eSTELPLAN

Invoicing Release 4.0a

February 15, 2016

2601

 Copyright 2016 Invera Inc. All Rights Reserved.

Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in part without prior written approval from Invera. Invera reserves the right to make changes in specifications and other information contained in this document without prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been made. The terms and conditions governing the licensing of Invera software consist solely of those set forth in the written contracts between Invera and its customers. No representation or other affirmation of fact contained in this document, including but not limited to statements regarding capacity, response-time performance, suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera for any purpose or give rise to any liability of Invera whatsoever. eSTELPLAN is a Trademark of Invera Inc. Web: Email: Phone: Fax:

www.invera.com [email protected] (514) 935-3535 (514) 935-3850

Invera Corp. 5090 Richmond Avenue, #540 Houston, TX 77056 U.S.A.

Invera Inc. 4333 St. Catherine Street West, Westmount, Quebec H3Z 1P9 Canada

Table of Contents

1. INVOICING FUNCTIONS.................................................................................................................... 1 OVERVIEW ............................................................................................................................................. 1 Restrictions ............................................................................................................................................ 1 Archiving ............................................................................................................................................... 1 MAJOR FEATURES PROVIDED ........................................................................................................... 2 INVOICING FLOW ................................................................................................................................. 4 INVOICE TYPES ..................................................................................................................................... 5 Bill of Lading Invoice............................................................................................................................ 5 Direct Invoice ........................................................................................................................................ 5 Sales Order Invoice ............................................................................................................................... 5 Credit Note ............................................................................................................................................ 6 Sales Tax Adjustment ............................................................................................................................ 6 INVOICE STRUCTURE .......................................................................................................................... 7 Components of an Invoice Entry ........................................................................................................... 7 Invoice Header Information................................................................................................................... 8 Invoice Detail Information .................................................................................................................... 8 Back Orders ........................................................................................................................................... 9 Set to Y-Yes ....................................................................................................................................... 9 Set to N-No ........................................................................................................................................ 9 2. SELECTION ENTRIES....................................................................................................................... 11 3. INVOICE ENTRY ................................................................................................................................ 27 OVERVIEW ........................................................................................................................................... 27 ADDING AN INVOICE ......................................................................................................................... 28 Session ID ............................................................................................................................................ 29 Restrictions ...................................................................................................................................... 29 Ship Date ............................................................................................................................................. 30 Interface with eSTELperformance ...................................................................................................... 30 ADDING A DIRECT INVOICE ............................................................................................................ 32 Direct Invoice Defaults ........................................................................................................................ 32 Commission Code ............................................................................................................................... 33 Freight Defaults ................................................................................................................................... 34 Invoice Header Action Bar Options .................................................................................................... 35 Invoice Header Information................................................................................................................. 36 ADDING AN INVOICE ITEM .............................................................................................................. 39 Item Screen .......................................................................................................................................... 39 Product Identifier ................................................................................................................................. 40 Shipped Quantities............................................................................................................................... 41 Item Charges ........................................................................................................................................ 41 Classification Information ................................................................................................................... 42 Invoice Item Action Bar Options......................................................................................................... 44 Inventory Reservations ........................................................................................................................ 45 INVOICING A SALES ORDER ............................................................................................................ 46 Restrictions .......................................................................................................................................... 46

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Adding a Sales Order ........................................................................................................................... 46 Select Order Items ............................................................................................................................... 48 Invoice Generation............................................................................................................................... 49 Sales Order Invoice Items ................................................................................................................ 50 Completing a Sales Order .................................................................................................................... 51 Interface with eSTELperformance ....................................................................................................... 51 INVOICING A BILL OF LADING ........................................................................................................ 53 Restrictions....................................................................................................................................... 53 Product Installation Options ................................................................................................................ 53 Printing Other Tag Reference on the Invoice Form ......................................................................... 53 Printing Purchase Order Reference on the Invoice Form................................................................. 53 BL Invoice Types................................................................................................................................. 53 One Invoice Per Sales Order Shipped on a BL .................................................................................... 54 One Invoice Per Bill of Lading Shipment............................................................................................ 54 Restrictions....................................................................................................................................... 54 ADDING A BILL OF LADING INVOICE ............................................................................................ 56 Selecting the BL Items ......................................................................................................................... 58 Zero Balance Bill of Lading Items ................................................................................................... 59 Invoice Generation............................................................................................................................... 60 Invoice Header ..................................................................................................................................... 60 For Type ‘B’ Invoice ........................................................................................................................ 60 For Type ‘E’ Invoice ........................................................................................................................ 60 Invoice Items........................................................................................................................................ 61 Type ‘E’ Invoice Item ...................................................................................................................... 61 Billing Item ...................................................................................................................................... 61 Completing Sales Orders ..................................................................................................................... 62 Transfer of Reservations ...................................................................................................................... 62 Tag Master Required Material Created with Detail Entry ............................................................... 62 Tag Master Required Material Created with Summary Entry ......................................................... 63 Non-Tagged and Tag Master Not Required Material Created with Detail Entry ............................ 64 Non-Tagged and Tag Master Not Required Material Created with Summary Entry ....................... 64 ADDING AN ITEM TO A BILL OF LADING OR SALES ORDER INVOICE ENTRY ................... 65 CHANGING AN INVOICE.................................................................................................................... 66 Changing an Invoice Header................................................................................................................ 66 Restrictions....................................................................................................................................... 67 Changing the Ship-To Number ........................................................................................................ 67 Changing an Invoice Item .................................................................................................................... 68 Changing the Item Product ............................................................................................................... 68 Changing the Tax Applicable Codes ................................................................................................ 69 Restrictions....................................................................................................................................... 70 Inventory Reservations ........................................................................................................................ 70 Restrictions....................................................................................................................................... 70 DELETING AN INVOICE ENTRY ....................................................................................................... 71 Deleting an Invoice Header ................................................................................................................. 71 Deleting an Invoice Item...................................................................................................................... 71 COSTING AN INVOICE........................................................................................................................ 72 Inventory Costs .................................................................................................................................... 72 Direct Ship Costs ................................................................................................................................. 72 Freight Costs ........................................................................................................................................ 72 Processing Cost .................................................................................................................................... 72 Add-on Costs ....................................................................................................................................... 73 Base Currency Value of Revenue and Cost ......................................................................................... 73 VIEWING INVOICE TOTALS .............................................................................................................. 74 4. AUTO INVOICE GENERATION ...................................................................................................... 77

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OVERVIEW ........................................................................................................................................... 77 AUTO SALES ORDER INVOICE GENERATION .............................................................................. 78 Assumptions ........................................................................................................................................ 78 Restrictions .......................................................................................................................................... 78 Product Installation Options ................................................................................................................ 78 Sequence .......................................................................................................................................... 78 Ship Date.......................................................................................................................................... 78 Commission Field ............................................................................................................................ 78 Putting Invoices on Hold ................................................................................................................. 79 Completion of Order/Order Items .................................................................................................... 79 Zero balance ..................................................................................................................................... 79 Generating SO Invoices ....................................................................................................................... 79 Verifications..................................................................................................................................... 79 Creating Invoice Entries .................................................................................................................. 79 Auto SO Invoice Generation Selection Entry Screen .......................................................................... 80 Session Log ......................................................................................................................................... 80 AUTO BILLS OF LADING INVOICE GENERATION ....................................................................... 83 Product Installation Options ................................................................................................................ 83 Sequence .......................................................................................................................................... 83 Ship Date.......................................................................................................................................... 83 Reservations ..................................................................................................................................... 83 Lot Freight Charge .............................................................................................................................. 83 Generating BL Invoices ....................................................................................................................... 84 Verifications..................................................................................................................................... 84 Defaulting the Invoice Type ............................................................................................................ 84 Auto BL Invoice generation Selection screen ..................................................................................... 85 Session Log ......................................................................................................................................... 85 5. CREDIT NOTES .................................................................................................................................. 89 OVERVIEW ........................................................................................................................................... 89 ADDING A CREDIT NOTE .................................................................................................................. 90 Restriction............................................................................................................................................ 90 INVOICE CREDIT LINK ...................................................................................................................... 91 Features Provided ................................................................................................................................ 91 Restrictions ...................................................................................................................................... 91 ADDING A CREDIT NOTE LINKED TO AN INVOICE .................................................................... 92 Credit Note/Invoice Cross-Reference File Verification ...................................................................... 93 Verifying the Accounting Period ......................................................................................................... 94 Defaulting the Credit Note Header ...................................................................................................... 94 Fields defaulting in Add Mode ........................................................................................................ 94 Other Fields and Conditions ............................................................................................................ 95 Errors and Warnings ........................................................................................................................ 95 Remaining Fields ............................................................................................................................. 95 Adding an Item to a Credit Note Linked to an Invoice ....................................................................... 96 Restriction ........................................................................................................................................ 96 Verifying the Credit Note/Invoice Cross-Reference File................................................................. 96 Credit Note Item Display ................................................................................................................. 97 Credit Note Verification .................................................................................................................. 97 RETURN-TO-STOCK IN CREDIT NOTE ENTRY ............................................................................. 98 Copy Tag window ............................................................................................................................... 98 Copying Archived Tags ................................................................................................................... 98 Tag Information Default from the Copy Tag Function ..................................................................... 100 Tag Information screen ...................................................................................................................... 100 Restrictions ........................................................................................................................................ 101 RETURN MATERIAL AUTHORIZATION ....................................................................................... 102

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Adding an RMA Header .................................................................................................................... 102 RMA Header Action Bar Options .................................................................................................. 103 Adding an RMA Item ........................................................................................................................ 104 Restocking Charges ........................................................................................................................ 104 Reservations ................................................................................................................................... 105 Value .............................................................................................................................................. 105 Modifying an RMA ........................................................................................................................... 105 Deleting an RMA ............................................................................................................................... 105 RMA Printing .................................................................................................................................... 105 Automated Emailing of RMAs .......................................................................................................... 106 Product Installation Options .............................................................................................................. 106 Total Line Information Total Line Information ............................................................................. 106 Company or Branch Address ......................................................................................................... 107 Weight/Measure Based Weight based Price .................................................................................. 107 Tax Information ............................................................................................................................. 107 Salespersons ................................................................................................................................... 107 Standard Messages............................................................................................................................. 107 Workflow Message ............................................................................................................................ 107 Sample Form ...................................................................................................................................... 108 RMA Release ..................................................................................................................................... 109 Restrictions..................................................................................................................................... 109 Workflow Message ........................................................................................................................ 109 6. INVOICE EDIT REPORTS............................................................................................................... 111 OVERVIEW .......................................................................................................................................... 111 Restrictions ........................................................................................................................................ 111 Product Installation Options .............................................................................................................. 111 Re-costing of Invoice Entries ......................................................................................................... 111 Cost for Transient Tags .................................................................................................................. 112 Processing Costs............................................................................................................................. 112 INVOICE RESERVATION EXCEPTION REPORT .......................................................................... 113 Restriction .......................................................................................................................................... 113 Selection Screen................................................................................................................................. 113 Report Printing................................................................................................................................... 114 Form & Report Field Descriptions ................................................................................................. 114 Report Samples .................................................................................................................................. 115 INVOICE EDIT REPORT PRINTING ................................................................................................. 117 Credit Notes ....................................................................................................................................... 117 Product Installation Option ................................................................................................................ 117 Sales Order and Item Numbers .......................................................................................................... 117 Customer Purchase Order and Release Numbers .............................................................................. 117 Inventory Reservations ...................................................................................................................... 117 Tag Master Required Products .......................................................................................................... 117 Totals ................................................................................................................................................. 118 Total of Taxes by Tax Region ........................................................................................................... 118 EDIT VERIFICATIONS ....................................................................................................................... 119 Warning Messages ............................................................................................................................. 119 Detail Edit Verifications .................................................................................................................... 119 INVOICE EDIT DETAIL ..................................................................................................................... 120 Selection Page .................................................................................................................................... 120 Report Sample.................................................................................................................................... 121 INVOICE EDIT DETAIL CONDENSED ............................................................................................ 124 Selection Page .................................................................................................................................... 124 Report Sample.................................................................................................................................... 125 INVOICE EDIT SUMMARY ............................................................................................................... 127

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Selection Page ................................................................................................................................... 127 Restrictions ........................................................................................................................................ 128 Report Sample ................................................................................................................................... 129 7. INVOICE UPDATE ........................................................................................................................... 131 OVERVIEW ......................................................................................................................................... 131 Invoice Entries ................................................................................................................................... 131 Credit Notes ....................................................................................................................................... 132 Late Charges ...................................................................................................................................... 132 Files Updated by the Invoice Update................................................................................................. 132 Foreign Currency Invoices ............................................................................................................. 132 Product Installation Options .............................................................................................................. 133 Transient Tags................................................................................................................................ 133 Release Number Update ................................................................................................................ 133 INVOICE UPDATE SELECTIONS ..................................................................................................... 134 Restriction.......................................................................................................................................... 134 UPDATE SEQUENCE AND CONTROLS ......................................................................................... 135 Verification Steps .............................................................................................................................. 135 Invoice Partially Updated .................................................................................................................. 135 Partially Update Invoice Utility ..................................................................................................... 135 Complete Partially Updated Invoice Utility................................................................................... 136 Reference Number Assignment ......................................................................................................... 136 Invoice File Update ........................................................................................................................... 136 Inventory File Update ........................................................................................................................ 136 Product Detail Remark and Location ............................................................................................. 136 Inventory Files Activity Date......................................................................................................... 137 Transient Tags ................................................................................................................................... 137 Direct Shipment PO Reservations ..................................................................................................... 137 Inter-Branch Direct Shipments .......................................................................................................... 138 Sales Journal Creations...................................................................................................................... 138 Inventory Transaction Journal ........................................................................................................... 139 Sales Analysis Transactions .............................................................................................................. 139 Inventory Cost Reconciliation ........................................................................................................... 139 Cost Reconciliation Record (IRC) for External Vendor Costs ...................................................... 139 Cost Reconciliation Record (IRC) for Direct Ship Invoices .......................................................... 139 Session Log ....................................................................................................................................... 140 Workflow Messaging Interface ......................................................................................................... 140 ERROR MESSAGES............................................................................................................................ 141 Serious System Errors that Require Discussion with the Support Center ......................................... 141 Warnings for Entries that Require a Change before Update ............................................................. 141 INTER-COMPANY SALES PROCEDURE ........................................................................................ 144 Invoice Update Logic ........................................................................................................................ 144 Product Installation Option ............................................................................................................ 144 Invoice Entry Material Reservation Requirements ........................................................................ 144 Inventory Update ........................................................................................................................... 145 Invoice Traceability ....................................................................................................................... 145 Invoice Form ..................................................................................................................................... 145 Credit Notes and Material Returns .................................................................................................... 146 Credit Note Entry Branch .............................................................................................................. 146 Material Returns............................................................................................................................. 146 8. INVOICE PRINTING ........................................................................................................................ 147 OVERVIEW ......................................................................................................................................... 147 Restrictions ........................................................................................................................................ 147 Automated eMailing/Faxing of Archived Invoices ........................................................................... 147 Product Installation Options .............................................................................................................. 147

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Company Name and Address ......................................................................................................... 147 Remit to Payment Address ............................................................................................................. 148 Salesperson Name .......................................................................................................................... 148 Currency Code ............................................................................................................................... 148 Tax Detail ....................................................................................................................................... 148 Tax Percentage Printing ................................................................................................................. 148 Job Information .............................................................................................................................. 148 European Tax Standard .................................................................................................................. 148 European Standards-Commodity Code Printing ............................................................................ 148 Sold To Information ....................................................................................................................... 148 Extended Description ..................................................................................................................... 149 Suppress Weight............................................................................................................................. 149 Tax License .................................................................................................................................... 149 Archive the Invoice Form .............................................................................................................. 149 Due Date......................................................................................................................................... 149 Unit of Measure.............................................................................................................................. 149 Equivalent Charge and Unit of Measure ........................................................................................ 149 Note Printing .................................................................................................................................. 149 Suppressed Title ............................................................................................................................. 149 Total Line ....................................................................................................................................... 150 Contact Information ....................................................................................................................... 150 Written format in Spanish .............................................................................................................. 150 Fuel Surcharge ............................................................................................................................... 150 Bill of Lading Heat Numbers ......................................................................................................... 150 INVOICE PRINTING SELECTIONS ................................................................................................... 151 Restriction .......................................................................................................................................... 151 Header Area ....................................................................................................................................... 151 Ribbon Line Area............................................................................................................................... 153 Product Detail Area ........................................................................................................................... 154 Charge Table ...................................................................................................................................... 155 Shipping Details and Chemical Analysis ........................................................................................... 156 Physical Analysis ............................................................................................................................... 156 Tag Random Length Details .............................................................................................................. 157 Totals Area......................................................................................................................................... 157 9. FREIGHT AND SCRAP SALES RETENTION .............................................................................. 169 OVERVIEW .......................................................................................................................................... 169 Production Installation Options for Freight Retention....................................................................... 169 Product Installation Options for Material Retention .......................................................................... 169 Customer and Customer Ship-To Information .................................................................................. 169 Restriction ...................................................................................................................................... 169 Tax Regions ....................................................................................................................................... 170 INVOICE UPDATE – CALCULATION OF RETENTION ................................................................ 171 Example – Freight Retention ............................................................................................................. 171 Freight Retention ............................................................................................................................... 171 Requirements.................................................................................................................................. 171 Restrictions..................................................................................................................................... 171 Material Retention ............................................................................................................................. 172 Requirements.................................................................................................................................. 172 Restrictions..................................................................................................................................... 172 INVOICE AND CREDIT NOTE FORMS ........................................................................................... 173 Invoice Samples ................................................................................................................................. 174 ACCOUNTING ..................................................................................................................................... 176 General Ledger .................................................................................................................................. 176 Sales and Invoicing Reports .............................................................................................................. 176

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10. INVOICE COST ADJUSTMENTS ................................................................................................ 177 OVERVIEW ......................................................................................................................................... 177 Restrictions ........................................................................................................................................ 177 ENTERING AN INVOICE COST ADJUSTMENT ............................................................................ 178 Curr Period ........................................................................................................................................ 178 Cost Attribution Fields ...................................................................................................................... 179 Validations......................................................................................................................................... 179 Changing a Cost Adjustment ............................................................................................................. 181 Canceling a Cost Adjustment Entry .................................................................................................. 181 UPDATING A COST ADJUSTMENT ................................................................................................ 182 Updating the Sales and Cost Journal ................................................................................................. 182 Sales Journal Header ...................................................................................................................... 182 Sales Journal Detail........................................................................................................................ 182 Sales Journal Costs ........................................................................................................................ 183 Updating the Sales Analysis .............................................................................................................. 184 Updating the Customer Balance ........................................................................................................ 184 Updating the General Ledger ............................................................................................................ 184 Updating the Inventory Reconciliation for External Cost Attributions ............................................. 185 11. SALES TAX ADJUSTMENTS........................................................................................................ 187 OVERVIEW ......................................................................................................................................... 187 Restrictions ........................................................................................................................................ 187 ADDING A TAX ADJUSTMENT ....................................................................................................... 188 HOW TO USE THE TAX AMOUNT/TAXABLE SALES FIELDS ..................................................... 191 First Case ........................................................................................................................................... 191 Second Case....................................................................................................................................... 191 CHANGING A TAX ADJUSTMENT................................................................................................... 193 DELETING A TAX ADJUSTMENT ................................................................................................... 194 12. INVOICING JOURNALS AND REPORTS .................................................................................. 195 OVERVIEW ......................................................................................................................................... 195 INVOICE REGISTER .......................................................................................................................... 196 Selection Page ................................................................................................................................... 196 Report Printing .................................................................................................................................. 196 Report Sample ................................................................................................................................... 197 SALES AND COST JOURNAL DETAIL ........................................................................................... 198 Selection Pages .................................................................................................................................. 198 Report Printing .................................................................................................................................. 199 Report Sample ................................................................................................................................... 200 SALES AND COST JOURNAL SUMMARY ..................................................................................... 201 Selection Pages .................................................................................................................................. 201 Report Printing .................................................................................................................................. 202 Report Sample ................................................................................................................................... 203 SALES AND COST ANALYSIS REPORT ......................................................................................... 204 Selection Page ................................................................................................................................... 204 Report Printing .................................................................................................................................. 204 Report Sample ................................................................................................................................... 205 SALES TAX REPORT ......................................................................................................................... 206 Selection Page ................................................................................................................................... 206 Report Printing .................................................................................................................................. 206 Report Samples .................................................................................................................................. 207 SALES TAX SUMMARY .................................................................................................................... 209 Selection Page ................................................................................................................................... 209 Report Printing .................................................................................................................................. 209 Report Sample ................................................................................................................................... 210 PRODUCT LINE SUMMARY REPORT ............................................................................................ 212

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Selection Page .................................................................................................................................... 212 Report Printing................................................................................................................................... 212 Percentage Contributions ............................................................................................................... 213 Product Line Summary Group Totals ............................................................................................ 213 Report Sample.................................................................................................................................... 214 INVOICE AUDIT REPORT ................................................................................................................. 216 Selection Page .................................................................................................................................... 216 Report Printing................................................................................................................................... 216 Report Sample.................................................................................................................................... 217 RETURNS AND ADJUSTMENTS REPORT...................................................................................... 218 Selection Page .................................................................................................................................... 218 Report Printing................................................................................................................................... 218 Returns and Adjustments Report Detail Section ............................................................................... 219 Sequence ........................................................................................................................................ 219 Headings......................................................................................................................................... 219 Totals .............................................................................................................................................. 219 Detail Section Sample .................................................................................................................... 221 Returns and Adjustments Recap Section ........................................................................................... 222 Sequence ........................................................................................................................................ 222 Headings......................................................................................................................................... 222 Grand Totals ................................................................................................................................... 222 Recap Sample ................................................................................................................................. 224 Returns and Adjustments Corporate Section ..................................................................................... 225 Sequence ........................................................................................................................................ 225 Headings......................................................................................................................................... 225 Grand Totals ................................................................................................................................... 226 Corporate Section Sample .............................................................................................................. 227 SALES COMMISSION REPORT ........................................................................................................ 228 Selection Page .................................................................................................................................... 228 Report Printing................................................................................................................................... 228 Report Samples .................................................................................................................................. 229 Detailed Report .............................................................................................................................. 229 Summary Report ............................................................................................................................ 229 13. PERIODIC PROCEDURES ............................................................................................................ 231 INVOICE ENTRY RECOSTING ......................................................................................................... 231 Selection Page .................................................................................................................................... 231 Invoice Recosting Log ....................................................................................................................... 231 INVOICE CLEANUP UTILITY .......................................................................................................... 233 Restrictions ........................................................................................................................................ 233 TRANSIENT TAGS UPDATE ............................................................................................................. 234 Updating the Inventory files .............................................................................................................. 234 Product Balance ............................................................................................................................. 234 Inventory Transaction Detail .......................................................................................................... 234 Product Statistics ............................................................................................................................ 234 Inventory file .................................................................................................................................. 234 Tag Tracing .................................................................................................................................... 235 Update Verification............................................................................................................................ 235 INVOICE ARCHIVING ........................................................................................................................ 236 Archived Invoice Table Cleanup.................................................................................................... 236 APPENDIX A .......................................................................................................................................... 237 USER MENU OPTIONS ...................................................................................................................... 237 Index ......................................................................................................................................................... 239

1. INVOICING FUNCTIONS

OVERVIEW The invoicing functions provide the means of invoicing customers for material or services provided. The Invoice can be generated automatically using a Sales Order or Bill of Lading transaction, or entered manually for Direct Invoices and Credit Notes. Once the Invoice Entry is created, different Edit Reports are provided to review the Invoice Charges, Costs and reserved Inventory before you proceed with the Invoice Update. The Invoice Update posts the Invoice Entry to the Journals and updates the Inventory files accordingly. You can then print the Invoice forms to mail to your customer.

Restrictions 

Once the Invoice is updated, it cannot be changed. However, its details can be reviewed using different inquiries and reports.



Once the Invoice is printed and the End of Day procedure runs, you can no longer re-print the Invoice form as the files that contain all the details are cleared out.

Archiving The Product Installation Option ARC=X allows you to archive the Invoice form at printing time. If you have eSTELfax installed, you can fax the Archived Invoice whenever necessary through the Order CrossReference Inquiry. You can also print or view the archived invoice at any time.

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eSTELPLAN Integrated Systems for the Metal Industry

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MAJOR FEATURES PROVIDED 

The Invoice Entry program is similar to the Sales Order Entry program, therefore all the features provided in the Sales Order are also applicable to the Invoice Entry.



Grouping of the Invoicing transactions according to Branch and Session number so that control can be kept over the entries and the orders that are being invoiced.



Ability to default the Invoice Entry Type depending on your Shipping procedures using the Product Installation Option INV=X and Customer Tag Information. If you use the Shipping Order, then you would invoice a Sales Order, but if you use the Bill of Lading, then you would invoice the Bill of Lading.



The Invoice Update function updates the Cross-Reference file which is used in the Cross-Reference Inquiry to relate the Sales Order to its corresponding transactions.



Ability to print the shipment details for Tag Master Required products when invoicing a Bill of Lading. Based on the Customer information, the Tag numbers shipped can be printed on the Invoice below the line Item.



Ability to print Chemical and Physical Analysis for Tag Master Required products when invoicing a Bill of Lading.



Provides an Inter-Company Sales procedure. Refer to the Invoice Update chapter for details.



Ability to generate one Invoice per Bill of Lading, regardless of the number of Sales Orders shipped on the Bill of Lading.



Ability to generate Bill of Lading Invoices in batch mode using the Auto Bill of Lading Invoice Generation function.



Ability to generate Sales Order Invoices in batch mode using the Auto Sales Order Invoice Generation function.



Ability to manually add a new Item to an Invoice Entry that was originally generated from a Sales Order or a Bill of Lading.



Ability to do an Invoice Cost Adjustment to adjust a previously updated Invoice with an incorrect cost.



Ability to do Tax Adjustment Credit/Debit entries to adjust a previously updated Invoice with an incorrect Tax amount.



Ability to link a Credit Note to its original Invoice based on the Product Installation Option LNK=X.



Ability to process Customer Returns using a Return Material Authorization (RMA) form that is automatically turned into a Credit Note when the material is re-stocked.



Ability to update the Invoice while the reserved inventory is still transient, based on the Product

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Installation Option TRN=X. Once the production is finalized and the inventory cost is updated, an End of Day utility automatically posts the inventory to the Invoice and updates the related Sales and Cost Journal, Sales Statistics and Inventory files.

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1. Invoicing Functions

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INVOICING FLOW

Sales Order

NO

Shipping using BL

Yes

Auto SO Invoice Generation

Generate one Invoice for each Sales Order Type = S

Auto BL Invoice Generation

Generate one Invoice per each SO on the BL Type = B

AR Late Charge Utility

Generate one Invoice per BL Type = E

Invoice Entry

Late Charge Invoices

Adjust Invoices

Direct Invoice

Tax Adjustment

Credit Note

Linked to an Invoice Cost Adjustment

Apply Transient Tag

Print Edits

Journals History and Statistics files

Update Invoice Entry

Print Invoice

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Archive Invoice

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INVOICE TYPES The following Types of Invoice entries are handled by the Invoicing functions. Invoice Entry Type – Reference Prefix ‘IE’ B D E S T

-

Bill of Lading Invoice Direct Invoice One Invoice for an entire Bill of Lading Sales Order Invoice Invoice Tax Adjustment

Invoice Entry Type – Reference Prefix ‘LE’ L - Late Charge Credit Note Entry – Reference Prefix ‘NE’ C - Credit Note N - Credit Tax Adjustment All Invoice Entry Types are stored in the same files and share the same report and update functions. Each function is discussed separately in the corresponding chapter.

Bill of Lading Invoice Used to generate an Invoice based on the Bill of Lading information. This invoicing method does not require any adjustments to the Items and quantities shipped. However, you can add Inventory Reservations as appropriate to the transaction. Two Bill of Lading Invoice Types are available:  

Type B: Type E:

One Invoice for each Sales Order shipped on a Bill of Lading. One Invoice per Bill of Lading, regardless of the number of Sales Orders shipped on the BL as long as all the Sales Orders shipped on the BL belong to one Selling Branch.

Direct Invoice Used to create an Invoice for any miscellaneous services or material, to make billing adjustments to increase the price or amount paid by a customer.

Sales Order Invoice Used to invoice an Order that was shipped using the Shipping Order. This method of invoicing requires you to review each Item shipped and adjust the Pieces and Quantities shipped manually to represent what was sent on the truck.

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Credit Note Used to reverse an Invoice completely, to make product billing adjustments or Sales Tax adjustments to credit a customer’s account for material or services.

Sales Tax Adjustment Used to make Tax adjustments to bill customers for Sales Taxes not billed correctly on the original Invoice.

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INVOICE STRUCTURE Components of an Invoice Entry An Invoice transaction is composed of several different sections of information, each involving a different aspect of the transaction:       

Customer and general information about the transaction The Items or services being invoiced Remarks about the Item Costs applied to the transaction Inventory Reservations Direct Shipment Purchase Order Costs applied to the transaction Total information including the total Amount, costs, profitability and taxes

The following diagram illustrates the components and relationship of different information that is kept for an Invoice Entry: INVOICE HEADER

(1 per Invoice)

Invoice Header Information

(1 per Invoice)

Invoice Totals

(1 per Invoice)

INVOICE ITEM

(999 per order) Billing Information

(1 record per item)

Invoice Item Totals

(1 record per item)

Cost Attributions

(99 lines per item)

Item Remarks (Types D, I)

(99 lines per item)

Direct Shipment PO Reservation

(1 record per Item) (999 combinations per Item)

Inventory Reservations

Specific Reservations

Allocations Remarks

Invoicing – 4.0a Licensed Material, February 15, 2016

(up to 998 per Item) (up to 5 lines per Res)

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Invoice Header Information Invoice Header

Indicates the Customer and/or Branch, transaction classification information, various dates and reference information required to handle the Invoice.

Invoice/Item Totals

Contains the totals for revenue, Costs, Profit and Profit % plus sales taxes, etc.

Invoice Detail Information Billing Detail

Contains the basic Invoice Item information including the product sold or handled for the transaction. Also includes all fields about the Item including Material Price, Misc Charges, Sales Tax and codes used to classify the type of sale, etc.

Cost Attributions

Contains the detailed breakdown of costs for the Invoice Item. This is divided into Internal costs and External costs. Refer to the Add-on and Automatic Costs chapter in the Sales Order manual for details.

Item Remarks

Includes the different types of applicable remark lines based on where the information is to be printed. The Remarks are carried from the transaction that is used to create the Invoice Entry and can be changed as required.

Reservations

Includes the inventory products reserved for the Item. In most situations, the Inventory Reservations default from the transaction that was used to create the Invoice. Refer to the ‘Transfer of Reservations’ section of the Invoice Entry chapter of this manual and the Inventory Reservations chapter of the Sales Order manual for details. If there are any Returns-to-Stock to be added back to inventory, they can be added on the Reservations page.

Direct Ship

Identifies a Direct Ship Purchase Order Item that is reserved against the Invoice Item. The Incoming Reservation is copied from the Sales Order at Invoicing time if it is flagged as Direct Ship. For each Purchase Order Direct Shipment Reservation on the Invoice, External Cost Attributions are created on the Item containing the cost records and units of measure from the Purchase Order along with a quantity equal to the Purchase Order Reservation quantity. The value of these costs is the Purchase Order Cost rate multiplied by the reservation quantity and then converted to Base Currency in the Order Totals.

Invoice Totals

Contains the totals of the Invoice Entry that will be used to verify the Invoice Entry and will update all files related to invoicing. This also contains the profitability information for each Item and the total Invoice so that the Invoice Exception Edit can be used to identify any problem entries that are below expected profitability.

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Back Orders Set to Y-Yes If the Sales Order has the Back Order Allowed code set to Y-Yes, then the system automatically retains the unshipped portion of an Order or any unshipped Items on the Order for a subsequent shipment and Invoice. The Order Deletion utility that is run every night inspects the Order balances remaining and deletes those Orders in which the Balance of Quantity to be shipped is less than a designated percentage. See the Order Deletion utility in the Sales Order manual.

Set to N-No If the Sales Order has the Back Order Allowed code set to N-No, then the Order is considered complete at the time of Invoicing, and all Items and Order quantities are considered Complete.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

1. Invoicing Functions

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eSTELPLAN Integrated Systems for the Metal Industry

2. SELECTION ENTRIES

The following options are provided for use with the Invoicing functions. Not all selections apply to each form or report. The combination of each selection used for a specific form or report is listed with the specific function.

Accounting Period....................

____

Journals are always printed by Accounting Period. You must enter a single period for each report selection. The Period defaults to the Current Accounts Receivable Period but can be changed as required. If you have previous months of Sales Journals on file, then you can select any of those periods. For month end reporting, the Accounting Period is dependent on the value of the Data Source Selection Entry Option as follows: 

If the Data Source Selection Entry Option is ‘C’, the current period is defaulted at report execution time. The Accounting Period comes from the AR Company table .



If the Data Source Selection Entry Option is ‘P’, the current accounting period is derived from the previous month’s Company tables.

Accounting Period...................

[Y]

From: ____

To: ____

Allows you to select a specific or a range of Accounting Periods. For Permanent report options, leave the From and To fields blank; the Current AR period will default at the time of execution of the report.

Ack Printed..............................

[_]

Used in the Auto Sales order Invoice Generation to select Orders for which the Acknowledgment was printed. Options are: N Y

- (Default.) Orders are selected regardless of their Acknowledgment printed status. - Only those orders for which an Acknowledgment has been printed are selected.

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2. Selection Entries Ack Printed Date .....................

Page 12 [_]

From:

To:

Used to specify the Date range in which the Order Acknowledgment was printed. This selection is skipped if the Ack Prtd selection is set to N-No. Options are: N Y

- (Default.) Orders are selected regardless of their Acknowledgment Printed Date. - Only orders having their Acknowledgment Printed Date within the specified range are printed.

Activity Date ............................

[_]

From:

To:

Allows you to select Invoices based on their Shipment Date. Options are: N Y

- (Default.) Invoices are selected regardless of their Shipment Date. - Allows you to specify a range of Shipment Dates.

Auto-Fax ..................................

[_]

Used to segregate the Invoices that need to be printed from the ones that don’t. Options are: A

- (Default.) All Invoice Forms are generated.

F

- Fax. Invoice Forms are only generated for the Invoices that will be automatically faxed or emailed, i.e., whose Customers have the ‘INV’ option set to F or E in the Customer/Vendor Document Distribution table.

M - Mail. Invoice Forms are only generated for the Invoices that will be mailed, i.e., whose Customers do not have a record in the Customer/Vendor Document Distribution or have the ‘INV’ option set to N in this table.

Auto Send Document ..............

[_]

Allows you to segregate the forms that are automatically emailed from the ones that need to be printed in order to be sent by mail. Options are: M - Mail. Forms are only generated for the Customers that require a copy mailed to them. These Customers have no record in the Customer/Vendor Document Distribution table or a record with the Distribution Method N-No. N

- (Default.) All Forms are generated. They are NOT emailed, even if the Customers have a

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record set up for emailing in the Customer/Vendor Document Distribution. Y

- Forms are only generated for the Customers that require an email. In addition to being generated, the forms are automatically emailed to the email addresses entered in the Customer/Vendor Document Distribution.

Billed vs Allocated Wgt ...........

[_]

Allows you to select Invoices that have a Billed weight greater than or less than the Allocated weight. Options are: G L N V

-

Billed weight is greater than Allocated weight. Billed weight is less than Allocated weight. (Default.) All Invoice entries are printed regardless of their Billed/Allocated weight. Billed weight is not equal to Allocated weight.

In Invoice Update, allows you to only update Invoice Entries that have a Billed weight equal to the Allocated weight. Options are: E N

- Invoice Entries are only updated if their Billed weight equals the Allocated weight. - (Default.) All Invoice entries are updated regardless of their Billed/Allocated weight.

Bill of Lading Brh ...................

[_]

___

In the Auto BL Invoice Generation screen, controls the selection of Bills of Lading based on their Branch: Option is: Y

- (Default.) This is forced and cannot be changed. Your user ID Branch code is displayed automatically. You can override the Branch code if you have multi-branch access.

Branch ........................................

[_]

Allows you to select one or all Invoice Branches. Options are: N Y

- Invoices from all Branches are selected. - (Default.) The User ID Branch code is displayed automatically. However, you can override the Branch code if you have multi-Branch access. If you do not have access to other Branches, the default appears and the field is skipped.

In the selections entries of the Sales and Cost Journal, Product Line Summary, Sales and Cost Analysis reports, you have access to the Branch code only if, in addition to the multi-Branch access, the Sales

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eSTELPLAN Integrated Systems for the Metal Industry

2. Selection Entries

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Inq/Reports field of the User Group information table is set to Y-Yes. In the Auto SO Invoice Generation screen, controls the selection of Sales Orders based on their Branch. Option is: Y

- (Default.) Your User ID Branch code is defaulted and can be changed if you have multiBranch access.

Corporate Only ........................

[_]

Allows you to select a Corporate Summary report. Options are: N Y

- (Default.) No. - A Corporate Summary report is printed.

Currency Code .........................

[_]

Allows you to select one Currency at a time for the report. Options are: N Y

- (Default.) All sales are printed regardless of their Currency. - You must enter one Currency code. Only sales in that Currency are printed.

Customer Name........................

[_]

From:

To:

Allows you to select the range of Customer Look-Up Names to be printed. Options are: N Y

- (Default.) All sales are printed regardless of their Customer Name. - You must enter a range of Customer Look-Ups. Only sales for those Customer Look-Ups are printed.

Customer Number ...................

[_]

From:

To:

Allows you to select the range of Customer numbers to be printed. Options are: N Y

- (Default.) All sales are printed regardless of their Customer number. - You must specify a range of Customer numbers. Only sales for those Customers are printed.

In the Auto BL Invoice Generation selection screen or in the Auto SO Invoice Generation selection

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screen, this field allows you to control the selection of BL’s or SO’s based on their Customer number. Options are: N Y

- (Default.) Bills of Lading/Sales Orders are selected regardless of their Customer number. - You can enter a range of Customer numbers. If the Bill of Lading or the Sales Order Customer number matches the selection, then an invoice entry is generated. The Customer range defaults to 0-999999.

Date Source..............................

[_]

Allows you to select the data source period. Options are: C P

- (Default.) The report uses the current live data source (tables). - The report will use the archived data source (tables) retained from the last AR or AP End of Month close.

Date Updated ............................

[_]

The Date Updated uses the System Date on which the Invoices are updated, not the actual date printed on the Invoice. This selection helps reconcile Invoices against the Inventory Transaction Journal or General Ledger transactions created for those invoices. Options are: N S Y

- (Default.) Transactions are selected regardless of the Date they have been updated. - Transactions are selected if they have been updated today, i.e. in current System Date. - Allows you to specify a range of dates.

Due Date ....................................

[_]

From:

To:

In the Auto Sales Order Invoice Generation, allows you to select Orders based on their Order Header Due Date. Options are: N Y

- (Default.) Orders are selected regardless of their Order Header Due Date. - Allows you to specify a range of dates.

Entries on Hold.........................

[_]

Used to specify which entries must be printed. Options are:

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2. Selection Entries A E H

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- All (Default.) Prints all Entries regardless of their Hold code. - Exclude. Excludes any Invoice Entries on Hold. - Hold. Prints only those Invoice Entries that are on Invoice Hold.

Entry/Shipment Date ..............

[_]

From: __/__/__

To: __/__/__

Controls the selection of items based on their Entry or Shipment Date. Options are: E S

- Entry Date. You can specify a range of Bill of Lading shipment date. - Shipment Date (default). You can specify a range of Bill of Lading shipment dates.

When the system defaults 12/31/99 in the To Date, this is equivalent to December 31, 2099. When the date is entered by a user, the century is set based on the following rule: year > 80, the century defaults to ‘19’ year < 80, the century defaults to ‘20’ Therefore, entering 12/31/99 is equivalent to December 31, 1999. To manually enter the maximum ending date December 31, 2099, you must leave 00/00/00.

Invoice Branch.........................

[_]

___

Used in the Auto BL Invoice Generation. Controls the selection of Bill of Lading Items based on their corresponding Sales Order Selling Branch. Option: Y

- (Default.) This is forced and cannot be changed. Your user ID Branch code is displayed automatically. However, you can override the Branch code if you have multi-Branch access rights.

Invoice Entry Number ............

[_]

From:

To:

Used to select a range of Invoice Entries for Invoice Edit Lists and Invoice Update functions. Options are: N Y

- (Default.) All Invoice Entries are printed regardless of their Entry number. - When you select Y, the prefix ‘IE’ defaults. It can be changed to ‘NE’ for Credit Notes or ‘LE’ for Late Charges. You must then enter a range of Entry numbers. Only Invoices, Credit Notes or Late Charges—depending of the prefix—with the Entry number within the specified range are selected.

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eSTELPLAN Integrated Systems for the Metal Industry

2. Selection Entries Invoice Ship Date ....................

Page 17 [_]

Used in the Auto SO Invoice Generation to control the Invoice Shipment Date that defaults to the invoice. This option works in conjunction with the SDT Product Installation Option set on the Auto SO Invoice Generation Update program . Options are: N

- No access is provided to this option when the SDT Product Installation Option is set to A. The Invoice Ship Date defaults based on the Order Header Acknowledgement Print Date. If the Acknowledgement has not been printed, the Invoice Ship Date defaults to the System Date.

Y

- (Default.) When the SDT Product Installation Option is set to S, the System Date is defaulted. You can enter another valid date.

Invoice Type ..............................

[_]

_

Allows you to select Invoices based on the Invoice Type. Options are: N Y

- (Default.) Invoices are selected regardless of their Invoice Type. - You must specify one Invoice Type. Only Invoices of the specified Invoice Type are selected.

Login I.D. ...................................

[_]

Allows you to select Invoices that were entered or updated by a specific person. Options are: N Y

- (Default.) Invoices are selected regardless of the Login User ID. - You must specify a Login User ID. Only Invoices entered or updated by the specified Login User ID are selected.

One-Time/Permanent ..............

[_]

Allows you to specify either a single execution, or permanent selection option (i.e., options that are retained to be used on repetitive functions or end of day periods). Options are: O P

- (Default.) One-Time. - Permanent

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eSTELPLAN Integrated Systems for the Metal Industry

2. Selection Entries Order Printed ..........................

Page 18 [_]

Used in the Auto Sales Order Invoice Generation to select Orders for which the Work Order form was printed. Options are: N Y

- (Default.) Orders are selected regardless of their Printed Status. - Only orders having a Printed Status of Y-Yes are selected.

Order Type ...............................

[_]

Allows you to select Sales Orders based on their Order Type. Options are: N

- (Default.) If you select N-No, the defaults are: N - Normal R - Release

Y

- If you enter Y-Yes, options are: N - Normal R - Release

Order Status .............................

[_]

Used to select Orders having a specific Order Status code. Options are: N Y

- (Default.) Orders are selected regardless of their Order Status. - Allows you to specify a valid Status code.

Original/Re-Print .....................

[_]

Allows you to indicate the printing of an original Invoice or Credit Note form or a reprint of invoices. Options are: O R

- (Default.) Original - Reprint

Payment Method ......................

[_]

This selection is only used for the Counter Sales Procedures. In the Invoice Edits and Invoice Printing functions, it allows you to specify the invoices and Invoice Edits to be printed based on the Customer Payment Method.

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2. Selection Entries

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Options are: N Y

- (Default.) Invoice Edits and Invoices are printed regardless of their Payment Method. - If you enter Y, options are: A - (Default.) Account. Invoice Edits and Invoices are printed if their Payment Method is set to A-Account. C - Cash. Invoice Edits and Invoices are printed if their Payment Method is set to CCash. This allows you to generate the Invoice spool file without printing the forms. The spool file can be deleted using the eSTEL/SCOPE Print Controller.

In the Auto Sales Order Invoice Generation, allows you to select the Orders to be invoiced based on their Payment Method. Options are: N Y

- (Default.) Orders are selected regardless of their Payment Method. - You must specify the Payment Method. If you enter A, only those Orders that have a Payment Method set to A-Account are selected. If you enter C, only those Orders that have a Payment Method set to C-Cash are selected.

In the Invoice Update function, allows you to update the Invoice Entries based on their Payment Method. Options are: N Y

- (Default.) Invoice Entries are updated regardless of their Payment Method. - You must specify the Payment Method. If you enter A, only those Invoice Entries that have a Payment Method set to A-Account are updated. If you enter C, only those Invoice Entries that have a Payment Method set to C-Cash are updated.

Print Inv. Rmks .......................

[_]

Controls the printing of the Invoice Remarks. Options are: N Y

- The Remarks are not printed on the report. - (Default.) The Remark Type defaults to I-Invoicing and ‘I’ Type remarks print on the report. You can add Type D-Description.

Print Reservations...................

[_]

Controls the printing of the Inventory and Direct Ship Reservations for each printed Invoice Item on the Invoice Exception Report. This allows you to quickly review the Reservations and decide if modifications are required or if you can proceed with the Invoice Update. Options are: N Y

- (Default.) The Reservations are not printed on the report. - The Inventory and Direct Ship Reservations are printed after each printed Invoice Item.

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eSTELPLAN Integrated Systems for the Metal Industry

2. Selection Entries Product Selections....................

Page 20 [_]

This option provides a pop-up window with a number of product specific selections that can be used to select product-based information for the report. Options are: N Y

- (Default.) All products are selected. - Allows you to make a set of selections to be applied. Refer to the Inventory Handling section of the User’s Guide for more information on the selections provided.

Profit Type ................................

[_]

Allows you to specify what type of profit is to be used for the Profit Above and Profit Below selections. Options are: G N

- Gross Profit - (Default.) Net Profit

Profit % Above.........................

[_]

In reports and edits, allows you to select those Invoice Entries or Sales and Cost Journal records that have a profit percentage greater than the selected percentage. The verification is performed at the Item level. If one Item meets the criteria, the Invoice Entry is selected. In Invoice Update, allows you to update the Invoice Entries that have a profit percentage greater than the selected percentage. Options are: N Y

- (Default.) Invoices are selected/updated regardless of their Profit percentage. - You must enter a percentage up to 100.0

Profit % Below .........................

[_]

In reports and edits, allows you to select those Invoice Entries or Sales and Cost Journal records that have a profit percentage less than the selected percentage. The verification is performed at the Item level. If one Item meets the criteria, the Invoice Entry is selected. In Invoice Update, allows you to update the Invoice Entries based on their profit percentage. Options are: N Y

- (Default.) Invoices are selected/updated regardless of their Profit percentage. - You must enter a percentage up to 100.0

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2. Selection Entries Range/Table .............................. BL Number ............................... Table of BL Nos.......................

Page 21 [_] From:

To:

Allows you to select the Bills of Lading based on their numbers. Options are: R

T

- Range. (Default.) Allows you to enter a range of Bills of Lading to be selected. The number entered in the From field defaults to the To field and can be overwritten. You can use the look-up function to view Bill of Lading numbers (NOTE: the look-up displays all Bills of Lading, regardless of whether they are open or have already been invoiced). - Table. Allows you to enter a table of up to 10 Bills of Lading to be selected.

Range/Table .............................. Order Number .......................... Table of Order Nos .................

[_] From:

To:

Allows you to select the Orders based on their numbers. Options are: R

T

- (Default.) Range. Allows you to enter a range of Order numbers to be selected. The number entered in the From field defaults to the To field and can be overwritten. You can use the look-up function to view Sales Order numbers. - Table. Allows you to enter a table of up to 10 Order numbers to be selected.

Reference Number ...................

[_]

Allows you to select the Invoices based on their Reference number. Options are: N Y

- (Default.) Invoices are printed regardless of their Reference number. - You must enter a range of Reference numbers. Only Invoices with their Reference number within the specified range are selected.

Reference Prefix .......................

[_]

Allows you to select the Invoices or Credit Notes based on their Reference Prefix. Options are: N Y

- (Default.) Invoices/Credit Notes are printed regardless of their Reference Prefix. - You must enter a specific Reference Prefix: CN for Credit Notes, IV for Invoices or LC for Late Charge Invoices.

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eSTELPLAN Integrated Systems for the Metal Industry

2. Selection Entries Region ........................................

Page 22 [_]

__

Controls the selection of Branch information based on the Region. Options are: N Y

- (Default.) All Invoices are selected regardless of the Region. - Allows you to enter a specific Region. Only Invoices having the specified Region code are selected.

Report Format .........................

[_]

Used to select the format of the report. Options are: D S

- (Default.) Detail report. - Summary.

Sales Category ..........................

[_]

__

Allows you to select Invoice Items for a specific Sales Category. Options are: N Y

- (Default.) All Invoice Items are selected regardless of their Sales Category. - Allows you to specify a Sales Category. Only Invoice Items having the specified Sales Category are selected.

Sale Type ...................................

[_]

Allows you to select one or all Sale Types. Options are: N Y

- (Default.) Invoice Items are selected regardless of their Sale Type. - You must enter one Sale Type. Only the Invoice Items having the specified Sale Type are selected.

Sales Allocation ........................

[_]

Allows you to select the Invoice Items based on their Sales Allocation code. Options are: N Y

- (Default.) Invoice Items are printed regardless of their Sales Allocation code. - You must enter a Sales Allocation code. Only Invoice Items with that Sales Allocation

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code are printed.

Salesperson ................................

[_]

Allows you to select the Invoices based on their Inside or Outside Salesperson. Options are: I O

- (Default.) Inside Salesperson. You can enter a range of Inside Salesperson codes. - Outside Salesperson. You can enter a range of Outside Salesperson codes.

Sales Tax Type ..........................

[_]

Allows you to select the Invoices based on their Sales Tax Type. Options are: N Y

- (Default.) - You can specify one Sales Type 1, 2, 3, or 4.

Sales Territory ..........................

[_]

__

Allows you to select Items for a specific Sales Territory. Options are: N Y

- (Default.) All Items are selected regardless of their Sales Territory. - Allows you to specify the Sales Territory. Only Items having the specified Sales Territory are selected.

Session I.D. ................................

[_]

From:

To:

Allows you to select the Invoices based on their Session ID. Options are: N Y

- (Default.) Invoices are printed regardless of their Session ID. - You must enter a Session ID range. Only those Invoices within the specified range are selected.

Shipment Code .........................

[_]

__

Allows you to select Items with a specific Shipment Code. Options are: N

- (Default.) All Items are selected regardless of their Shipment code.

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eSTELPLAN Integrated Systems for the Metal Industry

2. Selection Entries Y

Page 24

- Allows you to specify the Shipment Code, ‘L’ or ‘S’. Only Items having the specified Status code are selected.

Sold by/Shipped by ..................

[_]

The selection is based on the Branch that Sold or Shipped the Item. Options are: H S

- (Default.) Shipped by. - Sold by.

Source Code ..............................

[_]

Allows you to select Order Items by Source code. Options are: N Y

- (Default.) All Order Items are selected regardless of their Source code. - Allows you to specify a Source code. Only Order Items having the specified Source code are selected.

Status .........................................

[_]

__

Allows you to select Items with a specific Status. Options are: N Y

- (Default.) All Items are selected regardless of their Status code. - Allows you to specify the Status code. Only Items having the specified Status code are selected.

Tax Region ................................

[_]

Allows you to select the Invoices based on their Tax Region. Options are: N Y

- (Default.) Invoices are printed regardless of their Tax Region code. - You must enter one Tax Region. Only Items having the specified Tax Region code are selected.

Transaction Currency.............

[_]

Used to print all amounts in either the Base or Transaction Currency. This selection is for Foreign Currency Invoices. It is only available if the Currency Code selection is Y-Yes.

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2. Selection Entries

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Options are: B T

- (Default). All Invoices amounts are in Base Currency. The Currency exchange rate is printed for information purpose. - All Invoices amounts are expressed in the Transaction Currency, i.e. in the Foreign Currency of the Invoice form.

Transient Tag Alloc .................

[_]

Allows you to identify the Invoices that have Transient Tags reserved to finalize the reservation before proceeding with the update if required. Options are: A T

- All (Default.) Prints all entries. - Transient. Only those Invoice Entry Items that have Transient Tags reserved to them are printed.

Weight U/M ...............................

[_]

Used to determine the Unit of Measure conversion factor to be used on the reports to allow all products to be converted to a uniform weight (including non-weight controlled) for comparison purposes. This unit of measure selection must be weight-based, i.e., the UM Basis Code must be W such as Sales/CWT, Sales/Ton, Sales/LBS.

Wgt Variance % Above ..........

[_]

Used to select those invoices that have a weight variance percentage between the billed and reserved weight that is more than the selected percentage. Options are: N Y

- (Default.) Invoices Items are printed regardless of the Variance percentage between billed and reserved weight. - You must enter a percentage up to 100.0.

Example:

An Invoice was billed with a weight of 10,000 KGS but 11,000 KGS were reserved. The Wgt Variance % is (10,000 - 11,000) / 10,000 X 100 = 10.0%. The Invoice would be printed if the selection was 10.1% or more.

Wgt Variance % Below ...........

[_]

Used to select those invoices that have a weight variance percentage between the billed and reserved weight that is less than the selected percentage. Options are:

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eSTELPLAN Integrated Systems for the Metal Industry

2. Selection Entries N Y Example:

Page 26

- (Default.) Invoices Items are printed regardless of the Variance percentage between billed and reserved weight. - You must enter a percentage up to 100.0. An Invoice was billed with a weight of 10,000 KGS but 11,000 KGS were reserved. The Wgt Variance % is (10,000 - 11,000) / 10,000 X 100 = 10.0%. The Invoice would be printed if the selection was 9.9% or less.

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eSTELPLAN Integrated Systems for the Metal Industry

3. INVOICE ENTRY

OVERVIEW The Invoice Entry program allows you to add, change and delete the following Invoice Entry Types: B C D E S T

– – – – – –

Bill of Lading (one Invoice Entry per Sales Order) Credit Note Direct Invoice Entire Bill of Lading (one Invoice Entry for the entire Bill of Lading) Sales Order Tax Adjustment

You can also review a Tax Adjustment Invoice or an Invoice created by the Late Charge utility (refer to the Accounts Receivable manual for details) and delete it, if necessary, using the Invoice Entry program. However, you cannot add or change either of them using the Invoice Entry program. Refer to the Credit Notes chapter for Invoice Type ‘C’.

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3. Invoice Entry

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ADDING AN INVOICE When you access the Invoicing function, a blank screen, as shown below, is displayed. The cursor is positioned at the Invoice Entry No field Type S

Invoice/Cr. Note - Header

Sold-to Bill-to

Ship-to

Slspsn ISPymt Trm Ship Brh Inv Hold

OSCry Whs Ordered Dt Shipped Dt Ref

Rtr/Ad Rsn Cus PO No Release No Job Number Sales Cat Bko Alwd

Source Metric

Test Cert Chem

Phy

0

Frt Resp Dlv Frt Charge Frt Cost Vendor Ship Via Route-Stop FOB Pt Probill No Tx Rgn Apl Licence 1 2 3

Mail Typ

Entry No PHISession ID

Shp

Inv

Mth / /

No

4

Invoice Entry – blank screen

Type S

Invoice/Cr. Note - Header

Entry No PHISession ID

Field Name

Default

Validation

Description

Branch

User Default

Branch Reference

The Branch responsible for making the sale. It can be overridden if you have access to multiple Branches.

Type

S

B, C, D, E, L, S

Represents the Invoice Entry Type. Based on the Product Installation Option INV=X, the default can be one of the following: B C D E L S

Invoice Entry Number

Invoicing – 4.0a Licensed Material, February 15, 2016

Invoice Header

Bill of Lading – One Invoice per Sales Order on the BL Credit Note Direct invoice One Invoice for the entire Bill of Lading Late Charges (Change mode only) Sales Order (default)

The Invoice Entry number is assigned automatically from the Control Sequence file using the Application IE, the Invoice Branch and the Reference Prefix IE when creating an Invoice or the Reference Prefix NE when creating a Credit Note.

eSTELPLAN Integrated Systems for the Metal Industry

3. Invoice Entry Field Name

Page 29 Default

Session ID

Validation

Description

Invoice Header

The Session ID number is used to group the Invoice Entries so that they can be reviewed, updated and printed as one entity. You can either enter a Session ID number that already exists or leave it blank for the system to assign it automatically. Refer to the Session ID section for details.

Session ID You can call the Session ID Look-Up window to view the open sessions, add to an existing Session, or press to create a new one. If you do not enter a Session ID, the system uses the Application IE, Invoice Branch and Reference Prefix SN to assign the Session ID number. You may use the same Session ID number to enter different Invoice Types such as Credit Notes, Direct Invoices or Sales Order Invoices. Session Lookup Brh: PHI Ssn Id Date 25 14Feb04 31 16Feb04 34 17Feb04 35 18Feb04

Entry IEIEIEIE-

No 26 32 35 36

Login Id Time tom 15:13 pat 16:35 paul 11:37 joe 11:07

1-Search

Session Look-Up window

Restrictions 

If you enter a Session ID when creating a Bill of Lading Invoice, the system uses the number you entered as long as the Invoice being created has the same Branch as the Session Branch. If any invoice is created for a different Branch, then the program assigns a new Session ID for this Branch. Refer to Invoicing a Bill of Lading section for details.

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Ship Date If you are adding a D-Direct Invoice, C-Credit Note or S-Sales Order Invoice Type, a pop-up window is displayed to accept the Ship Date as shown below. If you are adding a Bill of Lading Invoice, the Ship Date defaults from the Bill of Lading Date and the Ship Date window is not displayed. Ship Date 02/21/04

Ship Date Pop-up window

Field Name

Default

Validation

Description

Ship Date

System Date

Valid Date

Represents the Date the material was shipped to the customer. A warning message is displayed if the difference between the Ship Date and the System Date is greater than the number of days defined by the Product Installation Option SDV=99. Based on your eSTELPLAN Company Maintenance setup, the system uses the Ship Date or the System Date to update the Account Receivable, Sales Analysis, Inventory Transaction and General Ledger transactions at Invoice Update Time.

Interface with eSTELperformance If you have eSTELperformance installed, the following pop-up window is displayed when creating a Direct Invoice or a Credit Note. Shipped Dt 02/24/04 Rtr/Ad Rsn LTE Rtr/Ad Ref RX124-098

Return Reason window

NOTE:

All through the pop-up window is displayed, the Return Reason is not applicable to Direct Shipments. Only Credit Notes for returned material are included in the Customer Delivery Analysis report.

Field Name

Default

Validation

Description

Shipped Dt

System Date

Valid Date

Refer to the Ship Date section for details.

Reason Reference

Enter the Reason code that describes why the material was returned. A Look-Up lists the codes available for the ‘RJ’ Reject Reason Type.

Rtr/Ad Rsn

Optional

This is a required field if the Product Installation Option FRR=Y is set and eSTELperformance is installed. Not applicable for Direct Invoices as they are not included in the Customer Delivery Analysis report.

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3. Invoice Entry Field Name

Page 31 Default

Rtr/Ad Ref

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Validation

Description

Optional

A reference number to identify returned merchandise. It is displayed in the Customer Delivery Performance report.

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ADDING A DIRECT INVOICE The Direct Invoice is used for any miscellaneous services or material or to make a price increase adjustment to a previously updated invoice.

Direct Invoice Defaults Once you accept the Ship Date and enter an Adjustment Reason, if applicable, the Invoice Defaults popup window is displayed. The Invoice Defaults fields are used for the current invoice only; they are not carried to the next entry. The cursor is positioned at the Sold-To number field. Invoice Defaults Sold-to Ship-to Ordered Dt Cus PO No Release No Job No Sales Cat Source

Invoice Defaults window

Field Name

Default

Sold-to

Customer Reference

Ship-to

First Ship-To

Validation

Customer Ship-To Reference

Description 

Used to indicate the Customer responsible for paying the Invoice. A Look-Up with multiple options is available to help you select this Customer. See the ‘Customer Account Info’ chapter of the Reference manual for details.



To ensure that no Invoices are created for temporary accounts, the error message “Customer Number cannot be temporary” is displayed if you enter a Temporary Customer number when creating a Direct Invoice.

Used to indicate the address to which the material is shipped. If there is no Ship-To on file for the customer, the field is skipped and left blank. Then, on the Header, the Ship-To Name and Address fields default from the Sold-To Name and Address. If there is only one Ship-To on file, the field defaults to this Ship-To. If there are more than one Ship-To on file for the customer, the first one is defaulted, and a message “Ship-To exists for this customer” is displayed. To change it, press from the Ordered Date field. You can use the Look-Up to scan the available Ship-To’s.

Ordered Date

Blank

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Valid Date

Must be entered. It is printed on the Invoice form.

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Cus PO No

Validation

Description

Based on Customer Reference

If the Customer file has the PO Required field set to Y-Yes, then you MUST enter a Purchase Order number, else the field is optional. This number is moved to the Accounts Receivable Open Item for reference and selections in Accounts Receivable inquiries.

Release No

Optional

This number is moved to the Accounts Receivable Open Item for reference and selections in Accounts Receivable inquiries.

Job No

Customer Job Reference if entered.

If the Customer file has the Job Information Required field set to Y-Yes, you have access to this field to enter a Job number. The JVL Product Installation Option, when set to Y-Yes, forces you to enter a valid Job number. The Job file is updated with the invoice information at Invoice Update time.

Sales Cat

Sales Category Reference

The Sales Category controls the GL Distribution of the Invoice. Refer to the Order, Invoice and Quote Item Charges chapter of the Sales Order manual for details.

Source

Source Reference

The default Source code to be used on all Items for this Invoice.

Commission Code Based on the Product Installation Option COM=XXXXXX, the following window pops up when entering an Invoice or a Credit Note, before the standard Freight Defaults pop-up window is displayed. Commission ABC

Commission Code Pop-up window



Field Name

Default

Validation

Description

Commission

Based on a PIO

Optional

Defaults from the PIO at the time of Invoice Entry, and can be changed as required. Passed to the Sales and Cost Journal at Invoice Update time.

Once you accept the pop-up window by pressing either or , the Commission code is passed to all the Items on the Invoice being created. However, the Commission is not recorded or displayed on the Invoice Header. o If the Commission entered in the pop-up window applies to all Items on the Invoice, then you do not need to access each individual Item, since it has already been recorded on the Item. o



If the Commission does not apply to some of the Items on the Invoice, then you need to modify the Commission on those specific Items.

If you add a new Item to an existing Invoice, the Item gets the default Commission from the Product Installation Option COM=XXXXXX even if you had changed the default in the Commission pop-up

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window when initially entering the Invoice. Thus, the new Item may have a different Commission than the existing Invoice Items, and you may need to review and modify it, if required.

Freight Defaults Once you accept the Invoice Defaults pop-up window, the Freight defaults window is displayed as follows. Freight Defaults Frt Resp PP PPD Dlv Mth OT Frt Charge / Frt Cost /CWT Vendor No Ship Via OUR TRUCK Frt Ex Rt FOB Pt PREPAID TO DESTINATION Probill No

Freight Defaults Pop-up window

All the fields default based on the Ship-To/Sold-To Customer number and can be overridden. You can enter a Freight Charge and/or Cost Rates if applicable. The Probill number defaults to blank and can be entered, regardless of the Freight Responsibility and Delivery Method. If entered, it prints on the invoice form and is updated to the Sales and Cost Journal Header. If entered AND the Freight Delivery Method is CC-Common Carrier, the Probill is passed to the Vendor Reference field in the External Freight Cost Attribution and is saved in the Inventory Cost Reconciliation record to help reconciling when you receive the Carrier voucher. Refer to the ‘Freight Charges and Costing’ chapter in the Sales Order manual for details.

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Invoice Header Action Bar Options Once you accept the Freight pop-up window, the Invoice Header screen is completed and displayed as follows: Type D

Invoice/Cr. Note - Header

Sold-to 1050 METAL WORKS INC Bill-to 1050 METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA U.S.A. & CANADA Slspsn IS-UN Pymt Trm 5 Ship Brh PHI Inv Hold N Rtr/Ad Rsn

19021 OS-UN Cry Whs PFS Ordered Dt 12/12/03 Shipped Dt 02/21/04 Ref

Cus PO No Release No Job Number Sales Cat WS Source Bko Alwd Y Metric N Mail Y Test Cert Chem Y Phy Y Typ O Shp 1 Inv

Entry No PHISession ID

Ship-to 0 METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021 U.S.A. & CANADA Frt Resp PP PPD Dlv Mth OT Frt Charge / Frt Cost / Vendor Ship Via OUR TRUCK Route-Stop 12- 3 FOB Pt PREPAID TO DESTINATION Probill No Tx Rgn Apl Licence No 1 PA E R423524634 2 NT2 E 3 NT3 E 4 PAPH A

1-Items 2-Chg Hdr 3-Freight 4-Recost 5-Inv Tot

Invoice Header screen

Action Bar

Action

Items

Proceeds to the Invoice Item screen.

Chg Hdr

Allows you to change selected information on the Header page. Refer to Changing an Invoice section for details.

Freight

Blinks whenever a change is done to the Invoice that requires the Freight to be recomputed. Refer to the Freight Charges and Costs chapter of the Sales Order manual for details.

Recost

Allows you to re-cost the Invoice Entry to pick-up the updated Inventory Costs after finalizing the production. The Recost action bar option blinks if a change is done to the Invoice Header that requires the re-calculation of the Invoice profitability.

Inv Tot

Displays the Invoice Totals window where you can view the Invoice Totals. This option is dimmed until at least one Invoice Item is entered.

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Invoice Header Information The following displays the Sold-To and Ship-To fields. Sold-to 1050 METAL WORKS INC Bill-to 1050 METAL WORKS INC 242134 INDUSTRIAL BLVD.

Ship-to 0 METAL WORKS INC 242134 INDUSTRIAL BLVD.

PHILADELPHIA, PA U.S.A. & CANADA

PHILADELPHIA, PA U.S.A. & CANADA

19021

19021

Field Name

Default

Validation

Description

Sold-to number

Invoice Defaults

Customer Reference

Can be changed before saving the Invoice Header.

Name

Customer Reference

Bill-to number

Customer Reference

Name

Display

Customer Reference

Ship-to

Invoice Defaults



Can be changed if the Customer Cash Account is set to Y-Yes in the Customer file. If the Cash Account is set to N-No, you cannot override the field.



If a record matching the Customer and Ship-To numbers is found in the Customer Ship-To Override Name/Address table, the alternate name and address stored in this table default instead of the Customer Information name and address. These alternate name and address are then printed on the Invoice Form.

Represents the Customer responsible for paying the Invoice. Can be changed if the Customer Cash Account is set to Y-Yes in the Customer file. If the Cash Account is set to N-No, you cannot override the field.

Customer Ship-to reference

Can be changed as required.

The following displays the next group of fields Slspsn IS-UN Pymt Trm 5 Ship Brh PHI Inv Hold N Rtr/Ad Rsn

OS-UN Cry Whs PFS Ordered Dt 12/12/03 Shipped Dt 02/21/04 Ref

Cus PO No Release No Job Number Sales Cat WS Source Bko Alwd Y Metric N Mail Y Test Cert Chem Y Phy Y Typ O Shp 1 Inv

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Frt Resp PP PPD Dlv Mth OT Frt Charge / Frt Cost / Vendor Ship Via OUR TRUCK Route-Stop 12- 3 FOB Pt PREPAID TO DESTINATION Probill No Tx Rgn Apl Licence No 1 PA E R423524634 2 NT2 E 3 NT3 E 4 PAPH A

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Field Name

Default

Validation

Description

Slspsn IS, OS

Ship-To/ Customer

Salesprsn Reference

The Inside can be modified at any time to correctly identify the salesperson responsible for the sale. Access to change the Outside Salesperson is controlled by the AOS=XXXXXX Product Installation Option.

Pymt Trm

Ship-To/ Customer

Cry

Ship-To/ Customer

Terms Reference

Can be modified at any time to identify the Payment Terms for this Invoice. The customer’s Currency code, Type and Exchange Rate are displayed next to the Terms of Payments if the customer’s Currency is different than the Base Currency. Code

Customer’s Currency. Display field, cannot be changed.

Type:

V-Variable or F-Fixed, defaulted based on the CET=X Production Installation Option.

Rate The Rate defaults from the Currency table, based on the customer. When the Type is VVariable, if the Exchange Rate is overridden on the Header, the Exchange Type is automatically changed to F and the Invoice must be re-costed. NOTE:

If the Type is V-Variable and the Rate has been modified in the Currency table, the Internal Charges are only re-computed with the new rate when the Invoice is re-costed. If the type is F-Fixed, the Exchange Rate is not replaced from the currency table at re-cost time.

Ship Brh

Invoice Branch

Branch Reference

Represents the Branch that ships the inventory. Used to default the Shipping Branch on all the Items for this Invoice.

Ship Whs

Branch Option

Warehouse Reference

The Shipping Warehouse must belong to the Shipping Branch. It is used when reading the Outbound Freight Table to compute the Freight if applicable. Based on the Product Installation Option WHS=X, it can be used to default the Inventory Reservations.

Inv Hold

N

N, Y

The Invoice Hold code allows you to prevent an Invoice from being updated. Valid Codes are: N Y

(Default.) Invoice is not on Hold. Invoice is on Hold. Cannot be updated.

Route-Stop

Ship-to/ Customer

Optional

Used with In-House Trucking Delivery Scheduling. Can be overridden.

Bko Alwd

Company eSTELPLAN file

N, Y

Back Order Allowed code. Not applicable for Direct Invoice.

Metric

Base Measure

N, Y

Controls the Invoice base measure.

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Options are: N

Default for installations set up with Imperial Base Measure. Can be changed if required.

Y

Default for installations set up with Metric Base Measure. Cannot be changed.

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Field Name

Default

Validation

Description

Mail

Ship-To/ Customer

N, Y

Controls the printing of the Invoice form message.

Test Cert Chem

Ship-To/ Customer

Options are:

N, Y

N

A message “DO NOT MAIL” is printed on the Invoice form.

Y

No special message is printed.

Used in Bill of Lading Invoices to indicate if the customer requires the Chemical Tests to be printed on the Invoice form. Options are: N Y

Not required Required

Not used in Direct and Sales Order Invoices. Phy

Ship-To/ Customer

N, Y

Used in Bill of Lading Invoices to indicate if the customer requires the Physical Tests to be printed on the Invoice form. Options are: N Y

Not required Required

Not used in Direct and Sales Order Invoices. Typ

Ship-To/ Customer

C, O, S

Used to specify the Certificate Type when Physical or Chemical Tests are required. Options are: C O S

Certificate of Compliance Original Certificate Separate Certificate

Not used in Direct and Sales Order Invoices. Shp

Ship-To/ Customer

0 to 9

Determines the number of certificate copies sent with the shipment.

Inv

Ship-To/ Customer

0 to 9

Determines the number of certificate copies to be mailed to the customer with the invoice.

Ship-To/ Customer

Tax Region Reference

The Tax Region represents the taxing authority for which the Sales Tax is collected. The code identifies which portions of revenue are taxable for the region and the rate of tax applicable to the region.

Tax Rgn 1-4

The Taxes are recomputed automatically any time the Tax Regions are changed. Apl

Ship-To/ Customer

A, E

The Sales Tax Applicable code indicates whether or not the transaction is subject to Sales Tax for each of the four tax Types. Valid codes are: A E

License No

Ship-To/ Customer

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Optional

Applicable Exempt

The License number is used for customer and accounting reference. The number can be entered regardless of whether the Customer is taxable or exempt from tax.

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ADDING AN INVOICE ITEM The Invoice Item is composed of several screens. The required screen containing the billing information including the product invoiced, the charges and classification of the Item is entered first. The optional screens and windows are standard functions discussed in detail in the Sales Order manual. These standard functions are: Inventory Reservation

Used to reserve existing inventory products against the Invoice Item.

Item Remarks

Used for the different Remarks Types that are entered to provide instructions to the customer or accounting departments.

Direct Shipment PO

Used to make a Direct Ship Purchase Order Reservation for the Invoice Item. Restriction:

Internal/External Costs

You cannot create a Direct Ship Purchase Order Reservation when the Purchase Order has Vessel costs. The “Cannot create Reservation for Direct Ship Order because PO is On Vessel” error message is displayed.

Used to add specific costs over and above the material cost itself. Restriction:

You can restrict access to the Cost Attribution screen by setting the Display Cost field to N-No in the User Group Information file. When this field is set to N-No, the Cost action bar option is dimmed on the Invoice Entry Item screen.

Item Screen Once you complete the Invoice Header and select the Item option from the action bar or press from the Header action bar, the following screen is displayed.

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Type D PHILADELPHIA ST Invoice/Cr. Note - Item Entry No PHIOrder Item PHI 261Cus Part Specs: 3070-CCCRRR-12 Group Size Grade Width Length Ga Shipped

Qty

Sls Cat/Typ Ch Description

Ship Brh Ship Dt

Whs

Wgt

Chg Qty Typ PWC Rate UM Typ

Taxes Source Stk/NST Rsn Orig Due Dt

261-

Quantity

Amount

Total Upd Usg Commission Cur Due Dt

Days Late

Invoice Item screen

The standard sections of the Invoice Item screen are:    

Product Identifier Shipped Quantities Item Charges Classification Information

Product Identifier This section identifies the product being sold. Order Item PHI 261Cus Part Specs: 3070-CCCRRR-12 Group CRC Cold Rolled Steel Coil Drawing Quality Size 18 .0465 Min X 10.2500” Grade DQ Width 10.2500” Length GaM 0.0465

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Page 41 Default

Cust Part Specs

Validation

Description

Optional

The Customer Part Specifications default from the Order Item, if any. The Customer Part number is a display field only. You can from the Group field to enter a Part Specification number. The Part number is printed on the Invoice forms under the Product Description. The following validation is performed if eSTELspec is installed and you enter a Part number:

Group, Size, Grade, Dimensions and Gauge

Product Master



If no matching Customer Part Specification record exists, the cursor is positioned at the Group field.



If there is a matching Permanent Part Specification, the Group, Size, Grade, Dimension and Gauge default from the Part Specification and cannot be changed. The cursor is positioned at the Pieces field.



If there is a matching Variable Part Specification, the cursor is positioned at the Group field.

This is entered product chapter

the product being sold. The fields are as per the standard Billing Information entry. Refer to the Inventory Handling of the User’s Guide for details.

Shipped Quantities The following section identifies the shipped quantities: Shipped

PCS Msr

Wgt

20000 LBS

Enter the Shipped Pieces, Measure and Weight. The Shipped fields default to the Charge table and are printed on the Invoice form. Refer to the User’s Guide for details.

Item Charges This section identifies the different charges applicable to the Item. This section is identical to the Order Item Charges. Refer to the Order, Invoice and Quote Item Charges chapter of the Sales Order manual for details. Restriction:

When a Customer Part Specification is entered on a Direct Invoice Item, the Standard Charges on the Part are not copied to the Invoice Item. This feature is only available for Quote and Sales Order Items.

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Sls Cat/Typ WS-1 Ch Description 1 MATERIAL 10 PACKAGING

Chg Qty Typ T PWC Rate UM Typ 25.7500 CWT E 0.7500 CWT E

3 DELIVERY 1 MATERIAL

2.2500 CWT E 25.7500 CWT I Taxes 53.00

Quantity 20000 LBS 20000 LBS

Amount 5150.00 150.00

20000 LBS 20000 LBS Total

450.00 5150.00 5,803.00

Classification Information Ship Brh PHI Whs PFS Source ST Stk/NST S Upd Usg Y Commission ABC Ship Dt 08/01/04 Rsn Orig Due Dt 08/01/04 Cur Due Dt Days Late

Field Name

Default

Validation

Description

Ship Brh

Invoice Header

Branch Reference

Shipping Branch. Defaults from Header and can be changed as required.

Whs

Invoice Header

Warehouse Reference

Warehouse. Can be overridden as required.

Source

Invoice Header

Source Reference

Used to identify the Source of the purchased material and Distinction of Material Origin requirements. The Source can be changed subject to Distinction of Material Origin restrictions.

Stk/NST

S

N, S, W

This code is used to indicate a sale that is either a one-of-a-kind or a sale of non-stock material that will not be repeated, and, therefore, should not update the Usage statistics for the products reserved. Options are: N S W

Non-Stock Stock Windfall

The code is passed to the Sales Analysis files so that reports on Windfall and Non-Stock sales can be obtained. Upd Usg

PIO

The default is controlled by the Product Installation Option USG=X. The code can be changed at any time since the Inventory Transaction file indicates what code was used for a particular receipt. Options are: N Y

No Yes

This code is passed to the the Invoice is updated, to Product Statistics file is Inventory Handling chapter details. Commission

PIO

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Optional

Statistics Update, when control the way the updated. Refer to the of the User’s Guide for

This is an optional six-character field to be used to differentiate sales based on pre-defined

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Page 43 Default

Validation

Description criteria. Based on the Product Installation Option COM=XXXXXX, the Commission code is entered on the Invoice Header and changed on the Invoice Item screen. If entered, the Commission field is saved in the Invoice Item record and passed to the Sales and Cost Detail at Invoice Update time. It is printed on the Invoice Edits and the Sales and Cost Journal. See the Commission Code section for details.

Ship Dt

System Date

Rsn

Display

Not applicable for Direct Invoice. Refer to the Interface with eSTELperformance section for details.

Reason Reference

Not applicable for Direct Invoice. Refer to the Interface with eSTELperformance section for details.

Orig Due Dt

Blank

Display

Not applicable for Direct Invoice. Refer to the Interface with eSTELperformance section for details.

Cur Due Dt

System Date

Display

Not applicable for Direct Invoice. Refer to the Interface with eSTELperformance section for details.

Display

Not Applicable for Direct Invoice. See the section Interface with eSTELperformance for details.

Days Late

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Invoice Item Action Bar Options Type D FORD MOTOR

Invoice/Cr. Note - Item

Cus Part Specs: -B123 Group BA Bar Angle ASTM A36 Size 2214 2" x 2" x 1/4" X 15' Grade 36 Width Length 15' Shipped

7 PCS Qty

Sls Cat/Typ WS-1 Ch Description 1 MATERIAL 10 MISC. MATERIAL

Entry No PHI-

263-

" Ga 105 '

Chg Qty Typ T PWC Rate UM Typ 25.0000 CWT E 1.0000 CWT E

Wgt Quantity 335 LBS 335 LBS

335 LBS Amount 83.75 3.35

1 *** Net Material ***

25.0000 CWT I 335 LBS 83.75 Taxes Total 87.10 Ship Brh PHI Whs PFS Source Stk/NST S Upd Usg Y Commission ABC Ship Dt 08/02/04 Rsn Orig Due Dt 08/02/04 Cur Due Dt Days Late 1-Res 2-Chg Itm 3-Rmks 4-Dir Ship 5-Cost 6-Hdr 7-Totals

Invoice Item – completed screen

Action Bar

Action

Res

Calls the Inventory Reservation Entry program where you can add or change Specific Inventory Reservations. This action bar option is dimmed if the Item Sales Category has an Allocation Type of D-Direct Ship. Refer to the Inventory Reservations section for details.

Chg Itm

Allows you to change the various fields of the Item screen by block of fields. Refer to Changing an Invoice Item section for details.

Rmks

Calls the Standard Remark Entry program where you can add or change Invoice Item Remarks. The following Types of Remarks are allowed in Invoice Entry: D I

Description Invoice

Any Selling Remark of Type D (Product Description) entered for a given Material Specification Standard record is automatically copied onto the transaction Item if the Group, Grade and Branch code on the Direct Invoice or Credit Note Item match the Material Specification Standards entry. The Remarks are printed on the Invoice form. Refer to the Remarks Processing chapter of the Sales Order manual for details. Dir Ship

Calls the Standard Reservation against Incoming Material program where you can add or change the Incoming Purchase Order Reservation. This action bar option is dimmed if the Item Sales Category has an Allocation Type different than D-Direct Ship. Refer to the Reservation against Incoming Material chapter of the Sales Order manual for details.

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Action Bar

Action

Cost

Calls the Cost Attribution Entry program where you can add specific Internal/External costs over and above the material cost. Refer to the Add-on and Automatic Costs chapter of the Sales Order manual for details. This selection is dimmed if the Display Cost field, in the User Group Information file, is set to N-No.

Hdr

Saves the Item and proceeds to the Header screen.

Totals

Displays the Invoice Item Totals window. Refer to the Viewing Invoice Totals section for details.

Inventory Reservations For Tag Master required Invoice Items, no default reservation is created. You must enter the Specific Reservation manually. For non-Tagged products, the default reservation is a Specific Reservation with the same Product, Pieces, and Quantity as the product sold. If no Product Detail matching the ordered product exists, or if there is not enough Quantity Available on the product to fill the order requirement, the Reservation page is displayed and you must add the reservation manually as required to fill the Item. For Tagged Products that are not Tag Master required, the default reservation is a Specific Reservation with Product, Blank Tag, Pieces and Quantity as the Product sold. If no Product Item with a Blank Tag matching the ordered product is found, or if there is not enough Quantity Available on the product to fill the order requirement, no default reservation is created.

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INVOICING A SALES ORDER This function is used to generate the Invoice Entries automatically from the open Order files for a selected Sales Order. The goal of this invoicing function is to create the Invoice with as little manual entry as possible. This function should be used whenever the Shipping Order form is used to Ship the material. This function allows you to enter the Order number and select the Order Items to be invoiced and then generates an Invoice Entry automatically. You can then review the Invoice Entry and make any adjustments that may be necessary. Restrictions 

You cannot invoice the Sales Order if it is on Credit, Shipment or Production Hold. An error message “Cannot Invoice: Order on hold” is displayed.



You cannot invoice a Sales Order if it does not have any open Items on it. An Order Item can be invoiced if it is not completed or deleted, and it has a balance of Pieces, Quantity and/or Weight. o However, the Product Installation Option SPZ=X allows you to invoice zero balance Order Items. See the Product Installation Options Guide for details.



You cannot have more than five Invoice Entries open for a given Order Item otherwise a record lock error message is issued. You must delete or update some of the Invoice Entries.



You can only invoice N-Normal and R-Release Types Sales Order. You cannot invoice a B-Blanket, S-Standard or T-Transfer Type Order.



If any of the Order Items has an Incoming Reservation against a Transfer Order, the Reservation is not copied to the Invoice Item, it is left on the Order Item. If the Order has Back Orders allowed and the Item is invoiced completely, then the Incoming Reservation is removed from the Sales Order in the End of Day procedure. If there are no Back Orders allowed, the Transfer Reservation is deleted as soon as the Order Item is invoiced.



If the Sales Order is in use by another program that updates the Order files, an error message “Order is in use, cannot generate Invoice” is displayed and you must wait until the other program releases the Order.



If eSTELtoll is installed and the Customer corresponding to the entered Sales Order or Bill of Lading (depending on the Invoice Type S, E, or B) is a Toll Customer, the following error message is displayed: “Cannot use this function to create invoice for a TOLL Customer... Press any key to continue.” NOTE:

You CAN invoice Sales Orders for Customers having a status of Inactive or Deleted.

Adding a Sales Order If the Invoice Type is set to S-Sales Order, and you through the Invoice number and the Session ID, the Ship Date default window is displayed to accept the Shipment Date. See the ‘Adding a Direct Invoice’ section of this chapter for details. Then the Sales Order Invoice pop-up window is displayed to allow you to select the Sales Order to be invoiced.

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Invoice Creation SO No PHI4 Sold-To 1010 ACME FAB Ship-To 1 ACME FABRICATION Cus PO No REP-96345-1 Release No X2356 Job Number 521 Press F1 to Create Invoice

Sales Order Invoice Pop-up window

Field Name

Default

Validation

Description

SO Brh

Invoice Branch

Display

To Invoice a different Branch’s Sales Order, you must change the Invoice Entry No Reference Branch.

Order Header

You must enter a valid Sales Order number to be invoiced. You can review the open orders using the Look-Up function.

No

Sold-To

Order Header

Display

Allows you to review the Sales Order’s Customer Sold-To information to ensure it is the correct Order.

Ship-To

Order Header

Display

Allows you to review the Sales Order’s Customer Ship-To information to ensure it is the correct Order.

Cus PO No

Order Header

Display

Allows you to review the Sales Order’s Customer PO number information to ensure it is the correct Order.

Release No

Order Header

Display

Allows you to review the Sales Order’s Release number information to ensure it is the correct Order.

Job Number

Order Header

Display

Allows you to review the Sales Order’s Job number information to ensure it is the correct Order.

Press to generate the invoice, or to cancel the invoice generation. If you press , the Freight Defaults window is displayed to allow you to review all the Freight related fields and make any necessary changes. All the fields, with the exception of the Probill number, default from the Sales Order Header and can be changed as required. The Probill number defaults to blank and can be entered, regardless of the Freight Responsibility and Delivery Method. If entered, it prints on the invoice form and is updated to the Sales and Cost Journal Header. If, in addition, the Freight Delivery Method is CC (Common Carrier), the Probill is passed to the Vendor Reference field of the External Freight Cost Attribution, then saved in the Cost Reconciliation table to help reconciling when you receive the Common Carrier voucher. Refer to the Freight Charges and Costing chapter of the Sales Order manual for details.

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Page 48 Freight Defaults Frt Resp CG CHG Dlv Mth OT Frt Charge 2.2500/CWT Frt Cost /CWT Vendor No Ship Via OUR TRUCK Frt Ex Rt FOB Pt OUR WHSE Probill No

Freight Defaults Pop-up window

Select Order Items Once you accept the Freight Defaults window, the Invoice Creation – Select Items screen is displayed to list all open Items on the Sales Order that can be invoiced. The Product Installation Option SPZ=X controls the display of zero balance Items on the Invoice Creation – Select Items screen. Refer to the Product Installation Options Guide for more details. Type N ACME FAB Invoice Creation - Select Items Itm Select 1. Y Cold Rolled Steel Coil Commercial Quality .0350 Nom X 48.0000” X Coil 2. Y Bar Angle ASTM A36 2” x 2” x 1/4” X 20’ 3. Y Carbon Steel Pipe ASTM A53 Seamless 1 1/2” Sch 40 (1.900” OD) X 100’

SO No PHIPcs/Qty-U/M 25 75555 LBS 10 638 LBS 100 10000 '

4

1-Set all Yes 2-Set all No

Invoice Creation – Select Items screen

Action Bar

Action

Set all Yes

Globally flags all Items on Selection screen as YES for inclusion on Invoice.

Set all No

Globally flags all Items as NO for exclusion on Invoice. With either option, you can move the cursor to any Item and change it manually by entering Y or N.

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Field Name

Default

Validation

Description

Type

Order Header

Display

The Sales Order Type and Customer Short Name are displayed for Reference.

Item

Order Detail

Display

The Sales Order Item number is displayed for ease of reference to the Shipping Order document.

Select

Y

N, Y

Allows you to select which Order Items to include on the Invoice Entry. If no Items are selected, no Invoice Entry is generated and the transaction is canceled. Options are: N Y

No invoice Entry is created for that Item. (Default.) Item is included on the Invoice Entry.

Item Description

Order Item

Display

The two lines of product description are displayed for reference.

Pcs/Qty Um

Order Item

Display

The balance of Pieces and Quantity are displayed for reference.

To cancel the Invoice Generation function altogether, press at any time while on the Select Items screen. A confirmation message “Do you really want to cancel entry (Y/N)?” is displayed. Enter Y-Yes to cancel the selection function, or N-No to proceed with the selection. After you have marked all the Items you want invoiced, press to initiate the Invoice Entry generation function. A confirmation message “Create invoice using selected Items?” is displayed. Enter Y-Yes to invoice all marked Items, or enter N-No to cancel the Invoice generation and return to the Select Item screen to correct the Items.

Invoice Generation Once the Invoice Generation process is completed, the Invoice Entry number is assigned, the Freight is recomputed and the Invoice Entry is re-costed to pick up the most recent inventory cost. The Invoice is displayed to allow you to make any necessary changes. Refer to the Changing an Invoice section for details.

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Type S Invoice/Cr. Note - Header SO No PHI 4 Sold-to 1010 ACME FABRICATION INC Bill-to 1050 Ship-to 1 METAL WORKS INC ACME FABRICATION 242134 INDUSTRIAL BLVD. 1254 ROUTE 1 SUITE 3423 PHILADELPHIA, PA Slspsn IS-AG Pymt Trm 1 Ship Brh MTL Inv Hold N

19021

Entry No PHISession ID

PHILADELPHIA, PA

252 246

19021

OS-SH Cry Whs MFS Ordered Dt 12/12/03 Shipped Dt 02/22/04 Ref

Frt Resp CG CHG Dlv Mth CC Frt Charge 2.2500/CWT Frt Cost 1.0000/CWT Vendor 1030 Ship Via MIDWEST Rtr/Ad Rsn Route-Stop FOB Pt OUR WHSE --------------------* Cus PO No REP-96345-1 Probill No 12212212212 Release No Tx Rgn Apl Licence No Job Number 1 PA E 532141-PS Sales Cat WS Source ST 2 NT2 E Bko Alwd Y Metric N Mail Y 3 NT3 E Test Cert Chem Y Phy N Typ O Shp 2 Inv 1 4 PAPH A 1-Items 2-Chg Hdr 3-Freight 4-Recost 5-Inv Tot

Sales Order Invoice – Header screen

Refer to the Direct Invoice section for the field descriptions. All the fields on a Sales Order Invoice default from the Sales Order Header being invoiced.

Sales Order Invoice Items The Invoice Items are created automatically for each selected Item. The following information is copied from the Order Item to the Invoice Item: Billing Item:

This includes the balance of the Pieces and Quantity on the Order Item, the Charges and Quantities in the Charge table

Inventory Reservations:

Specific Reservations

Incoming Reservations:

Direct Ship Purchase Orders Reservations

Item Remarks:

This includes: D-Description and I-Invoicing Type Remarks Any Note Remark entered on a Sales Order, provided the NTE=X Product Installation Option is set to ‘T’ or 'Y' on the Sales Order program.

Cost Attributions

Manually entered Cost Attributions

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Type S CARDINALE Invoice/Cr. Note - Item Entry No PHIOrder Item PHI 6- 1 Part No Group BA CORNIERE ASTM A-36 Size 2214 2 po X 2 po X 1/4 po X 20’ Grade 36 Width Length 20’ " Ga Shipped

50 PCS Qty

Sls Cat/Typ WS-1 Ch Description 1 MATERIAL

1000 '

Chg Qty Typ T PWC Rate UM Typ 500.0000 CWT E

Wgt Quantity 3190 LBS

272- 1

3190 LBS Amount 15950.00

3 FREIGHT 1 *** Net Material ***

0.1700 CWT I 3190 LBS 5.42 83.8300 CWT I 3190 LBS 2674.18 Taxes Total FF 15,950.00 Source F Stk/NST S Orig Due Dt 05/06/04 Cur Due Dt 05/05/04 Late Rsn LIT Ship Brh PHI Ship Whs PPR Upd Usg Y Ship Dt 03/09/04 Days Late 38 1-Res 2-Chg Itm 3-Rmks 4-Dir Ship 5-Cost 6-Hdr 7-Totals

Sales Order Invoice – Item screen

Refer to the Entering a Direct Invoice section for the fields description. All the fields default from the Sales Order Item being invoiced.

Completing a Sales Order 

If the Order being invoiced has the Back Order set to N-No, then the Order is flagged as completed at Invoice Generation time. If an Order Item is not selected for invoicing, the Item Reservation is removed and returned to available inventory.



If the Order being invoiced has the Back Order set to Y-Yes, the Product Installation CSO=X allows for completion of the Sales Order at Invoice Generation time. When the CSO Product Installation Option is set to Y-Yes, you are prompted with the “Do you wish to complete the Sales Order(s)?” message in the Invoice Creation – Select Items screen.

Interface with eSTELperformance The following fields on the Invoice Item screen are applicable if eSTELperformance is installed on your system. Source Stk/NST S Orig Due Dt 02/20/04 Cur Due Dt Late Rsn Ship Brh PHI Ship Whs PFS Upd Usg Y Ship Dt 01/26/04 Days Late

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Field Name

Default

Validation

Description

Orig Due Dt

Order Item

Display

Original Due Date. Used for reference to compare it to the current Due Date and the Ship Date.

Cur Due Dt

Order Item

Display

Current Due Date. Used to calculate the Days Late.

Late Rsn

PIO

Reason Reference

Late Reason. When Creating a Sales Order Invoice, the system compares the Order Item Due Date to the Invoice Shipment Date. If the Invoice Shipment Date is greater than the Due date, the Late Reason code is defaulted on the Invoice Item based on the Product Installation Option RSN=XXX and can be changed as required. The Late Reason code is passed to the Customer Delivery Performance file at Invoice Update time so that reports by Reason Code can be generated.

Ship Dt

Header

Valid Date

Ship Date. Can be overridden.

Days Late

Calculated

Display

Days Late. Represents the difference in days between the Ship Date and the Current Due Date. The Days Late calculation includes Weekends and Holidays. This differs from the Days Late calculation for the Customer and Vendor Delivery Performance reports.

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INVOICING A BILL OF LADING This function is used to generate the Invoice Entry automatically from the open Bill of Lading files for a selected Bill of Lading. The goal of this invoicing function is to create the Invoice with as little manual entry as possible. This function should be used whenever the Bill of Lading form is used to ship the material and, therefore, the majority of the shipped information being already entered on the Bill of Lading, very little changes are required to complete the Invoice. This function allows you to enter the Bill of Lading number and select the Items to be invoiced and then generates an Invoice Entry automatically. You can then review the Invoice Entry and make any adjustments that may be necessary.

Restrictions Before invoicing a Bill of Lading, the following conditions must be fulfilled: 

The Shipment code must be set to S-Shipment. Bills of Lading with a Shipment code of L-Loading cannot be invoiced.



The BL form must be printed.

Product Installation Options Printing Other Tag Reference on the Invoice Form The PTR option set on controls the printing of the Other Tag Reference from the tag as a Remark when the invoice is generated from a Bill of Lading.

Printing Purchase Order Reference on the Invoice Form The PPO option set on controls the printing of the Purchase Order Reference information (PO Branch, PO Number, PO Item) from the tag as a Remark when the tag contains a weight-based product and the invoice is generated from a Bill of Lading.

BL Invoice Types This function can be used to generate two types of Bill of Lading Invoices:  

Type B: Type E:

One Invoice per Sales Order shipped on a Bill of Lading. One Invoice per Bill of Lading, regardless of the number of Sales Orders shipped on the Bill of Lading.

The Invoice Type defaults based on the Product Installation Option INV=X and the Customer Tag Information table. See the Entering an Invoice section for details.

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One Invoice Per Sales Order Shipped on a BL Creating a Type ‘B’ invoice allows you to generate a separate Invoice Entry for each Order number on the Bill of Lading. If there are multiple Items for the same order, all Items for the order are invoiced together. If there are multiple Orders with a single or multiple Order Items, a separate invoice Entry is generated for each Order. Example: Case 1

Bill of Lading 2342 contains Order number 9870 Items 1, 5 and 7. When the Invoice generation is done, all Items are transferred to the same Invoice Entry.

Case 2

Bill of Lading 5426 contains Order number 6745 Items 3 and 8 plus Order number 7534 Items 1, 2 and 3. When the Invoice generation is done, an Invoice is generated for Order number 6745 with two Invoice Items, while a separate Invoice is generated for Order number 7534 with three Invoice Items.

Case 3

Bill of Lading contains Order number 7575 Items 1 and 3 from Branch 1 plus Order number 9090 Item 3 from Branch 2. An Invoice is generated for Order 7575 for Branch 1 with 2 Items, while a separate Invoice for Order 9090 for Branch 2 with 1 Item is generated. You must run an Invoice Edit by User ID to review the generated invoices.

One Invoice Per Bill of Lading Shipment Creating a Type ‘E’ invoice allows you to generate one Invoice per Bill of Lading, regardless of the number of sales orders shipped on the BL. If the Invoice includes more than one Sales Order, the Invoice form prints the Customer Purchase Order and Release number on an Item per Item basis. This allows the Customer to see his Order numbers as a reference on the Invoice.

Restrictions 

One Invoice is created for the entire Bill of Lading as long as all the Sales Orders shipped on the BL belong to one Selling Branch. If the Sales Orders shipped on the BL belong to different branches, an Invoice Entry is created for each Branch with all the corresponding Order Items. Example:



Case 1

BL PHI-123 contains SO PHI-500-1, PHI-600-5 and PHI-850-7. When generating an ‘E’ Type Invoice Entry, all Items are transferred to one Invoice Entry.

Case 2

BL PHI-123 contains SO PHI-500-1, CHI-1500-6, CHI-1750-3 and PHI-900-3. When creating an ‘E’ Type Invoice, two Invoice Entries are created. The PHI Invoice Entry contains the BL Items for SO PHI-500-1 and PHI-900-3. The CHI Invoice Entry contains the BL Items for SO CHI-1500-6 and CHI-1750-3.

The Open Receivable and the Sales and Cost Header files are only updated with one Customer Purchase Order number for the entire Invoice. If the Sales Orders shipped on the BL being invoiced have different Customer Purchase Orders, these are strung together with a ‘/’ delimiter. A plus sign

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(+) at the end of the string denotes that more Purchase Orders were shipped on the BL than fit in the PO number field. Refer to the Invoice Printing chapter. 

The total Invoice value is added to the Job Reference file corresponding to the Job number on the Invoice Header. Therefore, if you ship Sales Order Items for different Job numbers on a Bill of Lading, you should create multiple Invoice Entries to ensure that the ‘Value Invoiced to Date’ is correctly updated in the Job Reference file. A warning message is provided when selecting a BL belonging to a different Job number.

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ADDING A BILL OF LADING INVOICE When you enter a Bill of Lading Invoice of Type ‘B’ or ‘E’ and you press through the Invoice number and the Session ID, the BL Invoice Generation window is displayed to allow you to select the Bill of Lading to be invoiced. Invoice Generation B/L No PHI48 Sold-To ACME FABRICATIO Ship-To 1 ACME FABRICATION Carrier No Probill No Vehicle No Trailer Inv Type B Press F1 to Create Invoice

BL Invoice Generation Pop-up window

Field Name

Default

Validation

Description

B/L Brh

Invoice Branch

Branch Reference

Press to change the Bill of Lading Branch if you have multiple Branches access rights. This allows you to Invoice your Sales Orders that were shipped from a different Branch.

BL Header

You must enter a valid Bill of Lading number to be invoiced. The Look-Up is available at the Bill of Lading field.

No

Sold-To

BL Header

Display

Allows you to review the Bill of Lading’s Customer Sold-To information to ensure that it is the correct one.

Ship-To

BL Header

Display

Allows you to review the Bill of Lading’s Customer Ship-To information to ensure that it is the correct one.

Carrier No

BL Header

Display

Allows you to review the Bill of Lading’s Carrier number information to ensure that it is the correct one.

Probill No

BL Header

Display

Allows you to review the Bill of Lading’s Probill number information to ensure that it is the correct one.

Vehicle No

BL Header

Display

Allows you to review the Bill of Lading’s Vehicle number information to ensure that it is the correct one.

Trailer

BL Header

Display

Allows you to review the Bill of Lading’s Trailer information to ensure that it is the correct one.

Inv Typ

Invoice Header

B, E

Defaults based on the Customer Tag Information file using the Bill of Lading Header Customer and Ship-To numbers. If no matching record exists, the Bill of Lading Header Customer number and Zero Ship-To are used to read the Customer Tag Information file. If no matching record exists, the Invoice Type defaults based on the Invoice Type displayed on the upper left corner (from INV=X). The Invoice Type can be changed once the Bill of Lading Header information is displayed.

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3. Invoice Entry Field Name

Page 57 Default

Validation

Description Options are: B E

Create one Invoice for each Sales Order on the BL. Create once Invoice for the entire BL.

Press to generate the invoice, or to cancel the invoice generation. If you press , the Freight Defaults window is displayed to allow you to review all the Freight related fields and make any necessary changes. All the fields default from the Bill of Lading Header and can be changed as required. The Invoice Entry program locks the Bill of Lading Header as soon as the Bill of Lading number is entered to prevent other users from accessing it. This ensures that the Bill of Lading Header record is updated properly from the Invoice Entry program. Freight Defaults Frt Resp CG CHG Dlv Mth OT Frt Charge 2.0000/CWT Frt Cost 2.0000/CWT Vendor No Ship Via Our Truck Frt Ex Rt FOB Pt Destination Probill No

Freight Defaults Pop-up window Refer to the ‘Freight Charges and Costing’ chapter of the Sales Order manual for details.

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Selecting the BL Items Once you accept the Freight Defaults window, the Invoice Creation – Select Items screen is displayed to list all the BL Open Items that can be invoiced. Type N ACME FAB Invoice Creation - Select Items Itm Select 1. Y Cold Rolled Steel Coil Commercial Quality .0350 Nom X 48.0000” X Coil 2. Y Bar Angle ASTM A36 2” x 2” x 1/4” X 20’ 3. Y Carbon Steel Pipe ASTM A53 Seamless 1 1/2” Sch 40 (1.900” OD) X 100’

BL No PHI-100123 Pcs/Qty-U/M 25 75555 LBS 10 638 LBS 100 10000 '

1-Set all Yes 2-Set all No

Action Bar

Action

Set all Yes

Globally flags all Items on Selection Screen as YES for inclusion on Invoice.

Set all No

Globally flags all Items on Selection Screen as NO for exclusion on Invoice. With either option, you can move to cursor to any Item and change it manually by entering Y or N.

Field Name

Default

Validation

Description

Type

Order Header

Display

The Sales Order Type and Customer Short Name are displayed for Reference.

Item

BL Detail

Display

The Bill of Lading Item number is displayed for ease of reference to the Bill of Lading form.

Select

Y

N, Y

Allows you to select which Bill of Lading Items to include on the Invoice Entry. If no Items are selected, no Invoice Entry is generated and the transaction is canceled. Options are: N Y

No Invoice Entry is created for that Item. Default. Item is included on the Invoice Entry.

Item Description

BL Item

Display

The two lines of product description are displayed for reference.

Pcs/Qty Um

BL Item

Display

The shipped Pieces and Quantity are displayed for reference.

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To cancel the Invoice Generation function altogether, press at any time while on the Select Items screen. A confirmation message “Do you really want to cancel entry (Y/N)?” is displayed. Enter Y-Yes to cancel the selection function, or N-No to proceed with the selection. After you have marked all the Items you want invoiced, press to initiate the Invoice Entry generation function. A confirmation message “Create invoice using selected Items?” is displayed. Enter Y-Yes to invoice all marked Items, or enter N-No to cancel the Invoice generation and return to the Select Item screen to correct the Items.

Warning Messages A validation is performed to ensure that the Order Item charges match the Bill of Lading charges. A warning message is displayed if any difference is detected. The validation is performed to warn the invoicing person of Order Charges that were added or changed after creating the Bill of Lading. The validation excludes the automatically computed Freight Charge line as the Freight-related fields are reviewed during the creation of the Invoice Header. 

When selecting Items for a Type ‘E’ Invoice, a warning message is displayed if you select a BL Item with an Order Header Job number that is different from the Job number on the Invoice Header. You should then set the Item flag to N-No, and create another Invoice Entry for this Item with the correct Job number on the Invoice Header. This ensures that the Invoiced to Date Value for each Job is updated correctly in the Job Reference file.

Zero Balance Bill of Lading Items If you have created Bill of Lading Items with zero balance to indicate on the Bill of Lading form the Sales Order Items on Back Order, you can use the SPZ=X Product Installation Option to invoice these Items. This option controls the display of the zero balance Items on the Select Items screen. Creating an Invoice for a Bill of Lading Item with a quantity of zero has two advantages:  

It flags the BL Item as invoiced and ensures that it is automatically cleaned up by the End of Day utility. It ensures that the Invoice form matches the Bill of Lading form by including the zero shipped Item, thereby indicating the Back Order Items.

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Invoice Generation Once the Items have been selected and the Invoice Generation starts, there is a pause while the Bill of Lading Header and selected Items are copied to create a new Invoice Header and Items. Once the Invoice Generation process is completed, the Invoice Entry number is assigned, the Freight is recomputed, the Invoice Entry is re-costed to pick up the most recent inventory costs and the Invoice is displayed to allow you to make any necessary changes. Refer to Changing an Invoice section for details. Type B Invoice/Cr. Note - Header Entry No PHIB/L No PHI 100143 Order No PHI 744 Session ID Sold-to 1050 METAL WORKS INC Bill-to 1050 Ship-to 0 METAL WORKS INC METAL WORKS INC 242134 INDUSTRIAL BLVD. 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA Slspsn Pymt Trm Ship Brh Inv Hold

IS-UN 99 PHI N

Rtr/Ad Rsn

19021 OS-UN Cry Whs PFS Ordered Dt 02/21/04 Shipped Dt 02/21/04 Ref

Cus PO No 12 Release No Job Number Sales Cat WS Source Bko Alwd Y Metric N Mail Y Test Cert Chem Y Phy Y Typ C Shp 1 Inv

PHILADELPHIA, PA

245 239

19021

Frt Resp PP PPD Dlv Mth CC Frt Charge / Frt Cost / Vendor 1010 Ship Via ARMCO Route-Stop FOB Pt PREPAID TO DESTINATION 1050-Probill No Tx Rgn Apl Licence No 1 PA E R423524634 2 NT2 E 3 NT3 E 4 PAPH A

1-Items 2-Chg Hdr 3-Freight 4-Recost 5-Inv Tot

Bill of Lading Invoice – Complete screen

Invoice Header For Type ‘B’ Invoice When the Header is created, all the fields default from the Bill of Lading Header if they exist, otherwise they default from the Sales Order Header that was used to create the Bill of Lading Header. Refer to the Direct Invoice for the field descriptions. For Type ‘E’ Invoice For Type ‘E’ invoice, the Invoice Header is created as follows: 

The following fields default from the Bill of Lading Header: o Sales Order Branch and Number o Freight Information



The following fields default from the Sales Order on the Bill of Lading Header:

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Page 61

Job number Tax Information Order Classification Information Test Information

Invoice Items The Invoice Items are created automatically for each selected Item. The following information is copied from the Order Item to the Invoice Item: Type ‘E’ Invoice Item For each Type ‘E’ Invoice Item created, the corresponding Order Header is flagged as completed if the Back Order code is set to N-No.

Billing Item This includes the balance of the Pieces and Quantity on the Order Item, the Charges and Quantities in the Charge table. When there is an over-shipment, the program moves the order charge over to the Bill of Lading and increases each charge line by the percentage of the over-shipment. The Order Charge Table is brought to zero. When the Bill of Lading is invoiced, the shipped quantities are moved to the invoice. The Shipped Quantities are the Quantities printed on the Bill of Lading form and may be one of the following Charge Quantity Type: A E G H T

Actual (based on Actual Inventory Weight) Enhanced (Theoretical x Enhanced Weight Factor) Gross (Reserved + Tare Weight) Higher of Actual or Theoretical Theoretical (based on a computed Weight)

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3. Invoice Entry Type B FORD MOTOR B/L No PHI 71Cus Part Specs: Group CRC Size 20 Grade CQ Width Shipped Sls Cat/Typ WS-1 Ch Description 1 MATERIAL

3 FREIGHT

Page 62 Invoice/Cr. Note - Item Entry No PHI1 SO Item PHI 565- 3 Cold Rolled Steel Coil Commercial Quality .0359 Nom X 1.7500" 1.7500" Length GaN 0.0359 1 PCS Qty Chg Qty Typ T PWC Rate UM Typ 25.0000 CWT E

Wgt Quantity

264- 1

LBS Amount

2.0000 CWT E

Taxes Total Ship Brh PHI Whs PFS Source Stk/NST S Upd Usg Y Commission ABC Ship Dt 08/02/04 Rsn Orig Due Dt 09/19/04 Cur Due Dt 11/21/04 Days Late 1-Res 2-Chg Itm 3-Rmks 4-Dir Ship 5-Cost 6-Hdr 7-Totals

Bill of Lading Invoice Item

Completing Sales Orders 

When generating a B-type Invoice, the Sales Order and Order Items are flagged as completed as when generating an S-type Invoice. Refer to the Completing a Sales Order section.



When generating an E-type Invoice, the following condition is verified: o For each selected Bill of Lading Item, if the corresponding Sales Order Back Order field is set to N-No, then the Order and Order Items are completed.



If the Order being invoiced has the Back Order set to Y-Yes, the Product Installation CSO=X allows for completion of the Sales Order at Invoice Generation time. When the CSO Product Installation Option is set to Y-Yes, you are prompted with the “Do you wish to complete the Sales Order(s)?” message in the Invoice Creation – Select Items screen.

Transfer of Reservations Inventory Reservations are transferred in the following manner based on the type of product and whether the Detail or Summary entry option was used.

Tag Master Required Material Created with Detail Entry The Product Items shipped are already reserved to the Bill of Lading. The reservations are transferred from the Bill of Lading Item to the Invoice Entry Item and you cannot delete these reservations individually. If a correction must be made, you must delete the Invoice Entry, change the Bill of Lading and re-invoice the Bill of Lading.

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If the entire Invoice Entry is deleted, the reservations taken from the Bill of Lading are returned to the Bill of Lading so they can be re-invoiced later. If any additional reservations are added, the following is done: 

If the Product Item is reserved to the Order Item, the reservation is transferred from the Order Item to the Invoice Item and, if deleted, returns back to the Order Item.

Tag Master Required Material Created with Summary Entry Since no Shipping Tags were entered on the Bill of Lading, no reservations exist to transfer to the Invoice Entry. 

If the Product Items shipped are reserved to the Sales Order Item, the reservations are transferred from the Order Item to the Invoice Item and can be changed or deleted as required. The Invoice Entry Reservation Quantity is however based on the Bill of Lading Shipped Quantity.

Example:

A Sales Order has a specific Reservation for 10 Sheets. 8 pieces are shipped on a Bill of Lading. The Invoice Entry Reservation is generated for 8 pieces shipped.

Restrictions: If the BL Shipped Quantity is more than the SO Reservation, the IE Reservation is still created based on the SO Reservation. For example, the SO Reservation is for 10 pieces but 12 pieces are shipped on the BL, then the IE Reservation gets created for 10 pieces. No Reservation History record is created for the source Sales Order. As a consequence, any subsequent change to the IE Reservation has no impact on the SO Reservation. The SO Reservation must be manually adjusted. 

If no reservation exists on the Order Item, the Invoice Entry is created with no Inventory Reservation. You must manually enter the reservations to be used.



If an Invoice Entry is created for a Bill of Lading Item with a zero balance, no Inventory Reservations are copied from the Sales Order to the Invoice. This is to avoid having to delete reservations from the Invoice Entry should any reservation exists on the Sales Order Item.

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Non-Tagged and Tag Master Not Required Material Created with Detail Entry Even though Shipping Detail was entered on the Bill of Lading, there are no reservations created for the Bill of Lading. If the Product Items shipped are reserved to the Sales Order Item, the reservations are transferred from the Order Item to the Invoice Item and can be changed or deleted as required. If reduced or deleted, the balance returns back to the Order Item. If no reservation exists on the Order Item, the Invoice Entry is created with no Inventory Reservation. You must enter the reservations to be used manually.

Non-Tagged and Tag Master Not Required Material Created with Summary Entry Since no Product Items were entered on the Bill of Lading, no reservations exist to transfer to the Invoice Entry. 

If the Product Items shipped are reserved to the Sales Order Item, the reservations are transferred from the Order Item to the Invoice Item and can be changed or deleted as required. The Invoice Entry Reservation Quantity is however based on the Bill of Lading Shipped Quantity.

Example:

A Sales Order has a specific Reservation for 10 Bar Angles. 8 pieces are shipped on a Bill of Lading. The Invoice Entry Reservation is generated for 8 pieces shipped.

Restrictions: If the BL Shipped Quantity is more than the SO Reservation, the IE Reservation is still created based on the SO Reservation. For example, the SO Reservation is for 10 pieces but 12 pieces are shipped on the BL, then the IE Reservation gets created for 10 pieces. No Reservation History record is created for the source Sales Order. As a consequence, any subsequent change to the IE Reservation has no impact on the SO Reservation. The SO Reservation must be manually adjusted. 

If no reservation exists on the Order Item, the Invoice Entry is created with no Inventory Reservation. You must manually enter the reservations to be used.



If an Invoice Entry is created for a Bill of Lading Item with a zero balance, no Inventory Reservations are copied from the Sales Order to the Invoice. This is to avoid having to delete reservations from the Invoice Entry should any reservation exists on the Sales Order Item.

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ADDING AN ITEM TO A BILL OF LADING OR SALES ORDER INVOICE ENTRY The Invoice Entry program allows you to manually add an Item to an Invoice Entry that was generated from a Sales Order or a Bill of Lading. After generating the Sales Order or Bill of Lading Invoice Entry, press from the Invoice Item number field to add a new Item. The cursor is positioned at the Product Group field. You can then enter the Item as you would in a Direct Invoice Entry. 

The new Invoice Item record is created without the Sales Order or Bill of Lading number since the Item is considered a Direct Invoice Item.



If you delete the Invoice Entry or the manually added Item, the Sales Order or Bill of Lading is not updated with the Item’s information. Any Inventory Reservations on the Item are returned to stock as in Direct Invoice deletion.



For every Invoice Item manually added to a Bill of Lading or Sales Order Invoice, ‘SO No WS- 00’ is printed on the Invoice Edit and the Invoice form as well as on the Sales and Cost Journal, in the Item section. This is meant as a signal that the Invoice Item is not associated to a particular Sales Order or Bill of Lading, like the other Items on the report or the Invoice form.

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CHANGING AN INVOICE To change an existing Invoice Entry, enter the Invoice number. You can use the Invoice Look-Up () from the Invoice number field to scan the open Invoices for the selected Branch and select the one you need to change. To modify a Credit Note or a Late Charge Invoice, you must change the Invoice Type to C-Credit Note, or L-Late Charge before entering/selecting the transaction number. Once the number is entered, the Invoice Header is displayed and you can proceed with the required changes.

Changing an Invoice Header To change any of the fields in the Header, select the Chg Hdr action bar option. A pop-up window is displayed listing the groups of fields. Change Header 1. Sold-To 2. Ship-To 3. Slspsn 4. Terms 5. Shp Brh 6. Dates 7. Freight 8. Cus Ref No 9. Sales Cat A. Sales Tax B. Certs

Change Header Pop-up window

Select the group you wish to modify and the cursor is placed on the first field of that group: Sold-To Ship-To Slspsn Terms Ship Brh Dates Freight Cus Ref No Sales Cat Sales Tax Certs

To change the Sold-To number, Name and Address To change the Ship-To number, Name and Address To change the Inside and Outside Salesperson To change the Terms of Payment and Currency fields To change the Ship Branch and Warehouse To change the Due, Order, Work Order and Promise Dates To change the Freight Section To change the Job number, Customer Purchase Order and Release number To change the Sales Category, Source, Backorder Allowed code, Metric and Mail To change the Tax fields To change the Chem, Phy, Typ, Shp, Inv

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Restrictions 

For Direct Invoices and Credit Notes, as long as the Invoice Entry number has not been assigned, you can change the Sold-To number. However, once the Header page has been added and the Invoice number assigned, the Invoice information is saved on the file and you can no longer change the SoldTo number as well as the Invoice Type. This restriction exists because changes to those fields at this point could adversely affect the Detail Items.



You can only change the Customer’s name and address if the Cash Account field in the Customer Information file is set to Y-Yes.



If you change the Sales Category on the Header page after the Items have been entered, the new code is NOT passed to the Items. You must manually change the Sales Category on each Item, if required, as the specific Charge used on the Invoice Items may be invalid with the new code.



If you change the Source code while Items exist, a prompt is displayed “Change all Items to same Source code”. If you enter Y-Yes, the new Source code is passed to all the open Order Items. If you enter N-No, the change affects the new added Items only. Some restrictions may apply depending on the Distinction of Material Origin requirements and reservations.



If you change the Tax Region codes, the new Tax Rates are automatically applied to all Items once you save the Header.



If you change the Tax Applicable codes on the Header, a prompt “Do you wish to update all Items?” is displayed. If you enter Y-Yes, all the open Items are updated as per the Header and the Taxes are re-computed. If you enter N-No, the Tax Applicable codes on all open Items remain unchanged. The new Applicable codes are only used for the new entered Items.



If you change both the Tax Regions and the Tax Applicable codes on the Header, the Items are automatically updated as per the new Header Rates and Applicable codes.



The action bar option Chg Hdr is dimmed for Late Charge Invoices as no changes are allowed for this Invoice Type.

Changing the Ship-To Number You can change the Ship-To number at any time regardless of the Invoice Type. If you change the ShipTo number on the Invoice Header, the program does the following: 

Replaces the following Order Header fields as per the new Ship-To: o Ship-To Name and Address o Inside Salesperson, if originally defaulted based on the Ship-To o Outside Salesperson o Sales Territory o Route – Stop o Delivery Method o Ship Via o Freight Responsibility o Test Certificates fields o Mail Code o Tax Regions and Tax Applicable Codes

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

If the Tax Regions change, then the new Tax Applicable codes and the new Tax rates are automatically applied to all open Items once you commit the Header.



If the Tax Region does not change, and the Tax Applicable Codes change, a prompt “Do you need to update all Items” is displayed. If you enter Y-Yes, all the open Items are updated as per the Header and the Taxes are re-computed. If you enter N-No, the Tax Applicable codes on all open Items remain unchanged. The new Applicable codes are only used for the new entered Items.



If the Freight related fields change, the Freight action bar option is triggered.

Restriction  A Product Installation Option, SHP=XXXXXX, restricts access to the Ship-To Address in the Invoice Header, unless a password is entered.

Changing an Invoice Item If you want to make changes to an existing Invoice Item, enter the Invoice Item number or use the Invoice Item Look-Up to review the existing Items and return the Item to be changed. When the Item number is entered, the Order Item information is displayed and you can proceed with the required changes. To change any of the fields in the Item, select the Chg Itm option from the action bar. A pop-up window is displayed listing the groups of fields. Change Item 1. Part Specs 2. Product 3. Prod Desc 4. Pcs/Qty/Wgt 5. Charges 6. Classific 7. Taxes

Change Item Pop-up window

Changing the Item Product 

The Item Description is reformatted based on the new Product Item.



Once the Product Item is changed, the cursor is positioned at the Pieces field with the number of pieces of the old Product Item still displayed. o If the new Product is Piece Controlled, the Measure and Weight are automatically re-computed based on the existing number of Pieces on the Item and the new Product Item. o If the new Product is not Piece Controlled, the Weight is re-computed based on the existing Measure on the Item and the new Product Item. o If no theoretical weight can be computed for a Product Item (e.g., Coil) then the Pieces, Measure and Weight remain the same as for the old Product Item.



If Reservations exist for an item and a change is made to the item Product, Pieces, Measure or Weight, the prompt “Product was changed. Review (V) or Redefault (D) allocation?” is displayed, allowing you to either review the existing Reservations, delete and redefault them, or leave them unchanged.

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If you change the ordered Product Item, the transaction Item is re-costed.

The following restrictions are applicable when changing the Product Item: 

The new Product must have the same Inventory Logic Control code and Inventory Organization as the original Product. The ‘T-Tagged’ in the Inventory Organization is not checked. Thus, the change from Inventory Organization ‘L’ to ‘LT’ or from ‘WLT’ to ‘WL’ and vice versa is allowed.



If the Item was initially copied from a Permanent Customer Part Specification, then no change is allowed to the Group, Size, Grade or Dimensions. o To change the Product Item, you need to change the existing Permanent Part number using one of the following options:  To a Variable or a memo Part number, then the new Product Item is defaulted to the Item and the cursor is positioned on the Group field or  To another Permanent Part number, then the new Product Item is defaulted to the Item:  the cursor is positioned on the Pieces field if the Invoice is generated from a Sales Order.  the cursor is positioned on the action bar if the Invoice is generated from a Bill of Lading. o

 

When changing the Product on a BL or a SO Invoice:  You are not allowed to change the Dimensions if the Product Item was copied from a Permanent Customer Part Specification, i.e., you cannot change the Part number if the new Part number has different dimensions or gauge.  Any change made to the Product Item is not re-instated back to the Sales Order or Bill of Lading.

If the Item was initially copied from a Variable Customer Part Specification, then you are allowed to change the Group, Size, Grade or Dimensions. In addition, you can change the Customer Part number. You can prevent users from changing the Product Description of an Item through the use of the OPD=X Product Installation Option. This feature prevents the overriding of stock Product Descriptions while still allowing the entry of a description for miscellaneous products, i.e. when the Product Master Product Description is blank.

Changing the Tax Applicable Codes When you select to change the Taxes, the Tax window is displayed as follows: 1 2 3 4

PA NT2 NT3 PAPH

Sales Tax E E E A 200.22

Item Tax Window

The cursor is positioned at the first applicable code field and you can change it as required. The Taxes are recomputed once you press from the Tax pop-up window. The Total Taxes is redisplayed on

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the Item screen. NOTE:

If the Item Product Group is changed, the new Product’s Tax Status is verified and the taxes are re-calculated accordingly.

Restrictions 

You cannot change the Shipped Pieces and Quantity on a Bill of Lading Invoice.



If there is a change to the Pieces, Quantity or Weight shipped, or to the Charge Table quantities for an Item invoiced against a Sales Order, then the difference between the original Invoice Entry amounts and the new amounts are returned to the Sales Order so that they can be billed on another Invoice later.



You cannot delete a Charge line that was copied from the Sales Order on a Sales Order or a Bill of Lading Invoice nor change its Quantity or Rate Unit of Measure. However, you can change its Rate and Quantity as required.



The action bar option Chg Itm is dimmed for Late Charge Invoices as no changes are allowed for this Invoice Type.

Inventory Reservations Additions, changes and deletions can be made on the Inventory Reservation page. If the Invoice is for a Sales Order, and the reservation was transferred from the Order, the corresponding Order Item Balance Quantity is verified. If it is zero the material is returned to the inventory, otherwise the reservation is put back onto the Order Item. If a reservation was added in the Invoice Entry and was not on the original Order, then any changes or deletions are returned to open inventory immediately.

Restrictions 

You cannot change or delete the Inventory Reservations that were copied from the Bill of Lading.

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DELETING AN INVOICE ENTRY The Invoice Entry Deletion is controlled by a User Menu Option. If an Invoice Entry is deleted, then certain information from the transaction is physically deleted and some is returned to the initiating transaction as outlined below.

Deleting an Invoice Header To delete the entire Invoice Entry, access the Header and press . When you delete the Invoice from the Header, all its associated records are deleted. 

If the Sales Order is completed, then o all the Order Items are uncompleted. o the Invoice Entry quantities and charges are returned to the Sales Order. o Specific Reservations are returned to the corresponding Sales Order Items. However, if any Order Item was not on the Invoice Entry, its reservation is not reinstated when the Invoice is deleted. o when deleting the Invoice Entry, the Incoming Reservation is not reinstated to the Order Item.

Deleting an Invoice Item To delete an Invoice Item, access the Item and press . To confirm the deletion, the following question is displayed: “Do you really want to delete this Invoice Item?” When you delete the Item, all its associated records are deleted. The Inventory Reservation is reinstated back to its original source:   

to Inventory as available if it was added on the Invoice to the Sales Order if it was copied from a Sales Order to the Bill of Lading if it was copied from the Bill of Lading

The Direct Shipment Reservations are reinstated back to the Sales Order if they were copied from the Order Item.

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COSTING AN INVOICE The sources of costing on an Invoice Entry are as follows:

Inventory Costs Cost of the Inventory is taken from the actual Inventory cost for the products reserved. Once a Product Item record is reserved to an Invoice, no other program can affect that reservation, and the cost of the Product at the time of the reservation is used to compute the material cost for the Item. If there are any Transient Tags applied to the Invoice, a warning message is displayed when the Tag is reserved, and again when the Invoice Entry is completed, so that you are aware that there are Tags with no cost on them. Once the production is finalized, you can recost the Invoice Entry to apply the new costs to the Invoice before proceeding to the Update function using one of the following options:   

Selecting Recost from the action bar options on the Invoice Header. Running the batch recosting utility. Refer to the Periodic Procedures chapter for details. Re-costing the Invoice Entry, using the Product Installation Option CST=X, while running the Invoice Edits. Refer to the Product Installation Options Guide for details.

The Product Installation Option TRN=X allows you to update the Invoice while Transient Tags are reserved to it. An End of Day utility applies the Tag costs to the Invoice once the processing is finalized. Refer to the Invoice Update and the Periodic Procedures chapter for details.

Direct Ship Costs If you add a Direct Shipment Purchase Order Reservation, the Purchase Order Item costs are carried over to the Invoice Item based on the quantity invoiced. Refer to the Purchase Order Reservation Cost section in the Add-on and Automatic Costs chapter of the Sales Order manual.

Freight Costs The Freight Charges and Costing in Invoice Entry uses the standard Freight calculation logic discussed in the Sales Order manual.

Processing Cost When you add a Processing charge in the Invoice Item, the Processing Work Center Cost is automatically created on the Internal Cost Attribution for the Item if the Invoice Cost Required field is set to Y-Yes in the Processing Work Center reference.

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Add-on Costs As on Sales Orders, you can add any cost, Internal or External to the Item. These costs are added to the total transaction costs and included in the calculation of the profitability.

Base Currency Value of Revenue and Cost If the Invoice Header Exchange Type is set to V-Variable, then the costing utility updates the revenue amounts and sale transactions by using the charge on the Invoice, multiplied by the Current Exchange Rate of the Customer’s Currency and Cost Attributions. For Cost Attributions that had originated from Direct Ship Purchase Orders, it reads the Purchase Order to determine the Exchange code on the Purchase Order Header. If it is F-Fixed, it does not update the exchange rate on the attribution. If it is a V-Variable, it uses the Vendor number to pick up a new exchange rate. For manually created External Cost Attributions, the Vendor number is used to get a new exchange rate. The utility recomputes the net material charge based on the existing exchange rate. However, it can encounter a problem. If the new Internal Material Charge becomes negative, the system displays an error message showing the Item number that is wrong.

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VIEWING INVOICE TOTALS The Invoice Totals screen provides a summary of the individual Item and total Invoice Amount and profitability, Sales Taxes, the number of Items and Amount and Profitability. The Invoice Edit List draws from these fields for the exception reporting to identify low profit Invoices and Invoice Items. The External Charges are in the Customer’s Currency. The Internal Charges, Actual Costs and Profit amounts are in the Base Currency. The total stock weight reserved to the Invoice Item or to the total Invoice Entry are shown for reference when proofing the totals. Total Completed Deleted Items 1 Inv Wgt 16213 Alloc Wgt 16213 Sales Sales Brkdown Mat 4,612.60 4,612.60 Prs Frt 162.13 162.13 Oth Tot 4,774.73 4,774.73 Tax 46.13 Tot 4,820.86 1-Header 2-Item

Totals Open 1 16213 Costs 3,232.88 252.75 162.13

Profit Pft % 1,379.72 29.91 252.75- 999.99-

3,647.76

1,126.97

[PAPH

23.60

46.13]

Totals window

Field Name

Default

Validation

Description

Total

Display

The total number of Items on the Invoice and the weight equivalent of those Items.

Completed

Display

Not Applicable for Invoice Entry.

Deleted

Display

The total number of Items that have been manually deleted from the Invoice using the Invoice Item Delete function and the weight of those Items.

Open

Display

The number of Items that are still open and the weight of those Items.

Sales

Display

The total Amount of all Items that will appear on the customer’s invoice and are to be paid by the customer, summarized by Material, Processing, Freight and Other types of revenue regardless of the Charge code used for the Item.

Sales Brkdown

Display

The Total Amount of all External Charges multiplied by the Exchange Rate of the Customer’s Currency plus all Internal Charges by type of revenue.

Costs

Display

The total Amount of all Cost Attributions, Direct Shipment Purchase Order Reservations and Inventory Reservations made against all Items on the Invoice. These are fixed at the time of Invoice Entry and are NOT changed during the update. If there are External Actual Costs for Vendors

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Validation

Description that deal with you in a foreign Currency, the Cost Attribution records are multiplied by the Exchange Rate to compute the Base Currency Amount. This amount is added to the Invoice Totals Actual Costs figures. The costs exclude the amount of any Transient Tags reserved to the Items. The Cost of the Transients is applied only after they are finalized and recosting the Invoice Entry has taken place or costs have been applied using the Cost Adjustments program.

Profit, Pft %

Display

The amount and percentage of profit for the Invoice based on the Invoice Costs. These profits are fixed in the Invoice Entry and are only changed if the charges or costing is changed in Invoice Entry or if additional costing is done through the Cost Adjustments program.

Tax

Display

The Amount of Sales Tax applicable to all Items on the Invoice is shown along with the Tax Region to which it is to be paid.

Tot

Display

The total Accounts Receivable Amount that the customer must pay. This includes all External Charges and Sales Taxes for the Invoice.

Action Bar

Action

Header

This action bar is available at the Invoice Header and Invoice Item level. It allows you to view the total invoiced weight revenue, costs and profitability.

Item

This action bar is available at the Invoice Item level only. It displays the summary of weights, revenue and costs for the individual Items only. You can switch to the Invoice Totals to review the total profitability if required.

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4. AUTO INVOICE GENERATION

OVERVIEW The Automatic Sales Order Invoice Generation and Auto Bill of Lading Invoice Generation functions enable you to invoice one or many Sales Orders or Bills of Lading in Batch mode. Through the use of Selection Entry programs, you can select the transactions to be invoiced. Using the Auto Generation program reduces the time required to generate BL or SO Invoices should you invoice them using the Invoice Entry program. For each Batch, a Session Log is created listing the BL’s or the SOs that were invoiced. You can run the BL Audit Report to determine if any Bills of Lading have not been invoiced and you can use the Order Audit Report to review the SO’s selected. In both cases, you can call up the Invoice Entries listed on the log or print the Invoice Edit to review the entries, prior to the Invoice Update.

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AUTO SALES ORDER INVOICE GENERATION This program provides the following features:     

Selection of Orders to be invoiced Generation of Invoice Entries Transfer of reservations from Orders to Invoices Calculation of costing on the Invoice Entries Creation of a Session Log of the Invoice Entries generated

Assumptions  

All Items on an Order are to be invoiced. The Invoice Entries created by this program are the same as those generated by invoicing individual Sales Orders.

Restrictions   

Only Sales Orders of Type N-Normal and R-Release are considered for invoicing. If a Sales Order meets all of the selection criteria, it is invoiced regardless of its reservation status. If eSTELtoll is installed and the Customer corresponding to the entered Sales Order or Bill of Lading is a Toll Customer, the Order is not invoiced.

Product Installation Options Sequence The SQE=X option controls the sequence in which the Invoice Entries are generated, later updated and printed, when you enter a Table of Sales Orders.

Ship Date The SDT=X option controls the setting of the Invoice Header Ship Date based on the Order Header Acknowledgement Print Date, the Date entered in the Auto SO Invoice Generation Selection Entry or the System Date. The SDV=99 option controls the validation of the Shipping Date. A warning message is displayed on the screen when you modify the Invoice Ship Date of the Selection Entry for a date that is not within +/- ‘99’ days of the System Date.

Commission Field The COM=XXXXXX option controls the default value of the Commission field stored in the Invoice Transaction file and the access to the Commission field on the Invoice Item screen.

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Putting Invoices on Hold The HLD=X option allows you to automatically put an Invoice Entry on Hold if the quantity Reserved does not match the Quantity shipped on any of its Items.

Completion of Order/Order Items The MIN=999999 option determines the minimum Order Item amount for the Item to be invoiced. Another Option, MLT=ZZZ, determines the multiplier to be used in conjunction with the MIN Option to compute the minimum amount. The Option QTY=9999 determines the percentage of the original Ordered Quantity that must exist on the Order Item to be invoiced.

Zero balance The SPZ=X option controls Invoicing of Order Items with a zero balance.

Generating SO Invoices Verifications The following conditions are verified for each Sales Order that meets the selection criteria: Header Verifications    

The Sales Order is not deleted or completed. The Sales Order is not on a Credit Hold. The Sales Order is not on a Production Hold. The Sales Order is not on a Shipping Hold.

Item Verifications   

The Order Item balance is not Zero (based on the value of the SPZ=X Product Installation Option.) The Order Item is not completed. The Sales Order Item is not due for completion by the Order Completion Utility. (The check for Open Items due for completion is based on the values of the QTY=9999, MIN=999999 and MLT=ZZZ Program Installation Options.)

If any of the Header Item verifications fail, the corresponding Sales Order Item is not invoiced. Creating Invoice Entries    

All Invoice Entries are created in the same session. The Auto SO Invoice Generation program creates ‘S’ Type Invoices. The Invoice Entries are created for the Sales Order Branch. One Invoice Entry is created for all Items of each Sales Order passing the verifications.

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The Invoice Item Quantity is equal to the corresponding Order Item Balance Quantity. The specific reservations from each of the Sales Order Items are moved to the corresponding Invoice Item. If no specific reservations exist on the Order Item, no reservations are created for the Invoice Item. The Direct Ship Incoming Reservations are also moved to the Invoice Items. If set, the value of the COM=XXXXXX Product Installation Option defaults to the Invoice Item Commission field.

Auto SO Invoice Generation Selection Entry Screen The following Selection Entry screen allows you to enter the required criteria: Auto SO Invoice Generation Report Program: IVUSIG 1. Selection Entry No.. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.

One-Time/Permanent.. Branch.............. Customer No......... Order Prtd.......... Ack Prtd............ Ack Prt Dt.......... Order Type.......... Order Status........ Payment Method...... Due Date............ Invoice Ship Date... Range/Table......... Order Number........ Table of Order Nos..

[ [ [ [ [ [ [ [ [ [ [ [

] ] ] ] ] ] ] ] ] ] ] ]

From:

To:

From:

To:

From:

To:

From:

To:

Auto SO Invoice Generation – Selection Entry screen

Refer to the Selection Entries chapter of this manual for details on the selections. Session Log The Auto Sales Order Invoice Generation function creates a Session Log allowing you to review the Invoice Entries that have been created. The Session Log prints the following information:     

The selections The Session number The Sales Order number for each Invoice Entry created The Invoice Entry numbers The message displayed for each Invoice Entry that was Held

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The Session Log can be used to verify which Sales Orders were invoiced. This log prints a message reading “Qty Rsvd not equal to Qty Shipped – Invoice Held” for each Invoice Entry that was created but put on hold. If Orders were excluded from the Invoice Generation process, they are not printed on the Session Log. You can run the Order Audit Report to investigate further.

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4. Auto Invoice Generation RUN: 21Jan05 11:30

Page 82

eSTELPLAN METAL COMPANY

scrslg001527

PAGE:

1

Invoice Generation - Session Log Ssn ID Brh Reference

Message

1. Selection Entry No.. 12 2. One-Time/Permanent.. [O] 3. Branch.............. [Y] 4. Customer No......... [Y] 5. Order Prtd.......... [N] 6. Ack Prtd............ [Y] 7. Ack Prt Date........ [Y] 8. Order Type.......... [N] 9. Order Status........ [N] 10. Due Date............ [N] 11. Invoice Ship Date... [Y] 12. Range/Table......... [R] . Order Number........ Table of Order Nos..

123

IE No PHI SOPHI SOPHI SOPHI SOPHI SOPHI SO-

245 246 248 251 252 523

PHIPHIPHIPHIPHIPHI-

PHI From: 1010

To: 1050

From: 01/16/05 To: 01/21/05 From: 01/21/05

To:

From: 551

To: 600

Messages 152 153 154 155 156 157

Qty Rsvd not equal to Qty Shipped - Invoice Held Qty Rsvd not equal to Qty Shipped - Invoice Held

*** End of Report ***

Invoice Entry Generation from SO – Session Log

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AUTO BILLS OF LADING INVOICE GENERATION This program provides the following features:   

Selection of Bills of Lading to be invoiced Generation of Invoice Entries Creation of a Session Log of the Invoice Entries generated

Product Installation Options Sequence The SQE=X option controls the sequence in which the Invoice Entries are generated, later updated and printed, when you enter a Table of Bills of Lading. Ship Date The SDV=99 option controls the validation of the Shipping Date. For each Invoice Entry created for a Bill of Lading Item that was shipped outside the allowed number of days, a warning message prints on the Invoice Generation Session log. Reservations The RSV=X option controls how Invoice Entry Reservations are created when you invoice from a Bill of Lading.

Lot Freight Charge When a Bill of Lading is created for several Sales Orders, the invoice generation program automatically generates one Invoice Entry per Sales Order. In this situation, when there is a LOT Freight Charge or Cost rate on the BL, the Invoices’ Freight Charges or Costs are now computed as follows: 

The LOT rate is applied to each Invoice using a pro-rated calculation of the weight of the Invoice divided by the weight of all invoices, times the LOT Charge or Cost Amount. NOTE:



The resulting Freight Charge/Cost Amount can have up to four decimals.

This new Invoice Freight Charge or Cost Amount is then applied to each Invoice Item using the standard pro-rated calculation, i.e., the weight of the Item divided by the total Invoice weight, times the LOT Charge or Cost Amount.

Example:

Two invoices are generated from a Bill of Lading that has a LOT Freight Charge of 500$: Invoice A has Item 1 with 3000 LBS, Item 2 with 3000 LBS. Invoice B has Item 1 with 1000 LBS, Item 2 with 3000 LBS. Invoice A total Freight Charge is 6000 LBS / 10000 LBS * 500$ = 300$. This is then prorated between the Items, i.e., 150$ each.

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Invoice B total Freight Charge is 4000 LBS / 10000 LBS * 500$ = 200$. This is then prorated between the Items, i.e., 50$ for Item 1 and 150$ for Item 2 Restriction The Bill of Lading LOT Freight Charge/Cost is distributed amongst several Invoices only when these invoices are automatically generated from the Bill of Lading. Otherwise, if you create one Invoice for the first few BL Items and then a second one for the remaining BL items, the Bill of Lading LOT Freight Charge/Cost is fully applied to each Invoice.

Generating BL Invoices Verifications The following conditions are verified for each Bill of Lading that meets the selected criteria:     

The BL has been printed. The BL is not deleted. The BL type is S-Sales Order (and not T-Transfer Bill of Lading). The BL Shipping Status is set to S-Shipping (and not L-Loading). If eSTELtoll is installed, validation is performed to verify that the Customer is not a Toll Customer.

For the selected Bills of Lading, the Items are scanned to check that none of them is already on an Invoice. If any of the above tests fails, then the corresponding BL Item is not selected for Invoice generation and a message is printed on the Session Log.

Defaulting the Invoice Type When the Auto BL Invoice Generation function is used, the Invoice Type is set to either E-One Invoice per Bill of Lading, or B-One Invoice per Sales Order on the Bill of Lading based on the following logic: 

The Customer Tag Information: o If a record exists for the Customer and Ship-To or for the Customer and Zero Ship-To, then, based on the One Invoice per Shipment,  the Invoice Type is set to B if the One Invoice per Shipment is set to N  the Invoice Type is set to E if the One Invoice per Shipment is set to Y



The Product Installation Option INV=X: o If no corresponding Customer Tag Information record exists o If none of the above conditions are satisfied, the Invoice Type defaults to B

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Auto BL Invoice generation Selection screen The following Selection Entry screen is displayed to allow you to enter the required criteria: Auto BL Invoice Generation Report Program: IVUBIG 1. Selection Entry No.. 2. 3. 4. 5. 6.

One-Time/Permanent.. Invoice Branch...... Entry/Shipment Date. Bill of Lading Brh.. Range/Table......... BL Number........... Table of BL Nos.....

[ [ [ [ [

] ] ] ] ]

7. Customer No......... [ ]

From:

To:

From:

To:

From:

To:

Auto BL Invoice Generation – selection screen

For details on the selection screen fields, refer to the Selection Entries chapter of this manual.

Session Log The Auto BL Invoice Generation function creates a session log to allow you to review the Invoice Entries that have been created. The following information is printed on the session log: 

The selection entries



The Bills of Lading that were invoiced and the corresponding Sales Order and Invoice Entry numbers



An extra line with the following message printed with the BL number: o “Please review BL. Not all Items have been invoiced” if the Bill of Lading is partially invoiced o “Shipped date is not within the allowed date range” if the Product Installation Option SDV=99 is set and the Bill of Lading’ s Ship Date is not within +/- ‘99’ days of the System Date o “######-### Charges have been changed after B/L. Review Invoice” where ‘######-###’ represents the Order and Order Item numbers, if some Charges were modified on the Sales Order after the Bill of Lading was shipped. NOTE: The Invoice Entry is generated with the Charges that were on the Sales Order at the time the Bill of Lading was created. You have to modify the Charges on the Invoice Entry if required.

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If some Bills of Lading were excluded from the Invoice Generation process, they are not printed in the Session Log. You can then run the BL Audit Report to investigate further.

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4. Auto Invoice Generation RUN: 16Dec04 11:30

Page 87

eSTELPLAN METAL COMPANY

PAGE:

1

Invoice Generation - Session Log Message

scrslg001527

1. Selection Entry No.. 1008 2. One-Time/Permanent.. [P] 3. Invoice Brh......... [Y] 4. Shipment Date....... [Y] 5. Bill of Lading Brh.. [Y] 6. Range/Table......... [R] BL Number........... Table of BL Nos..... 7. Customer No......... [Y]

Session No 202

221

PHI From: 11/31/04 To: 12/31/04 PHI From: 640

To: 710

From: 1010

To: 1050

BL No PHI-

PHI-

666

689

IE No

Order No

Warnings

PHI-

523

PHIPHIPHI-

819 822 Order Charges are different from Billed Charges. 825 BL Ship-to is different from SO Ship-to.

PHIPHI-

528 534

PHIPHIPHI-

831 834 836

PHI-

544

PHIPHI-

845 Quantity allocated is less than quantity reqd. 847

*** End of Report ***

Invoice Entry Generation from BL – Session Log

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eSTELPLAN Integrated Systems for the Metal Industry

5. CREDIT NOTES

OVERVIEW Credit Notes are issued for a variety of reasons: 

They are used to completely reverse a previously updated invoice when the customer was billed incorrectly. For example, the invoice was issued to an incorrect customer and it needs to be reversed and the correct customer billed.



They are used to correct a previously updated invoice when a material price or freight adjustment is required. For example, the quoted price for the material is different than the price on the invoice, or poor quality material is shipped to the customer who agrees to keep it if the price is adjusted.



They are used to credit a customer account for returned material. The material can be added back to inventory using an R-Return type Receipt or the Credit Note.

The Credit Note functions covered in this chapter include:    

The Credit Note Entry The ability to link a Credit Note to an Invoice The Return of Material to Stock The ability to generate a Return Material Authorization Form and convert it automatically into a Credit Note.

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ADDING A CREDIT NOTE The Credit Note is defined as an Invoice Type C-Credit Note. As for any other Invoice Type, the Invoice Entry program is used to add, change and delete a Credit Note. Once you change the Invoice Type to CCredit Note and if you are not using the Invoice Credit Link feature set by the LNK=X Product Installation Option, the steps to add a Credit Note are the same as in adding a Direct Invoice. Refer to the ‘Invoice Entry’ chapter for details. If you are using the invoice credit link, see the following section of this chapter. All the Credit Notes fields are entered as positive figures. The Invoice Update program handles the sign conversion when updating the Credit Note.

Restriction 

There is no default reservation for any Product Items on a Credit Note.

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INVOICE CREDIT LINK Based on the Product Installation Option LNK=X, you can enter a Credit Note and link it to its original Invoice.

Features Provided 

The Credit Note Header and Item information default from the corresponding Invoice using the Sales and Cost Journal information. This prevents user errors and speeds up entry time.



A cross-reference record is created between the Credit Note and the Invoice. This link provides the display of a pop-up window containing all previously issued Credit Notes against the original Invoice. The Cross-Reference file is updated both at the time of Credit Note Entry as well as at time of Credit Note Update, ensuring that every Credit Note is displayed in the pop-up window even if it has not been updated. This feature avoids duplication and errors.



A code is displayed in the Cross-Reference Inquiry to indicate that the Invoice is linked to a Credit Note, or vice versa, as well as the ability to review the Credit Notes that were issued for the original Invoice.



Warning messages are issued if the total credited amount exceeds the original total Invoice Amount and, at the Item level, if the item credited amount exceeds the original Invoice Item amount. However, because a credit may involve other charges or be independent of a specific Item, both checks are not enforced. It is the user’s responsibility to ensure credits are entered for the right amount.

Restrictions 

The original Invoice Sales Journal information must still be accessible. As the Sales and Cost Journal files are retained based on a user defined option, it is possible that the reference Invoice is no longer on file and, therefore, no fields can be defaulted.



The Credit Note Branch must match the original Invoice Branch.



The following information is not defaulted from the original Invoice to the Credit Note Entry since it is not available after Invoice Update, or depends on the type of credit being issued: o Invoice Costs o Inventory Reservations o Invoice Item Remarks including the Late Charge Item Remarks

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ADDING A CREDIT NOTE LINKED TO AN INVOICE If you are not using the LNK Product Installation Option, the steps to add a Credit Note are identical to adding a Direct Invoice. Refer to the Invoice Entry chapter for details. If the Product Installation Option LNK=X is set to Y-Yes, the following pop-up window is displayed when entering a Credit Note allowing you to link it to an Invoice: Invoice No IV-123456 Sales Cat WS Shipped Dt 12/12/04



If eSTELperformance is installed the following pop-up window is displayed: Invoice No IV-123457 Sales Cat WS Shipped Dt 12/12/04 Rtr/Ad Rsn Rtr/Ad Ref

NOTE:

To create a Credit Note that is not related to an Invoice when LNK=Y (for example a Credit for Scrap), you must enter a ‘reserved’ number like 999999 in the IV field. You then press after the message “Sale Journal does not exist, cannot provide any defaults”, to continue.

The FRR=X Production Installation Option controls whether or not the entry of a Return/Adjustment Reason is forced. Field Name

Default

Validation

Description

Invoice Ref Prefix

IV

IV, LC

Determines the Invoice Reference Prefix for which the Credit Note is entered. Options are: IV Invoice LC Late Charge Invoice

Invoice No

Blank

> 0

Determines the Invoice number to be linked to the Credit Note being entered. The following steps are performed once an Invoice number is entered:  The Invoice number is verified to determine if it exists in the Credit Note/Invoice CrossReference file and all existing records are displayed in the pop-up window.  The Invoice Accounting Period is retrieved from the Cross-Reference file.  The Invoice number is verifies to see if the corresponding Sales and Cost Journal record exists.  The Credit Note Header fields are defaulted from the Sales and Cost Header if it exists.  You must enter an Invoice number when using the link option. You can use a dummy Invoice number should you need to issue a Credit Note without linking it to a particular Invoice.

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Field Name

Default

Validation

Description Restriction: No Look-Up is provided at the Invoice number field.

Sales Cat

Sales and Cost Journal Detail

Sales Cat Reference

The field is skipped if entered. If an Invoice Sales Category defaults Item and can be changed

no Invoice number is number is entered, the based on the first Invoice as required.

The Sales Category is passed to the Credit Note Header and Items. Shipped Dt

Sales and Cost Journal Header, System Date

Rtr/Ad Rsn

Valid Date

If no matching Sales and Cost Journal record exists, or if no Invoice number is entered, the Shipped Date defaults to the System Date. Reason Code

Rtr/Ad Ref

Defaults from the Sales and Cost Journal Header if an Invoice number is entered and a matching record exists in the Sales and Cost Journal. This allows you to age the Credit Note based on the Invoice Date if required.

Only displayed if eSTELperformance is installed.

Optional

Enter the Reason code that describes why the Credit Note is issued. A Look-Up lists the codes available for the ‘RJ’- Reject Reason Type.

Optional

Only displayed if eSTELperformance is installed. A reference number to identify returned merchandise. It is displayed in the Customer Delivery Performance report.

Credit Note/Invoice Cross-Reference File Verification Once the Invoice number is entered, the Credit Note/Invoice Cross-Reference file is verified using the Invoice Reference Prefix, Branch and number as follows:  

If no matching record exists, the Accounting Period is obtained from the Cross-Reference file. If a matching record exists, the following pop-up window is displayed allowing you to review previously issued Credit Notes for the specified Invoice and ensure that the new one needs to be created: IV-

141- 1 NENE-

Tot Inv Amt

Invoice Credits 20- 1 2Jul04 35- 1 3Jul04

34.50 34.50

34.50 Tot Crd Amt

69.00

Invoice Credits Pop-up window

o o o

The Invoice Credits Pop-up window is displayed below the Shipped Date Pop-up window. The transactions are sequenced by Invoice Reference Prefix, Number and Item number. The total Invoice Amount and the total Credited Amount are displayed once all Cross-Reference

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o

Page 94

records are displayed. This allows you to compare both amounts before adding a new Credit Note. and allow you to scan forward and backward through the records to determine if more Credit Notes exist for the Invoice.

Field

Description

Invoice

The Invoice Reference Prefix, Number and Item number are displayed for reference.

Reference Prefix

Denotes the Reference Prefix issued against the Invoice. Options are: NE CN

 

Credit Entry transaction. The Credit Note has not yet been updated. Credit Note transaction. The Credit Note has been updated.

Number

Denotes the NE or CN number.

Date

Displays the Entry Date for the NE transactions and the Update Date for the CN transactions.

Tot Inv Amt

The total External Charges for the original Invoice.

Tot Crd Amt

The total External Charges that have been credited on all Credit Notes for the Invoice.

If you press , no Credit Note is created and the cursor is positioned at the Invoice number field allowing you to change it as required. Press to accept the pop-up window and proceed to create the Credit Note.

Verifying the Accounting Period Once you enter an Invoice number and/or accept the Invoice Credits pop-up window, the Order CrossReference file is verified using the Session Branch, IV Reference Prefix and Invoice number to get the corresponding Accounting Period. 

If the Accounting Period is less than the current Accounting Period, a verification is performed to ensure that the corresponding Sales and Cost Journal exists. o If the corresponding Sales Journal file is not found, then the following warning message is displayed “Sales Journal does not exist, cannot provide any defaults.” The standard Credit Note Default pop-up window is then displayed enabling you to manually enter the Credit Note fields. o If a Sales Journal record with a matching Accounting Period exists, then the Credit Note Header fields default from the corresponding Sales and Cost Header record.

Defaulting the Credit Note Header The required fields to create the Credit Note Header record are not all saved in the Sales and Cost Header record. Therefore, the fields default as follows if the specified Invoice number is found in the Sales and Cost Journal: Fields defaulting in Add Mode  

Using the Bill-To and Ship-To numbers in the Sales and Cost Header, the Bill-To and Ship-To Addresses default from the Customer Ship-To and/or the Customer Information files. The Chemical, Physical, Number of Certificates required information from the Customer Information file.

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The Metric code from the Installation Options file. The Route/Stop is retrieved from the Customer Ship-To or Customer Information files. The Source defaults from the first Sales and Cost Detail record.

Other Fields and Conditions  

If the Tax Applicable code is E-Exempt, the License defaults from the Customer/Ship-To record if the Tax Region in the Sales and Cost Header matches the one in the Customer Ship-To or Customer Information file. The Sales Type defaults using the Sales Category code.

Errors and Warnings 

When saving the Credit Note Header, an error message is displayed if the Delivery Method is set to CC and the Freight Vendor is spaces. This allows you to enter the correct Vendor number as the Freight Vendor is not saved in the Sales and Cost Header of the original Invoice.

Remaining Fields The remaining fields default from the Sales and Cost Header and the Credit Note Header is displayed as follows: Type C

Invoice/Cr. Note - Header

Entry No PHISession ID Invoice No XX-ZZZZZZ

Sold-to 1050 PHILADELPHIA STEEL SUPPLY Bill-to 1050 Ship-to 0 PHILADELPHIA STEEL SUPPLY PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA Slspsn Pymt Trm Ship Brh Inv Hold

IS-UN 5 PHI N

Rtr/Ad Rsn LT

19021 OS-UN Cry Whs PFS Ordered Dt 12/12/03 Shipped Dt 01/27/04 Ref

Cus PO No Release No Job Number Sales Cat WS Source Bko Alwd Y Metric N Mail Y Test Cert Chem Y Phy Y Typ O Shp 1 Inv

PHILADELPHIA, PA

19021

Frt Resp PP PPD Dlv Mth OT Frt Charge / Frt Cost / Vendor Ship Via OUR TRUCK Route-Stop 12- 3 FOB Pt PREPAID TO DESTINATION Probill No Tx Rgn Apl Licence No 1 PA E R423524634 2 NT2 E 3 NT3 E 4 PAPH A

1-Items 2-Chg Hdr 3-Freight 4-Recost 5-Inv Tot



The original Invoice Reference Prefix and number are saved in the Invoice Header record. Both fields are displayed on the Header screen and are used when creating the Credit Note Header and when adding a new Item for reference. The Invoice Reference Prefix and number are printed on the Invoice Forms. NOTE:

The Invoice number field is not applicable for any other Invoice Type.

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Adding an Item to a Credit Note Linked to an Invoice If a Reference Invoice number was entered on the Credit Note Header, then the following pop-up window is displayed when adding an Item. The cursor is positioned in the Item number field. Invoice No IV-123456-003

Field Name

Default

Validation

Description

Item number

Blank

Sales Journal

Allows you to automatically create a Credit Note Item based on the selected Invoice Item. The Item number is an optional field. If entered, it must be a valid number for the selected Invoice.

 

The Invoice Reference Prefix and number default from the Header and cannot be changed. If the Item No field is left blank, the cursor is positioned in the Group field enabling you to manually enter the Credit Note Item.

Restriction 

No Look-Up is available at the Invoice number field.

Verifying the Credit Note/Invoice Cross-Reference File Once the Invoice Item number is entered, the Credit Note/Invoice Cross-Reference file is verified using the Invoice Branch, number and Item number as follows:  



If a matching record exists, the Invoice Credits pop-up window is displayed for the selected Invoice Item allowing you to review previously issued Credit Notes and ensure that the new one needs to be created. Once you press to accept the Invoice Credits pop-up window, the Credit Note Item is automatically copied from the Sales Journal Detail as follows: o The Sales Category defaults from the Credit Note Header. o The Charge Quantity Type defaults from the Product Installation Option TYP=X set for the Charge Entry program, as it does not exist on the Sales and Cost Detail. o All remaining fields, including the Credit Note Charge lines, default from the Sales and Cost Detail record. o The cursor is positioned in the Sales Category field. A validation is performed to ensure that all Charge codes are valid for the Sales Category. o Press to accept the default and proceed to the action bar options. If no matching Sales and Cost Journal Detail record exists, the message “Sales Journal does not exist. Cannot default info” is displayed and the cursor is positioned in the Group field allowing you to manually enter the Item.

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Credit Note Item Display The Invoice Reference Prefix, number and Item number are displayed on the Credit Note Item screen for Reference. Type C PHILADELPHIA ST Part No Group BA Size 2214 Grade 36

Invoice/Cr. Note - Item

Bar Angle ASTM A36 2" x 2" x 1/4" X 20' Width Length 20'

Shipped Sls Cat/Typ WS-1 Ch Description 1 MATERIAL

10 PCS Qty

Entry No PHI6Invoice No XX-ZZZZZZ-ZZZ

" Ga 200 '

Chg Qty Typ T PWC Rate UM I/E 25.0000 CWT E

Wgt Quantity 638 LBS

638 LBS Amount 159.50

1 *** Net Material ***

25.0000 CWT I 638 LBS 159.50 Taxes Total 159.50 Ship Brh PHI Whs PFS Source Stk/NST S Upd Usg Y Commission Ship Dt 03/06/04 Rsn Orig Due Dt 03/06/04 Cur Due Dt Days Late 1-Res 2-Chg Itm 3-Rmks 4-Dir Ship 5-Cost 6-Hdr 7-Totals



The Original Invoice Item number is stored in the Invoice Detail record. The Invoice Item numbers are displayed on the Item screen for reference and are printed on the Invoice Forms.



A new Credit Note/Invoice Cross-Reference record is created for each Credit Note Item, once the Item is committed.

Credit Note Verification Once you commit a Credit Note, some verification is done to ensure that you did not over credit the original Invoice. Using the Credit Note/Invoice Cross-Reference file, the Credited Amount is compared to the Invoice Amount from the Sales and Cost Journal (if it exists). 

The warning message “The Item total Amount exceeds the original Invoice Item Amount” is displayed when the Item Credited Amount is greater than the Invoice Item Amount.



The warning message “The Header Total Amount exceeds the original Invoice Amount” is displayed when the Total Credited Amount is greater than the Total Invoice Amount.

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RETURN-TO-STOCK IN CREDIT NOTE ENTRY Returns-to-Stock are entered as normal (positive signed) reservations in the Credit Note Item Reservation screen. The Invoice Update program reverses the reservation and create a Product Item record for Tag Master Required, or updates an existing Product Item, for non-Tagged products, with the product returned. For Tag Master Required products, a Copy Tag function allows for rapid entry of the Return-to-Stock products. It is available in the Credit Note Item Reservation screen. It is particularly useful to copy the Tag information of an archived tag that a Customer is returning you or to copy the information of a tag that exists in your inventory.

Copy Tag window After you enter the Group, Size, Grade, Dimensions, Tag, Warehouse, Gauge and Quantity of the item you want to return to stock, the following window is displayed:

Brh PHI Tag

Copy Tag Whs

Copy Tag window

Field Name

Default

Validation

Description

Brh

Credit Note reference Branch

Branch reference

The Branch defaults from the Credit Note.

Tag

Default Tag if previously set

Product Item or Archived Tag table

Enter the Tag number.

Whs

First Matching record

Product Item or Archived Tag table

The Warehouse defaults from the first matching Tag number found in either the Product Item or Archived Tag tables.

*

An asterisk is displayed if the same Tag number exists in more than one Warehouse. You can use the eSTELview Tag Inquiry to verify that you have selected the correct tag for the Copy function.

Once you enter a Tag and Warehouse in the Copy Tag window, the information from this source tag is copied to the new tag. For the subsequent Return-to-Stock, the last tag copied defaults, but you can change it as required.

Copying Archived Tags When there is more than one tag that matches the Tag number entered in the Copy Tag function, the following selection window is displayed. It contains a list of all the matching tag numbers found in the

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Product Item and Archived Tag tables. Grp Size CRC 18 260C 025

Grd CQ 2

Dim 36.0000" 1.5000"

Ga .0478N

1-Tag Info

Copy Tag Brh PHI Tag 241 Whs PFS

Use the Tag Info action bar option to view the details for each tag, or press to select and return it to the NE - Item Reservation entry screen.

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Tag Information Default from the Copy Tag Function The following information is defaulted from the source tag to the destination tag when the Copy Tag function is used:         

          

Product (Group, Size, Grade, Dimensions, Gauge, Gauge Type) Status Code (M, R, F, D, W, S) Reject Reason and Date Customer number Part number Other Tag Reference Mill and Heat number Vendor Reference number Vendor number o Vendor Look-Up Name o Purchase Order (Branch, PO Number, Itm Number) o Parent Tag /Whs: the ‘Copy’ Tag number is moved to the Parent Tag field. Master Tag/Warehouse Specifications Condition codes Ranges for width, Length, and Gauge Coil ID Hold code and Reason Remarks Packaging code Skid Type Skid Weight Cut number

Tag Information screen Once the information from the source tag is copied, the Tag Information screen of the new tag is displayed for your review. You cannot modify any information at this point. If this is required, you must use the Inventory Functions after the Credit Note is updated. To exit the Tag Information screen, press . This calls the ‘Return to Stock Item’ window which allows you to cost the Product Item returned to stock as well as to enter the location and remarks. Return to Stock Item Loc Rmk Cst A CWT M 19.8900 P F

O

Return to Stock Item window

Field Name

Default

Loc

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Validation

Description

Optional

Return-to-Stock Location. Defaults based on the previous Inventory Reservation record and can be changed as required.

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5. Credit Notes Field Name

Page 101 Default

Rmk

Cst

A

Validation

Description

Optional

Return-to-Stock Remarks. Defaults based on the previous Inventory Reservation record and be changed as required.

A, S, Z

Return-to-Stock Cost Type to default the costs of the return. Valid Options are: A

Average (default). All Costs default from the previous Inventory Reservation record that has the same Inventory Control and Inventory organization. If no previous Inventory Reservation record exits, then the Costs default from the corresponding Product balance table. The Cost fields cannot be changed.

S

Specific. Allows you to manually enter the Return-to-Stock Costs.

Z

Zero. Zeros out the four cost fields. No Costs can be entered for the Return-to-Stock.

Restrictions 

The Tag and Warehouse must exist either in the Product Item or Archived Tag tables.



The tag copied and the Return-to-Stock must have the same o Inventory Organization code (e.g., WLT) o Inventory Logic Control code (ILC) o Ownership code

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RETURN MATERIAL AUTHORIZATION The Return Material Authorization (RMA) is an authorization prepared by the Sales Department when a customer advises that some material will be returned. It uses information from the original Invoice Entry or Invoice, as well as the information provided by the customer regarding the quantities and the reason for the return. Once completed, it should be approved then printed. The RMA form becomes a shipping document or an authorization for the carrier to pick up the material at the customer’s premises, or an unloading/warehouse document printed upon receipt of the returned material. When the material is restocked, the RMA is converted to a Credit Note for the customer. The Return Material Authorization is defined as an Invoice Type R-Return. The steps to add an RMA are the same as in adding a Credit Note. All the RMA fields are entered as positive figures. The RMA is automatically turned into a Credit Note when it is ‘released’ and the Invoice Update program handles the sign conversion when updating the Credit Note. As for any other Invoice Type, the Invoice Entry program is used to add, change and delete an RMA. The RMA function should however be kept separate from the Invoicing functions. The function to add and change RMA’s uses the Invoice Entry program with the ‘r’ (Returns) User Menu Option. The use of this User Menu Option is intended for the Sales or Receiving Department that handles the RMA process. The RMA function includes the following features:       

Ability to add, change or delete RMAs – controlled by User Menu Option Ability to add re-stocking charges to the RMA Printing of the RMA forms Auto-Emailing of the RMA forms New Standard Remark Types to customize the RMA forms Emission of a Workflow message when a RMA is created (optional) Automatic conversion of RMAs into Credit Notes

Adding an RMA Header The steps to add a Return Material Authorization are identical to adding a Credit Note, and the RMA Header information is defaulted in the same manner. The only difference is that you are allowed to link the RMA to an Invoice Entry or an Invoice if the Product Installation Option LNK=X is set to Y-Yes. By contrast, you are only allowed to link a Credit Note to an updated Invoice whose prefix is ‘IV’. 

If LNK=Y, the following pop-up window is displayed allowing you to link the RMA to an Invoice Entry or an Invoice: Invoice No IE-123456 Sales Cat WS Shipped Dt 10/12/05 1-SO Inq



If eSTELperformance is installed the following pop-up window is displayed:

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Page 103 Invoice No IV-123457 Sales Cat WS Shipped Dt 10/12/05 Rtr/Ad Rsn Rtr/Ad Ref 1-SO Inq

Field Name

Default

Validation

Description

Invoice Ref Prefix

IE

IE, IV

Determines the Invoice Reference Prefix for which the Return Material Authorization is entered. Options are: IE Invoice Entry IV Invoice NOTE: The Invoice Reference Prefix ‘IE’ is only available for the Invoice Type ‘R’, i.e. for Return Material Authorizations.

Refer to the ‘Credit Note Entry’ section of this chapter for more details about the other fields.

RMA Header Action Bar Options Once you accept the Invoice Cross-Reference and Freight pop-up windows, the RMA Header screen is completed and displayed as follows: Type R

Return Request - Header

Entry No PHI18 Session ID 378 Invoice No IV- 1139

Sold-to 1050 PHILADELPHIA STEEL SUPPLY Bill-to 1050 Ship-to 0 PHILADELPHIA STEEL SUPPLY PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA Slspsn IS-UN Pymt Trm 5 Ship Brh PHI Inv Hold N Rtr/Ad Rsn

19021 OS-UN Cry Whs PFS Ordered Dt 10/10/05 Shipped Dt 10/25/05 Ref

Cus PO No Release No Job Number Sales Cat WS Source Bko Alwd Y Metric N Mail Y Test Cert Chem Y Phy Y Typ O Shp 1 Inv

PHILADELPHIA, PA

19021

Frt Resp PP PPD Dlv Mth OT Frt Charge / Frt Cost / Vendor Ship Via OUR TRUCK Route-Stop 12- 3 FOB Pt PREPAID TO DESTINATION Probill No Tx Rgn Apl Licence No 1 PA E R423524634 2 NT2 E 3 NT3 E 4 PAPH A

1-Items 2-Chg Hdr 3-Freight 4-Recost 5-Inv Tot 6-Release

RMA Header screen

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Action Bar

Action

Release

Allows you to turn a RMA into a Credit Note. This option is dimmed until at least one RMA Item is entered.

Refer to the Invoice Entry chapter for details on the other action bars.

Adding an RMA Item Once you complete the RMA Header and select the Item option from the action bar, or press from the Header action bar, you proceed to the entry of the RMA Item. If a Reference Invoice Entry number or Invoice number was entered on the RMA Header, then a popwindow allows you to automatically create the RMA Item based on the selected Invoice Entry or Invoice Entry Item. If the Item number field is left blank, the cursor is positioned in the Group field enabling you to manually enter the RMA Item. Refer to the ‘Credit Note Entry’ section of this chapter for more details.

Type R AMERICAN APPLIA

Return Request – Item

Cus Part Specs: 1020Group BA Bar Angle ASTM A36 Size 2214 2" x 2" x 1/4" X 20' Grade 36 Width Length 20' Shipped Sls Cat/Typ WS-1 Ch Description 1 MATERIAL 11 RE-STOCKING FEE

2 PCS Qty

Entry No PHI-

20- 1

" Ga 40 '

Chg Qty Typ A PWC Rate UM Typ 20.0000 CWT E 5.0000- CWT E

Wgt Quantity 128 LBS 128 LBS

128 LBS Amount 25.60 6.40-

1 *** Net Material ***

20.0000 CWT I 128 LBS 25.60 Taxes Total 19.20 Ship Brh PHI Whs PFS Source D Stk/NST S Upd Usg Y Commission Ship Dt 08/31/05 Rsn Orig Due Dt 10/25/05 Cur Due Dt Days Late 1-Res 2-Chg Itm 3-Rmks 4-Dir Ship 5-Cost 6-Hdr 7-Totals

RMA Item screen

Restocking Charges Based on the company policy and/or assessment done by the Salesperson, re-stocking charges may be applied to the RMA. They are entered at the Line Item using the existing charge code table. They should be entered as a negative amount to reduce the credit granted to the customer. Re-stocking Charges are printed on the RMA form and automatically transferred to the Credit Note.

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Reservations The Res action bar is currently not available (future release). As a result, material cannot be returned to the inventory at this stage. The Return-to-Stock takes place when the Credit Note is processed.

Value 

The RMA Item cannot be created for a value that exceeds the value of the original Invoice Entry Item or Invoice Item.



The RMA cannot be created for a value that exceeds the value of the original Invoice Entry or Invoice.



Several RMA can be created for the same Invoice Entry or Invoice, but their total value cannot exceed the value of the original Invoice Entry or Invoice.

In all cases, if the RMA value is greater than the Invoice Entry or Invoice amount, error messages are displayed and you must correct the RMA before exiting it.

Modifying an RMA When the material returned from a customer is received at the warehouse, the quantity or condition may be different than what was expected. In this situation, the ‘approved’ RMA needs to be adjusted and reprinted. To change an existing RMA, enter the RMA number. You can use the Look-Up from the RMA number field to scan through the open Invoices for the ‘R’ Invoice Types and select the one you need to change. Once the number is entered, the RMA Header is displayed and you can proceed with the required changes.

Deleting an RMA The deletion function is controlled by the User Menu Option ‘d’. This allows you to restrict access to authorized personnel only. You can delete a specific RMA Item or the entire RMA. To delete a RMA Item, enter the RMA Item number in the ‘Return Request – Item’ screen and press . To delete a RMA, enter the RMA number in the ‘Return Request – Header’ screen and press . In both cases, a message appears requesting confirmation. Select either Y-Yes or N-No.

RMA Printing The RMA is printed through the Return Material Request printing program. Two types of RMA forms are printed: 

Office Copy form

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Page 106

Customer Copy form

Both forms contain the same information. NOTE:

The RMA can be printed even if no RMA Item has been created. This can happen when the product information is not known prior to the return of the material. Return Material Request Report Program: IVFRMA 1. Selection Entry No..

4696

2. Original/Reprint.... [O] 3. Selling Branch...... [Y] 4. Range Table......... [R] Invoice Entry Number Table of Invoice Nos

PHI From:

10

To:

10

5. Auto Send Document.. [ ]

Item No : 1-Alter 2-Copy

RMA Printing screen

Automated Emailing of RMAs This function allows you to automatically email RMAs to selected customers. automated emails is triggered by the Auto Send Document selection option.

The generation of

To use this function, you must first determine which customers require the automated emailing of RMAs then create records for each of these customers in the Customer/Vendor Document Distribution. Refer to the ‘Reference Information’ and ‘Automated Emailing & Faxing of Business Forms’ chapters of the eSTELfax manual for details.

Product Installation Options The following Product Installation Options are available for the printing of the RMA forms . Refer to the Product Installation Options Guide for more details.

Total Line Information Total Line Information An option, VAL=X, is provided to control the printing of totals information on the forms.

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Company or Branch Address An option, FRM=X, is provided to print the Company or Branch address information or a logo on the forms.

Weight/Measure Based Weight based Price An option, PWB=X, is available to control the printing of the Weight/Measure based Charge, in addition to the Order Item Selling Charge and its corresponding Unit of Measure for Material Charge code 1.

Tax Information The STX=X Product Installation Option controls the printing of Tax information on the forms.

Salespersons An option, SLP=X, is provided to designate which Salesperson Name is printed

Standard Messages Standard message remark lines can be printed on the RMA. The following Standard Message Types are used:   

RMH – Return Material Header remarks print after the Salesperson information RMD – Return Material Detail remarks print after the detailed Charges information RMS – Return Material Summary remarks print after the Tax information

Workflow Message If the Workflow function is enabled, a workflow message is emitted when a Return Material Authorization is created. The message identifies the RMA Number, the Ref Prefix, Ref Number and the Login ID of the person who created the RMA. Refer to the ‘Workflow Management’ chapter of the eSTEL/SCOPE manual for details.

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Sample Form 19Oct05 12:49

No: HOU NE-137982 Prepared By: Johnc CUSTOMER COPY

ACME STEEL CO. 4010 BRIAN ROAD HOUSTON, TEXAS 77527 Tel: 713-697-7105 Fax: 713-697-5945

Returned From: ( 28293) ROBERT JAMES 1520 BEALLE HOUSTON, TX 77008

Pick Up: ( 1) ROBERT JAMES 1512 BEALLE HOUSTON, TX 77008

Trm ****CASH**** Sld 06Oct05 OrigInv IV-632125 SO: HOU 96300 Frt WILL CALL Via FOB Tel 713-864-3825 Fax 713-864-6273 Ctc ROBERT CELL#714-899-0495 Slp JOHN MARTHA ================================================================================ RETURN MATERIAL REQUEST

No: HOU NE-137982

-------------------------------------------------------------------------------1ROUND TUBING 5/8" O.D. X 16 Ga. X 20' MATERIAL RESTOCKING CHARGE

100 FT @

5 PCS

39 LBS

06Oct05 56.4300 CFT 10.0000-LOT

100 FT 56.43 10.00-

Return to stock _____ By __________ Dept/Date __________ -------------------------------------------------------------------------------Order Totals: 1 Items 39 LBS ******************************************************************************** Material Processing Freight Restock Fee Taxes Request AMT 56.43 10.003.82 50.25 ******************************************************************************** Taxes: TX1 2.90 TXHO 0.46 TXHOMT 0.46 Action Taken: < > Cash Back Received __________ < > Issue Check < > Issue credit card credit Manager Approval __________ Comments _________________________________________ _________________________________________ _________________________________________ _________________________________________

0.00

RMA Form – Customer Copy

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RMA Release After the material is returned to the warehouse and has been inspected, the RMA contains all the information required to process the credit to the customer. The RMA can now be converted into a Credit Note entry, using the Release action bar option from the Return Request Header screen. This option automatically:  

Copies the RMA into a Credit Note. A Credit Note Entry number and Session ID are assigned. Completes the RMA. After the completion, you can no longer access the RMA from the Return Request Header screen. The RMA can however be re-printed as long as it remains in the system.

Restrictions 

A Product Installation Option RLS=XXXXXX restricts access to the Release action bar option in the Return Request Header screen.



When a RMA is done against an Invoice Entry, the RMA can be turned into a Credit Note even if the original Invoice Entry has not been updated. The Credit Note however cannot be finalized until the Invoice Entry gets updated. This is to ensure that the Invoice Update program properly processes the Sales Analysis.



You cannot convert an RMA into a Credit Note using the regular Invoice Update function.

Workflow Message If the Workflow function is enabled, a workflow message is emitted when a Return Material Authorization is turned into a Credit Note Entry. The message identifies the Branch and RMA Entry Number, the User ID of the person who is releasing the RMA and the Date and Time of the release. Refer to the ‘Workflow Management’ chapter of the eSTEL/SCOPE manual for details.

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6. INVOICE EDIT REPORTS

OVERVIEW The Invoice Edits must be used once the Invoice Entries are done to review and catch any entry error, in shipping or pricing, that affect the value and profitability of the sale. This ensures the proper sales credit for sales personnel and distribution of revenue and costs to the General Ledger before proceeding with the Invoice Update. The Invoice Edit reports are used to identify those entries that may have exceptionally high or low profits by line item, discrepancies between the Billing and Reservation Weights, or that have a potential condition that may affect the updating of the invoice. The Invoice Edit Detail and the Invoice Edit Detail Condensed list the open Invoice Entries by Branch and Session. Because of the potential length of the Invoice Edit Detail List, you should consider using the summary version, or the condensed version, with exception selections, wherever practical. For foreign currency transactions, all amounts are shown in the Base Currency. The Currency code and the transaction Exchange Rate are displayed for reference. For Base Currency transactions, the Currency and Exchange Rate are not printed. The Invoice Reservation Exception report can be run prior to the Invoice Edit reports. The report lists all those Invoice entries where Reserved Quantity and Billed Quantity differ and allows you to adjust the Reservations accordingly.

Restrictions You cannot run the Edit reports for all Branches at one time. The Branch selection defaults to the User Branch and can be changed if you have multi-Branch access.

Product Installation Options Re-costing of Invoice Entries The Product Installation Option, CST=X, allows you to automatically re-cost the Invoice Entries while running the Edit and, therefore, pick up the most recent Inventory costs on the Edits.

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Cost for Transient Tags A Product Installation Option, CTT=ZZZZ, provides for the creation of an estimated cost for transient tags in Invoice Entry. When the option is set on the Invoice Edit Detail Report, the created cost is used to calculate profit/total cost figures including transient tags which, otherwise, would not have any cost.

Processing Costs A Product Installation Option, PRO=X, controls the printing of Processing Costs and the percentage of these Processing Costs to the Total Cost for each Invoice Entry on the Invoice Edit Detail Report. This information is printed in the Totals section for each Invoice Entry and provides costing analysis information. For more details on these Options, refer to the Product Installation Options Guide.

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INVOICE RESERVATION EXCEPTION REPORT This report lists all Invoice Entries within a selected Branch that have a mismatch between the Shipped and Reserved Quantities. This enables you to trace Items that are under or over Reserved and to adjust the Reservations accordingly before running the Invoice Edits and updating the Invoice Entries.

Restriction When printing the Reserved Pieces/Quantity, the report considers the Reserved Products having the same ILC code as the Shipped products and Invoice Item Reservations with negative Stock Positions.

Selection Screen Invoice Reservation Exception Report Program: IVRIRX 1. Selection Entry No.. 2. 3. 4. 5. 6.

One-Time/Permanent.. Branch.............. Session I.D......... Login I.D........... Print Reservations..

1363 [O] [Y] [N] [N] [N]

PHI From:

To:

Item No : 1-Alter 2-Copy

Invoice Reservation Exception selection screen

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Report Printing For each Invoice Item, the report prints the following information:   

Session, Invoice and Item numbers Corresponding Sales Order and Item numbers Percentage of difference between the Billed and the Reserved Quantities

Form & Report Field Descriptions Report Field Name

Description

Branch

The 3 character Branch code followed by the Branch Name.

Ssn No

The Invoice Session number.

Invoice-Itm

The Invoice and Item numbers.

Order-Itm

The Sales Order and Item number. NOTE:

This field is suppressed for Direct Invoices.

Product Item

The Product Group/Size/Grade/Dimension are printed in a one line compressed format of up to 36 characters.

PCS/Qty Shipped

Depending on the ILC Code of the product, this is the PCS and Quantity Shipped.

PCS/Qty Reserved

Depending on the ILC Code of the reserved product, this is the PCS and the Quantity reserved. NOTE:

%Diff

A reserved Pcs/Qty from a product with an ILC code different from the Shipped Product is not included in the report. An ‘*’ is printed to indicate that there are mixed ILC codes.

The percentage difference between the shipped and the reserved quantity: % Diff = [ (Qty Shipped - Qty Reserved) / Qty Shipped ] * 100 A sign is assigned to the value to show if the difference is an under reservation or an over reservation:  If the Invoice Item is under reserved, no sign is printed.  If the Invoice Item is over reserved, a NEGATIVE sign is printed.  If there is a mixture of ILCs in the Reservation, an ‘*’ is printed before the %Diff field.

NOTE:

If there is no discrepancy between the amount shipped and the amount reserved, an ‘R’ is printed on the Invoice Item line.

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Report Samples RUN: 26Nov04 12:15

eSTELPLAN METAL COMPANY

ivrirx001840

PAGE:

2

Invoice Reservation Exception Ssn No Invoice-Itm Order-Itm Product Item

PCS/QTY Shipped

PCS/QTY Reserved

%Diff

Branch: (PHI) eSTELPLAN PHILADELPHIA BRANCH 81 81 81 81 82 82 82 82

144- 5 144- 6 144- 18 144- 27 145- 1 145- 15 145- 24 145- 26

516- 5 CRC/18/CQ/48.0000"/N.0478 516- 6 CRC/18/CQ/48.0000"/N.0478 516- 18 CRC/18/CQ/48.0000"/N.0478 516- 27 CRC/18/CQ/48.0000"/N.0478 516- 1 CRC/18/CQ/48.0000"/N.0478 516- 15 CRC/18/CQ/48.0000"/N.0478 516- 24 CRC/18/CQ/48.0000"/N.0478 516- 26 CRC/18/CQ/48.0000"/N.0478

2 2 2 2

900 790 800 800 300 230 200 360

2 2 2 2 2 2 2 1

600 790 800 800 300 230 200 180

33.33 R R R R R R 50.00

*** End of Report ***

Invoice Reservation Exception Report (with Print Reservation = N)

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Page 116 eSTELPLAN METAL COMPANY

ivrirx001841

PAGE:

2

Invoice Reservation Exception Ssn No Invoice-Itm Order-Itm Product Item

PCS/QTY Shipped

PCS/QTY Reserved

%Diff

Branch: (PHI) eSTELPLAN PHILADELPHIA BRANCH 81 81 81 82

144- 5 144- 6 144- 18 145- 15

516- 5 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 516- 6 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 516- 18 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 516- 15 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478 CRC/18/CQ/48.0000"/N.0478

2 1565 1566

900

PPR PPR 2

790

1567 PPR AL1590 PPR 2

1800

AL1591 PPR AL1592 PPR 4 AL1591 AL1592 AL1593 AL1594

PPR PPR PPR PPR

23000

2 1 1 2 1 1 2 1 1 4 1 1 1 1

900 500 400 790 340 450 1800 500 1300 23000 10000 5000 5000 3000

R * * R * * R * * R * * * *

*** End of Report ***

Invoice Reservation Exception Report (with Print Reservation = Y)

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INVOICE EDIT REPORT PRINTING Credit Notes If the Invoice Entry is a Credit Note, the notation ***CREDIT NOTE *** is printed in the Header Area on both the Detail and Condensed reports.

Product Installation Option The PWB=X Product Installation Option set for both the Invoice Edit Detail and Invoice Edit Condensed Reports controls the printing of the equivalent Charge and Unit of Measure for Material Charge code 1 on the edits. The PPM=X option controls the printing of the Profit Type option M (Margin, Margin Percentage and Margin per Ton) below the printing of the Net Profit, Net Profit Percentage and Net Profit per Ton. (Refer to the Product Installation Option guide for details).

Sales Order and Item Numbers The Invoice Edit Detail and the Invoice Edit Condensed reports print the Sales Order and Item numbers for each Invoice Item if the Invoice Item Order number is different from the Invoice Header Order number.

Customer Purchase Order and Release Numbers The Invoice Edit Detail and the Invoice Edit Condensed reports print the corresponding Sales Order Header Customer PO and Release numbers for each Invoice Item if these are different from the Invoice Header Customer PO and Release numbers.

Inventory Reservations The Invoice Edit Detail prints the detail Reservations under each Item being sold, under the billing information before the Sales and Cost Analysis section. This allows a visual comparison between the product being sold and the product being relieved from inventory. The Group, Size, Grade, Dimension, Tag, Warehouse, Pieces, Quantity, Cost, Cost UM and Cost Amount are printed. If the Item is negative, a remark ‘NEGATIVE QTY’ is printed beside the Item. For foreign currency transactions, all amounts are shown in the Base Currency. The Currency code and the transaction Exchange Rate are displayed for reference. For Base Currency transactions, the Currency and Exchange Rate are not printed.

Tag Master Required Products In order to efficiently trace inventory costs, the Purchase Order number is printed for each reserved Tag

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Master Required product.

Totals Totals are provided by Invoice Entry Item, Invoice Entry, Session number and Branch. Each new Branch/Session combination prints on a separate page. When a Session or Branch break occurs, the totals are printed on a separate page. If only 1 Item exists on an Entry, no Item totals are printed. On both the Edit Detail and the Edit Detail Condensed reports, the Totals lines are not printed and the lines for MAT, PRS, FRT, OTH are not printed if all fields for the line are zero. In cases where there are Invoices and Credit Notes in the same session, the totals reflect the net amounts between the Credit Notes and the Invoices. A Grand Total of all Session Totals.

Total of Taxes by Tax Region When the Invoice Edit Detail or Invoice Edit Detail Condensed report is run for more than one session, a Total of the Taxes by Tax Region is printed under the heading Total Taxes by Tax Region, after each session, within the Session Total. Also a Grand Total of all the Taxes by Tax Region is printed at the end of the report. When there is only one session requested on the report, a Grand Total of all the Taxes by Tax Region is printed once at the end of the report.

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EDIT VERIFICATIONS Warning Messages If there are any exceptional conditions on any of the Invoice Items or for the Invoice Total, the Item number is listed along with a warning message indicating the exception. The possible warning messages are the following: Transient Tags reserved: (ZZZ,ZZZ XXX) Gross Profit less than percentage selected (ZZZ.ZZ-%) Gross Profit greater than percentage selected (ZZZ.ZZ-%) Net Profit less than range selected (ZZZ.ZZ-%) Net Profit greater than range selected (ZZZ.ZZ-%) Weight Variance % greater than % selected (ZZZ.ZZ-%) Weight Variance % less than percentage selected (ZZZ.ZZ-%) Invoice does not have any Items For some messages, when it is appropriate, a reference amount or percentage is shown for reference. This is the total weight of the transient tags reserved to the Item or the actual Gross or Net Profit or Weight Variance percentage of the Item. Invoice Total messages are identified by an Item number of spaces. The Transient Tag message is printed for each Item that has Transient Tags reserved. Also, the letter ‘T’ is printed at the end of the reservation line for each transient tag.

Detail Edit Verifications If Inventory Reservations for a given product are made against one or several invoicing Items of one Invoice Entry, or made against several Invoice Entries of one Session ID, this will cause the inventory to go negative and the following message is printed: WARNING, Allocated product will cause Inventory to go NEGATIVE If the inventory is already negative, the following message is printed: WARNING, Inventory is already NEGATIVE If the total Quantity being shipped on an Invoicing Item is not the same as the total QTY reserved to that billing Item, the following message is required: WARNING, Total QTY shipped not = to Total QTY allocated This message is printed for Weight Based Products as well as for Piece Controlled Product Items that do not have weight.

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INVOICE EDIT DETAIL The Invoice Edit Detail is used to verify all the information on an Invoice Entry prior to Invoice Update. It prints all the Invoice related details such as Customer Part No., Invoice Item Remarks, Prices, Cost, Inventory Reservations and Incoming Reservations. This report should be used when it is necessary to verify the coding of the Invoice Entry to catch any billing errors prior to update.

Selection Page Invoice Edit Detail Report Program: IVREDD 1. Selection Entry No.. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

One-Time/Permanent.. Branch.............. Session I.D......... Invoice Type........ Invoice Entry Number Login I.D........... Entries on Hold..... Transient Tag Alloc. Profit Type......... Profit % Above...... Profit % Below...... Billed vs Alloc Wgt. Wgt Variance % Above Wgt Variance % Below Print Inv. Rmks .... Payment Method......

1159 [O] [Y] [N] [N] [N] [N] [A] [A] [G] [N] [N] [N] [N] [N] [Y] [N]

PHI From:

To:

From:

To:

I

Item No : 1-Alter 2-Copy

Invoice Edit Detail selection screen – first screen

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6. Invoice Edit Reports

Page 121 Invoice Edit Detail Report Program: IVREDD

1. Selection Entry No..

1159

18. Sales Type........ [N] 19. Sales Category.... [N]

Item No : 1-Alter 2-Copy

Invoice Edit Detail selection screen – second screen 

If no selections are made (i.e., all defaults taken), all invoice, credit note and tax adjustment entries are printed.

Report Sample Report Sequence: Branch, Session number, Invoice Entry Type and number.

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Page 122 eSTELPLAN METAL COMPANY

ivredd026923

PAGE:

4

Invoice Edit Detail Branch: (PHI) eSTELPLAN PHILADELPHIA BRANCH IE-

318 Ty: B Hld: N Ssn Dt: 17Jul04 Tm: : Sold-To( 1050) PHILADELPHIA STEEL SUPPLY Bill-To( 1050) PHILADELPHIA STEEL SUPPLY Cust PO: 465 Rel:

Session No:

244

Login I.D. fannyd Order No: PHI- 1792 Ord Date: 16Jul04 Ship Date: 17Jul04 Ship-To( 0) PHILADELPHIA STEEL SUPPLY B/L:PHI- 427 Job: IS-AB OS-UN Terms 1/2 % 10, NET 30 DAYS Frt Resp: PP Rate: 0.0000/ Mth: OT Ven: 0

0

Item Prd Desc Part No Pieces Wgt/Qty Alc Src Stk Ship-Brh/Whs Sale Type B/L Number Commission 1 Cold Rolled Steel Coil Commercial Quality 1 1000 BS ST S PHI/PFS 1 427- 1 .0359 Nom X 36.0000" 1,000 LBS Tax PA Tax NT2 Tax NT3 Tax PAPH Sales Ch Typ PWC Rate U/M IE Quantity U/M Ty Amount 3.20 1 M 32.0000 /CWT E 1,000 /LBS A 320.00 1 M 32.0000 /CWT I 1,000 /LBS A 320.00 Cost Ch IE Typ Rate U/M Quantity U/M Amount Vendor Brh P/O No-Itm Probill Number 1 I ACT 22.0000 /CWT 1,000 /LBS 220.00 3 I ACT 2.0000 /CWT 1,000 /LBS 20.00 Total Sales: 320.00 Gross Profit: 100.00 31.25 % /Ton 200.00 Wgt Billed: 1,000 Total Cost: 240.00 Net Profit: 80.00 25.00 % /Ton 160.00 Wgt Alloc: 1,000 Inventory Allocations Tag Whs PO Number Pcs Qty Cost Amount CRC/20/CQ/36.0000"/.0350N US42 PPR PHI 2005- 3 1 1,000 LBS 22.0000CWT 220.00 Heat Number Tag No PCS Weight G24169 US42 1 1000 Tag No Physical Analysis US42 ROCKB=67-74/OLSEN=301-314 -----------------------------------------------------------------------------------------------------------------------------------Totals Sales Sls Breakdown Costs Profit % Wgt Billed: 1000 GP/Ton: 200.00 MAT 320.00 320.00 220.00 100.00 31.25 Wgt Alloc: 1000 NP/Ton: 160.00 FRT 0.00 0.00 20.00 20.00-999.99TOT 320.00 320.00 240.00 80.00 25.00

Invoice Edit Detail Report

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Page 123 eSTELPLAN METAL COMPANY

ivredd026923

PAGE:

7

Invoice Edit Detail

Session Totals: Sales MAT 320.00 PRS 0.00 FRT 0.00 OTH 0.00 TOT 320.00

Sls Breakdown 320.00 0.00 0.00 0.00 320.00

Costs 220.00 0.00 20.00 0.00 240.00

Profit % 100.00 31.25 0.00 999.99 20.00-999.990.00 999.99 80.00 25.00

Wgt Billed: Wgt Alloc:

1000 GP/Ton: 1000 NP/Ton:

200.00 160.00

Total Taxes by Tax Region NT2 NT3 PA PAPH

3.20

=================================================================================================================================== Grand Total of all Session Totals: Sales Sls Breakdown MAT 18,230.0018,230.00PRS 12.4812.48FRT 0.00 0.00 OTH 0.00 0.00 TOT 18,242.4818,242.48-

Costs 220.00 0.00 292.480.00 72.48-

Profit % 18,450.00-101.21 12.48-100.00 292.48 999.99 0.00 999.99 18,170.00- 99.60

Wgt Billed: Wgt Alloc:

52624 GP/Ton: 1000 NP/Ton:

701.20 690.56

Grand Total of Taxes by Tax Region NT2 NT3 PA PAPH

0.00 0.00 0.00 182.30-

*** End of Report ***

Invoice Edit Detail with Totals

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INVOICE EDIT DETAIL CONDENSED The Condensed format prints the open Invoice Entries without showing the Inventory Reservations or the Item breakdowns of Sales and Costs. The list provides only the Item Total Sales and Costs. This report should be used to check overall invoice billing and cost totals.

Selection Page Invoice Edit Detail Condensed Report Program: IVREDC 1. Selection Entry No.. 12294 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.

One-Time/Permanent.. Branch.............. Session I.D......... Invoice Type........ Invoice Entry Number Login I.D........... Entries on Hold..... Transient Tag Alloc. Profit Type......... Profit % Above...... Profit % Below...... Billed vs Alloc Wgt. Wgt Variance % Above Wgt Variance % Below Payment Method......

[O] [Y] [Y] [N] [N] [N] [A] [A] [G] [N] [N] [N] [N] [N] [N]

DHO From: From:

16

To:

16

To:

Item No : 1-Alter 2-Copy

Invoice Edit Detail Condensed selection screen – first screen

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6. Invoice Edit Reports

Page 125 Invoice Edit Detail Condensed Report Program: IVREDC

1. Selection Entry No..

12294

17. Sales Type........ [N] 18. Sales Category.... [N]

Item No : 1-Alter 2-Copy

Invoice Edit Detail Condensed selection screen – second screen

Report Sample Report Sequence: Branch and Session ID number.

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Page 126

RUN: 28Feb04 14:43

eSTELPLAN

ivredc019108

PAGE:

2

Invoice Edit Detail Condensed Branch: (PHI) eSTELPLAN PHILADELPHIA IE-

Session No:

663 Ty: S Hld: Y Ssn Dt: 21Feb04 Tm: Sold-To( 1010) ACME FABRICATION INC Bill-To( 1010) ACME FABRICATION INC Cust PO: 0806MA Rel:

16

:14 Login I.D. alexis Order No: PHI-100067 Ord Date: 19Feb04 Ship Date: 25Feb04 Ship-To(000) B/L: 32 Job: IS-1522 OS-1522 Terms 1/2% 10 DAYS, NET 30 DAYS Frt Resp: IN Rate: 1.0000/CWT Mth: CC Ven: 2596

Item Product Description 1 ANGLE 2X2X 1/4 20 GALV

Pieces 1

Wgt/Qty 67 67 LBS

Alc Src Stk Ship-Brh/Whs Sale Type B/L Number WS ST S PHI/700 1 32- 1 Tax NT1 Tax NT2 Tax NT3 Tax NT4 18.73 100.00 % /Ton 559.10 Wgt Billed: 67 17.79 91.70 % /Ton 531.04 Wgt Alloc:

Total Sales: 19.40 Gross Profit: Total Cost: 1.61 Net Profit: *** WARNING - Total Qty Shipped not = Total Qty Allocated *** -----------------------------------------------------------------------------------------------------------------------------------Item Product Description Pieces Wgt/Qty Alc Src Stk Ship-Brh/Whs Sale Type B/L Number 2 PLATE 1/2 4”X4” GALV 1 2 WS ST S PHI/1MG 1 32- 2 0.11 SFT Tax NT1 Tax NT2 Tax NT3 Tax NT4 Total Sales: 38.50 Gross Profit: 38.48 100.00 % /Ton 8480.00 Wgt Billed: 2 Total Cost: Net Profit: 38.50 100.00 % /Ton 8500.00 Wgt Alloc: 2 -----------------------------------------------------------------------------------------------------------------------------------Totals Sales Sls Breakdown Costs Profit % Wgt Billed: 69 GP/Ton: 658.26 MAT 57.90 57.21 0.00 57.21 100.00 Wgt Alloc: 2 NP/Ton: 631.59 FRT 0.00 0.69 1.61 0.92-133.33TOT 57.90 57.90 1.61 56.29 97.22 ==================================================================================================================================== RUN: 28Feb04 14:43 eSTELPLAN ivredc019108 PAGE: 3 Invoice Edit Detail Condensed

Session Totals: Sales MAT 57.90 FRT 0.00 TOT 57.90

Sls Breakdown 57.21 0.69 57.90

Costs 0.00 1.61 1.61

Profit % 57.21 100.00 0.92-133.3356.29 97.22

Wgt Billed: Wgt Alloc:

69 GP/Ton: 658.26 2 NP/Ton: 631.59

*** End of Report ***

Invoice Edit Detail Condensed Report

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INVOICE EDIT SUMMARY The Invoice Edit Summary is used as an exemption report to identify the Invoice entries that may have exceptionally high or low profits, a discrepancy between the Billing and Reservation Weights, or a potential condition that may affect the updating of the invoice. This report should be used when checking for overall Invoice Entry information rather than coding details of each transaction.

Selection Page Invoice Edit Report Program: IVREDT 1. Selection Entry No.. 12287 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.

One-Time/Permanent.. Branch.............. Session I.D......... Invoice Type........ Invoice Entry Number Login I.D........... Entries on Hold..... Transient Tag Alloc. Profit Type......... Profit % Above...... Profit % Below...... Billed vs Alloc Wgt. Wgt Variance % Above Wgt Variance % Below Payment Method......

[O] [Y] [N] [N] [Y] [N] [A] [A] [G] [N] [N] [N] [N] [N] [N]

DHO From: From:

To: 480

To:

1137

Item No : 1-Alter 2-Copy

Invoice Edit Summary selection screen – first screen

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Page 128 Invoice Edit Report Program: IVREDT

1. Selection Entry No.. 12287 17. Sales Type........ [N] 18. Sales Category.... [N]

Item No : 1-Alter 2-Copy

Invoice Edit Summary selection screen – second screen

Restrictions 

If no selections are made (all defaults taken), all Invoice and Credit Note entries are printed and the only warning messages displayed can be for ‘Transient Tag’ and the ‘No Items’ warnings.

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Report Sample Report Sequence: Branch and Session ID number RUN: 21Feb04 13:13

eSTELPLAN

ivredt019101

PAGE:

2

Invoice Edit Summary Entry No Ty Hld Login ID Order No

B/L No Customer Name I.S. O.S. (Cur-Exchange Rate) Wgt Billed Wgt Alloc

Branch: (PHI) eSTELPLAN PHILADELPHIA IE-000480 S Y alexis

PHI100335

Session:

ACME FABRICATION INC

1522 1000 70

Session Totals: 1439

IE-000663 S Y alexis

PHI100067

Session:

70

ACME FABRICATION INC

1522 1522 2

Session Totals: 69

IE-001131 S N alexis IE-001132 S N alexis IE-001133 S N alexis IE-001134 S N alexis IE-001135 S N alexis IE-001136 S N alexis IE-001137 S N alexis

PHI100940 PHI101178 PHI101006 PHI101138 PHI101023 PHI100960 PHI100864

Session:

435.82 450.21

419.23 399.08

96.19 88.64

435.82 450.21

419.23 399.08

96.19 88.64

16 69

Branch: (PHI) eSTELPLAN PHILADELPHIA

G.P.% N.P.%

11 1439

Branch: (PHI) eSTELPLAN PHILADELPHIA

Material Sale Material Profit Total Sale Total Profit

2

57.21 57.90

57.21 100.00 56.29 97.22

57.21 57.90

57.21 100.00 56.29 97.22

28

AMERICAN STEEL PROCESSORS 1132

1046 1046 1132

600.00 600.00

308.50 308.50

51.42 51.42

5719

1521 1000 5719

1,207.12 1,207.12

177.46 177.46

14.70 14.70

967

1529 1529 967

652.00 652.00

40.16 16.95

6.16 2.60

5138

1530 1530 5138

1,123.60 1,167.79

86.09 77.35

7.66 6.62

54448

1522 1522 54448

12,219.26 12,518.74

3,765.39 3,854.87

30.82 30.79

8168

1509 1509 8168

1,572.34 1,617.26

110.27 75.14

7.01 4.65

6393

1046 1046 6393

2,025.20 2,100.00

214.26 221.93

10.58 10.57

EASTERN METAL WORKING INDUSTRIAL STEEL & SUPPLY LTD METAL WORKS INC JOHNSTON TOOLING MISCELLANEOUS CUSTOMER LYDELL STEEL Session Totals: 81965

81965

19,399.52 19,862.91

4,702.13 4,732.20

24.24 23.82

83473

82037

19,892.55 20,371.02

5,178.57 5,187.57

26.03 25.47

Branch Totals:

*** End of Report ***

Invoice Edit Summary Report

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7. INVOICE UPDATE

OVERVIEW The Invoice Update is a batch program that updates a series of Invoice, Credit Note and Late Charge entries by Branch, Session number, and/or Login ID. It is controlled by the Invoice Update Selection Entry function. Only Invoice Entries that have the Invoice Hold code set to N-No are updated. Those that have a Y-Yes are held for future processing. The Session number of the Invoice Entry is used in the Update so that entries can be reported back by Session on the Sales Journal. If there are entries that were held and then updated on a different date or time, those entries retain the original Session number but have a different Invoice Date and Time. All Charges and Costs for the transaction are determined in the Invoicing function so there is no calculation in the update. If you want to adjust the Cost of an Entry, you must call it up in Invoice Entry and make the adjustment there prior to update. The Invoice Update and the Sales Analysis files update that follows use the current Business Day from the Accounts Receivable Company file to record the sales. You must make sure that this date is set correctly and that you do not update Invoices intended for a subsequent day too early. If you have Invoice Entries that were held over from a previous day, they are updated under the current Business Day regardless of the date of shipment or invoice.

Invoice Entries Invoice Entries include all types of invoice transactions used to charge the customer for material, services or taxes. This includes Sales Order Invoices, Direct Invoices, Bill of Lading Invoices, Tax Adjustment Invoices and Late Payment Charges. Based on the Terms code used for the Invoice Entry, the Invoice Due Date, the Discount Date and the Cash Discount Amount are calculated so that they can be printed on the Invoice for customer reference. This information is also passed to the Accounts Receivable Open Item for reports, inquiries and cash posting purposes.

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Credit Notes Credit Notes include all types of invoice transactions used to reverse out Charges for material, services or taxes. This includes Credit Notes and Tax Credit Adjustments. Based on the Product Installation Option LNK=X, Credit Notes can be linked to Invoices. For Credit Notes, there is no Discount Date or Discount Amount calculated. The Due Date defaults to the Credit Note Date.

Late Charges There is no update to the Sales Analysis tables for Late Charges. The total amount of the Charge is added to the Customer Balance record and is shown on the Customer Profitability screen.

Files Updated by the Invoice Update The following files are updated with information from the transactions:                   

Invoice Header Inventory Reservations Incoming Material Reservations Sales Journal Header, Detail and Cost Inventory Transaction Header and Detail Cross-Reference Transaction Product Item Product Balance Sales Analysis Transactions (updated by the Sales Analysis Update) General Ledger History Header and Detail General Ledger Account Balance Inventory Cost Reconciliation Header and Detail (External Vendor Costs) Purchase Order History, Purchase Analysis (Direct Ship PO Res.) Product Statistics Customer Balance Customer Job Reference Information Accounts Receivable Open Items Bill of Lading Credit Note/Invoice Link

Foreign Currency Invoices In the case of Foreign Currency Invoices, to avoid a discrepancy problem between the Accounts Receivable (in the Customer Currency) and the General Ledger Debit amount (in the Base Currency), the Invoice Update program recomputes the Exchange Rate in the following way:  The Accounts Receivable GL Debit amount (in Base Currency) is divided by the Receivable Amount (in Customer Currency) to get the Exchange Rate.  This Exchange Rate is saved in all journal and statistical files including the Open Receivable.  During Cash Posting, the difference created by the Invoice Update rounding calculation is

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automatically posted to the Foreign Exchange Variance Account and the Accounts Receivable GL Account then balances with the Open AR record. Limitation:

The Exchange Rate saved in the Open Receivable may not precisely match the Invoice Entry Exchange Rate when rounding occurs, and you may find a difference of a slight amount.

Product Installation Options Transient Tags The Product Installation Option TRN=X controls whether you can proceed with the Invoice Update while Transient Tags are reserved to the Invoice Entry.

Release Number Update The Product Installation Option REL=X controls the update of information to the Accounts Receivable Open Item Release number field. The Accounts Receivable Open Item Release number is displayed in the Cash Receipts Posting, Accounts Receivable Open Item Inquiry and Report. This field enables you to reference Open Item transactions to the Invoice Release, Bill of Lading or Sales Order numbers from which they were generated. For details on the above Product Installation Options, refer to the Product Installation Options Guide.

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INVOICE UPDATE SELECTIONS The following selections are displayed when you select to run the Invoice Update: Invoice Update Report Program: IVUINV 1. Selection Entry No.. 2. One-Time/Permanent.. 3. Branch.............. 4. Session I.D......... 5. Invoice Type........ 6. Invoice Entry Number 7. Login I.D........... 8. Profit Type......... 9. Profit % Above...... 10. Profit % Below...... 11. Billed vs Alloc Wgt. 12.Payment Method.. .... 13.Activity Date.... ...

359 [O] [Y] [N] [N] [N] [Y] [G] [N] [N] [N] [N] [N]

PHI From:

To:

From: liz

To:

From:

To:

Item No : 1-Alter 2-Copy

Invoice Update selection screen

The SID=X Product Installation Option is designed to force the entry of a Session ID range. For details on this option, refer to the Product Installation Options Guide. When you update invoices for an Invoice Entry Number Range, you must enter the Invoice Prefix prior to the range. It defaults to ‘IE’ and can be changed to ‘NE’ for Credit Notes or ‘LE’ for Late Charges. This is to ensure that if different types of transactions (Invoices, Credit Notes) have the same Entry Number, you only update the required transaction.

Restriction 

You must select a specific Branch for update. You cannot update all Branches in one selection.



If you submit an Invoice Update job to run while another job with overlapping session numbers is running, the most recent job does not run. A message to that effect is displayed and you must submit your job later.



The verifications for the Profit Type and Percentage, the Billed versus the Allocated Weight and the Payment Method selections are performed at the Invoice Item level. If the selected criteria are not met, the entire Invoice is not updated.

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UPDATE SEQUENCE AND CONTROLS The Invoice Update consists of two main programs that run one after the other and call other subprograms. The first program updates the tables related to the Inventory and the General Ledger for the costs. The second program updates the remaining tables, among others the AR Open Items, the General Ledger for the sales and the Sales Statistics information. Because so many tables are updated in this function, various integrity checks and data verifications are performed prior to the update to make sure the transactions can be processed fully and properly. If the programs encounter any potential problems, the Invoice Entry is skipped and an error message written out to the Invoice Update Session Log for reference.

Verification Steps Each Invoice Update program opens the tables that will be used for processing of the transaction. If there is any error in any table opened, the entire update process is aborted with an error message indicating which table(s) caused the problem. Prior to updating an Invoice, all records related to the Invoice Entry are read and the General Ledger transaction built and updated. If there are any missing GL accounts, or if the transaction results in an unbalanced entry, that Invoice is skipped and an error is recorded in the Session Log. Refer to the General Ledger Interface chapter of the eSTEL/GL manual for details on the General Ledger verifications and transaction created.

Invoice Partially Updated From time to time, an Invoice Entry may get partially updated only. This happens when the first Invoice Update program ran and successfully updated the tables but the second Update program failed. The Invoice Header is left with an ‘Update Code’ set to 1. The reasons for a Partial Update are diverse. For example, it may be caused by an invalid code in the Invoice Header, or because a table is locked by another User after the update process started. In all cases, an error message is recorded in the Invoice Update Session Log for reference. When this happens, you should first try again to update the Session or Invoice Entry that were not fully processed. You can re-run the Invoice Update without having to re-set the ‘Update Code’ of the Invoice Header to N-No. Furthermore, as the ‘Update Code’ indicates where the programs stopped, the tables that were updated the first time will not be updated again. For example, if on the first attempt to update an Invoice Entry, the process failed after the Inventory Transaction Journal record was created, no IVT will be created on the second attempt and the update process will begin from this point on. If, after the second attempt to update an Invoice Entry, an error message is still displayed in the Invoice Update Session Log, you should contact the Invera Application Support Center.

Partially Update Invoice Utility A utility allows you to scan through the invoices and print on a Session Log for the Invoice Entries that

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have only been partially updated. This utility can be run at any time, with users on the system. It is strongly recommended to run this utility in preparation for the End of Month procedure. It allows you to identify the invoices that can cause the End of Month program to fail and correct the problems beforehand.

Complete Partially Updated Invoice Utility The End of Month program checks for Partially Updated Invoices and has a function that tries to complete the update. Afterwards, if there are still partially updated invoices, then the End of Month function terminates.

Reference Number Assignment All Invoice, Credit Note and Late Charges reference numbers are assigned sequentially from the Controlled Sequence number file by the Selling Branch of the transaction. You must set your starting numbers when the system is installed and then they are incremented automatically by the Invoice Update. The Application code for Credit Notes, Invoices and Late Charges is IV. Invoice numbers are assigned the Reference Prefix IV. Credit Notes are assigned the Reference Prefix CN. Late Charges are assigned the Reference Prefix LC.

Invoice File Update Any Invoice Entries that are on Invoice Hold, or that have been updated already are bypassed in the Update procedure. For each Invoice Entry processed properly, the Invoice Header ‘Update’ code is set so that the transaction cannot be updated again. All Items on an Entry are updated at the same time.

Inventory File Update For each Finished, non-Transient, Product Item reserved against an Invoice Entry Item, the Pieces, Quantity and Amount of the reservation is deducted from the Product Item Quantities On-Hand in the Product Item file and the Inventory Balance file. The Inventory Reservation record for that product is deleted and the Inventory Transaction Journal is updated for the products deducted. Product Detail Remark and Location The Invoice Update program moves the Location and Remarks entered in the Return-to-Stock pop-up window to the Location and Remarks of the Product Detail if the Return-to-Stock is an existing Product Item.

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Inventory Files Activity Date When updating the inventory files, the Invoice Update program passes the System Date to the Activity Date if the Invoice Date Type field is set to U-System Date in the eSTELPLAN Company file. This ensures that the same Invoice Date is used to update both the Sales and Cost Journal and the Inventory Transaction files thereby facilitating the reconciliation process.

Transient Tags A Product Installation Option determines whether or not the Invoice Update is to proceed if a Transient Tag is reserved to the Invoice Entry. If the Product Installation Option is set not to update while Transient Tags are reserved on the Entry, then an error message is printed on the Invoice Update Session Log and the Invoice Entry is not updated. Once the Tag is finalized, you must re-cost the Invoice Entry and proceed with updating the Invoice. If the Product Installation Option is set to update while Transient Tags are reserved on the Entry, then the Invoice Update proceeds to update the following files:       

Invoice Header Sales and Cost Journal Header, Detail and Cost Bill of Lading Detail Sales Analysis Account Receivable Open Item Customer Balance Inventory Reconciliation

A Reservation record using the Reference Prefix IV and the Invoice number is created to replace the Reservation Record for the Invoice Entry number. Once the Transient Tag is finalized, an End of Day Utility updates the following files:     

Inventory Transaction Header and Detail Product Detail Product Master balance Product Statistics Tag Tracing records

The End of Day Utility adds the Tag Costs to the field previously updated by the Invoice Update and recomputes the corresponding profitability. Refer to the Periodic Procedures chapter for more details.

Direct Shipment PO Reservations If there are Purchase Order Direct Shipments applied to the Invoice Entry, the Update creates a history transaction similar to an inventory receipt. The Purchase Order and Inventory Cost Reconciliation records are updated as though the material was received into inventory. This update provides an audit trail of the Costs applied to the Invoice as well as the recording of the liability to the supplier for the purchase.

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For each Direct Shipment Purchase Order Reservation, a Purchase History transaction and Purchase Analysis transaction is generated. In addition, from each Cost Attribution associated with the Purchase Order Costs applied to the Invoice Entry, an Inventory Cost Reconciliation record is created. Each Cost record can then be reconciled later with the supplier invoices through the normal reconciliation functions. The Invoice Entry reservation record against the Incoming Material is deleted in the update. For forecasting purposes, the Product Installation Option, DSU=X, defaults the inventory usage flag on the invoice.

Inter-Branch Direct Shipments If an Invoice Entry has an item that was reserved against and/or shipped from a different Branch, the Invoice Update function creates an automatic internal Inter-Branch Transaction which moves the inventory from the Stocking Branch to the Selling Branch. This function provides for effective control and audit trails of the inventory movement. An Inter-Branch Reference number is assigned in the Stocking Branch, from the Application Code IV and a Reference Prefix OB, to account for the inventory deduction and update to that Branch’s Inventory Transaction Journal and General Ledger files. The Stocking Branch’s inventory is then relieved of the product Pieces, Quantity and Amount reserved to the Invoice and an Inter-Branch Transfer Transaction is written to the Inventory Transaction Journal. A separate Inter-Branch Reference number is assigned in the Selling Branch, from the Application IV and the Reference IB, to record the transfer of material into that Branch and to cross-reference that Branch’s Inventory Transaction Journal and General Ledger for the transfer. The Pieces, Quantity and Amount transferred out of the Stocking Branch is transferred into the Selling Branch and then the standard inventory reservation transaction is created to relieve that inventory from the Selling Branch and apply it to the Invoice. When the material being transferred has Tag Master Required Inventory Control, the original tag number is retained whenever possible. If the tag number already exists in the Destination Branch/Warehouse, a new tag number is assigned automatically under the Selling Branch using the Application Code IN and Reference Prefix IB. All the fields, including the Vendor and the PO Information are copied from the source Tag to the destination Tag, with the exception of the following ones:  

Receiver Reference number Vendor Reference number

The General Ledger is updated for each Branch to note the transfer of material from one Branch to the other. The ledger accounts affected are the Inventory Control accounts and the Inventory Transfers accounts. See the ‘General Ledger Interface’ chapter of the eSTEL/GL manual for details.

Sales Journal Creations Each Invoice or Credit Note generates an entry in the Sales Journal file whether or not there is any Sales or Cost information. This journal file is kept in the Selling Branch, by Reference Prefix and Reference number sequence. All reference numbers assigned are accounted for.

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Inventory Transaction Journal For each Invoice number that has inventory reservations being deducted from the Selling Branch, an Inventory Transaction Journal record is created. This carries the Invoice or Credit Note Reference Prefix and Reference number so that it can be related back to the Invoice it is associated with. If there is a Branch Direct Inter-Branch Transfer, then two other transactions are created, one under the Stocking Branch and one under the Selling Branch to record a book transfer of material between the two Branches.

Sales Analysis Transactions Each Item on an Invoice or Credit Note is associated with one Sales Analysis Transaction. The Invoice Update creates a temporary file of Sales Analysis transaction records that are then automatically updated in a second step by the Sales Analysis Update function. Both Updates generate a Session Log. Refer to the Sales Analysis manual for more details on the Sales Analysis Update function. Late Charges are not included in this update.

Inventory Cost Reconciliation Cost Reconciliation Record (IRC) for External Vendor Costs When a Cost Reconciliation record is created in Invoicing for external vendor costs: 

The Invoice Update program moves the Manifest number to the External Reference field of the Inventory Reconciliation record, if the External Attribution Vendor Reference field is blank. This enables you to reconcile the Vendor Invoice to the Inventory Reconciliation record by Manifest number.



The Invoice Update program moves the Bill of Lading number to the External Reference field of the Inventory Reconciliation record, if the Bill of Lading Manifest number is blank.

Cost Reconciliation Record (IRC) for Direct Ship Invoices To facilitate the reconciliation process for Direct Ship Invoices, the following steps are taken when creating the Inventory Reconciliation record at Invoice Update time if the Item Sales Category Allocation Type = D-Direct Invoice: 

If the Invoice Type = B-Bill of Lading, E-Entire BL or S-Sales Order then: o The Probill number from the Invoice Entry Header is passed to the Inventory Reconciliation Header External Reference number for all IRCs, regardless of their type (Material, Processing, Freight or Other). If there is no Probill number in the Invoice Entry Header, then the Customer PO number is passed. o The SO and Item numbers are passed to the Inventory Reconciliation Header Receiver and Item numbers.



If the Invoice Type = D-Direct, then: o The Probill number from the Invoice Entry Header is passed to the Inventory Reconciliation

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Header External Reference number for all IRCs, regardless of their type (Material, Processing, Freight or Other). If there is no Probill number in the Invoice Entry Header, then the Customer PO number is passed. The IV and Item numbers are passed to the Inventory Reconciliation Header Receiver and Item numbers.

As the BL, SO and IV numbers are not a vital document for direct shipments, this allows you to reconcile the Vendor’s Invoice by Customer PO number at payable time.

Session Log Any errors encountered in the Invoice Update, that prevent the Session or an individual Invoice Entry from being processed are recorded in a Session Log. After every update, you must print the Session Log to ensure there have been no errors. The Log contains a cross-reference to the Branch, Session and Invoice Entry number that contains the error and a message indicating the product information or a description of the error condition.

Workflow Messaging Interface If the workflow functions have been enabled, a workflow message is sent when Invoice entries fail to update. Refer to the ‘Workflow Management’ chapter of the eSTEL/SCOPE manual for details.

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ERROR MESSAGES The following error messages may be produced on the Session Log. The characters ‘####’ represent the information printed to reference the Branch and Invoice Entry number or the Customer and product that produced the error.

Serious System Errors that Require Discussion with the Support Center Error

Reason - Possible Remedy

“Internal Logic Error, update aborting, unable to read ###########”

There was a problem in the creation of the internal work file for the update.

“Unable to call inuicf, status is ##############”

A problem occurred when updating the Inventory tables.

“Inventory control code not found” “Failed to create Sales Journal Header”

A problem occurred when updating the Sales tables.

“Failed to update Sales Journal Header” “Failed to update Sales Journal Detail” “Failed to update Sales Journal Costs” “Failed to update Sales Analysis” “Failed to update Sales History” “Failed to update Sales Activity” “Failed to update Product Bookings” “Failed to compute Discount Date/Amount” “Failed to get Invoice Header Info”

A problem occurred when updating the Order or Invoice tables.

“Failed to update Order Credit” “Failed to update Job table” “Error when updating G/L ################” “Total debits not = total credits ##########################”

The General Ledger update function has returned an error status signifying a problem in updating the General Ledger.

“Failed to build G/L” “Failed to update G/L” “Error on updating Product Booking Files”

A problem occurred when updating the Booking tables.

“Unable to update UPD-REF-NO for the invoice header”

A problem occurred when updating the Invoice Header with the updated Invoice Number.

Warnings for Entries that Require a Change before Update Error

Reason - Possible Remedy

“Invoice/Credit note entry in use, not processed ################” -

Another user is accessing the Invoice/Credit record. You must try the update again after the Entry is free.

“No items found for this entry ################”

The invoice in question has no items. Delete the Invoice Entry or add the required items.

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Reason - Possible Remedy

“Total debits not = Total Credits #################”

There is an imbalance between credits and debits in the General Ledger distribution. The Entry must be corrected.

“Sales Allocation record not found #################”

The Sales Allocation entered does not exist. Modify the Entry or re-enter the deleted Sales Allocation code.

“Invoice/Credit Note entry totals record not found #################”

The totals record corresponding to the invoice or the credit is not found.

“Product Master not found ################”

The product on an invoice item does not exist in the Product Master file. You must modify the entry or re-enter the deleted Product Master.

“P.O. not on file ##################”

Purchase Order does not exist for the reservations on incoming material. You must delete the Purchase Order Direct Ship Reservation or re-enter the missing Purchase Order information.

“Invoice Entry does not match with selections”

The Invoice Entry cannot be updated with the current Invoice Update selection options. Review the Invoice Entry and modify the Invoice Update selection options accordingly.

“Product Group not found”

The product on an invoice item does not exist in the Product Group file. You must modify the entry or re-enter the deleted Product Group.

“Total External $ is different from Total Internal $”

There is an imbalance between the External and Internal Charges on the Invoice Item. You must correct the Charge table.

“Ship date on invoice/credit note entry is 0, cannot update”

Company option is to use Ship Date as Invoice Date. Enter the Ship Date and re-update.

“B/L entry in use, not processed”

The Bill of Lading Header or Item is locked by another user. Release the Bill of Lading and rerun the Invoice Update.

“Invoice Entry contains transient tags, cannot update”

The tag reserved to the Invoice Entry is transient and the Product Installation Option that allows the Invoice Update to proceed is not installed. Finalize the tag, recost the invoice and re-run the update.

“Another session being submitted by ########################## Pls try later”

The Invoice Entry is included in another update session.

“Costing Options not found. Cannot update Return to Stock.”

The costing tables are not set properly for the product you are trying to return to stock. You must modify the credit note entry or re-enter the costing record.

“Invalid Return to Stock Cost Method” “Invalid Invtry Cost Control for Std Cost. Cannot update Return to Stock.” “Company Job Cost Parameter not found” “Job ###### is in use - Invoice not processed” “Job ###### not found - Invoice not processed”

The Invoice Entry is related to a Job that is invalid. You must modify the Job number on the invoice header or verify the Job Reference Information table for this job.

“Job ###### is closed - Invoice not processed” “Job ######: Sequence number has exceeded the limit” “Cannot access deleted invoice”

The Invoice Entry that you try to update has been deleted.

“Cannot access updated invoice”

The Invoice Entry that you try to update has already been updated.

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7. Invoice Update

Page 143 Error

“Cannot access held invoice”

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Reason - Possible Remedy The Invoice Entry Header has the H-Hold code set. Review the Entry and remove the H-Hold flag prior to updating it.

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INTER-COMPANY SALES PROCEDURE The Inter-Company Sales procedure allows a company to enter orders, produce and ship from a Branch but ultimately record the sales in a different Branch. The Sales Orders, Production, Shipping and Invoice Generation are performed in the operating Branch, but the finalized Invoices and Credit Notes are created in the Branch referred to as the ‘Inter-Company Sales Branch’, at the time of Invoice Update. eSTELPLAN uses a Product Installation Option and the Branch from the Customer Information table to determine when this procedure must take place. The Invoice Update function:    

Creates the Invoice and Credit Notes in the Inter-Company Sales Branch, Transfers the sold Material to the Inter-Company Sales Branch, Relieves the sold Material from the Inter-Company Sales Branch, Updates the General Ledger Accounts for the Inter-Company Sales Branch.

Invoice Update Logic Product Installation Option A Product Installation Option (PIO), ICB=XXX, identifies the Inter-Company Sales Branch. If the Branch code in the Customer Information record matches the ICB Branch then all Invoices and Credit Notes for that Customer are automatically created in the Inter-Company Sales Branch at the time of update. NOTE:

If the Customer has a Central Billing Account, the Product Installation Option verifies the Branch of the Bill-To record.

Requirements:  

The PIO must be set under the operating Branch, not under the Branch defined by the PIO. (E.g., Do not set the PIO under the CHI Branch if ICB=CHI). The PIO must not be set under the PIO corporate level (CRP) Branch.

Invoice Entry Material Reservation Requirements 

The Invoice Entry Branch and the Material Branch must be identical. E.g., if the Invoice Entry Branch is PHI, the Material must belong to the PHI Inventory



The Material reserved to the Invoice Entry cannot be transient.

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Inventory Update The Invoice Update automatically performs an internal inventory transfer of material from the Invoice Entry Reservation Branch to the ICB Branch. Then, the material is relieved from the ICB Branch, as in a normal invoicing process:   

The automatic transfer of material creates an OB (Outbound) transaction from the IE Reservation Branch and an IB (Inbound) transaction to the ICB Branch. The OB transaction is recorded in the General Ledger and Inventory Transaction tables under the Material Branch whereas the IB is recorded under the ICB Branch. The internal transfer of material removes the inventory from the Material Branch and creates it in the ICB Branch retaining the same Tag number. If the Tag already exists in the ICB Branch, the program generates a new Tag number.

Invoice Traceability The following modules reference the updated Invoice in the ICB Branch:      

General Ledger Sales Journal Sales Analysis Accounts Receivable Cross Reference Tag Tracing

Invoice Form The ICB Branch is printed on the Invoice Form next to the Invoice number for Inter-Company Sales based on the following:   

The ICB Product Installation Option is set (not spaces), The ICB Product Installation Option is set under the same Branch as the Invoice Entry Branch, i.e., the operating Branch, The Reference Branch of the invoiced Customer Branch is equal to the Branch specified by the ICB Product Installation Option.

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Credit Notes and Material Returns Credit Note Entry Branch All Credit Note Entries for Invoices posted to the ICB Branch via Inter-Company Sales must be entered using the ICB Branch. The Credit Note Header and Item information default from the original Invoice using the Sales and Cost Journal information.

Material Returns When material is returned for an Invoice created via the Inter-Company Sales, it can be received back into its original Branch (the Branch prior to the Invoice Update) using the Credit Note Reservation or Receiving functions.

Credit Note Item Reservation: In the Credit Note Item Reservation screen, you can enter the material in a Warehouse belonging to the original Material Branch. The material is thus re-introduced into inventory in the operating Branch even if the Credit Note is entered in the Inter-Company Sales Branch. This saves you from performing a Transfer Order. NOTE:

If this procedure is used, you must however create a Journal Entry to remove the Inventory Control value from the Credit Note Branch in the General Ledger and add it to the Branch holding the returned material.

Receiving: The material is received back into its original Branch using a Type R-Customer Return Receipt in the operating Branch. The Copy Tag function allows you to copy the original Tag Information from the Inventory Archived table. No additional Transfer Order for the material or General Ledger entries is required in this situation.

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8. INVOICE PRINTING

OVERVIEW The Invoice form can be printed only after the Invoice Entry has been updated. Once it is printed, a code is set on the Invoice Entry Header to indicate it has already been printed.

Restrictions 

A Product Installation Option, DAY=99, can be set to allow invoices to be saved in case a reprint is necessary. The default is 5 days. Unlike the archiving of invoices, this allow reprint of invoices in batch using the Print Invoice menu option.



When you do a reprint, a message ‘REPRINT’ is printed on the top left of the form to indicate it is a duplicate form.

Automated eMailing/Faxing of Archived Invoices The Invoice Printing program archives the Invoices. automatically email or fax them to selected customers.

Once they have been archived, you can

To use this function, you must first determine which customers require the automated faxing or emailing of Archived Invoices then create records for each of these customers in the Customer/Vendor Document Distribution (emails) or Fax Recipients (faxes). Refer to the ‘Reference Information’ and ‘Automated Emailing & Faxing of Business Forms’ chapters of the eSTELfax manual for details.

Product Installation Options Company Name and Address The generic forms option, FRM=X, is available to print the ‘Sold By’ Company or Branch name and address or a logo at the top of the form if no pre-printed name and address is printed on the form itself. When FRM is set to print the Company or Branch name and address, the title ‘INVOICE’ is centered on the form. When FRM is not set, the title prints to the right to leave enough space for the pre-printed information or Company logo.

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Remit to Payment Address The PMT=XX option is available to identify the ‘Remit to’ Company or Branch Name and Address that is printed on the form for the customer payment remittances.

Salesperson Name The SLP=X option is provided to print either the Inside or Outside Salesperson name or both salesperson names on the Invoice form.

Currency Code The CRY=X option controls the printing of the Customer Currency Symbol in the Total area of the Invoice form.

Tax Detail The TAX=X option is provided to print tax information at all times on the form.

Tax Percentage Printing The PTP=XXXXXX option controls the printing of the Tax Percentage on the Spanish Invoice form.

Job Information If an Order has an associated Job, the DLT=X option allows the printing of the Job No, Job Name and the Job Address line 3 on the Invoice. This line is suppressed when there is no Job No.

European Tax Standard The EUR=X option allows you to print the invoices as per the European Tax standard.

European Standards-Commodity Code Printing The EIS=X option is used to modify the print of the Invoice Form to conform to European standards. Sold To Information The PST=X option controls the printing of the Sold To information on the Invoice Form. When PST=Y, alternate name and address in the Customer Ship-To Override Name/Address table are ignored.

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Extended Description The PED=X option controls the printing of the Extended Product Master Description on the Invoice form.

Suppress Weight The WGT=X option allows you to suppress the printing of the Weight on the Invoice form. If the option is used, the weight is only printed if the External Material Charge is a weight Unit of Measure.

Tax License The LIC=X option allows you to print the Tax Region and the exempt License number above the total line.

Archive the Invoice Form The ARC=X option is provided to archive the invoice forms at printing time. The Archived Invoice can be viewed and printed through the Order Cross-Reference Inquiry, Open Accounts Receivable Inquiry and the Sales History Inquiry. You can also email or fax the Archived Invoice if you have eSTELfax installed on your system.

Due Date The DUE=X option is provided to control the printing of the Due Date at the top of the Invoice.

Unit of Measure The PRM=X option is provided to control the printing of the Measure on the Invoice form, regardless of the Order Item Charge Unit of Measure.

Equivalent Charge and Unit of Measure The PWB=X option allows you to print the entered Sales Order Item Material Charge and Unit of Measure as well as an equivalent Charge and Unit of Measure for Material Charge code 1.

Note Printing The NTE=X option allows you to print the Note entered in eSTELquote and/or the Sales Order on the Invoice form.

Suppressed Title The SIT=X option allows you to suppress the printing of the Invoice/Credit Note title on the Invoice

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form.

Total Line The SCP=X option allows you to control the field size and format on the Total line.

Contact Information The CTC=X option allows you to print the Phone Number and Purchasing Contact Name from the Customer or Customer Ship-To tables on the Invoice form.

Written format in Spanish The AMT=X option allows you to control whether the amount is in written format on the Invoice when the invoice is printed in Spanish.

Fuel Surcharge The FSC=X option determines whether the words ‘Freight’ or ‘Fuel Surchg’ print in the Totals section on the Invoice Form.

Bill of Lading Heat Numbers The BLH=X option controls printing the Bill of Lading Heat numbers on the Invoice Form for Invoice Types B or E. The Option applies to Heat numbers entered in the BL Item through the Mill/Heat action bar, for non-tagged products. It does not affect the printing of Heat numbers obtained from the Tag Information for Tag Master Required products.

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INVOICE PRINTING SELECTIONS The following selections are displayed when you select the Invoice Printing: Invoice Printing Report Program: IVFSIV 1. Selection Entry No.. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

One-Time/Permanent.. Original/Reprint.... Branch.............. Session I.D......... Invoice Type........ Invoice Entry Number Login I.D........... Payment Method...... Auto-Fax............ Activity Date.......

4026 [O] [O] [Y] [N] [N] [N] [N] [A] [A] [N]

PHI From:

To:

From:

To:

From:

To:

Item No : 1-Alter 2-Copy

Invoice Printing selection screen

The AFD=X Product Installation Option controls the default value for the Auto-Fax selection option. Refer to the Product Installation Options Guide for details.

Restriction 

You must select a specific Branch for printing. You cannot print all Branches in one selection.



When you select an Invoice Entry Number Range, you must enter the Invoice Prefix prior to the range. It defaults to ‘IE’ and can be changed to ‘NE’ for Credit Notes or ‘LE’ for Late Charges. This is to ensure that if different types of transactions (Invoices, Credit Notes) have the same Entry Number, you only print the required transaction.

Header Area 

The heading INVOICE or CREDIT NOTE is determined by the Reference Prefix IV or CN respectively. It is always printed unless the Product Installation Option SIT=X is set to suppress it.



The Invoice Branch, Reference Prefix, Number, Date and Time are always printed on the top right corner.

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

For invoices with more than one page, the second page format is the same as the first page for lines 112, then the ribbon line is suppressed and the item continuation is printed immediately after that. See formatted example.



If you print more than one invoice set, then the additional copies print immediately after the original invoice. The number of sets printed is based on the number of sets entered in the Customer file.



The Invoice Form prints in the language corresponding to the Language code in the Customer Information file.



The Sold By and Remit-To Name and Address are respectively controlled by the FRM=X and PMT=X Product Installation Options. They can be printed or suppressed as required. o When the Remit-To Address is printed on the invoice, the information is defaulted as follows:  From the ‘Remit-To’ in the Customer Ship-To Override Name/Address table;  If no matching record exists in the Customer Ship-To Override Name/Address table or the ‘Remit-To’ is spaces, then from the Customer Reference table;  If the ‘Remit-To’ in the Customer Reference table is spaces, then from the Product Installation Option PMT=X.



If the Mail field is set to N-No on the Invoice Header, then the invoice form is printed with the message ‘DO NOT MAIL’ between the ‘Sold By’ and the ‘Sold To’ addresses. INVOICE

No: XXX XX-ZZZZZZ Date: DDMmmYY Sold By: Remit to: Due: DDMmmYY X--eSTELPLAN Company/Branch Name--X X--eSTELPLAN Company/Branch Name—X X-----------Address 1-------------X X-----------Address 1-------------X X-----------Address 2-------------X X-----------Address 2-------------X X-----------Address 3-------------X X-----------Address 3-------------X X-----------City--------X X-Post CdX X-----------Address 4---X X-Post CdX X---------Country Description-----X X---------Country Description-----X Tel: 999-999-9999 ***** DO NOT MAIL ***** Sold To: (ZZZZZZ) Shipped To: (ZZZ) X--Customer Bill-To/Sold-To Name—X X--Customer Ship-To Name----------X X-----------Address 1-------------X X-----------Address 1-------------X X-----------Address 2-------------X X-----------Address 2-------------X X-----------Address 3-------------X X-----------Address 3-------------X X-----------City--------X X-Post CdX X-----------Address 4---X X-Post CdX X---------Country Description-----X X---------Country Description-----X

INVOICE Sold By: eSTELPLAN PHILADELPHIA BRANCH 114 EAST ORCHARD DRIVE PHILADELPHIA, PA 19007 Tel: 215-325-0301 Fax: 215-356-4320

Sold To: (Cus# 1050) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

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No: PHI IV-000030 Date:21Feb04 Remit to: Due:23Mar04 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Shipped To: (000) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

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Based on the Product Installation Option SIT=X, the title is suppressed:

No: PHI IV-000134 Sold By: eSTELPLAN PHILADELPHIA BRANCH 114 EAST ORCHARD DRIVE PHILADELPHIA, PA 19007 Tel: 215-325-0301 Fax: 215 356-4320

Sold To: (Cus# 1050) PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

Date:26Nov04 Remit to: Due:26Dec04 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Shipped To: (001) PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

Ribbon Line Area This area is printed immediately under the Customer Sold-To and Ship-To address areas. It gives reference information about the Invoice, the Sales Order, the Bill of Lading, the terms, shipped date etc., that are applicable to all items on the Invoice regardless of where it is shipped from and what products are on it. The Customer Purchase Order and Release numbers are printed in a compressed format, separated by a ‘/’ delimiter. The Salesperson field is limited to 50 characters and when printing two Salesperson descriptions, they are now separated by a ‘/’. On that same line, the Probill number is printed. In the case of One Invoice per BL Shipment, if the Sales Orders shipped on the BL have different Customer Purchase Order numbers, these are strung together with a ‘/’ delimiter. A ‘+’ sign, at the end of the string, denotes that more Purchase Orders were shipped on the BL than fit in the PO/Rel field: ================================================================================ Shp Dt DDMmmYY Ord Dt DDMmmYY SO No XX-ZZZZZZ B/L XXX ZZZZZZ Job ZZZZZZ Trm X----------------------------X PO/Rel XXXXXXXXXXXXXXXXXXXXXXX/XXXXXXXXXXXXXX Frt X----------------------------X Via X-------------X FOB X----------------X Slp X-----------------------X/X----------------------X Pbl X------------------X Job X-----Job Name--------------------X X-Job address line 3--------------X Con XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Tel X-----------X ================================================================================

================================================================================ Shp Dt 24Jun04 Ord Dt 24Jun04 SO No WS-000609 B/L PHI 67 Trm 1/2 % 10, NET 30 DAYS PO/Rel 121/125/126/1-A Frt Charge Via OUR TRUCK FOB PREPAID TO DESTINA Slp JOHN NELLING Jane Austen Job TENESSEE PIPE AND TUBE PROJECT Addr SPRINGFIELD, TN ================================================================================

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Product Detail Area 

The Group, Size, Grade, Dimension, Gauge and Gauge Type of the invoiced product is formatted using the same 2 x 45 character lines used in the Invoice Item entry, so that it appears exactly as it was entered.



If the Customer Part number field on the invoice is NOT blank, then the heading ‘Part’ is printed in front of the Part number field. If the Customer Part number is blank, then the heading ‘Part’ is not printed at all.



An Item cannot be split on two pages. If there is insufficient space to print the entire Item, then the Item is carried over to the next page.



For each Item on the form, the Item Pieces print following the first Product Description line and the Weight and Measure on the second Product Description line. The Measure prints on the first Product Description line if, on the External Material Charge, the UM basis code is length or area. Based on the Product Installation Option, PRM=X, the Measure can be printed for each item, regardless of the Charge Unit of Measure. If the quantity in the Pcs field is 0, then the field and Unit of Measure ‘Pcs’ is suppressed.



If the Customer Tag Information Print Msr in BseLgth field is set to Y-Yes, the Measure can also be printed in the applicable Storage Length or Area UM (depending on the UM Type and the Inventory Organization of the product). In this situation, the Charge Lines are verified: o If there are no Charge Lines using the Length/Area Storage UM, the Measure is only printed in the applicable Printing Length or Area UM. o If there is at least one Charge Line using the Length/Area Storage UM, the Measure is printed in the applicable Storage Length or Area UM in addition to the applicable Printing Length/Area UM. Restriction: the Storage UM is only used in the Item Detail section.

================================================================================ 1 COLD ROLL STEEL SHEET ASTM A-366 15 PCS 600.00 SFT 86,400.00 SIN 16 GA. X 48.0000" X 120.0000" 1,500 LBS MATERIAL 600.00 SFT @ .0175 SIN 1,512.00 Heat Number Tag No PCS Weight 8059040A 257387 15 1500



Based on the Product Installation Option, NTE=X, the Note Remark entered in eSTELquote and/or Sales Order prints below the Item Description.



Based on the Product Installation Option, BLH=X, the Bill of Lading Heat numbers are printed for the Item.



A dashed line is printed before each Invoice Item in order to separate it from the ribbon area lines and/or the previous Item.

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================================================================================ ZZZ X------------PRODUCT DESCRIPTION------------X ZZZ,ZZZ PCSX------QTY--------X X------------PRODUCT DESCRIPTION------------XSO XX-ZZZZZZ-ZZZ ZZZZ,ZZZ XXX Part X------CUSTOMER PART NO------XPO/Rel X-------PO & RELEASE NO----------X NOTE REMARK

============================================================================= 2 Cold Rolled Steel Sheet Commercial Quality 25 PCS .0478 Nom X 36.0000" X 96.0000" SO BS- 598- 1 1,170 LBS Part 123 PO/Rel 123/ NOTE REMARK



When printing one Invoice for an entire BL with different Sales Orders, each Invoice Item Sales Order number is printed if it differs from the Invoice Header Order number. In addition, the corresponding Sales Order Header Customer Purchase Order and Release numbers for each Invoice Item is printed if it is different from the Invoice Header Customer Purchase Order number and Release number:

=============================================================================== Shp Dt 27Mar04 Ord Dt 27Mar04 SO No WS-000500 B/L PHI 56 Trm 1/2 % 10, NET 30 DAYS PO/Rel 500/501/505/1/8-L/2 Frt Prepaid Via OUR TRUCK FOB PREPAID TO DESTINA Slp JOHN NELLING =============================================================================== 1 Expanded Metal Commercial Quality 20 PCS 640.00 SFT 1 1/2" - #16 Flattened X 48.0000" X 96.0000" 243 LBS MATERIAL 640.00 SFT @ 13.9000 CSF 88.96 SKIDS 640.00 SFT @ 5.0000 CSF 32.00 FREIGHT 243 LBS @ 2.0000 CWT 4.86 ------------------------------------------------------------------------------2 Bar Angle ASTM A36 6 PCS 2" x 2" x ¼" X 18' SO No WS- 501- 1 345 LBS Part PS-BA-3618 PO/Rel 22/3 MATERIAL 345 LBS @ 24.0000 CWT 82.80 MISC. MATERIAL 319 LBS @ 1.7500 CWT 5.58

Charge Table 

Up to 8 Charge lines can be printed depending on the number of External Charges on the Item. Only the External Charges (Type E) are printed.



The Charge Quantity and Unit of Measure are printed in a compressed format.

X---CHG DESC-------X X---CHG QTY------X @ ZZZ,ZZ9.99ZZ XXX ZZZZ,ZZZ,ZZ9.99X---CHG DESC-------X X---CHG QTY------X @ ZZZ,ZZ9.99ZZ XXX ZZZZ,ZZZ,ZZ9.99X---CHG DESC-------X X---CHG QTY------X @ ZZZ,ZZ9.99ZZ XXX ZZZZ,ZZZ,ZZ9.99-

MATERIAL 1,276 LBS @ 50.0000/CWT 638.00 PACKAGING 1,276 LBS @ 1.0000/CWT 12.76 FREIGHT 1,276 LBS @ 1.0000/CWT 12.76 --------------------------------------------------------------------------------

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Shipping Details and Chemical Analysis The following shipment details – Heat No., Tag number, Qty, Pcs, Net Wgt and Gr Wgt – are printed on the Invoice form, as well as the Chemical Analysis and Statement of Origin if the following conditions are met:  

You are invoicing a Bill of Lading. The ‘Shpg Dtl’ (Print Shipping Details) field is set to ‘Y’ in the Customer file.

Heat Number Tag No Qty-XXX Pcs Weight X-------------X XXXXXXX XXXXXXXXXXX ZZZZZ ZZZZZZ X-------------X XXXXXXX XXXXXXXXXXX ZZZZZ ZZZZZZ X-------------X X-------------------------------------------------X X-------------------------------------------------X

Heat Number 276513

Tag No LO 002

PCS Weight 1 3000

54796

C=0.2 Mn=0.75 P=0.018 S=0.026

Melted and Manufactured in the United States

When more than 99 tags are shipped on the Bill of Lading, the message, “Total # of BL Tags exceeds 99, the invoice could not print all BL Tags” prints at the end of the Shipping Details. When the PTR=X Product Installation Option is set to Y-Yes, the Tag Other Reference prints below the tag number. The ‘Tag No/Oth’ label replaces the ‘Tag No’ label. When the PPO=X Product Installation Option is set to Y-Yes, the Quantity information is replaced by the tag’s PO Information. It is formatted as XXX999999-999 where ‘XXX’ is the PO Branch and 999999999 is the PO Number and Item. The ‘PO#’ label replaces the ‘Qty-XXX’ label.

Physical Analysis The Physical Analysis for each Tag Master Required product is printed on an Invoice based on the following:   

Invoicing from a Bill of Lading The ‘Shpg Dtl’ (Print Shipping Details) field is set to ‘Y’ in the Customer file. The ‘Physical Analysis Req’d’ is set to ‘Y’ in the Order Header

If these conditions are satisfied, the Invoice Generation program formats the tag/specifications into an Invoice Remarks field that is stored with each Item. The Tag specifications are formatted as ‘I’ remarks, and are printed after the Heat/Tag information as follows:

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Heat Number Tag No Qty-XXX Pcs Weight X-------------X XXXXXXX XXXXXXXXXXX ZZZZZ ZZZZZZ X-------------X XXXXXXX XXXXXXXXXXX ZZZZZ ZZZZZZ -- blank line --Tag No Physical Analysis XXXXXXX X-------------------------------X X-------------------------------X X-------------------------------X XXXXXXX X-------------------------------X X-------------------------------X

Heat Number 54796 Tag No IN1168 IN1169 IN1170

Tag No IN1168

Qty-FT 96

PCS Weight 4 170

Physical Analysis TENS=68/ELONG=31/YIELD=49 ROCKB=20-30/OLSEN=25-30 ROCKB=20-30/OLSEN=25-30

Tag Random Length Details The Tag Random Length Details are printed on the Invoice if:  

You are invoicing from a Bill of Lading. The ‘Shpg Dtl’ (Print Shipping Details) field is set to ‘Y’ in the Customer file.

If these conditions are satisfied, the Invoice Generation program copies the Tag remarks for each shipped tag into an Invoice Item Remarks Type ‘I’. This ensures that the Tag Random Length Details are also printed on the Invoice form, after the Heat information, if any, as follows: 1 Mechanical Tubing - DOM AISI C-1018 80 PCS 1 1/4" OD x .120 Wall X 30' MATERIAL 2,331 ' 6.7560 " @ 25.0000 FT Heat Number Tag No Qty-FT PCS Weight .21374 189 1,134 40 1738 .21374 190 1,198 40 1738

2,331 ' 6.7560 " 3,476 LBS 58,289.08

*** Random Length Details *** Tag 189 29' 32' 31' 30' Tag 190 31' 28' 30'

11 4 3 2

319 ' 3.7000 " 128 ' 3.4000 " 93 ' 1.1000 " 60 ' .1100 "

11 7 1

341 ' 3.2000 " 196 ' 1.4560 " 30 ' 1.4500 "

Totals Area 

The Totals lines are always printed on the bottom lines of the last page of the Invoice. These lines cannot be split across two pages.



In the case where the Invoice totals must be carried over to a new page, the lines 1-12 are printed in the same way as for a regular continuation page.

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

On an imperial site, if some or all items are sold in metric, the Invoice Shipped total shows both metric and imperial totals.



The Cash Discount message is only printed if there is a Cash Discount on an Invoice. The Amount and Cash Discount date are printed for customer reference. The discount message is printed on the last line of the last page of an Invoice after the Invoice Total is printed.



The Cash Discount is calculated only on the Net Sale (Invoice Amount less Sales Taxes). There is no Cash Discount message printed for a Credit Note.



If the Customer Currency is different from the Base Currency, the Customer three-character Currency symbol is printed to the right of the ‘Amount’ field.

********************************************************************************* Material Processing Freight Other Taxes TOTAL DUE ZZZZZ,ZZZ.ZZ-ZZZZZ,ZZZ.ZZ-ZZZZZ,ZZZ.ZZ-ZZZZZ,ZZZ.ZZ-ZZZZZ,ZZZ.ZZ-ZZZZZ,ZZZ.ZZ-XXX ********************************************************************************* Taxes: REGIONZZZ/ZZ9.99-REGIONZZZ/ZZ9.99- Discount: ZZZ,ZZZ.ZZ-if payment REGIONZZZ,ZZ9.99-REGIONZZZ,ZZ9.99- is received by DDmmYY

********************************************************************************* Material Processing Freight Other Taxes TOTAL DUE 11,888.00 262.76 12.76 158.70 12,322.22 ********************************************************************************* Taxes: PA 39.82 PAPH 118.88 Discount: 60.82 if payment is received by 03Mar04



The following rules apply when printing a European Standard Invoice: A ‘Subtotal’ figure is printed on the Totals line. The Subtotal includes the total amount of Material, Processing, Freight and Other Charges that are printed individually on the standard form. The individual totals are not printed. Only Sales Tax 1 is printed on the Invoice Totals line. This includes the Tax Region code, the current Sales Tax percentage for that Region from the Tax Region file, and the total amount of Sales Tax for that Region. The Total Due field includes the Subtotal plus the amount of Sales Tax 1. The Sales Tax License for Tax 1 is printed at the bottom of the Invoice.

Run: DDMmmYY HH:MM

eSTELPLAN Company Name - centered Page ZZZZZZ (Report Title - centered) ******************************************************************************** Sub-Total Tax TOTAL DUE ZZZZZ,ZZZ.ZZ- XXXXXX (@ ZZ.ZZ%) ZZZ,ZZZ.ZZZZZZ,ZZZ.ZZ-XX ******************************************************************************** Customer Tax Lic. X------------------X Discount: ZZZ,ZZZ.ZZ-if payment is received by DDMmmYY

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******************************************************************************** Sous-Total Taxe de Vente TOTAL DU 298.00 NT1 (@ 10.00%) 327.80 FRF ******************************************************************************** Perm d'exempt tx Escompte: 1.49 si paiement reçu le 25Oct99

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8. Invoice Printing INVOICE Sold By: eSTELPLAN PHILADELPHIA BRANCH 114 EAST ORCHARD DRIVE PHILADELPHIA, PA 19007 Tel: 215-325-0301 Fax: 215-356-4320

Sold To: ( 1050) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

Page 160 No: PHI IV-000030 Date:01Aug99 Remit to: Due:30Sep99 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Shipped To: (000) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

================================================================================ Shp Dt 01Aug99 Ord Dt 01Aug99 WS Trm ½ % 10, NET 30 DAYS PO/Rel 234/3 Frt Charge Via OUR TRUCK FOB Slp TOM ROD UNASSIGNED ================================================================================ 1 Bar Angle ASTM A36 20 PCS 2” x 2” x 1/4” X 20’ 1,276 LBS Part BA87874 MATERIAL 1,276 LBS @ 50.0000/CWT 638.00 PACKAGING 1,276 LBS @ 1.0000/CWT 12.76 FREIGHT 1,276 LBS @ 1.0000/CWT 12.76 -------------------------------------------------------------------------------2 Carbon Steel Pipe ASTM A53 Seamless 10 PCS 153 FT 1 1/2” Sch 40 (1.900” OD) X 15’ 4.25” 417 LBS MATERIAL 153 FT @ 15.0000/CFT 23.03 PROCESSING 153 FT @ .5000/CFT .77 FREIGHT 417 LBS @ .7500/CWT 3.13 -------------------------------------------------------------------------------Total Shipped: 30 PCS 1,693 LBS Thank you for your business. No discount allowed on sales tax. All claims within 10 days from receipt of goods.

******************************************************************************* Material Processing Freight Other Taxes TOTAL DUE 661.03 0.77 15.89 12.76 79.32 769.77 ******************************************************************************* Taxes: PA 33.05 PAPH 46.27 Discount: 3.45 if payment is received by 03Mar99 Page:

1 .... Last

Sample Invoice

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing INVOICE Sold By: eSTELPLAN PHILADELPHIA BRANCH 114 EAST ORCHARD DRIVE PHILADELPHIA, PA 19007 Tel: 215-325-0301 Fax: 215-356-4320

Sold To: ( 1050) PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

Page 161 No: PHI IV-000133 Date:27Mar98 Remit to: Due:26Apr98 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Shipped To: (000) PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

=============================================================================== Shp Dt 27Mar98 Ord Dt 27Mar98 SO No WS-000500 B/L PHI 56 Trm 1/2 % 10, NET 30 DAYS PO/Rel 21/22/505/21-A/104-L/2 Frt Prepaid Via OUR TRUCK FOB PREPAID TO DESTINA Slp JOHN NELLING =============================================================================== 1 Bar Angle ASTM A36 5 PCS 2" x 2" x 1/4" X 20' 319 LBS Part PS-BA3620 MATERIAL 319 LBS @ 24.2500 CWT 77.36 MISC. MATERIAL 319 LBS @ 1.7500 CWT 5.58 ------------------------------------------------------------------------------2 Bar Angle ASTM A36 6 PCS 2" x 2" x 1/4" X 18' SO WS- 501- 1 345 LBS Part PS-BA-3618 PO/Rel 22/3 MATERIAL 345 LBS @ 24.0000 CWT 82.80 MISC. MATERIAL 345 LBS @ 1.2500 CWT 4.31 ------------------------------------------------------------------------------3 Cold Rolled Steel Coil Commercial Quality 1 PCS .0478 Nom X 48.0000" SO WS502- 1 2,500 LBS Part PS-CRC-CQ48 PO/Rel 505/4 MATERIAL 2,500 LBS @ 26.0000 CWT 650.00 MISC. MATERIAL 2,500 LBS @ 2.0000 CWT 50.00 Heat Number Tag No PCS Weight 233521 LT501 1 2500 Tag No Physical Analysis LT501 ROCKB=62/OLSEN=283/TENS=58.6/ELONG=26 LT501 YIELD=45.4 ------------------------------------------------------------------------------4 Expanded Metal Commercial Quality 10 PCS 320.00 SFT 1 1/2" - #16 Flattened X 48.0000" X 96.0000" SO WS- 503- 1 122 LBS Part PS-EX-CQ4896 PO/Rel 21-A/5 MATERIAL 320.00 SFT @ 20.0000 CSF 64.00 MISC. MATERIAL 320.00 SFT @ 1.0000 CSF 3.20 ------------------------------------------------------------------------------5 Expanded Metal Commercial Quality 5 PCS 400.00 SFT 1 1/2" - #16 Flattened X 96.0000" X 120.0000" SO WS- 503- 2 152 LBS Part PS-EX-CQ96120 PO/Rel 21-A/5

Sample of One Invoice Per BL Shipment (including different Sales Orders with different PO Numbers)

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing FACTURA Vta Por: ENCURTIDO Y OLEO LIMITE APDO POSTAL 907 MEXICO MEXICO 64500

Vendido a: ( 4024) MAGIL INDUSTRIA APDO POSTAL 1194 MONTERREY N.L. MEXICO GL5 7PT

Page 162 No: BIR IV-000030 Fecha:01/Ago/2004 Vencto:30/Ago/2004 Emb.Desde: ENCURTIDO Y OLEO LIMITE APDO POSTAL 907 MEXICO MEXICO 64500

Embarcado a: (000) MAGIL INDUSTRIA APDO POSTAL 1194 MONTERREY N.L. MEXICO GL5 7PT

================================================================================ FdeEmb 01/Ago/2004 FPd 01/Ago/2004 WS Cond.30 DIAS F/EMBARQUE OCCte 11/2 Flt FLETE CON CARGO A CLIENTE Ven ARTHUR ROBINSON ================================================================================ 1 ROLLO DE AC. ROL. EN CAL. SAE-1006 7 PCS 1.854 Nom X 952.50mm Nom 96,149 KGS Parte RC0733700-C061 MATERIAL 96,149 KGS @ 50.0000/TNE 4,807.45 -------------------------------------------------------------------------------2 ROLLO DE AC. ROL. EN CAL. SAE-1010 4 PCS 1.905 Nom X 962.00mm Nom 65,651 KGS Parte RC0753712-C061 MATERIAL 65,651 KGS @ 50.0000/KGS 3,282,550.00 ------------------------------------------------------------------------------Total Enviado: 11 PCS 161,800 KGS

******************************************************************************* Material N$ Proceso N$ Flete N$ Otros N$ I.V.A. N$ TOTAL N$ 3,287,357.45 575,287.55 3,862,645.00 NP ******************************************************************************* (TRES MILLONES OCHOCIENTOS SESENTA Y DOS MIL SEISCIENTOS CUARENTA Y CINCO NUEVOS PESOS 00/100 M.N.) Pagina: 1 .... Ultima

Sample of a Spanish Invoice

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing FACTURE

Page 163 No: PHI IV-000229 Date:01Aou04 Du :30Sep04

Vendu Par: METAL PLUS S.A. 150 RUE DU MARECHAL FOCH Z.A.C. FONTAINE GRENOBLE 38120

Payable a: METAL PLUS S.A. 150 RUE DU MARECHAL FOCH Z.A.C. FONTAINE GRENOBLE 38120

Vendu a: ( 4008) OUTILLAGE D,EXTRUSION 15 RUE THIERS TOURS 37000

Expedie a: (000) OUTILLAGE D’EXTRUSION 15 RUE THIERS TOURS 37000

================================================================================ Expedi 01Aou04 Comman 01Aou04 No Co WS-000576 Ter 1/2 % 10, NET 30 DAYS PO/Rel 8-11/2 Fre Included Par ABC FREIGHT F.A Ven ALLAN BATES JOHN NELLING ================================================================================ 1 BOBINE LAMINEE A FROID QUALITE COMMERCIALE 3 Mcx 147.000 Nom x 1288.00mm 30,000 KGS MATERIEL 30,000 KGS @ 325.0000 TNE 9,750.00 ADMINISTRATION 30,000 KGS @ 25.0000 TNE 750.00 -------------------------------------------------------------------------------No. de Lot Tag No Mcx Poids F104 1 10000 F105 1 10000 F106 1 10000 -------------------------------------------------------------------------------

******************************************************************************* Materiel Traitement Fret Autres Taxes TOTAL DU 9,750.00 750.00 10,500.00 ******************************************************************************* Escompte: 52.50 si paye le 11Aou04

Page:

1 .... Derniere

Sample of a French Invoice

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing INVOICE

Sold To: ( 1050) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

Page 164 No: PHI IV-000030 Date:01Aug99 Due:30Sep99

Shipped To: (000) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

=============================================================================== Shp Dt 01Aug99 Ord Dt 30Jul99 SO No WS-000573 Trm 1/2 % 10, NET 30 DAYS PO/Rel PO54612/RL45687 Frt Charge Via OUR TRUCK FOB : Warehouse Slp TOM ROD PETER RIVER =============================================================================== 1 Bar Angle ASTM A36 20 PCS 2” x 2” x 1/4” X 20’ 1,276 LBS Part BA87874 MATERIAL 1,276 LBS @ 50.0000/CWT 638.00 PACKAGING 1,276 LBS @ 1.0000/CWT 12.76 FREIGHT 1,276 LBS @ 1.0000/CWT 12.76 ------------------------------------------------------------------------------2 Cold Rolled Steel Coil Commercial Quality 1 PCS .0359 Nom X 48.0000” 25,000 LBS Part COIL54564 MATERIAL 25,000 LBS @ 45.0000/CWT 11,250.00 FREIGHT 25,000 LBS @ 1.0000/CWT 250.00 ------------------------------------------------------------------------------Total Shipped: 21 PCS 26,276 LBS Thank you for your business. No discount allowed on sales tax. All claims within 10 days from receipt of goods.

******************************************************************************* Material Processing Freight Other Taxes TOTAL DUE 11,888.00 262.76 12.76 158.70 12,322.22 ******************************************************************************* Taxes: PA 38.00 PAPH 118.88 Discount: 60.82 if payment NT3 1.82 is received by 03Mar99 Page:

1 .... Last

Sample of an Invoice without the PMT and FRM options

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing >

Page 165

INVOICE

Sold By: eSTELPLAN PHILADELPHIA BRANCH 114 EAST ORCHARD DRIVE PHILADELPHIA, PA 19007 Tel: 215-325-0301 Fax: 215-356-4320

Sold To: ( 1050) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

No: PHI IV-000030 Date:01Aug99 Remit to: Due:30Sep99 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Shipped To: (000) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

=============================================================================== Shp Dt 01Aug99 Ord Dt 30Jul99 WS Trm 1/2 % 10, NET 30 DAYS PO/Rel PO54612/RL45687 Frt Charge Via OUR TRUCK FOB : Warehouse Slp TOM ROD PETER RIVER =============================================================================== 1 Bar Angle ASTM A36 20 PCS 2” x 2” x 1/4” X 20’ 1.276 LBS Part BA87874 MATERIAL 1,276 LBS @ 50.0000/CWT 638.00 PACKAGING 1,276 LBS @ 1.0000/CWT 12.76 FREIGHT 1,276 LBS @ 1.0000/CWT 12.76 -------------------------------------------------------------------------------2 Cold Rolled Steel Coil Commercial Quality 1 PCS .0359 Nom X 48.0000” 25,000 LBS Part COIL54564 MATERIAL 25,000 LBS @ 45.0000/CWT 11,250.00 FREIGHT 25,000 LBS @ 1.0000/CWT 250.00 ------------------------------------------------------------------------------Total Shipped: 21 PCS 26,276 LBS Thank you for your business. No discount allowed on sales tax. All claims within 10 days from receipt of goods.

******************************************************************************** Sub-Total Sales Tax TOTAL DUE 12,163.52 PA (@ 6.00%) 39.82 12,203.34 ******************************************************************************** Customer Tax Lic. R423524634 Discount: 60.82 if payment is received by 03Mar99 Page: 1 .... Last

Sample of a Reprint Invoice with the EUR option

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing

Page 166

INVOICE

Sold To: ( 1050) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

No: PHI IV-000030 Date:01Aug04 Due:30Sep04

Shipped To: (000) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

================================================================================ Shp Dt 01Aug04 Ord Dt 30Jul04 SO No WS-000573 B/L PHI 73 Trm 1/2 % 10, NET 30 DAYS PO/Rel PO54612/RL45687 Frt Charge Via OUR TRUCK FOB : Warehouse Slp TOM ROD PETER RIVER ================================================================================ 1 Cold Rolled Steel Sheet Commercial Quality 150 PCS .0478 Nom X 24.0000” X 24.0000” 1,170 LBS MATERIAL 1,170 LBS @ 25.0000/CWT 292.50 Heat Number 12345 12345 12345 12345 Tag No 74-1 74-2 73 72

Tag No 74-1 74-2 73 72

PCS Weight 50 390 50 390 20 156 30 234

Physical Analysis ROCKB=20-30/OLSEN=25-30 ROCKB=20-30/OLSEN=25-30 ROCKB=20-30/OLSEN=25-30 ROCKB=20-30/OLSEN=25-30

12345 C= Mn=30-40 P=50-55 -------------------------------------------------------------------------------Thank you for your business. No discount allowed on sales tax. All claims within 10 days from receipt of goods.

******************************************************************************** Material Processing Freight Other Taxes TOTAL DUE 292.50 2.93 295.43 ******************************************************************************** Page:

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Sample of a Bill of Lading Invoice with all details

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing

Page 167

CREDIT NOTE Sold By: eSTELPLAN PHILADELPHIA BRANCH 114 EAST ORCHARD DRIVE PHILADELPHIA, PA 19007 Tel: 215-325-0301 Fax: 215-356-4320

Sold To: ( 1050) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

No: PHI CN-000002 Date:01Aug04 Remit to: Due:01Aug04 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Shipped To: (000) METAL WORKS INC 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

================================================================================ Shp Dt 01Aug04 Ord Dt 30Jul04 WS Trm 1/2 % 10, NET 30 DAYS PO/Rel PO54612/RL45687 Frt Charge Via OUR TRUCK FOB : Warehouse Slp TOM ROD PETER RIVER ================================================================================ 1 Carbon Steel Pipe ASTM A53 Seamless 10 PCS 2” Sch 40 (2.375” OD) X 20’ 731 LBS Part PIP87941 MATERIAL 332 KGS @ 5.0000/KGS 1,660.00 ================================================================================ 2 Bar Angle ASTM A36 10 PCS 2” x 2” x 1/4” X 40’ 1,276 LBS Part BA45142 MATERIAL 1,276 LBS @ 50.0000/CWT 638.00 SKIDS 1,276 LBS @ 2.0000/CWT 25.52 -------------------------------------------------------------------------------Total Shipped: 20 PCS 2,007 LBS

******************************************************************************** Material Processing Freight Other Taxes TOTAL DUE 2,298.0025.5262.792,386.31******************************************************************************** Taxes: PA 39.81-PAPH 22.98Page:

1 .... Last

Sample of a Credit Note

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

8. Invoice Printing

Page 168

CREDIT NOTE Sold By: eSTELPLAN PHILADELPHIA BRANCH 114 EAST ORCHARD DRIVE PHILADELPHIA, PA 19007 Tel: 215-325-0301 Fax: 215-356-4320

Sold To: ( 1050) PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

No: PHI CN-000004 Date:19Jun04 Remit to: Due:19Jun04 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Shipped To: (000) PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021

================================================================================ Shp Dt 19Jun04 Ord Dt 19Jun04 IV No WS-000133 Trm 1/2 % 10, NET 30 DAYS PO/Rel 21/22/505/21-A/104-L/2 Frt Prepaid Via OUR TRUCK FOB PREPAID TO DESTINA Slp JOHN NELLING ================================================================================ 1 Bar Angle ASTM A36 2 PCS 2" x 2" x 1/4" X 20' IV WS- 133- 1 128 LBS Part PS-BA3620 MATERIAL 128 LBS @ 24.2500 CWT 31.04 MISC. MATERIAL 128 LBS @ 1.7500 CWT 2.24 -------------------------------------------------------------------------------2 Expanded Metal Commercial Quality 5 PCS 160.00 SFT 1 1/2" - #16 Flattened X 48.0000" X 96.0000" IV WS- 133- 4 61 LBS Part PS-EX-CQ4896 MATERIAL 160.00 SFT @ 20.0000 CSF 32.00 MISC. MATERIAL 160.00 SFT @ 1.0000 CSF 1.60 -------------------------------------------------------------------------------3 Expanded Metal Commercial Quality 5 PCS 400.00 SFT 1 1/2" - #16 Flattened X 96.0000" X 120.0000" IV WS- 133- 5 152 LBS Part PS-EX-CQ96120 MATERIAL 400.00 SFT @ 26.2500 CSF 105.00 MISC. MATERIAL 400.00 SFT @ 1.1500 CSF 4.60 -------------------------------------------------------------------------------Total Shipped: 12 PCS 341 LBS

******************************************************************************** Material Processing Freight Other Taxes TOTAL DUE 176.481.44177.92******************************************************************************** Page:

1 .... Last

Sample of a Credit Note linked to an Invoice

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. FREIGHT AND SCRAP SALES RETENTION

OVERVIEW Revised tax laws in Mexico require companies to withhold a portion of the IVA Tax for the sale of Scrap and non-Prime Material as well as for Freight sales. These values are referred to as a ‘Retention’ and are used to shift the responsibility for the payment of tax monies from the buyer to the seller. eSTELPLAN uses Product Installation Options and the Tax Region code on the Invoice to determine when a Retention value must be calculated.

Production Installation Options for Freight Retention The RZT=XXXXXX Product Installation Option identifies the Tax Region used for Freight Retention. The RZF=9999 Product Installation defines the percent value for the Freight Retention computation. Refer to the Product Installation Options Guide for details.

Product Installation Options for Material Retention The RZA=XXXXXX Product Installation Option identifies the Tax Region used for Material Retention. The RZM=9999 Product Installation defines the percent value for the Material Retention computation. Refer to the Product Installation Options Guide for details.

Customer and Customer Ship-To Information The Tax Region code for either the Freight Retention or the Material Retention is entered into the Customer or Customer Ship-To table, and defaults to the Sales Order and Invoice. Restriction Customers must be set to handle the Freight Retention OR the Material Retention. The Invoice Form program does not allow the computation and display of both Freight and Material Retention on the same invoice.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. Freight and Scrap Sales Retention

Page 170

Tax Regions The Tax Region must be set up with a Tax Rate of zero, and it must contain a GL Account number. The Sales Tax Type must be 2, 3 or 4 (this corresponds to the Tax Line 2, 3 or 4 on the Order or Invoice Header). If both the Freight and Material Retention are used, for different Invoices, one Tax Region must be set for the Freight Retention and one for the Material Retention. The Tax Regions should contain different GL Accounts to help the reconciliation process.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. Freight and Scrap Sales Retention

Page 171

INVOICE UPDATE – CALCULATION OF RETENTION The Retention is calculated at the time of the Invoice Update. It is a percentage (e.g., RZF=1500 for 15% for Freight Retention) of the Material or Freight Sales. It is posted to the GL Account specified in the Tax Region for Freight/Material Retention. The Retention is printed as a negative value (e.g., ) on a separate line on the Invoice Form. The Invoice Total is reduced by the Retention. Example – Freight Retention IVA Rate 15% Freight Retention Rate 4% (Product Installation Option RZF) Invoice $10,000. Where $9,500 is the Material Charge, $500 is the Freight External Charge. The IVA is $1,500 (15% of $10,000) The Freight Retention is $20 (4% of $500) The Invoice transaction is: Total Sales $ 10,000 Tax IVA 1,500 Tax Retained - 20 Total To Pay $ 11,480 The transaction for an Invoice with Material Retention is similar, except that the Retention is computed on the Material Charge portion of the Invoice with the Material Retention Rate set in the Product Installation Option RZM.

Freight Retention Requirements    

Freight must be an External Charge on the Invoice. The Tax Region code for Freight Retention must be entered in one of the Tax Regions of the Invoice (2, 3 or 4). The Tax Region must not be coded as Tax Exempt. There must be at least one Tax Region for Freight. This is a procedural requirement.

Restrictions You must ensure that a matching Freight Tax exists on the Invoice to offset the Freight Retention. This is a procedural requirement.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. Freight and Scrap Sales Retention

Page 172

Material Retention Requirements   

The Tax Region code for Material Retention must be entered in one of the Tax Regions of the Invoice (2, 3 or 4). The Tax Region must not be coded as Tax Exempt. There must be at least one Tax Region for Material. This is a procedural requirement.

Restrictions 

You must ensure that a matching Material Tax exists on the Invoice to offset the Material Retention. This is a procedural requirement.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. Freight and Scrap Sales Retention

Page 173

INVOICE AND CREDIT NOTE FORMS The Invoice or Credit Note prints the IVA Tax, and on a separate line it prints the Retention Value, which is used to reduce the Total Amount Due.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. Freight and Scrap Sales Retention

Page 174

Invoice Samples INVOICE

No: PHI IV-001435 Date:23Jan03 Remit to: Due:22Feb03 eSTELPLAN STEEL SERVICE CENTERS P.O. BOX iX3 CHICAGO, IL 60602

Sold To: ( 1050) Shipped To: ( 1) PHILADELPHIA STEEL SUPPLY PHILADELPHIA STEEL SUPPLY 242134 INDUSTRIAL BLVD. 242134 INDUSTRIAL BLVD. PHILADELPHIA, PA 19021 PHILADELPHIA, PA ================================================================================ Shp Dt 23Jan03 Ord Dt 23Jan03 SO No WS-003252 Trm NET 30 DAYS PO/Rel 42 Frt CHARGE Via ABC FREIGHT FOB Slp ALLAN GREEN Pbl ================================================================================ 1 Bar Angle ASTM A36 2" x 2" x 1/4" X 20' MATERIAL FREIGHT

200 PCS 1064 LBS @ 1064 LBS @

35.0000 CWT 5.0000 CWT

1064 LBS 372.40 53.20

-------------------------------------------------------------------------------Thank you for your business. Have a nice day. All claims within 10 days from receipt of goods.

******************************************************************************** Material Processing Freight Other Taxes TOTAL DUE 372.40 53.20 63.84 487.31 Frt Retention ( 4.00% ) < 2.13 > ******************************************************************************** Taxes: IVA 63.84 Page: 1 .... Last

Invoice with Freight Retention

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. Freight and Scrap Sales Retention

Page 175

******************************************************************************** Material Processing Freight Other Taxes TOTAL DUE 372.40 53.20 63.84 433.58 Mat Retention ( 15.00% ) < 55.86 > ******************************************************************************** Taxes: IVA 63.84 Page: 1 .... Last

Invoice with Material Retention

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

9. Freight and Scrap Sales Retention

Page 176

ACCOUNTING General Ledger The Retention value is posted to the GL Account specified in the Tax Region for Freight/Material Retention. In the GL Journal Entry, it is on a separate line from the one for the calculated taxes. For an Invoice, it debits the GL Account from the Tax Region, and credits Accounts Receivable. For a Credit Note, it credits the GL Account from the Tax Region, and debits Accounts Receivable. Journal Entry Brh PHI Ref No IV-001447 Acctng Per 0203 Act Dt 28Jan03 Desc PHILADELPHIA STEEL SUPPLY Acc Brh Cst Ctr Desc 1050 TST ACCOUNTS RECEIVABLE CONTR 5101 TST COGS WRHSE - MATERIAL 1200 TST INVENTORY CONTROL 4103 TST SALES WRHSE - FREIGHT 4101 TST SALES WRHSE - MATERIAL 2400 TST I.V.A. SALES TAXES 2021 TST FREIGHT TAX RETENTION

Debit 489.44 257.92

Credit 2.13 257.92 53.20 372.40 63.84

2.13

1-Acc Trs 2-Desc

GL – Invoice with Freight Retention

Sales and Invoicing Reports Based on the Sales Tax Type in the Tax Region, the Amount of Retention is stored in the respective Sales Tax Amount field of the various Invoicing, Tax and Sales reports. It is the sum of negative values for Invoices and positive values for Credit Notes. In the Sales and Cost Journal, the Amount of Retention is stored in the Tax Region field used for Freight/Material Retention.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

10. INVOICE COST ADJUSTMENTS

OVERVIEW The Invoice Cost Adjustment program is a processing program that allows you to enter External and Internal Cost attributions and apply them to an existing Invoice after it has been updated. You would use the Invoice Cost Adjustment program if the Invoices were updated with an incorrect cost. When doing a Cost Adjustment, no Inventory Transactions take place, however the Sales and Cost Journal, Sales Analysis, General Ledger and Cost Reconciliation files for the original invoice are updated to reflect the change in cost and profit.

Restrictions You can perform an Invoice Cost Adjustment to a current period Invoice as well as a prior period Invoice as long as the following conditions are met: 

The Accounting Period in which the Invoice was created is not permanently closed in the General Ledger Company file.



The Invoice detail exists in the Sales and Cost Journal. A Product Installation Option, set for the Archive Cleanup Utility, allows you to determine how long the Sales and Cost Journal records are kept. Refer to the User’s Guide for details.

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

10. Invoice Cost Adjustments

Page 178

ENTERING AN INVOICE COST ADJUSTMENT When you access the Invoice Cost Adjustment program, a screen similar to the Cost Attribution Entry screen is displayed. The entry defaults to External Costs screen and the cursor is positioned at the Invoice number. Type I

External Costs

PA No PHI-

-

Sls Cat Bal Msr Ch PWC Cost Rate U/M Quantity U/M Brh-PO No Rcvr No Vendor Ref No

Ch PWC

Cost Rate U/M

PO No

Quantity U/M

Wgt Cost Amount Vendor Desc

Ex Rt

Cost Amount Vendor Ex Rt

Rcvr No Vendor Ref No

Desc

1-Curr Period

Invoice Cost Adjustment screen

Action Bar

Action

Curr Period

Calls a pop-up window to allow you to change the accounting period.

Curr Period When you select the Curr Period action bar option, the following pop-up window is displayed to allow you to change the transaction Accounting Period. Current Period: 199812

Accounting Period Pop-up window

Invoicing – 4.0a Licensed Material, February 15, 2016

eSTELPLAN Integrated Systems for the Metal Industry

10. Invoice Cost Adjustments

Page 179

Field Name

Default

Validation

Description

Accounting Period

Current Accounting Period