Batch Invoicing

This function allows you to generate Invoices ‘In Batch’ from one of three sources:

•	From Sales Deliveries, Job Orders and Scheduled Invoice Contracts

•	Direct (without an Order)

•	Create a Credit by reversing an existing Invoice

List Tab

Display fields

The displayed fields are taken from the Batch Invoicing information created:

•	From the panel presented by clicking the ‘Add’ Button

•	Entered into the ‘Detail’ tab.

The selection of which fields to display is at the user’s discretion. To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’. On the displayed panel you can:

•	Click on the ‘Show field’ checkbox to display the field

•	Amend the column heading by changing the content of ‘Display Label’

•	Define the sort sequence of the records by going to the lower panel and dragging the field from ‘Available Fields’ to ‘Sort By’.

•	Click the ‘Save’ Button when done.

Note: If you select the CURRENTDUECOLOUR field then the field will show colours relating to the Due Date of the Invoice compared to today's date. The displayed colours are:

•	Red - Overdue

•	Orange - Due Today

•	Yellow - Due Tomorrow

Data Display Options

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

•	To sort the data in a selected column simply click on the column heading. Clicking against will sort in descending order.

•	Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom) to enter detailed selection criteria.

Include Fully Paid Status - If this is checked then the displayed list will include those Invoice Batches whose status is ‘Fully Paid’

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed. To revert back to displaying all records click on the ‘Eraser’ Icon

Buttons

Close: This will close the Batch Invoicing screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will bring up a panel for selection of the Invoices to be included in this Batch

Specific Site: Ostendo will automatically add the Site held against the User Signon record to the Invoice when it is generated. You may allocate this Invoice to another site if:-

•	You select the site from the drop-down list in the next field, and

•	Your User Signon record is flagged to allow you to make the change

Site Name: Select the Specific Site from the drop-down list

Invoice Date: The Date of this Invoicing Batch. This is prefilled with system date but can be amended by selecting the date from the drop-down calendar. This date must be later than the Cut-Off date defined in File>Financial Configuration>Cut-Off Dates.

Generate Invoices from Deliveries, Orders and Contracts: Select this ‘Radio Button’ if this batch is to cover Invoices generated from

Sales Invoices

Job Orders,

Servicing Contacts (Recurring Invoices)

Within this selection further refinements can be made as follows:

Select all invoice requirements from: From the drop-down calendar select the date from which Invoices will be included. If nothing is entered then all Invoices up to the ‘To Date’ will be selected.

To: From the drop-down calendar select the date up to which Invoices will be included. This is prefilled with the system date but can be amended if required.

Include Sales Deliveries: If this is ‘checked’ then ‘Delivery’ Sales Type orders are to be included. The next four fields are available to refine the selection.

From Order Number

To Order Number

From Delivery

To Delivery

If nothing is entered then all Invoices raised against ‘Delivery’ Sales Type Orders will be included. You can also refine the selection by .checking' the checkbox 'Ready to Invoice Status only'. This will only include those Deliveries whose 'Shipping' Status is 'Ready to be Invoiced'.

You can make a further refinement by restricting the Invoice creation to a specific Billing Customer or Invoicing Group (see below)

Include Sales Orders (Counter Sales): If this is ‘checked’ then ‘Counter’ Sales Type orders are to be included. The next two fields are available to refine the selection.

From Order Number

To Order Number

If nothing is entered then all Invoices raised against ‘Counter’ Sales Type Orders will be included.

You can make a further refinement by restricting the Invoice creation to a specific Billing Customer or Invoicing Group (see below)

Include Recurring Invoices: If this is ‘checked’ then Direct (Contract) Invoices are to be included. The next two fields are available to refine the selection.

From Contract Number

To Contract Number

If nothing is entered then all scheduled Invoices due against all Contracts will be included.

You can make a further refinement by restricting the Invoice creation to a specific Billing Customer or Invoicing Group (see below)

Include Job Orders by Range: If this is ‘checked’ then Job Order Invoices are to be included. The next two fields are available to refine the selection.

From Order Number

To Order Number

Include Job Orders by Selection: If this is ‘checked’ then you can click on the button "Select Jobs" and this will present another screen for you to pick and choose one or more jobs to include in this invoice. This Job Selection screen list is user customisable to display the desired columns.

If nothing is entered then all scheduled Invoices due against all Job Orders will be included.

You also have the following selection options:

Specific Project: From the drop-down list select a Project if you wish to restrict the selection to a single Project

From Job Schedule: If this is ‘checked’ then Invoices for Jobs with Invoice Style ‘From Schedule’ will be included in this batch

From Job Actuals: If this is ‘checked’ then Invoices for Jobs with Invoice Style ‘From Actual Entries’ will be included in this batch

Finished Status Only: This field only becomes active if the previous checkbox is selected. If this is ‘checked’ then only those ‘From Actual Entries’ Jobs whose status is ‘Finished’ will be selected.

Additionally you can make a further refinement by restricting the Invoice creation to a specific Billing Customer or Invoicing Group (see below)

Specific Billing Customer: If you wish to restrict the Batch to a specific Billing Customer then select the Customer from the drop-down list.

Specific Invoicing Group: If you wish to restrict the Batch to all Customers within an Invoicing Group then select the Group from the drop-down list.

Upon completing the above click on the ‘’Create’ Button to generate the Invoice(s).

Create an Invoice or Credit without an Order: Select this ‘Radio Button’ if you are creating a single Invoice or Credit, and select a Billing Customer in the next field.

Upon selection of the Billing Customer click on the ‘’Create’ Button to generate the Invoice or Credit

Create Credit by Reversing an Existing Invoice: Select this ‘Radio Button’ if you are crediting and existing Invoice. Select the Originating Invoice from the drop-down list.

If you want Ostendo to apply the Credit as a payment against the Invoice then ‘check’ the ‘Apply credit as payment’ checkbox.

Upon selection of the existing Invoice click on the ‘’Create’ Button to generate the Credit

Buttons

Create: Click the ‘create’ button to create the Invoices from the above selections. The selected invoices are created in line with the Customer settings. I.e.

•	If the Invoice Consolidation flag against the Customer is set to ‘Consolidate by Customer’ then a single Invoice will be created for that Customer

•	If the Invoice Consolidation flag against the Customer is set to ‘Consolidate by Order’ then a single Invoice will be created for each Order

Cancel: Click the ‘cancel’ button to exit this panel

Save: Not applicable to the List panel

Cancel: Not applicable to the List panel

Delete (or Credit): If the current highlighted Invoice has not been printed then this button will contain the label ‘Delete’. If pressed then the Invoice will be deleted.

If the Invoice has been printed then this button will display ‘Credit’. In this instance selecting this button will return a panel containing the following Radio Buttons

Create a Reverse Financial Credit for the selected Invoice

This will create a Credit Note only. Any Stock Issues relating to the originating Invoice should be manually reversed (or flagged as ‘non-charge’) within the originating order.

Create a Direct Credit using the Invoice as a Template

A screen will appear that displays the Lines of the original Invoice. Against each line is a checkbox. You should select the Lines to be credited and click the 'Accept Selected Lines' button to create a Direct Credit for these specific Lines.

If you now go into the generated Credit you will see that the Credit Invoice status is 'Planned' and the originating Invoice reference appears in the Description Line of the Credit.

If you go to the Lines for the Credit Invoice and click on the 'Line Variants' tab you will see the quantity being credited (as a negative amount). You have the option to enter a negative quantity in the field 'Write-Off Quantity'. Upon Posting the Credit the full returned quantity will be returned to Stock and the Write-Off Quantity will then be issued from Stock to the Cost Centre linked to the Transaction Type selected in Item Rules field 'Stock Write-Off Type'

Related: This will bring up a list of functions that are related to Batch Invoicing. You may open and maintain information in those screens whilst still remaining in the Batch Invoicing screen.

Reports: This will bring up a list of Reports that are related to Batch Invoicing. You can immediately run the report whilst still remaining in the Batch Invoicing screen.

Print: This will generate and print the current Sales Invoice

Detail Tab

This tab allows you to maintain the individual Invoices or Credits

Entry and Display fields

Invoice Number: Display only field showing the system generated Invoice number. Start and current Invoice Numbers are maintained via File>System Configuration>System Settings

Invoice Date: This is date when the Invoice was created and is validated against the Financial Cut-off date when posting. You can amend the date by either overtyping the date or selecting the date from the drop-down calendar.

Status: This status is updated by the program and records the progress of the Invoice. The display options are:

•

Planned

•

Printed

•	Partially Paid

•	Fully Paid

Invoice Type: A program maintained field that shows from where the Invoice was generated. The display options are:

•	Direct Invoice

•	Generated Invoice

•	Credit From Invoice

Invoice Style: A program maintained field that shows whether it is an Invoice or Credit.

Invoice Print Status: Display only field showing the current status of the Invoice Print. The options are

•

Printed

•	Not Printed

Don’t Print on Statement: If this is ‘checked’ then this Invoice or Credit will not appear on the Customer Statement.

Site Name: If the Invoice has not been printed then you may allocate this Invoice to another site from the drop-down list but only if your User Signon record is flagged to allow you to make the change

Credit Terms: This is prefilled with the credit terms taken from the Order or Customer. It can be amended by selecting revised Terms from the drop-down list. Credit Terms are maintained via File>Financial Configuration>Credit Terms.

Due Date: Tin the first instance this is evaluated from the Invoice Date and takes into account the Credit Terms. This can be amended by over-typing or selecting a new date from the drop-down calendar.

Shipping Method: This is prefilled with the Shipping Method currently held against the Billing Customer. You can amend this by selecting another method from the drop-down list. You may maintain Shipping Methods by either clicking on the icon to the right of this field or click on the ‘Related’ button and select ‘Customer Shipping Methods’.

Sales Person: This is prefilled with the Salesperson currently held against the Billing Customer. You can amend this by selecting another Salesperson from the drop-down list. You may maintain Salespeople by selecting General>Employees and identifying the Employee as a ‘Salesperson’

Charge Freight: ‘Check’ this checkbox if freight is to be charged. The next field will become active for entry of freight details.

Freight Details: Click on this button to enter the following details:

Freight is Taxed: ‘Check’ this if the Freight is Taxable. The next field will be activated

Tax Code: From the drop-down list select the Tax Code that applies to this Freight

Freight Amount: Enter the Freight Amount (not including Tax)

Billing Customer: This is prefilled with the Billing Customer as held against the Order or Customer record. It may be amended by selecting a new Billing Customer from the drop-down list

Billing Details: If you click this button then a drop-down panel will be presented that shows the current address details of the Billing Customer. They can be amended at any time by keying directly into the following fields.

Address: Three lines are available for entry of the Billing Address of the Customer.

City: Enter the Town or City of this Billing Address.

State: Enter the State of this Billing Address.

Code: Enter the Postcode or ZIP Code of this Billing Address.

Country: Enter the Country of this Billing Address.

Delivery Details: If you click this button then a drop-down panel will be presented that shows the current delivery address details of the order Customer. They can be amended at any time by keying directly into the following fields.

Address: Three lines are available for entry of the Delivery Address of the Customer.

City: Enter the Town or City of this Delivery Address.

State: Enter the State of this Delivery Address.

Code: Enter the Postcode or ZIP Code of this Delivery Address.

Country: Enter the Country of this Delivery Address.

Currency Code: Prefilled with the currency code for this Customer but can be amended by selecting another currency from the drop-down list

Exchange Rate: Prefilled with the exchange rate taken from the Exchange Rate table for the currency. This rate can be over-ridden if required

(Button) Pay Now: If this button is pressed then a separate panel will appear for you to enter a payment against this Invoice. This screen contains the following fields;

Invoice Number: Display only field referring to this Invoice Number

Billing Customer: Display only field showing the Billing Customer for this Invoice

Payment Date: This is prefilled with the system date. You may amend this by over-typing the date or selecting a date from the drop-down calendar. Upon posting this Payment a check will be made to ensure that this date is after the ‘Cut-Off’ date as set up in File>Financial Configuration>Cut-off dates.

Payment Method: From the drop-down list select the method by which the Payment was made. Payment Methods are user-defined under File>Financial Configuration>Payment Methods.

Payment Reference: Open-format field for you to enter any identifying reference to the Payment. No checks are made on this entry.

Banking Method: (Display Only) This is the Banking Method linked to the Payment Method selected. The options are:

Directly to Account: Posting will occur upon update in this screen

Using Bank Deposit: Posting will occur when banked through the Bank Deposit routine

Account for Payment: From the drop-down list select the Account to which the Deposit will be made. Payment Accounts are user-defined under File>Financial Configuration>Payment Accounts.

Payment Reference: Enter details of the Payment (Example: Cheque Number)

Balance Due: Display only field showing the outstanding balance against this Invoice.

Payment Amount: Enter the amount received against this Payment

Discount Given: Enter any discount that is given against this Invoice payment

Payment Rounding: Enter an amount around which the Payment will be rounded. If nothing is entered then 0.01 is assumed

Remaining Balance: Display only field showing the outstanding Invoice value

Change Due: Display only field showing the calculated change due as a result of the entered Payment Amount taking into account and Discount and Rounding.

Buttons

Accept: This will create a Payment record linked to the Invoice

Cancel: Cancel and ignore the entry and return to the Direct Invoice screen

Invoice Values: Display only fields showing the current financial status of the Invoice. The displayed fields are:

Nett Amount: Amount not including Tax

Freight Amount: Freight Amount not including Tax

Tax Amount: Tax charged on Invoice Lines and Freight

Total Amount: Sum of the above

Paid Amount: Amount paid to date

Balance Due: Outstanding balance

(Button) Pay Now: If this button is pressed then a separate panel will appear for you to enter a payment against this Invoice. This screen contains the following fields;

Invoice Number: Display only field referring to this Invoice Number

Billing Customer: Display only field showing the Billing Customer for this Invoice

Payment Method: From the drop-down list select the method by which the Payment was made. Payment Methods are user-defined under File>Financial Configuration>Payment Methods.

Payment Reference: Open-format field for you to enter any identifying reference to the Payment. No checks are made on this entry.

Banking Method: From the drop-down list select the method by which the Payment will be banked. The options are: