The Point-of-Sale system provides the facility to deliver goods with an advice note, and then produce an invoice to the customer in a batch run. This is sometimes useful for trade customers who take multiple individual deliveries but for whom it is more convenient to produce a single consolidated invoice perhaps once per day or once per week. It is also useful for dealers who make staggered deliveries over a period of time against a single customer order or schedule, and want to raise an invoice when the delivery is complete.
The parts required are entered onto a WIP in the normal way, but instead of being invoiced immediately, they are treated in a similar manner to workshop issues by raising a requisition. A format stationery will be supplied to produce a customer delivery or advice note in place of the standard requisition format and define how the batch selection process is configured. This causes the parts to be de-carded immediately and the appropriate entries written to the parts transaction log file at the same time to ensure that the movement is recorded. The transaction is not given a sales invoice number at this time.
When the Batch invoices/credits program is run, it identifies all the goods delivered in this way, produces the invoice or invoices required, and updates the transaction log entries with the sales invoice numbers concerned.
To batch invoices/credits:
From the Rev.8 Master Menu, select the Point-of-sale option and Company you require.
The POINT OF SALE menu is displayed.
Select the Batch invoices/credits option.
The Print Batch of Invoices/Credits form is displayed.
Complete the Selection criteria.
Click the Scan WIPs button.
The system updates the Documents to print field in the Print group box with the number of documents found.
To review the documents, click the Review button.
The Review WIPs form is displayed.
Note: All documents are ticked by default to be included in the batch run.
To exclude documents from the batch run, untick the records, and click OK.
To print the documents, click the Print button.
The documents are printed to the currently selected printer.
The Print Batch of Invoices/Credits form is displayed when you select the Batch invoices/credits option from the POINT OF SALE menu. From this form you can print a batch of invoices or credit notes.
Departments: Enter the department letter for which you want to print invoices/credit notes. This is commonly P, W or B to signify Parts, Service or Bodyshop.
All: Tick this box to print invoices/credit notes for all departments.
Route: Enter the code for the delivery van route that was used for a customer delivery. Only invoices/credit notes for the selected route will be printed.
All: Tick this box to print invoices/credit notes for all routes.
Due in / required: Enter the Start and End dates to select the WIPs required. If selecting Service WIPs enter the "Due in" date held on the WIP headers, or enter the "Required" date held on the WIP headers if selecting Parts WIPs.
Due in / Required: Enter the Start- and End dates to select/scan the WIPs required. When the Scan is run, the search looks at the Due-in date for Service WIPs and the date Required for Parts WIPs, which are both held on the Order Tab of the WIP header. If either of these two values is blank, the scan looks at the date Created, also held on the Order Tab.
N.B. If the Aftersales company is set up as a Warehouse, this field on Parts WIPs is displayed as the Due-in date.Warning: If the search criteria are edited after a scan has been run, you must click the Scan button again prior to clicking the Review button.
Tip: A search is available for these date fields, click the Ellipsis button
to invoke the search. An electronic calendar is displayed, select the month and date required and double-click to load the chosen date.
Account: These two fields allow you to print documents for a range of accounts. Enter the first and last account numbers in the range.
Advice: These two fields allow you to print documents for a range of advice notes. Enter the first and last advice note numbers in the range.
Delivery note: These two fields allow you to print documents for a range of delivery notes. Enter the first and last delivery note numbers in the range.
Documents: The following three check boxes allow you to specify what is included in the batch run. These boxes are ticked by default. Untick a box to exclude an option from the batch run.
Invoices: Includes invoices in the batch run.
Credit notes: Includes credit notes in the batch run.
Consolidated invoice accounts: This option combines multiple WIPs for the same account number into one invoice. This feature is dependant on the WIPs having an Invoice Account Type that matches the Cons inv acc types held on the Main Tab of the POS parameters form. Un-tick this option if you are not consolidating WIPs, otherwise your results may not be as expected.
Gauge: Displays a progress of the scan.
PUSH BUTTON:
Scan WIPs: Scans the system for WIPs that match your selected criteria.
Print:
Documents to Print: This is a non-editable field. When you click the Scan WIPs button this field is automatically updated with the number of documents that match your selection criteria. When you review the WIPs, this value is automatically adjusted if you exclude documents from print.
WIP number: This is a non-editable field. It displays the WIP number of the document currently being printed.
Gauge: Displays a progress of the batch run.
PUSH BUTTONS:
Review: Allows you to review the documents that are currently included in the batch run, and exclude documents from print if required.
Print: Prints the documents to the currently selected printer.
