Invoicing

A selection screen allows for grouping charges that match a set of characteristics onto invoices. Charges that are on hold are ineligible for selection on an invoice. When invoices are created, they are always separated by customer and bill-to entity. They can be further broken down by facility, order, or load if finer control is needed.

After the invoices are created, several post-processing steps are available:
Minimums
Minimums can be applied to the invoice at various groupings of charges.
  • Invoice
  • Per Item or Item group on invoice
  • Per charge code group on an invoice
  • Per facility on an invoice
Taxes
Taxes are applied at invoicing time. They can either cascade, where one tax is based off the total plus a second tax, or be non-cascading (applied to the total individually).
Invoice total
If the invoice total is less than a certain threshold, it will be flagged with a warning and the user has the option to cancel it or allow it to proceed.
G/L distribution
The general ledger distributions are assigned at invoicing time. Charge codes can be split by percentages into multiple G/L accounts and departments.
Validation logic
The invoices will be validated and an error message given if the G/L credits <> debits.
Currency Conversions
The currency that the rate was established in will be converted to the bill-to customer’s currency using an exchange rate when the invoice was created.

After the invoices are created they are available to be printed by the user. You can manage a list of invoices instead of handling them one at a time. Invoices have a sequential numbering system to give full visibility to which were cancelled and which were printed and posted.

The invoices can be:

  • Reset charges put back into the pool
  • Proofed (printed and edited) for accuracy and printed
  • Posted to the accounting package

Summary and detail invoice formats are available, selectable by customer and facility. A posting process will make the invoice available to the accounting package and lock the invoice down so that it can no longer be changed.

A document with non-negotiable verbiage can be printed as a receipt notice after the inbound order is confirmed. This will have legal verbiage declaring the receipt of the inventory and the associated billing rates. Some customers combine this legal verbiage on their invoices. An invoice that includes the non-negotiable verbiage will be provided with the option to print one inbound order per invoice. The destination in an ownership transfer should invoke a non-negotiable to be printed as well either by invoice or receipt notice.