Maintaining the Invoice Header (v2.8)

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Maintaining the Invoice Header (v2.8)

Whenever you create a new invoice, picking slip or quote, or recall an existing one, Micronet displays the Invoice Header screen where you enter the main details of the order.

Create a new invoice, picking slip or quote, or recall an existing one.

Refer to "Creating a New Invoice, Picking Slip or Quote" or "Recalling an Invoice, Picking Slip or Quote".

Alternatively, select EDIT | HEADER from the Invoice Creation screen.

Micronet displays the Invoice Header screen.

Complete the following fields:

	Field	Value
	Debtors Number	Micronet displays the ID and description of the debtor you entered on the Invoice Creation screen.

Technical Tip

If you change the debtor on an invoice/sales order that already has lines added, and your user ID has security to change invoice pricing, Micronet displays a message asking if you want to reprice the invoice/sales order. Selecting Yes reprices the invoice/sales order lines to the default pricing and discounts for the new debtor. Selecting No retains the existing pricing and discounts.

If your user ID does not have sufficient security to change invoice pricing, Micronet automatically reprices the invoice/sales order lines to the default pricing and discounts for the new debtor.

The user security for this option is set in the Override Invoice Pricing field on your user ID – see "Maintenance - Edit UserIDs - 4. MDS Security".

	Tax Number	Micronet displays the debtor's default tax number from the Debtor master file – see "File - Debtor - Debtor".
	Order Number	If order numbers have been set up for the debtor in the Debtor master file – see "File - Debtor - Order No's (v2.8)" – enter a valid order number. If order numbers are mandatory for this debtor, you can press Tab or Enter to select the order number from a list. If order numbers are not mandatory for this debtor, you can leave this field blank. If you are creating an invoice for a cash sale, you should enter the customer's name for the order number.
	Reference	Enter any order reference. This is a free text field, e.g. you may enter the person who supplied the order number, a date or any other relevant information. If order numbers have been set up for the debtor and an Order Reference has been entered on the Debtors Order Number screen, this should default – see "File - Debtor - Order No's (v2.8)".
	Order Received	Enter the customer's order number if required.
	Delivery To	Micronet displays the customer's postal address. You can select an alternative delivery address for this order if required. If your user security is set to allow you to maintain debtor delivery addresses, you can add an alternative delivery address for this order. Select the New Address button then follow the procedures in the next section, "Invoice Header - New Address".

Reference

Debtor postal and delivery addresses are setup in the Debtor master file – see "File - Debtor - Debtor" and "File - Debtor - Delivery".
To add and maintain delivery addresses, the Allow Editing of Debtor Delivery Address field must be set to Yes in your user ID – see "Maintenance - Edit UserIDs - 4. MDS Security".

	Phone	Micronet displays the default phone number for the debtor from the Debtors master file.
	Salutation	Micronet displays the salutation of the main contact for this debtor from the Debtors master file.
	First Name	Micronet displays the first name of the debtor's main contact.
	Last Name	Micronet displays the last name of the debtor's main contact.
	Default Price	Micronet displays the default price break for this debtor.
	Price Group	Micronet displays the default price group for the debtor from the Debtors master file.
	Account on Hold	Micronet displays Yes if this account has been placed on hold, or No if it has not.
	Freight Code	Enter a freight code for the order. You can also press spacebar then Enter to select a freight code. You must enter a freight code if you are using SmartFreight.
	Delivery Contact	Enter the name of the delivery contact, if applicable.
	Delivery Phone	Enter the phone number of the delivery contact, if applicable.
	Order Type	This field is only active if delivery options have been setup on the Delivery Options screen. The options available also depend on what has been setup on that screen. Options may include: Compile One Invoice – select this option if some items on the order are out of stock and will be posted as a backorder, but the order must be compiled back into one invoice for delivery. When the backorder items are allocated, Micronet will add the allocated items to the original picking slip or, if no picking slip exists, it will create a new picking slip.

Reference

For more information on setting up delivery options on the Delivery Options screen, see "Edit Company - Edit - Delivery Options"
For information on how an order is compiled back into one invoice for picking and delivery, see "Sales - Allocation From Purchasing / Transfers".

	Delivery Email	Enter the email address of the delivery contact, if applicable.
	Sales Person	Micronet displays the default salesperson setup for your user ID, if applicable, or otherwise the default salesperson for this debtor. You can enter a different salesperson for this sale if required. Press Delete then Enter to select a salesperson. The default salesperson for a user ID is set on the User File Update screen - Mobile Security tab – see "Maintenance - Edit UserIDs - 9. Mobile Security (v2.7)". If the salesperson you want does not appear in the list of salespeople, it is probably because they have been made inactive. For more information, see "File - Salesperson - Sales Person".
	Warehouse	Enter or select the warehouse that the items for this sale are to be supplied from. If this field is greyed, you select a warehouse for each invoice line. (This is set in the Ask for Warehouse Each Line field on the Invoicing Configuration screen – see "Edit - Program - Invoicing").
	Invoice Number	If this field is enabled, you can enter the docket number issued to the customer by the sales or service person so that docket books can be logged and tracked against invoices. Micronet checks that you have entered a valid and unused docket number. When the invoice is printed, Micronet automatically writes the details of the invoice to the respective docket in the docket file and flags it as used.

Reference

This field is only enabled if the Override Invoice Numbers field is set to Yes on the Invoicing Configuration screen. For more details on setting manual invoice numbers, see "Edit - Program - Invoicing".
For more information on docket book numbers, see "File - Docket Book Update".

Next Invoice Number

Enter an invoice number if required. Micronet generates your invoice numbers automatically based on whether the Use Warehouse Numbers field is set to a system wide or per warehouse numbering system.

For more details on generating invoice numbers automatically, see "Edit - Program - General".

Central Debtor

If this debtor has a central debtor for invoicing, Micronet displays the central debtor.

Invoice Date

Micronet displays today's date as the invoice date. This date is posted to the General Ledger as the transaction date, it is used as the last sale date on items and debtors, it is used to determine contracts and special price date ranges, and invoices are consolidated based on this date.

You can forward date an invoice if you need to and if your system configuration allows it (i.e. print the invoice today even though the invoice is for the next period). To do this, you enter your customer’s sales order and allocate it to the specific forward date that you need. Micronet reserves the invoice number and holds the invoice in a batch until your End of Month (EOM) rollover has been completed. After the EOM rollover, the batched forward-dated invoices can be collected and processed correctly in the new period.

If you want to forward date this invoice, enter the date you want the invoice to apply to. For example, if today is 31 October 2010 and you want to keep this period over and delay your EOM rollover, but need to give the customer an invoice dated for November 2010, then you would enter the Invoice Date as 1 November 2010.

Technical Tip

To forward date an invoice, the Allow Forward Dated Invoices field on the Debtors Configuration screen must be set to Yes – see "Edit - Program - Debtors"

Please note:

Forward dated invoices do not appear on your Sales Register or Sales History until after the invoices have been batch released following the EOM.
This month’s Sales Register will have apparently missing invoice numbers since they have been assigned to forward dated invoices.
The forward dated invoices appear at the beginning of the next month’s Sales Register listing.

	Period	Select the period you want to post the invoice to on the customer account.
	Courier	Enter a courier for this order. You can also press spacebar then Enter to select a courier. You must enter a courier if you are using SmartFreight.
	Courier Account	If the customer is using their own courier for delivery of this order, you can enter the customer's courier account number. Note that this is a reference field only.
	Con Note	If you are printing courier labels, you can enter the next consignment note number. However, if you process invoices as a batch, Micronet automatically assigns this number during processing.
	Override Procurement Option	This field is only displayed if your company uses supply chain procurement – see "Edit - Program - Supply Chain Config (v2.8)". If you want to set a default procurement option for all items on this order, enter the number of a valid procurement option to select from a list of options. Procurement options are setup on the Supply Chain Configuration screen – see "Setting up a Supply Chain (v2.8)".
	Number of Cartons	If you know how many cartons this order will be packaged in for courier delivery, enter the number. Micronet uses this number to determine how many labels it needs to print. You must enter the number of cartons if you are using SmartFreight.
	Customer Run No	Micronet displays the debtor's default run number for standing orders from the Debtors master file – see "File - Debtor - Debtor". For more information on standing orders, see "Sales - Standing Orders".
	Slip Priority	If you are creating a paperless picking slip, enter the slip priority. This determines the order in which the slip appears in the Warehouse Scheduler. Those with a higher priority (lower number) appear higher up the list so they are picked first. That is, a slip with priority 1 will be picked before a slip with priority 10. For more information about slip priorities, see "Maintaining a Picking Slip (Priority, Picker, etc.) (v2.7)".
	Pickup Date	Enter the date for the courier to pick up the order if required. This date defaults as the pickup date on the courier docket and is used by SmartFreight. Note that if you have converted a backorder to an invoice, Micronet automatically updates this date with the Pickup Date from the backorder.
	Expected Delivery Date	Enter or select the delivery date for the order. This defaults as the manifest date on the Warehouse Scheduler – see "Wide Warehouse Scheduler - Manifest (v2.8)".
	Current	Micronet displays the amount owed by this debtor for the current month.
	30 Days	Micronet displays the amount owed by this debtor for the previous month.
	60 Days	Micronet displays the amount owed by this debtor for two months prior to the current month.
	Overdue	Micronet displays any amount owing that is overdue.
	Total Outstanding	Micronet displays the total outstanding amount for this debtor.
	Trading Terms	Micronet displays any trading terms set for this debtor.
	Credit Limit	Micronet displays any credit limit set for this debtor.
	Free Freight Into Store	This field is only displayed if your company uses supply chain procurement – see "Edit - Program - Supply Chain Config (v2.8)". It displays Yes if there is no charge for freight on invoices or No if freight is charged for this customer, defaulting from the setting in the Free Freight Into Store field on the Debtor master file – see "File - Debtor - Extra". You can change this if required.

Consolidate Supplychain Backorders

This field is only displayed if your company uses supply chain procurement.

Override Delivery Option

This field is only displayed if your company uses supply chain procurement.

If you want to set a default delivery option for all items on this order, select the delivery option. If you don't select a delivery option in this field, the delivery option on each invoice line will default to:

the Default Delivery option for the selected procurement option – see "Setting up a Supply Chain (v2.8)"
the delivery option set in the User Default supply chain delivery option field on the user ID – see "Maintenance - Edit UserIDs - 4. MDS Security".

Partial Delivery Allowed?

This field is only displayed if your company uses supply chain procurement. Micronet displays the partial delivery flag as set in the Debtor master file – see "File - Debtor - Extra". You can override this if required

Select Yes if this customer allows partial deliveries, or No if they do not. If this field is set to No and a partial delivery arrives, Micronet automatically transfers the goods to a holding bin awaiting the remainder of the order.

This is particularly important for customers who order items that are manufactured in batches (such as tiles) and where all the items in an order must come from the same batch, e.g. due to slight variations in colour between batches.

Technical Tip

If Pre Picking is enabled in your company settings, you cannot change the Partial Delivery Allowed? field – see "Pre Picking Settings (v2.8)".

Assigned Picker

To assign a specific picker to this picking slip (for Micronet Paperless Picking), enter the user ID of that picker or press spacebar then Enter to select from a list of Micronet users. When you assign a picker, the slip can only be downloaded by PDAs that have that user logged in.

For more information, see "Maintaining a Picking Slip (Priority, Picker, etc.) (v2.8)"

Technical Tip

You can only assign pickers who have the same default warehouse as entered in the Warehouse field above. This prevents slips from being downloaded to different warehouses.

You can assign default pickers to debtors in the Warehouse master file – see "File - Warehouse - PDA Users (v2.8)".

	Location	If the customer does not allow partial deliveries, enter the location (e.g. a bin) where stock will be stored waiting for the remainder of the order to arrive. This is a text field where you can enter any relevant information.
	Important Information	Micronet displays any added text in the Debtors master file that is assigned to display as important information on invoices.

Optionally, you can perform any of the following edits or actions on the Invoice Header if required:

enter on-time discounts – see "Invoice Header - Edit - On Time Discounts"
display the customer discount matrix and the discounts applicable for the item categories – see "Invoice Header - Edit - Discount Matrix"
display any further discount/surcharge details – see "Invoice Header - Edit - Discount/Surcharge"
display user defined questions for the invoice header – see "Invoice Header - Edit - User Questions"
perform a debtor inquiry – see "Invoice Header - Edit - Inquiry"
load a previous invoice for the customer to repeat all or part of the order – see "Invoice Header - Edit - Load Invoice"
use bench scanning to double check items picked from picking slip – see "Invoice Header - Edit - Bench Scan / Pack"
enter the shipment weight – see "Invoice Header - Edit - Enter Shipment Weight".

When you have finished editing the invoice header and other details, select PROCEED or press F2.

Micronet redisplays the Invoice Creation screen.

Technical Tip

If a debtor contract applies to the debtor and Micronet displays a message that the contract will expire in X number of days, it is because the contract expiry date falls within the number of days entered in the Review Special Prices field on the Special Price Configuration screen – see "Edit - Program - Special Price".