Enter Inv/Direct Bills/Credits (IN41) Header Record
The Enter Inv/Direct Bills/Credits (IN41) Header record is available on every folder within IN41. The information on each folder relates to the Customer selected in the Customer field or the Order entered in the Order field.
Note: The buttons found in the Footer section (at the bottom of the screen) are defined in this topic.
- When IN41 first opens, the Sales Office window automatically displays.
- Select the the Sales Office for this Sales Order and press Enter. Note: Sales Offices are defined in Mntn Sales Office/Whse Numbers (CC96). Each Sales Office may be assigned a set of distinctive prefix characters for the following IN41 transaction types: Sales Orders, Invoices, and Credit Notes. By setting up unique Sales Offices you can easily identify the transactions for each Sales Office during the Order/Invoice cycle.
- After the Sales Office has been entered, one of the following windows/messages automatically displays:
- If the Transaction Type on the General folder is set to 'Invoice', enter or select from the query a Sales Order in the Order field.
- If you select a Sales Order created in OE30 under a different Sales Office than the current Sales Office, the following message displays: "This order was entered in sales office ##. Modify this order? Yes/No/Cancel". Select Yes to close the message window and modify the current Order. Select No or Cancel
to close the message window and clear the Order field.
- If the Transaction Type on the General folder is set to:
- Direct Bill
- Credit Note
- Floor Charge Debit
- Floor Charge Credit
- Batch Invoice
- Prebill
Enter or select from the query a Customer code in the Customer field.
When the 'Transaction Type' is set to any of the options listed above (i.e. not Invoice), the following messages may automatically display, depending on the 'Sales Office', 'Alternate Ship-To' and 'Status' of the Customer:
- The Customer Name & Address automatically display once the Customer code is entered (and all messages are closed) or the Order number is entered. If you are entering an Order for any Transaction Type except 'Invoice', the defaults set up for the Customer in SU13 automatically populate the fields on each folder in IN41 and the cursor is automatically positioned in the 'Ship-To' field on the General folder.
If you are entering the Order using the 'Invoice' Transaction Type, any data entered in OE30 is automatically transfered to IN41 when the Invoice number is entered. The cursor is automatically positioned in the 'Date Shipped' field on the General folder.
- The Order field serves two purposes:
- To display the order number for the transaction. The first character of the transaction number assigned, referred to as the prefix, is based on the prefixes configured for the current sales office as defined in CC96.
Note: The order and invoice numbers are not generated until the first product line is updated on the Lines folder.
- To select an existing order transaction for invoicing.
You can only invoice sales orders that have been processed by one of the order handling programs, including:
If the EFT pre-authorization issued from an automated gateway expires before the order (created in OE30) is invoiced, then the following message displays when the order is entered: "Pre-Authorization for Payment Method ABC has expired. There are outstanding EFT transactions for this Order. OK".
- When you click OK on this message, the order automatically clears. You must pre-authorize the order in Process EFT Authorizations (AR39) before creating the invoice.
If the expired pre-authorization was manually entered, then the following message displays: "Pre-Authorization for Payment Method ABC has expired. OK".
- You can invoice the order, but you must enter an authorization code before running IN42.
- The Invoice field serves three purposes:
- To recall an Invoice that has already been generated in IN41, but not printed.
- To enter an Invoice number if the Transaction Type is 'Batch Invoice'.
- To display the Invoice number once the first detail line is updated on the Lines folder.
The following table outlines the functionality of each button on the Header record in IN41:
Button Label |
Icon |
Functionality |
Customer Notes |
|
Opens the Maintain Customer Notes screen that enables you to add or modify a note for the current Customer. Once notes are entered, the icon changes to indicate that there are existing notes . |
Order Notes |
|
Opens the Maintain Order Notes screen that enables you to add or modify a note for the current Sales Order. Once notes are entered, the icon changes to indicate that there are existing notes . |
Update |
|
Updates the information on the current folder to the Sales Order. |
Delete |
|
Deletes the Product added to the Sales Order on the Lines folder. |
New |
|
Clears all fields allowing you to begin a new Sales Order. |
Delete Record |
|
Removes the currently selected Order and all of the Detail Lines. For more information on deleting the current record, click here. |
IN41/Header record
IN41/Footer record
|