Invoice & Credit Note Update (IN43)

The Schedule Invoices/Credits (IN43) allows you to schedule Invoices and Credit Notes for processing. IN43 also does the following tasks:

• Creates the Invoice Register that summarizes the days Invoicing for each Sales Branch/Office including:
  • Audit Trail by Invoice number and Prefix
  • Daily Sales totals
  • Summary of the General Ledger Postings

• Adjusts Inventory balances for the shipped quantity (or returned quantities in the case of Credit Notes) and logs all transactions in the Inventory Movement File including serial/lot control detail.

• Updates unit sales, dollar sales and cost of sales in the Sales Analysis master files.

You should typically run IN43 once a day after all Invoices and Credit Notes are entered and printed for each Sales Office. The following systems are updated as a byproduct of running this program:

• Updates Invoice Register file for each Sales Branch which prints the Invoice Register (IN44) that ultimately updates the Customer Open Item Master File.

• Updates the Inventory Movement file with each line transaction.

• Updates the GL Summary file that prints the GL summary on the Invoice Register and ultimately posts to the GL Collector file.

• Updates the Inventory Master file (i.e. reduces the on-hand balance and reserve fields).

• Updates unit sales, dollar sales and cost of sales figures in the Sales Analysis Master files.

• Updates '# of hits' in the Product Hits Master file. Hits are the number of times a Product has been requested not the quantity sold. The '# of Hits' is a restriction used in the Report/Reset Class Codes (IM61) report. Note: Credit Notes do not update the number of hits.

• If you have entered a GL account code in the 'Cost Override Variance GL Acct' field in Company Control Initialization (CC00/Invoicing), and a cost override is entered in IN41 or RS41, the Inventory Sub-Ledger and Inventory Control accounts in the GL remain in balance. The variance between current Average cost and the Override cost is tracked to the variance account on an IN43/IN44 batch basis. Each variance posting is easily tracked to the IN44 register and subsequently back to the Invoice or Credit Note number.

Follow these steps to run IN43:

1. The Sales Office screen automatically opens. Select the Sales Office and click OK to continue.
   • If there are no Invoices to schedule, the following message displays: "There are no invoices/credit notes to schedule. Run IN42. OK". Click OK and IN43 closes.

   • If Invoices are scheduled, but the Invoice Register has not been printed, the following message displays: "The invoices/credits have already been scheduled. Run IN44. OK". Click OK and IN43 closes.

2. If Invoices and Credit Notes are processed separately as defined in Company Control Initialization (CC00/Invoicing) AND if a different Prefix is assigned to Invoices and Credit Notes in Maintain Sales Office/Warehouse Numbers (CC96), the following message displays: "Do you wish to schedule INVOICES now? Yes/No".
   • Select Yes to schedule Invoices.
     • The following message displays: "Do you wish to start this update? Yes/No". Select Yes to schedule Invoices; select No to cancel the request and close IN43.

   • Select No and the following message displays: "Do you wish to schedule CREDIT NOTES now? Yes/No".
     • Select Yes to schedule Credit Notes. The following message displays: "Do you wish to start this update? Yes/No". Select Yes to schedule Credit Notes; select No to cancel the request and close IN43.

     • Select No to cancel the request and close IN43.

3. A progress bar displays the progress of IN43. When the Scheduling is complete, IN43 automatically closes.