The Pooled Invoice Groups set-up screen is accessed via Terminations / Miscellaneous Options / Pool Groups and is used to define how termination invoices are to be raised for customers allocated a particular pooled group.
The screen is split into three areas. These are the Titlebar , the Pooled Invoice Groups Dialogue Box and the column of Command Buttons down the right-hand side of the screen.
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
To create a new pooled invoice group select the Create Command Button.
To view or amend an existing pooled invoice group use the following procedure:
The cursor is located in the Group field prompting selection of a pooled invoice group for the purposes of viewing/editing an existing record. A single-left-click of the ellipsis button to the right of this field displays a Pool Groups List Box that enables selection from the current pool group codes on the system. If necessary, the scroll bar (to the right of the screen) may be used to locate the required code. Following selection of the required pooled invoice group by highlighting with the mouse, the OK command button is used to confirm this selection and return the pooled invoice group to the Pooled Invoice Groups screen.
The dialogue box displays a number of details relating to the selected pooled invoice group record , which are as follows:
A thirty character alphanumeric free-format meaningful textual description for the selected pool group code e.g. Annual Pooling .
The date the next invoice is to be released. This field must be completed or the system is unable to run any invoices for customers with the selected pooled invoice group.
Selection of the ellipsis (...) button immediately to the right of the date field displays a monthly diary screen in order to assist in establishing the correct date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of the Exit command button exits the diary screen. A double-click on the appropriate day of the month enters this date into the appropriate date field.
The number of months between invoicing runs. For example, if this is set to 12 the system creates annual invoices.
A checkbox which, when ticked, denotes that if the overall invoice value for the period is a credit then the system releases a negative invoice for the customer. If the checkbox is left blank then the system carries the negative value forward to the next invoice period.
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the Pooled Invoice Groups screen and returns to the Miscellaneous Options Menu .
Provides online access to a context sensitive Help screen.
Enables the creation of an additional Pooled Invoice Group . Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Pooled Invoice Group is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Pooled Invoice Group so that only required values need be edited.
Provides the facility for editing the set-up options of the current Pooled Invoice Group record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Pooled Invoice Group record.
On first accessing the Pooled Invoice Groups screen this command button is greyed-out. Following selection of the Amend button the Save option then becomes available to enable any edits to be confirmed.
On first accessing the Pooled Invoice Groups screen this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK"
Selection of this button displays a further screen that provides an Ad-hoc Report Generator for the creation of quick query reports to screen..
Selection of this button displays a further screen that provides an itemised display of all the selection criteria for the current Pooled Invoice Group record.