This section describes how the Invoicing Order Completion program is used when it is called from various places in the system.
Order Invoicing – When the Order Invoicing program is called from the Order Fulfillment Menu, it is used to create invoice documents for sales orders and loaners that are being completed from your warehouse locations. The Order Invoicing program is used to invoice type S or normal sales orders, Type L (Loaner or Shipper) sales orders and Return to Vendor Orders (shipments being sent back to the vendor using a specific type of Loaner sales order). When the Order Invoicing program is called from the menu, the program requires the operator to produce a Picklist for each order being processed. The operator then enters the order and the ticket number associated with the Picklist into the program, and the system uses the pick records for the selected order to create the invoice for the shipment. You may not invoice any sales orders in the Order Invoicing program when it is called from the menu unless a picklist is produced for the order, and a valid order/ticket combination is loaded into the program.
Pending Management – The Pending Management System is used to track merchandise that you have sent out to customers or vendors or other entities at no charge and that is still owned by your company. The Invoice Customer option in the Pending Management program allows you to create an invoice to a customer for one or more of the items that you have shipped out to the customer. When this option is selected, the Pending Management program forces the operator to identify any serial numbers associated with the transaction (these records should already be linked to the original shipper or pending record) and it also allows the operator to edit the price and quantity in the pending records as appropriate for the sale being processed. Once the operator has made any required changes to the Pending detail and selects the Invoice Customer Option, the Pending program creates a temporary sales order number and it uses this order to create an invoice for the selected items and quantities. A Picklist is not used when this process is performed as the goods are already in the possession of the company that they were shipped to on the original loaner invoice. The Order Invoicing program is simply used to create the customer invoice. No shipping documents are created when this type of transaction is performed. The system just creates an accounts receivable invoice for the items, it updates any serialized inventory records associated with the pending records from L (loan) to S (sold) status, and it closes down the appropriate pending records. The invoice which is generated is posted to the general ledger, and the temporary order used to create the invoice is deleted.
RA Management – The Order Invoicing program is also called by the RA or Return Authorization System to create credit memos during the RA disposition (closing) process. When the Order Invoicing program is called by the RA system, it is used to create a credit memo for the items returned by the customer. As each RA credit memo is created, the system updates the customer accounts receivable balance for the items returned by the customer, it updates the inventory and serialized inventory systems for the items that are being returned by the customer, and it updates the return authorization lines based on the quantity being processed. When the Invoice Completion program is called by the RA System it is used only for goods that are being received from the customer, and no pick ticket is generated for the credit memo. Instead, the operator identifies the items and quantities being returned by the customer, they identify any serial numbers associated with the items being returned, and they make any adjustments to the Return Value (the price used for the credit memo) in the RA line. Once the operator has verified or changed the information for the RA being processed (including identifying any required serial numbers) and has selected the warehouse location in which to receive the goods, they can create a Credit Memo using the Create Credit and return goods to option in the RA Disposition program. At this point, the system creates a temporary sales order number that is used to create the credit for the goods returned by the customer, and it loads the temporary sales order into the Order Invoicing program. At this point, the operator can optionally add a line for a non-stock item to the credit (this allows you to add a restocking fee or another type of charge or credit to the credit memo being processed, on-the fly). Once the operator has verified or changed the information for the credit memo being processed, they can save the credit. As the invoice is saved, the system updates the inventory and serialized inventory records associated with the credit as appropriate, it creates and posts the new accounts receivable credit memo, and it deletes the temporary sales order used to create the invoice.
Vendor Shipments - A Vendor Shipment Order or order line is an order line that will be fulfilled by your vendor sending product directly to your customer for you. Vendor Shipments are described in detail in the documentation for the Purchasing System). As each vendor shipment sales order line is created on the system, a purchase order requisition is created for the sales order line using the default vendor for the item. This purchase order requisition is later used to create a purchase order to the vendor and to forward information from the sales order (such as the PO and shipping address) to the vendor. Vendor shipments are invoiced from the Purchasing System when the vendor notifies you that they have shipped the product to the customer. No goods are processed in your warehouse when a vendor shipment invoice is generated and no pick ticket is required to create a vendor shipment invoice. Vendor shipment invoices are created using the Invoice Vendor Shipment option in the Purchase Order Management program. When this option is selected, the system displays the vendor shipment lines for the highlighted purchase order, and it loads the vendor shipment lines into the Prepare to Invoice Vendor Shipment Program. The Prepare to Invoice Vendor Shipment program allows the operator to specify the quantity shipped by the vendor for each line item and to enter any serial number information associated with the shipment. The operator may then create an invoice for the shipment by selecting the Invoice Vendor Shipment option. When the Invoice Vendor Shipment option is selected, the system creates a temporary sales order number for the shipment, and it loads the temporary order number into the Order Invoicing program. At this point, the operator may optionally add a non-stock line to the vendor shipment invoice and they may specify the freight charges to be used on the invoice. No pick ticket or shipping documents are generated for vendor shipment invoices as no goods are processed in your warehouse locations when this type of transaction is processed. Shipping information can be recorded in the invoice but no manifest records are created for the shipment. Once the operator saves the new vendor ship invoice, the system deletes the temporary sales order number used to create the invoice and it update the inventory activity, serial master, serial history and other files (manifest, customer, accounts receivable invoice, general ledger) as required.