Setting up a generate type

Short Heading

The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.

Data Access Group (DAG) Code

The DAG code to be applied to restrict operator from accessing this data.

Lookup Code

The lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.

Description

Up to 100 characters of text to describe generate type. Either Description or Short Heading must be specified.

Status

Each static data record contains a status code that determines the current processing status of the record:

• Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.

• Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.

• Suspended/Held - a suspended record.

• Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record. You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

Filter Name

Specify name for a RIGI type filter which defines the selection criteria to be applied.

Filter Code

Select one of the contract lines:

• Invoices
• Credit Notes
• Both

Generate To Option

Select one of these options to determine how the Generate To Option field is populated when generating invoices:

• Not Set
• Current
• First Day of Month
• Last Day of Month
• Start of Account Period
• End of Account Period
• Start of Year
• End of Year

Offset: Specify +n or -n as an offset to be applied to the date.

Unit: Select days, months or years as the offset unit.

Order Date Option

Select one of these options to determine how the Order Date Option field is populated when generating invoices:

• Not Set
• Current
• First Day of Month
• Last Day of Month
• Last Amended Date
• Start Date
• End Date
• Review Date
• Misc Date 1
• Misc Date 2
• Billing Period Start
• Billing Period End
• Billing Period
• Start of Account Period
• End of Account Period
• Start of Year
• End of Year

Offset: Specify +n or -n as an offset to be applied to the date.

Unit: Select days, months or years as the offset unit.

Order Period Option

Select one of available options to determine how the Order Period Option field is populated when generating invoices.

Offset: Specify +n or -n as an offset to be applied to the date.

Invoice Date Option

Select one of available options to determine how the Invoice Date Option field is populated when generating invoices.

Offset: Specify +n or -n as an offset to be applied to the date.

Unit: Select days, months or years as the offset unit.

Invoice Period Option

Select one of available options to determine how the Invoice Period Option field is populated when generating invoices.

Offset: Specify +n or -n as an offset to be applied to the date.

Invoice Period Option

Select one of available options to determine how the Invoice Period Option field is populated when generating invoices.

Offset: Specify +n or -n as an offset to be applied to the date.

Miscellaneous Date 1 Option

Select one of available options to determine how the Miscellaneous Date 1 Option field is populated when generating invoices.

Offset: Specify +n or -n as an offset to be applied to the date.

Unit: Select days, months or years as the offset unit.

Miscellaneous Date 2 Option

Select one of available options to determine how the Miscellaneous Date 2 Option field is populated when generating invoices.

Offset: Specify +n or -n as an offset to be applied to the date.

Unit: Select days, months or years as the offset unit.

Customer Requested Due Date Option

Select one of available options to determine how the Customer Requested Due Date 2 Option field is populated when generating invoices.

Agreed Due Date Option

Select one of available options to determine how the Customer Requested Due Date 2 Option field is populated when generating invoices.

From the Dates tab:

One Period Billing

Select the check box to bill only one period.

Generate What

Select what to generate :

• Invoices
• Orders
• Validate Only

Print Option

Select the check box to print the Sales Invoice Document and Ledger Import Report when generating invoices.

Generate with Held

Select the check box to force Recurring Invoicing to generate invoices and put them on the order tables with Held status.

Update Phase

Select the check box to update the Phase Code field when contract lines are being processed.

Update Phase With

Specify value to update the Phase Code field with.

Bill From Limit Offset

Specify number of billed units to validate the Next Charge Date field against when generating invoices.

Bill From Limit Unit

Select days, months or years as the limiting unit.

Generate To Limit Offset

Specify number of units to be billed to validate the Generate To Date field against when generating invoices.

Generate To Limit Unit

Select days, months or years as the limiting unit.

Ledger Interface

Specify the Ledger Interface field to be used for the overall posting of invoices for the Generate Invoice run. Line details are taken from the Ledger Interface for the particular Sales Type for each line.

Default Deferred Ledger Interface

Specify the Deferred Ledger Interface to be used for deferred income, if it is not specified for the Sales Type.

Consolidate Prior Period Posting

Select the check box to consolidate the prior period posting.