General (RS41)

The General folder in Enter Cash Counter Invoices (RS41) is used to create Invoices, Credit Notes and Back orders for the Customer entered in the Header section. Order and Hold options, Customer specific information and Tax License information is entered/displayed on this folder for the current Sales Order.

The following list defines every field on the General folder:

• In the Customer Name & Address section the Customer Name and Address information for the current Customer automatically displays once the Customer code or Sales Order number is entered in the Header section. The Customer Name and Address are defined in Customers (SU13/Header) and cannot be modified in RS41.

• The Ship To field defines the Shipping Address of the Sales Order that appears on the transaction for shipping purposes.

  Note: If you are using a tokenized credit card in payment 1 or 2 on the Total folder and you change the ship to field on the order, there are special processing rules that apply. For details on the Ship To rules for tokenized credit card payments, click here.

  The 'Ship-To' field offers 3 options:

  1. Alternate Ship-To Address:
     • Clicking on the query in the 'Ship To' field opens the Ship-To Address window. Select one of the Ship-To Addresses for this Customer. These Addresses are defined in Customer Ship To Addresses (SU14). You can also modify or create a new Ship-To record for the Customer by clicking on the 'Open' folder. For more information on creating and modifying Ship-To Addresses in SU14, click here.

     Note: Tax is calculated based on the transaction's Tax Group (Tax Groups are defined in Invoice Tax Groups (IN06)). A new transaction first acquires this from the Tax Group assigned to the Customer in SU13. If a Ship To code is entered, the Tax Group assigned from Customer Ship To Addresses (SU14) is used. The transaction's default Tax Group can be changed on the General folder and/or a transaction line's Tax Group can be changed using the 'More Detail Data' window on the Lines folder.

  2. Manual Ship-To Address:
     • Enter a Manual Shipping Address for this transaction by entering an M in the Ship-To field and then pressing Enter. The Manual Ship To Addresses screen opens:
       • Enter a maximum of 30 characters in the 'Name', 'Address 1', 'Address 2' and 'City' fields.
       • Enter or select from the query a 'Prov/State'.
       • Enter a maximum of 10 characters in the 'Postal/Zip' field.
       • Enter a maximum of 20 characters in the 'Country' field.
       • If your company is using Order Management (OM) for Order control, the 'Zone' field is available otherwise this field is not available (grayed-out). The Zone is not used in RS41.

     Note: The Manual Ship-To Address is bound to the transaction with which it was created and is no longer valid once the Order is completely shipped and invoiced. Manual Ship-To Addresses cannot be used with other transactions; if the transaction becomes an Invoice, the Manual Ship-To Name and Address information are retained only for use with Invoice History in Display Invoices from History (IN45) until the Invoice is purged from history.

     Note: Tax is calculated based on the transaction's Tax Group (Tax Groups are defined IN06). A new transaction first acquires this from the Tax Group assigned to the Customer in SU13. If a Manual Ship To Address is entered, the Tax Group associated with the current Tax Group for the transaction is used. The transaction's Tax Group can be changed on the General folder and/or a transaction line's Tax Group can be changed using the 'More Detail Data' window on the Lines folder.

  3. 'Same' Address as Customer Address:
     • By default, the 'Ship To' field is set to 'Same'. For some Customers, the Shipping Address is the same as the Customer's Address already on the screen (from SU13). To keep the Shipping Address the same as the Customer's mailing Address, simply TAB over this field.

     Note: Tax is calculated based on the transaction's Tax Group (Tax Groups are defined in IN06). A new transaction first acquires this from the Tax Group assigned to the Customer in SU13. If the Ship To is set to 'Same', then the transaction's Tax Group remains set to the default Tax Group from SU13. The transactions Tax Group can be changed on the General folder and/or a transaction line's Tax Group can be changed using the 'More Detail Data' window on the Lines folder.

• Customer PO - in the Customer Purchase Order (PO) field, you have 3 options:
  • Leave this field blank for Customers that do not require a Purchase Order.

  • If a default or blanket PO number is defined SU13/OE/AR for the Customer, the PO Number automatically displays in this field. Tab over this field to keep the blanket PO or enter an alternate PO number.

  • Enter the Customer's PO number up to a maximum of 30 characters. Note: If the Customer PO entered exists on other Orders (other than a Blanket #), the following message automatically displays: "WARNING: This P.O. Number Used on Order (xxxxxx), OK". Click OK to close the message window and accept the entered Customer PO OR enter a new Customer PO number.

  Note: If the Customer is flagged in SU13/OE/AR as having a Purchase Order number 'Required', you will not be able to go to any other folder until the Purchase Order number is entered. The following message displays: "Some of the mandatory fields are incomplete. OK". Click OK to close the message window; the cursor will return to the 'Customer PO' field.

  TIP: The 'Customer PO' is referenced throughout Enterprise on Customer Display screens, Reports, Shipping Documents and Invoices. Collecting this information can assist you in providing service to your client, assist the client in processing your Invoice for payment and help to prevent you from creating a duplicate Order for the same request from this client.

• Ship Via - enter or select from the query the Ship Via code as defined in Ship Via table (SU09). The 'Ship Via' code prints on the shipping document and on the Customer Invoice. Your Shipping Department can determine the Carrier that should be used to deliver the Sales Order to the Customer. The default 'Ship Via' for the current Customer is taken from SU13/Invoicing.

• Source Code - the Source Code defaults to '5' (Cash Counter Sales). This Source Code is hard coded into the RS41 program however; you can enter or select from the query the Source Code as defined in Invoice and Order Sales Sources (IN04). The 'Source Codes' are collected at a transaction's point of entry to categorize the transactions into groups such Telephone, Fax, Web, etc. The S/A Sales by Source Sales Rep and Source Report (SA33) includes the sum and count of Sales from a particular Source Code.

• In the Dates section:
  • Order Date - the Order Date defaults to the 'Invoice/GL Posting' Date entered when RS41 is first opened. This date is referenced to throughout the Invoicing systems on display screens, reports and on the shipping document.

  • Date Required - the Date Required field defaults to the current Enterprise system date.

  • Earliest Receipt Date - the Date Required field defaults to the current Enterprise system date.

  • Cancellation Date - the Cancellation Date defaults to a date that is two years from the current Enterprise system date and only is relevant if a Sales Order is created from the backorder(s) on the current invoice. The Cancellation Date identifies the date on which the Customer will no longer accept the goods.

  Note: RS41 does not use the Dates for Future Orders or for Order Management. The default Dates entered in this section require little modification.

• Campaign - allows you to associate a Campaign code to the current Retail Sales Invoice transaction. Note: This field is only available when you have the CRM module initialized.

  The following rules apply to the Campaign field:

  • You can enter or select from the query a Campaign for the current Retail Sales Invoice.

  • The date verification of the Campaign is based on the Start and End Date entered in the CRM Campaign view. If you select a Campaign that contains start and end dates outside of the current order date, the following message displays: "Campaign XXXXXXXX is only available from mm.dd.yy though mm.dd.yy. OK". You must select a Campaign with a date range that is valid with the current order date.

  • For Retail Sales Invoices that have been processed and are now being credited by Auto Credit or RMA, the Campaign information displays in this field but cannot be edited.

    Note: We recommend that if goods are being returned for a credit and Campaign information has been applied to the Retail Sales Invoice, that you use the Auto Credit routine for the credit. Using the Auto Credit routine guarantees the integrity of the Campaign information.

  Tip: The information entered in this field can be used to track statistics for Campaigns using the iTopia Campaign Analysis views in the CRM Report Views section.

• Trade Show - allows you to associate a Trade Show code to the current Retail Sales Invoice transaction. Note: This field is only available when you have the CRM module initialized.

  The following rules apply to the Trade Show field:

  • You can enter or select from the query a Trade Show for the current Retail Sales Invoice.

  • The date verification of the Trade Show is based on the Start Date and Last Date to Order dates entered in the CRM Trade Show view. If a Last Date to Order is not entered in the CRM Trade Show view, then the End Date (from the CRM Trade Show view) is used for verification. If you select a Trade Show that contains start and end dates outside of the current order date, the following message displays: "Trade Show XXXXXXXX is only available from mm.dd.yy though mm.dd.yy. OK". You must select a Trade Show with a date range that is valid with the current order date.

  • For Retail Sales Invoices that have been processed and are now being credited by Auto Credit or RMA, the Trade Show information displays in this field but cannot be edited.

    Note: We recommend that if goods are being returned for a credit and Trade Show information has been applied to the Retail Sales Invoice, that you use the Auto Credit routine for the credit. Using the Auto Credit routine guarantees the integrity of the Trade Show information.

  Tip: The information entered in this field can be used to track statistics for Trade Shows using the iTopia Trade Show Analysis views in the CRM Report Views section.

• In the Transaction Type section:
  • Select a Transaction Type from the drop down list. In RS41, the valid options are 'Retail Invoice' and 'Retail Credit'. The default is 'Retail Invoice'. Once a Transaction Type is selected, it becomes the default Type for subsequent Transactions until the Transaction Type is changed or RS41 is closed and reopened.
    • Retail Invoice - if you select the 'Retail Invoice' Transaction Type, a debit Invoice is generated for the current Sales Order. The Use RMA button becomes available. You can generate an Invoice by clicking the RMA button and selecting the required information in the Create Order/Invoice/Credit from existing RMA panel or by entering all the information directly into RS41. For further information on the 'Use RMA' functionality click here.

      Note: Once a Debit RMA is generated, the following message displays: "Order xxxxx invoice xxxxxxx created with x lines. OK". Click OK to close the message window. The Debit remains on the screen in case you want to make modification to the Debit Note.

    • Retail Credit - if you select the 'Retail Credit' Transaction Type, the Use RMA and Auto Credit buttons become available to create the Credit Note. If you are not directly applying a Credit against an existing Invoice or creating a Credit from an RMA, you can enter the Credit directly into IN41. For more information on creating Retail Credits from Auto Credit or RMAs, click here.

    Note: Selecting a different Transaction Type to create a transaction, also changes the RS41 default Transaction Type. You many need to adjust the Transaction Type for your next transaction.

  • Accept B/O - the Accept Backorder (B/O) check box is automatically selected if 'Accept BO' is selected in SU13/OE/AR for the current Customer. The Accept B/O option is used to control whether an Order transaction will create backorders for Products that cannot be allocated at the point of entry.
    • If a Customer does not accept backorders, the backordered quantity will not be cancelled until Invoice and Credit Note Update (IN43) is accepted. When the Invoice for Orders that do not Accept backorders is printed, the following message prints at the bottom of the Invoice: "*** Any back ordered product has been cancelled. Please reorder ***". The Customer will see the cancelled backorders and re-order accordingly.

    • When the Accept B/O option is selected, a backorder for the Sales Order is created for the difference between the Order Quantity and the Shipped Quantity.

      Note: If a backorder is created from a Retail Invoice in RS41 the backorder can only be processed through IN41.

  • Ship Complete - in RS41, the Order is considered complete and an Invoice number is assigned immediately, regardless of whether the Ship complete flag is selected or not. Once the Invoice cycle is complete, any back orders remain in the system and follow the OE30 rules for this flag. Note: Back orders that go through OE30 will also go through IN41, and not RS41.
    • Note: If the B/O Complete flag is selected, then the Ship Complete flag is disabled.

  • B/O Complete - in RS41, the Order is considered complete and an Invoice number is assigned immediately, regardless of whether the B/O complete flag is selected or not. Once the Invoice cycle is complete, any back orders are cancelled if this check box is selected. If this check box is not selected, back orders are created. Note: Back orders that go through OE30 will also go through IN41, and not RS41.
    • Note: If the Ship Complete flag is selected, then the B/O Complete flag is disabled.

  • Manual Hold - the Manual Hold check box is not available in RS41.

• In the Manual Hold section the 'Release Date', 'Comment' and 'Put on Hold by' fields are never available in RS41.

• Order Type - Select an Order Type from the drop down list. The Order Type is set to the 'Default Order Type' defined in SU13/OE/AR for the current Customer. There are three valid options from which to choose:
  • Regular
  • Sample
  • FOB

  The Order Type determines the Commission and Royalty rates for the Order.

  Note: If you switch from 'Regular' to 'FOB' or from 'Sample' to 'FOB' the following message displays: "Warning! The order quantities may not comply with the FOB criteria. Do you wish to continue? Yes\No".

  • With 'FOB' as the the Order Type, the quantity entered on the detail line on the Lines folder should be a multiple of the SKU Qty for the GTIN flagged as the Default Costing record in P/O Purchasing Info (PO13) in Enterprise 5.1 and higher; in Enterprise 5.0 the quantity entered should be a multiple of the Split Quantity for the Product entered in Products (IM13).
  • Select Yes to continue with the transaction. You are automatically returned to the Lines folder.
  • Select No to close the message window and return to the 'Order Type' field.

• Reorder - the Reorder check box is automatically selected if current Customer's 'Default Order Type' is 'Regular' and the Customer has previously ordered any Product. This field provides extra information for the person entering the Order to identify the Customer as a repeat Customer. The Reorder check box is for information purposes only, you cannot modify the Reorder flag.
  Note: The 'Current Year' field in the 'Order Value for Discount Check' section of SU13/OE/AR must be greater than zero in order for the Reorder check box to function properly. If the Current Year field is never updated (manually in SU13 or automatically in Order Values for Discount Update (SU61)), the Reorder check box is never selected.

• Tax License 1 - this field may already be populated if the Customer has a predefined 'Tax License 1' in SU13/OE/AR. The Tax License field records the Tax Exception, Registration or Business Number of the Customer. You can edit the Tax License field. Changes made to the default Tax License affect only the current Sales Order (and subsequent Invoice). The Tax License 1 field is printed/displayed on a variety of forms and displays. Note: The Tax License 1 field does not affect the calculation of tax.

• Tax License 2 - this field may already be populated if the Customer has a predefined 'Tax License 2' in SU13/OE/AR. The Tax License field records the Tax Exception, Registration or Business Number of the Customer. You can edit the Tax License field. Changes made to the default Tax License affect only the current Sales Order (and subsequent Invoice). The Tax License 2 field is printed/displayed on a variety of forms and displays. Note: The Tax License 2 field does not affect the calculation of tax.

• Tax Group - the Tax Group defaults to the Tax Group set up for the Customer in SU13 or, if an alternate Ship To Address is used, the Tax Group set up in SU14. You can override this default Tax Group by entering or selecting from the query a different Tax Group.

  Note: If you are using Auto Credit or Use RMA, the tax group and tax override flags default from invoice history to the codes on the original invoice.

  The Tax Group determines how the tax routine assesses the Taxes associated with the transaction. The Inventory Tax Groups (IN06) program is used to create Tax Groups, which can contain no taxes, a single tax, or a collection of taxes. The Inventory Tax Codes (IN05) program manages the individual taxes contained in the Tax Group.

  • Each Customer Master (SU13) record and Ship-to Address (SU14) record is assigned a default Tax Group.

  • When a transaction is totalled, the Tax Codes defined in IN05, within the assigned Tax Group defined in IN06, of each line is assessed to determine the taxable sales for each individual tax and to calculate the tax amount.

  • For an overview of the Tax Set Up, click here .

  If you change the Tax Group, and you have one or more detail lines added tot he Order on the Lines folder, the following message displays:

• Select All Lines to update all detail lines, including those flagged with an Override in the 'Tax Group' section of the More Detail Data window, with the new Tax Group.

• Select Keep Override to update all detail lines except those flagged as override in the 'Tax Group' section of the More Detail Data window with the new Tax Group.

• Select Cancel to cancel the request. The Tax Group field retains its original value.
• Date Shipped - the Date Shipped field defaults to the 'Invoice/GL Posting' date entered when RS41 is first opened. This field is for information purposes only and cannot be edited.
  • Note: This field is used to capture the date on which the Order is shipped. This field is for information purposes only and prints on the Customer Invoice.

• Ship Doc - the Shipping Document field changes according the Transaction type selected:
  • If the Transaction Type is 'Retail Invoice', the Ship Doc field displays DIRBL. This field is for information purposes only and cannot be edited.

  • If the Transaction Type is 'Retail Credit', the Ship Doc field displays NOTES. This field is for information purposes only and cannot be edited.

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

Button Label	Icon	Functionality
Warehouse		Warehouse is only available on the initial entry of an Order/Invoice where the Transaction Type is either Retail Invoice or Retail Credit. Once detail lines are added to the Order, this button becomes unavailable. The Warehouse button provides access to the Warehouse Selection List to change the current Warehouse. For more information on the Warehouse selection screen, click here.
Use RMA		Creates an invoice or credit note from an RMA created in Return Merchandise Entry (IN67). This option is only available when the Transaction Type is set to 'Direct Bill' or 'Credit Note'. Note: This functionality is most typically used when the RMA generated in IN67 will be used to create a Credit Note for the returned Product. For further information on the 'Use RMA' functionality click here.
Auto Credit		Allows you to issue a Automatic credit towards a selected invoice when the Transaction Type is 'Retail Credit'. For further information on Auto Credit functionality click here .

^RS41/General