Summary
Displays logged orders, Invoices relating to those orders and optionally a snapshot of details of those orders
Details
Functions for this screen:
Tick/Untick only show Job XXXX - Search only for this Job
Tick/Untick Only show Ok to Invoice -
Tick/Untick Only show Supplier - Search a particular Supplier for both Invoices and Orders
Tick/Untick Only show Request for Invoice Suppliers - Shows only Suppliers setup for Request for Invoice (this will be greyed out unless the Supplier chosen has this option selected in the Suppliers)
Tick/Untick Only show Cost Centre (CC) - Searches for this CC for both Invoices and Orders
This screen is broken up into 2 main parts, the Top being for Purchase Orders and the bottom is dedicated to Invoices
Purchase Orders Grid
Authorised: Tick option for the Orders that have been authorised
Supplier: The Supplier code and name
Job: The Job number the Order is for
Cost Centre: The CC the order is for
Load: The Load on the CC
Order Value: The Value of the Order
Already Invoiced: The amount already Invoiced
% Ok to Pay / Completed: The percentage of the Order that has been received
Ok to Invoice:
Order Number: The Order number generated or created
ORun: The Over Run number and Cause
Comments: Add in any additional comments
Invoices Grid
Authorised: Authorise Invoices
Tran No: The Transaction number for the Invoice
Supplier: The Supplier code and name
Job No: The Job number which the Invoice was posted against
Cost Centre: The CC the Invoice was posted against
Load: The Load specific for the Invoice
Reference: Invoice number / Reference, something for the User to look back and know what the Invoice was for
Amount: The amount the Invoice was for
GST: The GST amount applied
Inv Date: Date for when the Invoice was posted
Comments: Any comments added to the Invoice during update
Calculation routine (Only goes through the routine if using Job Control, if you are not using Job control the % needs to be manually added)
The Balance of each order is displayed based on
(Order Value) x % (OK to Pay) - (Already Invoiced)
The OK to Pay % is the key to determining whether invoices relating to particular orders should be accepted.
This Percentage may be entered :
| • | In this routine, by directly editing the Orders grid. |
| • | In this routine, in the Edit menu (see below) |
| • | In Quantities / Orders / Select Orders Grid |
| • | In Job Control, Main Screen / Grid |
| • | In Job Control, Main Screen / Orders |
| • | In Job Control, Orders Menu, multiple orders can be set to an input % |
If a % OK to Pay is entered against individual orders, the system calculates a balance payable for each order
Entering an amount in the balance column back calculates a % OK to Pay
Toolbar
Edit Menu
Set 100 % Complete - Sets all selected orders to 100% OK to Pay
Set 0 % Complete - Clears OK to Pay on all selected orders
Set to CC % Complete - Sets all selected orders to the same % OK to Pay as the corresponding budget
Set loads on Invoices - Sets all selected invoices to an input load number
Refresh Already Invoiced - Refreshes the already invoiced column on all selected orders.
Authorise selected Invoices - Authorises Invoices
Request for Invoice
Request Invoice by Formats and sends Requests for Invoices in the desired manner
Printout
Attached Email
Embedded Email
SMS
Suppliers Default - The default method as set in Suppliers is used
Select Layout - Selects an RTF layout
Edit Layout - The selected RTF layout is edited
Show Requests - The Request for Invoices screen is shown
Prepare Invoice based on the current order.
Selects or deselects all Orders or Invoices
Generate/Print out Ok to Pay
Closes the routine