Print Invoice Register (IN44)

The Print Invoice Register (IN44) prints an audit of all Invoices and Credit Notes processed by the last run of the Schedule Invoices/Credits (IN43) program. The program prints the Daily and Monthly Totals, the GL Summary, the EFT Register and the Payment Authorization Log. When you accept the Register, the Customer Open Item Master file and the General Ledger Collector file are updated.

• IN44 runs typically once per day following the scheduling of Invoices and/or Credit Notes for each Sales Office.

• Distributions to the G/L for the Sales, Cost of Sales and Inventory Control accounts are defined in Company Control Initialization (CC00/Invoicing/General Ledger) for each Sales Office. If there is no entry in the G/L table for a specific location/Product GL/Customer type combination, then the Invoicing cycle generates postings to 'dummy' accounts and writes them into the G/L Collector File (GLCF).
  • The accounts generated are composed as follows:
    "LL" = Location
    "PP" = Product
    "C " = Customer Type

  • If the Sales account cannot be found, Sales are posted to account "xxLLPPC".
    If the C.O.S. account cannot be found, Cost of Sales are posted to account "yyLLPPC".
    If the Inventory account cannot be found, Inventory is posted to account "zzLLPPCC".

    For example, if a posting is generated to "xx02049", this means that the Sales account for location "02", Product GL code "04" and Customer type "9" was not found in the G/L table.

  • The dollars posted to the generated account must be transferred via Journal Entry into the correct account. Note: You must create a master file record for the generated account via Maintain Chart of Accounts (GL01) first.

Follow these steps to run IN44:

1. When you select IN44, the Sales Office screen automatically opens. Select the Sales Office for which the Invoices/Credit Notes are designated.
   • If there are no Invoices or Credit Notes scheduled, the following message displays: "Schedule Invoices/credit notes first. OK". Click OK and run IN43 before proceeding.

2. The following message displays: "Do you wish to print the INVOICE Register now? Yes/No". Select Yes to continue with the print process; select No to cancel the request.

3. The Printer Selection screen automatically opens. Select the device destination and click OK.

4. The Print GL screen opens. Select one of the following two options and then click OK:
   • D-Print GL Detail by Invoice - the GL Codes and amounts for the Invoice are accumulated and printed after each Invoice detail line. The GL Detail line prints a maximum of 6 GL codes and amounts per line.

   • S-Print GL Summary only - a one-line summary for each Invoice detail line is printed. The GL codes and amounts for the Invoice are not accumulated and printed after each Invoice.

5. The Report Complete screen opens when the report is generated. Enter the Acceptance Codes to accept the report, click Restart to restart the printing of the report, or click Abort to cancel the report.

6. Once the Acceptance Codes are entered, the Customer Open Item Master file and the General Ledger Collector file are updated.

The Invoice Register is made up of 4 sections:

1. Invoice Register - the first section contains the Invoices and their relevant register details, such as Invoice total, sales, taxes and a summary of the daily totals and MTD totals.
   • The GL details for each Invoice may be included with each Invoice line on the Register if you select 'Detail' on the Print GL window (at print time).

2. GL Summary - the second section provides a GL summary for all Invoices on the Register.

3. EFT Register for Invoice Register - the third section displays the detail of the EFT transactions from the Invoice Register, if any transactions use the EFT component.
   • The EFT Register reports by the Merchant Bank.

4. Payment Authorization Log for Invoice Register - the forth section displays the status of each EFT transaction's authorization (at the point of IN44 printing).