Enter Cash Counter Invoices (RS41) Header Record

The Enter Cash Counter Invoices (RS41) Header record is available on every folder within RS41. The information on each folder relates to the Customer selected in the Customer field.

Note: The buttons found in the Footer section (at the bottom of the screen) are defined in this topic.

1. When RS41 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 Sales Offices and Warehouses (CC96). Each Sales Office may be assigned a set of distinctive prefix characters for the following RS41 transaction types: Invoices, and Credit Notes. By setting up unique Sales Offices you can easily identify the transactions for each Sales Office during the Invoice cycle.

   • The default Sales Office for your Operator ID is set up in Operator Passwords and Privilege (CC03), but you can select any Sales Office from the list.

     Note: If you have Sales Orders for different Sales Offices, you must close and reopen RS41 to select an alternate Sales Office.

2. After the Sales Office has been entered, one of the following windows/messages automatically displays:
   • If this is a new batch, the Invoice/GL Posting Date window opens displaying the current GL posting date. If you want to enter a different date, from the query associated with the Date field, enter or select the appropriate posting date. The date is validated to be within the current/next fiscal period for invoicing (as updated by SA89).

   • If the batch has entries in it, the following message displays: "Current Invoice Posting Date is dd/mm/yyyy". OK". Click OK to continue entering more invoices using this date. If you do not want to continue, then exit out of the program. You cannot change the invoice batch date until the invoice cycle has been completed (IN42/IN43/IN44) or, if you have only gone as far as printing the invoices in IN42, you can use Invoice G/L Posting Dates (IN98) to change the invoice/GL posting date for this batch.

     Note: The invoice date is also the GL posting date and the inventory movement date. This date dictates the current or next month statistics.

3. Enter or select from the query the Customer code in the Customer field.

   Note: If you have the CRM module initialized, you can have Customer codes that are flagged as 'Prospects'; you cannot create an Retail Sales Invoice for a Prospect. If you enter a Prospect in the Customer field, the following message displays: "The Account type you entered is a Prospect type. Only Customer Account Types are allowed into Invoicing. Prospects can only be entered in OE30 Quotes and IM81 Photo Quotes. OK". Click OK to close the message window and select another Customer code.

   The following messages may automatically display, depending on the 'Sales Office', 'Alternate Ship-To' and 'Status' of the Customer when the Transactions Types is set to any option but 'Invoice':

   • Note: Unlike Enter Orders/Quotes (OE30), messages indicating that the Order may go Hold are only warnings; any Order generated in RS41 will be Invoiced.

   • If the Sales Office selected is not the Sales Office set up for the Customer in Customers (SU13/Info), then the following message displays: "This Customer's Sales Office is (xx). Continue? Yes\No". Select Yes to continue entering the Order. Select No to clear the Customer code field and begin again.

   • If 'Display' messages are entered in Customer Ship-to Addresses (SU24) for the current Customer, the message text from SU24 automatically displays. Click OK to close these message windows.

   • If an alternate Ship-To Address exists for the current Customer in SU14 the following message displays: "Alternate Ship-To Code(s) are Available. OK". Click OK to close the message window. Once the message is closed, you can select an alternate 'Ship To Address' from the Ship To drop down menu on the General folder.

   • The Customer's Status is defined in SU13. Depending on the Status of the Customer, various messages automatically display. The following list defines every Customer Status available and the associated message:

     Note: The only Status flag that will keep you from generating an invoice is Delete. All other set flags for the Customer will display the messages but no holds are be applied to the order.

     • H - the Customer is new and is on Hold. The following message displays: "Customer Status is 'H'. This order will go on credit limit hold. OK". Click OK to close the message window. You can continue entering the Sales Order, but the Order will not be scheduled until the Hold is released. (You can release the Hold via Release Orders on Hold (OE65). For more information on OE65 click here.

     • D - the Customer is flagged for Deletion. The following message displays: "This Customer has been coded for deletion. OK". Click OK to close the message window. The Customer field automatically clears and you cannot enter Sales Orders/Quotes for this Customer.

     • P - the Customer is in Pending Credit status. The following message displays: "Customer Status is 'P'(Pending). Order will be held. OK". Click OK to close the message window. You can continue entering the Sales Order/Quote but the Order/Quote is automatically put on a Credit Limit hold and cannot be scheduled until the Hold is released using OE65.

     • A - the Customer is Active. Several messages and/or windows can display, depending on the setup and AR status of the Customer in SU13:
       • If the Customer is flagged for 'Summary Invoicing' in SU13/Invoicing and the 'Available for Retail Sales' check box is selected, the Summary Invoice Cost Centre window automatically displays. For more information on entering information into this screen click here. Note: If you have not purchased 'Summary Invoicing' as an option module this screen will never display for your company.

       • If the Customer has exceeded the Credit Limit defined in SU13/OE/AR (all open Orders plus outstanding AR balance exceeds credit limit), the following message displays: "Customer has exceeded their credit limit. OK". Click OK to close the message window.

       • If the Customer's Account is delinquent, the following message displays: "Customer's account is delinquent! Backorders might go on hold! OK". Click OK to close the message window.

       • If the Customer does not have a valid Payment Method set up in Invoice Payment Methods (IN08) for the Warehouse selected, the following message displays: "You cannot use this Customer. No Payment Methods are configured. OK". Click OK to close the message window. You cannot enter Orders for the Customer until the Payment Method is configured.

4. The Customer Name & Address automatically display once the Customer code is entered (and all messages are closed). The defaults set up for the Customer in SU13 automatically populate the fields on each folder in RS41 and the cursor is automatically positioned in the 'Ship-To' field on the General folder.

5. The Order number is not generated until the first Product line is Updated on the Lines folder.

6. The Invoice field is not populated until the first Product line is Updated on the Lines folder.
   • Once an Invoice or Credit is printed via the Total folder, you can only recall the transaction using the Invoice query to reprint it. The following message displays: "Retail invoice (xxxxxxx) has been printed. Detail lines cannot be altered. Do you want to reprint? Yes/No". Select Yes to reprint the Invoice/Credit. Select No to cancel the request.

   • You cannot recall an Invoice or Credit that was created in Invoice Direct Bill and Credit Note Entry (IN41). If you enter an Invoice/Credit Note created in IN41, the following message displays: "Invoice cannot be displayed or reprinted through Retail Sales. Please use IN41. OK". Click OK to close the message window.

   • If either a Retail Invoice or Retail Credit were entered in error or require an adjustment, you must enter a new Invoice or Credit.

7. The Override Prices check box is not used in RS41.

The following table outlines the functionality of each button on the Header record in RS41:

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 .
Submit		Updates the information on the current folder to the Sales Order.
Delete		Deletes the Product added to the Sales Order on the Lines folder.
Clear		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.

^{RS41/Header record}

^{RS41/Footer record}