" by itself has
this function; a number followed by "#" is used for case
pricing.)
S0-S9 - ABC SCHEDULING MODULE - Identifies a schedule
item, and may be followed by number of working days to
allow in schedule. See<Scheduling>
Unit Messages (R)
- (Dash) This allows you to enter a special description
when you run Report # 3-32, GENERATE INVOICES FROM ORDERS.
The description must include a dash (-) also.
HW - HW in the Unit code means a message from the
Wordprocessor will print on invoices, workorders or
quotes. Here are the steps for using this feature.
1. Enter a code on the Inventory file (I), using a
description that indicates what the message is about. Put
an HW in the Unit field. Save with 2. Enter the same code on the Wordprocessor file (W).
Starting on the third line, enter the message that you
want to print. You may need to use margins so that it
looks right on the printed invoice. Save with 3. On an Invoice (or workorder or quote), where you want
the message to print, enter the code that was setup in
steps # 1 & 2. The message will not appear on the screen,
but it will be on the printed invoice. The item code,
description and the "HW" in the Unit field show on the
screen but will not print on the invoice.
4. You may setup as many message as you want to, using
steps # 1 & 2. We suggest using similar codes so that they
are listed together on the Inventory screen and on the
Lookup screen.
Unit Assemblies (R)
BK - indicates an Assembly. The price is manually set on
the I screen. Each item lists without a price on the
Invoice.
BN - indicates Assembly. Price set manually. Items are Not
listed on Invoice.
BL - Displays a lookup for entry of associated Items when
entered on the (R). A (W) record with a code '}Item#'
defines the display.
Unit (R)
K - Post this line into Subcontract on the Job Detail File
('D). If this is used on an Estimate Order it posts into
Estimated. If it is used on an Invoice it posts into the
other Subcontract fields. NOTE: This will NOT work if this
invoice is a Contract.
X - Post cost for this line from the Assembly file (A) to
the Estimated Material Cost field on Job Detail file ('D).
This only works with an Estimate Order.
: - This is used by job Report # 5-30, and Report # 5-31.
M/R Screen--Price
The Inventory List Price appears here
unless Sell Price is equal or greater. The
Price must always be positive unless Item#
ends with * or Unit is %.
Sell Price (R)
The computer tries to load the Quoted Price record for
this inventory item and customer. If not found, it then
tries to load a Quoted Price record for this inventory
item group code and customer. If neither is found, then
the Quoted Price fields are cleared. The computer then
checks the Discount field on the Quoted Prices (Q) file
for any discounts or special prices. If it finds nothing
there, it checks the Discount Level field on the Quoted
Prices file (Q). If there is nothing entered there, it
uses the Discount Level field on the Customer file (C) to
specify the Inventory Discount field A - D. When there is
no Discount Level it uses Discount A on the Inventory file
(I). One Price is then calculated by applying the
discounts to the List Price, or if the Discount Level is
E, it calculates up from Book Price on the Inventory file
(I). Another price is calculted using the Special Discount
field on the Inventory file (I). The lower of the two
prices is the Sell Price.
A message will appear if the calculated Sell Price is
below the minimum markup, calculated from Book Price on
the Inventory file (I) plus the Inventory Markup
percentage from the System Setup Screen 2 (&). If this
message occurs, press Do not enter a negative price unless the Item # ends with
an asterisk (*) or Unit is %. If you want a negative
amount, you should negate the quantity. The computer will
then add it back into Stock Quantity in the Inventory file
(I).
G/L # (R)
If the invoice has a customer type entered and there is a
G/L Adder set up for this type on the Customer Type file
(Y) it is added to the G/L number. If the G/L number on
the Inventory file (I) is not set up, the G/L number from
the Customer Type file (Y) is used. If neither is set up,
then the G/L number from the Default Sales Account # in
the System Setup Screen 2 (&) is used.
If none of the above is set up, the G/L number field will
remain blank, and you will need to enter it manually.
You may change a G/L number on an invoice, but the
computer will ask for verification.
M/R Screen--Tax
Enter "E" if you want to mark this line tax-exempt. Tax
will be calculated on all lines not marked with an "E" if
a Tax Code is specified in the top of the screen.
An "X" is used to specify that this line is used to
calculate and add sales tax to the invoice.
An "M" may be entered when the sales tax is entered and
calculated manually.
Digitizer Pad (R)
Applying a Credit from the Invoice Screen (R)
If it is an NIA that you are applying to the invoice,
simply enter the amount of credit as a payment on the
invoice.
If it is a previous credit invoice that you are applying
to the current invoice, enter the credit invoice amount as
a payment on the invoice. You will also need to apply the
payment to the credit invoice. When you save the entry,
the computer will return to the Receivable Invoice screen
(R).
If the customer has any deposit entered in the same month
as the invoice that was just entered, the computer will
load and display this deposit. To apply the credit in this
case, simply use the Pmd Apd (Payment Applied) field to
pay the invoice. Do not change the Check Amount. When you
save the entry, the computer will return to the Receivable
Invoice screen (R).
Customer Returns (R)
1. Enter the customer return just like an invoice but use
negative quantities.
2. If the item was taxed when you sold it, it should also
have tax applied on the customer return. The proper tax
code shoild be entered in the tax field. Pressing 3. Save as normal.
(continued)
4. On the deposit (D) screen you have several options.
4A. Refund Cash to the customer. If this is chosen you may
need to bring cash back from the bank instead of
depositing cash with this deposit. Enter Cash in pay type
and enter a negative amount in both pay amount and payment
applied fields for the customer return invoice.
4B. Refund by credit card. This will require you to get an
authorization number from your credit card clearing
company. Enter credit card type in pay type and enter a
negative amount in both pay amount and payment applied
fields for the customer return invoice.
(continued)
4C. Refund by check. This requires a G/L # for customer
transfers. (ABC's standard is 10-customer transfers) Let
pay type and pay amount both blank. Enter the customer
transfer G/L # in apply to G/L field. Enter amount of
return in G/L Amount field. Enter a negative amount in
payment applied field for the customer return invoice. You
will then need to issue a G/L check to the customer in the
amount of the return. Use the customer transfer G/L # used
on the deposit (D) screen. After the deposit is made and
all entries are finished the customer transfer account
should be zero. (Hint use
Charges & Discounts Setup (R)
1. Enter a Code to reference the discount or charge.
2. Enter the Description the way you want it to appear on
the invoice.
3. Enter % for Unit.
4. Enter an N in Minimum to disable stock error messages
and to prevent auto-ordering.
5. If the item is to be tax-exempt, enter E in the Tax
field.
6. For the List Price, enter the percentage of the invoice
subtotal that the charge or discount should be. Use a
positive number for a charge, or a negative number for a
discount.
7. For the Book Price, enter the percentage of the charge
that is allocated for Cost.
8. Before you save the record, you must have a Sale G/L #
specified. This can be your sales account, (ABC's standard
sales account is 501) or it can be a special account set
up for the discount or charge. Normally, it should be a
number within in the sales part of your General Ledger.
9. Press
To apply a charge or discount on the invoice screen,
simply enter the appropriate code under Item #. The
percentage will be based on the invoice subtotal at that
point. In other words, it will apply to all the lines
above, but not to the lines below that point.
The amount will not be calculated until the invoice is
saved.
If the charge or discount is tax-exempt, the amount is
excluded from the taxable subtotal, as with any other
tax-exempt item. However, if it is taxable, the amount is
pro-rated by applying the charge or discount percentage to
the taxable subtotal at that point.
Error Messages (R)
"Invoice without Ref# may not be used"
Press "Paid invoices may NOT be deleted"
Payment must be deleted on the D screen before invoice
can be deleted.
"Amount may not be changed on a paid invoice"
Payment must be deleted on the D screen before invoice
can be edited.
"Invoice out of current period may not be deleted"
You may not delete an invoice from a prior month. Make
a credit invoice in the current month.
"Invoice out of current period will not be saved"
You may not make a change to an invoice from a prior
month and save it. Enter a new invoice in the current
month with the desired changes.
"Change Customer Code to " " on Existing Invoice?
(Yes/No)"
Do you want a different customer on this invoice? Type
Y or N.
"T)ax or E)xempt"
Type T if the item is taxable or E if it is exempt.
"Serial # not valid, F6 for lookup"
The serial # which you entered was not found. Press
"Model/Serial# " " not found. Continue"
The serial # which you entered was not found. Press
"Quantity Entered ' ' and Number of Serial #s not equal"
The quantity of serial numbers must match the number
entered on the invoice before you can use "Item is restricted for the customer"
On the Y screen this item has been setup to NOT be sold
to this customer.
"No room on invoice for tax"
Invoice contains too many items for computer to add a
tax item at the end. You must remove an item or mark
mark the invoice tax-exempt before you can save it.
"Enter a line with 'H' in unit to total hidden items"
There's a line with N or W in Unit, you must have a
line with H in Unit immeditately after the line or
group of lines that have N or W in Unit.
"Do you want to backorder unshipped items? (Yes/No)"
If you type Y, the computer will automatically enter a
Backorder with the unshipped items listed. Press "Customer Requires Purchase order #"
Type in the Customer's Purchase Order # and press
"'Customer' has invoice(s) ' ' days old. Change terms
to COD? (Yes / No)"
This customer has open invoice(s) that exceed the terms
on the <&> Setup screen in the Days Till Charge field.
Press Y and the computer will print COD on the invoice.
N will use whatever terms are specified for the
customer.
"Price discounted below desired markup"
On the <&> Setup screen you can specify minimum
Inventory Markup percentage. If that is left blank, the
minimum price is the cost. If you don't want this
message to appear, enter -100 as Inventory Markup. If
you press ENTER, the computer will reprice the item. To
disregard the message and keep the price that was
entered, press C.
"Invoice must first be saved" (to make it into an order)
"Assembly breakdown will overwrite invoice items. Is
this OK?" (Yes/No)"
When you put a quantity on an assembly item, a number
of lines are printed at once on the computer. This
message appears if there are items below that would be
overwritten. Press Y or N.
"For a credit negate the ship quantity, not the price"
To show a credit, use a negative quantity instead of a
negative price.
"Is sell price to be higher than list"
This message appears if you set selling price higher
than list price.
"No item entered"
You must have item code or remark on every line that
has a quantity.
"Save changes before proceeding?"
You have not saved with "Entered date, ' / /199 ', is after System Date:
' / /199 '" Press ENTER and reenter date correctly.
"Customer must be specified"
An invoice cannot be saved without having a customer
specified.
"Stock=" ". Is the entered quantity still desired"
The stock quantity according to the computer is less
than the amount specified. If you do not want this
message to appear, put a Y in the Disable Stock Error
field on the <&> screen.
[Material # ' ' is already billed]
You cannot bill from the same M screen record # twice.
Press Enter.
[Material # ' ' is for customer ' ']
The M screen record with this # has a different
customer than what you have entered on this invoice. It
must be for the same customer.
Invoice - How to Make (R)
2. Enter the Customer Code of the person who the Invoice
is for. (If you are not sure what their code is, press the
you have saved the new customer, return to the Invoice
screen by pressing 3. Press 4. When you are ready to enter the invoice items, hold
down the 5. Type the Code of the first invoice item and press
6. If you typed a Code that wasn't in the computer, a
Lookup Screen of Items appears. Use the
A. If you do not find the right code: and you wish to set
up a new code, press B. If you do not find the right code: and you do NOT wish
to set up a new code, press C. If you do not find the right code: and you want to
start over, press
7. Type the quantity. Press 8. If necessary, type the Selling price and press 9. When the cursor is at the beginning of the second line,
you are ready for the second invoice item.
10. If you do not want to use a code from the Inventory
File, simply type a description of the item you are
selling, using a period at the end of each line of
description. The period prevents the Lookup Screen from
appearing.
11. When you are fininshed entering Invoice items, press
Press "P" to print and save the invoice.
Press "D" and the Deposit screen will appear and you can
enter a payment to pay the invoice. When you save the
deposit with Press "B" and the Deposit screen will appear and you can
enter a payment to pay the invoice. When you save the
deposit with
Press "R" and the Deposit screen will appear and you can
enter a payment to pay the invoice. When you save the
deposit with Press "C" if you have a cash drawer connected to the
computer. This will give you another screen with different
steps depending on mode of payment.
Press If you press
NOTE: Sometimes when you press When you press
from a previous month, an error message will appear when
you press 12. When an invoice is saved, the computer sets the screen
to the next invoice number. Now you are ready to enter
another invoice.
Printing Subtotals & Hiding Information (R)
There are two ways to enter a command. You can set up a
special inventory Item with the Unit you want to use, or
you can enter a remark instead of an item code on the
invoice and enter the Unit directly.
Revision Maintenance and AUto-Ordering (R)
On the Inventory screen (I) in the *Core/Revision field,
enter a single character to specify the current revision
of that item. In the Activity Location field, enter the
matrix location described above.
Below the Activity Location on the Inventory screen is a
field labeled Code. This is the auto-order item number.
Use this field if you want the purchase of this item to
trigger the automatic ordering of the latest revision of
another item.
For example, if you're selling textbooks and answer keys,
you could set up your system so that when the customer
orders a textbook, the computer will automatically order
the latest version of the corresponding answer key if that
customer does not already have one.
To set this up, load the inventory record for the
textbook, go to the Code field below Activity Location,
and enter the item number for the answer key. Save this,
then load the record for the answer key. Go to the
*Core/Revision field and enter the revision of the answer
Notice that the revisions are tracked on the auto-ordered
item rather than the item that triggered the auto-order.
In this case, the computer tracks the revision of the
answer key rather than the revision of the textbook.
The first time the computer encounter an auto-order
condition on a particular order or invoice, it asks you,
"Do you want to auto-order all, some or no revision
changes?". Respond with A, S or N. If you respond with an
S for some, the computer will ask you each time it
encounters an auto-order condition whether or not you want
to auto-order this particular item, and you will need to
respond with a Y or N. When you save an order or an
invoice, the computer will automatically display all the
item it has auto-ordered.
Changing Orders to Invoices (R)
If you are in Invoice mode, all you need to do now is go
down and fill in the ship quantities. If ship quantities
shall be exactly the same as order quantities, press
If you are in Check Order mode, the computer will
automatically insert a blank line at the beginning of the
invoice. Use For more information on Bill Codes, press
Changing Quotes to Invoices (R)
You may make changes if you desire. When you are done,
save it. When you save the invoice, the quote will be
automatically deleted unless it had a Bill Code other than
B, C, E, H or Q.
For more information on Bill Codes, press
Restrictions (R)
If the Restriction Code in the Inventory file (I) is
blank, all customers will have access to that item. If
an item which is restricted for a certain customer is
entered on an order or invoice, the computer will say,
"Item is restricted for the customer".
In the Privilege Codes field you may enter a series of
restriction codes. This indicates that customers with
that particular type may purchase any inventory items
having any of those restriction codes.
Sales Tax Setup & Usage (R)
1. Use an Item # of 3 characters or less. We recommend
using the 2-letter Postal Service abbreviation for the
state, for example NY for New York state sales tax or PA
for Pennsylvania state sales tax. (If you want to use E
for exempt, set it up as a tax code with a 0% rate.
However, you can now use the "/" option instead of "E" as
explained below).
2. Enter the Description the way you want it to appear on
invoices. If it starts with PA, the computer will
calculate the tax according to PA charts, but % must still
be specified in the Unit field.
3. Enter % in the Unit field.
4. Enter N in the Minimum field to disable stock error
messages and auto-ordering.
5. For the List Price, enter the rate expressed as a
percentage. For example, enter 6.00 for a rate of 6%.
6. Leave the Multiplier blank if you want normal sales tax
calculation, which rounds fractions of cents UP to the
next cent. If you want to round to the NEAREST cent
instead (5/4 rounding), enter R in Multiplier.
7. Enter a Sales Tax G/L #. ABC's standard Sales Tax G/L #
is 212.
8. Enter X in the Tax field. Press
In the Customer file (C), if a customer is normally
taxable, enter the item code for the sales tax into the
Tax Status field.
If the customer is tax-exempt, leave Tax Status blank, or
enter a tax code followed by a slash (/), as in PA/. Then
enter the State Tax # or a reason for the exemption, such
as, Out of State. If nothing is in the Tax Status field or
in the Tax # field, a message alerting you to the fact
appears when entering the customer on the Receivable
Invoice screen (R).
In the Receivable Invoice screen (R), the Tax Code in the
top section of the screen specifies whether the invoice is
taxable. This field is automatically loaded from the Tax
Status field in the customer file (C).
If you want to tax a customer who is not normally taxable,
enter the sales tax code, such as PA or NY into the Tax
field in the top part of the invoice. If you do not want
to tax a customer who is normally taxable, simply clear
out the Tax field in the top part of the invoice, or enter
"/" there, which will attach a slash to the tax code(s).
If you collect tax or track sales for more than one tax
jurisdiction, you can enter multiple codes in Tax Status
(C) or Tax (R). Press M for more on<Multiple Tax Codes.>
If you want to enter the tax manually instead of having
the computer calculate it, enter an M instead of the X
under Tax on the line of the invoice where the sales tax
is calculated. (This line appears when you press
Another way to calculate tax manually is to have an item
set up in the Inventory file (I) with an M in the Tax
field. This way you would enter the code for the manual
tax on the invoice. Put 1 in the Ship or Quantity field
and the amount of the tax in the Sell or Amount column.
The tax reports do not report any amount from the invoice
as being taxable, although they will report the amount of
the tax. Sell or Amount column. The tax reports do not
report any amount from the invoice as being taxable,
although they will report the amount of the tax.
When you save an invoice with a tax code, the computer
will calculate the tax and attach it to the end of the
invoice. If you are editing an invoice on which the tax
has already been calculated, you do not need to
recalculate the tax manually. The computer will do it for
you when you save the invoice.
HOW TO PROCESS STANDING ORDERS - OVERVIEW
Enter customer order (M) as normal, and press Ctrl-S to
change it to a standing order (computer will attach "*"
prefix to Ship Via to mark it a standing order). In
Delivery Date enter the delivery date of the first order
to be created from this standing order.
When you save the standing order, computer will ask if you
want to create an order. If you choose yes, you can also
enter the NEXT delivery date, or accept the suggested next
delivery date which is 7 days after the first date. The
computer will then create the open order and advance the
delivery date on the standing order.
To create a batch of orders from standing orders, run
report 9-3, Make Orders from Standing Orders. You may
enter a starting and ending route code if you wish. Enter
"This Delivery Date" to select which standing orders to
process, and "Next Delivery Date" to choose what delivery
date to put back on the standing orders for the next time
orders are created.
To create a batch of invoices from open orders based on
delivery date, run report 9-4, Invoice Orders by Delivery
Date. You may enter a starting and ending route code if
you wish. Enter the starting and ending delivery date to
select which orders to invoice. The computer will create
invoices from the orders, filling in ship quantities and
keeping the prices from the order (treating all orders as
quoted, even if they didn't have "Q" in Bill Code).
Workorder Scheduling (M)
1. Enter Item# and Description.
2. In Unit, enter S0 (S1-S9 are reserved for multiple
runs, not yet implemented). You may follow this with the
number of working days to allow in the schedule for
automatic scheduling (examples: S05 for 5 days, or S00 for
0 days). The default is 1 day.
3. In Weight, enter the daily load capacity. This may be
any unit of your choice, such as hours, dollars, or cubic
yards.
Entering Schedule Items on Workorder
2. In Order Quantity you can enter an allocated load
(hours, dollars, cubic yards, or whatever) for this job.
3. In Unit you can add or change the number of days to
allow in the schedule. This affects only automatic
scheduling (described below).
4. You may enter as many schedule items as you want on a
workorder.
Viewing a Schedule
1. On a line with a schedule item, put the cursor on Order
Quantity or Ship Quantity, and press F6. This will bring
up the schedule for the item. (It also saves the order).
2. You can click Daily or Weekly (or press Alt-D or Alt-W)
to select the period for viewing. The computer will
display allocated load and free capacity for each day or
week, and flag any overloads.
3. You can click Detail (or press F6) for a detailed view
showing individual workorders. Click Summary (or press F6
again) to return to the summary view showing only period
totals.
4. You can print the schedule with Ctrl-P.
5. To manually schedule the item you're viewing, place the
cursor on the date you choose and press Enter. (This works
only when Delivery Date is clear, enabling manual entry).
If the item was previously scheduled for a different date,
the computer will ask for verification before changing it.
Automatic Scheduling
Viewing a schedule works as described above, except
pressing Enter from the schedule lookup will not change
the date. (For manual override, changing the space between
date and item# to an asterisk will suppress date
calculation on that line and any above it).
Weekends and Holidays
Load calculation and automatic scheduling skip Saturdays
and Sundays, plus any holidays entered in the Holiday file
(H).
<Ctrl D> This is used to make a copy of an invoice, order
or quote. An invoice can be copied to a new invoice or to
a new order or quote. An order or a quote can be copied to
a new order or quote or to an invoice. You need to know
the reference # of the invoice, order, or quote that you
want to copy. Go to the mode that you want to copy to an
invoice, order, or quote. On a blank screen, press Additional Options:
<Alt A> load previous customer indexed by zip code
<Alt G> search for customer by zip code
<Alt Z> load next customer indexed by Zip code
<K> print pacKing list
<P> Print (type) invoice
<F> Fax invoice or order
<Y> view paYment information for invoice.
Additional Options:
<Alt B> copy order amounts into ship
<Ctrl G> show Go-to location
<Ctrl J> <Ctrl K> go to Journals
<Ctrl O> put item on (W) Order list
<Ctrl T> dial Telephone
<Ctrl W> save ref# to Word processor list
<Alt 0> combine order/quote
<Alt 1> go to inventory file
<Alt 3> display invoice payment information
<Alt 4> open cash drawer
<Alt 9> bill contract job
<Alt => change line cost
<Alt E> change to Estimate
<Alt H> calculate qty by amount and price
<Alt K> change job class
<Alt O> Order qty to ship qty
<Alt Q> load all Quote prices
<Alt C> Calculate price for all items
<Alt X> parts importing from eXteral lookup
<Ctrl W> Saves the reference # to a Word processor list.
To see the list, press F10, W, Ctrl N (to clear screen)
and then type RLIST. To learn more, press <W>.
Setup for Partsmart importing on 0
Field 0 Field 1
Transfer file: PARTS c:\parts\parts.out
Mnf Translate: Partsmart Mnf ABC Mnf prefix
Example: KOH KH
This is a number from 1 to 999999. The computer
automatically sets it to the next available number. To
view or edit a previous invoice, order or quote, enter the
reference number for that invoice, order or quote.
This code references the Customer file (C). The
computer will load the customer, display the name and
address, and set Customer Type, Salesman, Tax Status,
Terms, Ship Via, and Ship-To. If terms are specified,
it will calculate Due Date and Discount Date.
This is an information field. It may be
used to record the manual invoice numbers
when entering manual invoices. This
number appears on the Customer Statement.
This is carried across from the Customer file
(C), but may be changed here.
This is the invoice date. It is automatically set to the
system date at the time the invoice is entered. Customer
aging and finance charge calculations are based on this date,
as well as some sales reports. If you post sales to General
Ledger with Report # 3-27, A/R SALES BY G/L#, the Entry Date
determines to which G/L period the invoice is posted.
This is automatically set from the<Tax>field on the
Customer file (C) but may be changed on the invoice or
order. If it ends with "/", there will be no sales tax
on the invoice/order. If it contains a tax code without
a "/", the computer will access the Inventory file (I)
to get the tax rate and description.
This is set from the Customer file (C) but
may be changed here. Enter the shipping
method for this invoice.
This is an information field. It will
appear on the printed invoice/order.
This field is used in the Invoice mode.
This is set from the Terms field on the
Customer file (C) but may be changed on
the invoice/order. It is used to calculate
Due Date, Discount Date, and Discount
Amount, and will appear on the printed
invoice/order.
This date is printed on the invoice and on some
A/R reports. It may be calculated from Terms, or
entered manually. Finance charges are calculated
from the Due Date.
This field prints on the invoice and on some A/R
reports. It may be calculated from Terms, or
entered manually.
This field prints on the invoice and on some A/R
reports. It may be calculated from Terms, or
entered manually.
This code references the Names file (N). Ship-To names
and addresses should be set up in the Names file (N)
and the Ship-To code should be entered on the Customer
file (C). It is automatically carried across from the
Customer file (C) but may be changed here.
Enter any information you want printed on
the invoice/order, and on the customer's
statement where this invoice is listed.
Enter the date the items will be delivered to the
customer.
ABC JOB COSTING MODULE--This code references the Job
file (J). If you are using Job Costing, enter the
Job # to which this invoice applies. The computer
will load the job and display the job name.
Enter "N" if you do NOT want finance charges to
apply to this invoice. If Late Charge in the
Customer file (C) already contains an N, or if you
don't use Report # 3-20, GENERATE FINANCE CHARGES,
you don't need to enter anything here.
This is carried across from the Customer
file (C), but may be changed here. It may
restrict or allow access to restricted
Inventory items.
H Hold Order till all items are in stock.
ABC JOB COSTING MODULE--You may enter the Reference # here from the
Material Entry screen (M) that you want to invoice, and the items
from the Material Entry screen (M) will be carried across with all
the quantities and prices. You will then only need to enter the
Customer Code to whom the invoice is being made, and all this
information will be carried across from the Customer file (C).
The operator may enter his intials here.
This will identify the one who prepared
the invoice, workorder or order.
Enter an inventory item code, or a remark ending with a
period (.). If you enter an item code, the computer will
load the item, display the description, and set the
following defaults: Unit, List Price, Sell Price, Taxable,
G/L#, and Cost. Cost is not on the invoice screen, but is
used by background posting to determine the sell cost.
Enter the quantity to ship to the customer.
The quantity the customer ordered may be entered
here.
<PRICING UNITS:> <UNIT OPTIONS:>
C Priced per 100 W Price & amount hidden
D Egg: # of dozen/case + D Q Quantity & price hidden
G Priced per 100 gallons. N Line hidden: not printed
M Priced per 1000 ^ Line hidden: not printed
O Price/ton:line won't print H Print hidden amount total
T Price / ton: line prints J Jobtotal since last total
# Price/each in case lots(x#) * Subtotal all above items
% List price is a percent > Major Component w/Service
- Square footage (ll-ww) # Item# hidden
/ Prints N/C S0-S9 Schedule item
U Underline amount column <MESSAGES:>
= Weight in order and ship H0-H9 for one invoice
<DISCOUNTS & SALES TAX:> HW for any invoice
F Freight: no cash discount - Report 3-32 description
& Mix & Match discounts (&x) <INVOICE ASSEMBLIES LIST:>
$ Line discount: not Terms ($x) B With price on items
< Line item discount level ($x) BK without price on items
@ Non-taxed items below tax BN Items not listed
<JOB COSTING UNITS:> <AUTO UNIT ENTRY, INFORMATION>
The Unit is set from the Inventory file (I), but may be
changed manually. It is normally used to determine the
unit upon which the list price is based. This field can be
used to label your quantity field with any 2 or 3 letter
code such as; yd, in, ton, bu, ft, lb. EXCEPT for the
codes which have a specially programmed function.
Following is a list of special codes and an explanation of
their functions:
F - Specify this line as a freight or other adjustment. It
won't figure this amount in when calculating a cash
discount.
J - Print a job total; that is, a subtotal of all items
printed since the previous subtotal or job total.
H0 to H9 - When you put "H" and a single digit in the Unit
field of a SAVED invoice, you are taken to the Word
Processor where you can enter a message which will be
printed on the invoice when the invoice is printed. One
limitation; this may not be on the last line of the
invoice unless there is an inventory item or remark also
on the last line. (The message is not displayed on the
screen invoice.)
B - indicates an Assembly with each item listed (Broken
down) on the Invoice. Price is determined by totaling each
item. Each item is listed with its price.
ABC JOB COSTING MODULE - L,L1,L2,L3 - These codes are used
with Estimating and Job Costing. They specify whether
Quantity on this line is posted to the Hours 1, Hours 2,
or Hours 3 field on the Job Detail File ('D). Cost
Extension (Cost x Quantity = Cost Extension) posts to the
Labor Cost field. This is calculated but not shown on the
screen. You can look at or change this by pressing
This is set from the List Price on the Inventory file (I)
unless there are discounts specified on the Quoted Prices
file (Q), Inventory file (I), or Customer file (C).
When an inventory item is entered, the G/L number from the
Inventory file (I) is automatically carried across to this
field.
This is used only with specialized programming.
When an invoice is entered for a customer with a negative
balance, the computer will ask if you want to apply the
credit to that invoice. If you respond with a Y, the
computer will switch to the Deposit screen (D).
Customer returns are entered on the invoice screen(R) much
like an invoice.
Charges and discounts that are a percentage of the invoice
need to be set up in the Inventory file (I), following the
steps below.
Sometimes when you press a key to do something, the
computer beeps and displays a message. Following is a list
of messages and what to do. To get rid of the displayed
message, hit any key.
"Want to apply credit to this invoice?" (Yes / No)
The customer has credit. If you type Y, the computer
takes you to the D screen where you can apply credit to
this invoice. N means No credit applied to the invoice.
"Tax code ' ' not set up in inventory file"
" 'C' not allowed on order"
"Amount must be clear where Unit is 'U'"
"B- Both quoted and held order."
"C- Contract - no inventory posting."
"Cost for ' ' is ' ', enter new cost or ENTER"
"Date out of range"
"Digitizer entry not allowed"
"Do you want to auto-order (A)ll, (S)ome, or (N)o revision
changes"
"Do you want to auto-order item # ' '?"
"Do you want to backorder unshipped items?" Type Y or N.
"H- Order held until complete."
"Invalid cost, no change"
"Item not on order. Do you want to add it"
"NOTE: Ship Qty's for serial# items must be entered
manually"
"Only one '[&' allowed in the unit on an invoice"
"Order Qty.=" ". Is Ship Qty. correct"
"Order is full"
"Over quoted quantity"
"Q- Quoted order - billing will not reprice."
"Quote will not apply"
"Shipping module not installed"
"Use this function in INVOICE mode" (repricing?)
"You are now in Order Entry. This order has not been
saved"
"
"Do you want to auto-order item # " "?"
"$ " " Over credit"
"Reference # changed from ' ' to ' '"
"Enter auto-invoice code for orders to bill"
"Enter special description"
"
"ILABELS on Word File not Found. Press Enter"
"Job " " " " is terminated "
" " is the Job Class. /-Clear, or ENTER-Keep, or "=1005
"Enter Job Class "
1. To make a Receivable Invoice, press R when you are at
the
You can change the printing of an invoice by entering a
"command line" which contains a special code in the Unit
field. These codes are listed below.
/ - Print N/C (for no charge) instead of the Sell Price.
Q - Do not print quantity or price on this line.
U - Underline the amount by printing hyphens in the amount
column.
O - Priced per ton and hide print, but include the total
at the end.
N - Do not print this line, but include the amount in a
total which will be printed by an "H" command (below).
W - Do not print the price or amount on this line, but
include the amount in the total which will be printed
by an "H" command (below).
H - Print a total of hidden amounts. This command must
follow any item # or sequence of items in which print-
ing amounts is suppressed.
* - Print a subtotal of all items above this point.
J - Print a job total; that is, a subtotal of all items
listed since the previous subtotal or job total. Sub
totals are calculated whenever the invoice is saved.
Revision and auto-ordering information is set up in the
Inventory file (I). The computer can maintain revisions on
up to 5100 items on a per customer basis. To do this, it
uses a revision cross-reference file. This file consists
of a matrix with rows lettered from A to T, and columns
from 1 to 255. To track revisions for a certain item, you
need to assign it a position in this matrix. This position
may be anything from A1 to T255. This is called the
activity location.
To change orders to invoices, go to the % screen and
select either I or C. Select C if you want to check the
invoice to be sure the item numbers and quantities match
the order, or if you want to generate automatic
back-orders of the items that do not match. In either
case, the computer will automatically generate the invoice
number, and all you need to enter is the order number. Use
the
To change a quote to an invoice, go to a blank invoice and
type the reference number of the quote in the Quote #
field. Press
Restrictions are set up in two different places: in
the Restriction field on the Inventory screen (I), and
in the Privilege Code field on the Customer Type
screen (Y).
A state tax code must be set up in the Inventory file (I)
following the steps below.
On customer screen (C), enter route code and stop number
in Ship Via, separated by a dash (-). Example: A02-01 for
route A02 stop 01. Each route must have a unique code,
which may be letter(s) or numeral(s) or both.
ABC SCHEDULING MODULE - Scheduling allows you to track
scheduled dates and daily or weekly workloads for any
items you choose. These items may be processes (such as
"cut" or "assemble"), employees, crews, or equipment (such
as delivery trucks). Dates can be automatic or manual. Set
up schedule items on the Inventory file (I) as follows:
1. On the workorder, enter Item# of a schedule item you
have set up.
For automatic scheduling, enter a Delivery Date on the
workorder. The computer will work back from this date to
set dates on any schedule items on the workorder, from
bottom to top.