Invoice Direct Bills and Credit Notes (IN41) Header Record

The Invoice Direct Bills and Credit Notes Entry (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.

1. 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 Sales Offices and Warehouses (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.
     • The default Sales Office for your Operator ID is set up in Operator Passwords and Privileges (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 IN41 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. 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.

4. If the Transaction Type on the General folder is set to:
   • Direct Bill
   • Credit Note
   • Batch Invoice
   • Prebill

   Enter or select from the query a 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 Invoice, Direct Bill, Credit Note, or Prebill 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.

   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:

   Note: Unlike Order and Quote Entry (OE30), messages indicating that the Order may go Hold are only warnings; any Order generated in IN41 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 'Print' or 'Flash' messages are entered in Customer Messages (SU24) for the current Customer, the message(s) from SU24 automatically display. Click OK to close these message windows.

   • If an alternate Ship-To Address exists for the current Customer in Ship-To Addresses (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 stopping you from generating an Invoice is Delete. All other Status flags for the Customer display a message but no Holds are 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. (For Orders created in IN41, the Order is not put on Hold.)

     • 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 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. (For Orders created in IN41, the Order is not put on Hold.)

     • 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, the Summary Invoice Cost Centre window automatically displays. 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. This order will go on credit hold. 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 or Quotes for the Customer until the Payment Method is configured.

5. 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 transferred to IN41 when the Invoice number is entered. The cursor is automatically positioned in the 'Date Shipped' field on the General folder.

6. The Order field serves two purposes:
   1. 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.

   2. 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:

   • Schedule Orders for Printing (OE32) and Shipping Documents Print (OE34)
   • Order Auto-Print Processor (OE33)
   • Order Management Order Scheduling and Printing (OM33)

     Note: For pre-bill warehouses, when the 'Picking Doc for Prebill' is set to 'N' in Sales Offices and Warehouses (CC96), then OE34 does not need to be run.

   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.

7. 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 .
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.

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^{IN41/Footer record}