Invoice Page Field Definitions
The Invoice record is a multi-page layout containing information on the Invoice. All underlined field titles | indicate Mandatory Fields. All italicized field titles indicate the field cannot be modified. The information in italicized fields comes from another record, an earlier page in this record or through a function performed. All bold typed fields can be used for Searching purposes.
Record Invoice Ship Fields Definitions
Navigation between pages in the layout, acceptance and cancellation of changes, and movement between records in the current selection are accomplished with the Navigation Pallet.
The "Invoice" record is very similar to the "Order" record. Most fields transfer directly to the Invoice from the Order. The exception is when creating a POS (Point of Sale) Invoice, therefore bypassing the "Order" record.
The field and definitions to follow are the fields not on the "Order" record.
Invoice #is automatically assigned by CommerceExpert/WebClerk. The beginning number is designated in the "Defaults" record.
Packed By default to the Employee who is assigned when the Invoice was created. It can be modified.
Date Rev is the date to review the Invoice to see if the "Consign" status needs to be changed.
Days Paid is the number of days it took for the payment of this Invoice.
Date Paid is the date the Invoice was paid in full.
Date Linked is the date the Invoice was created into a Sales Journal.
Journal Comp is activated when the Invoice has been created into a Sales Journal.
Dscnt is the amount that has been discounted from the Invoice.
UnPaid is the balance due on this Invoice. It is a non-enterable field.
Weight Est is an automatic calculations that is determined by the weight of the Items shipped and Quantity being shipped, if the "Estimated Freight" box is activated (X). If the "Estimated Freight" box is not activated (X) in the "Order" record, then this field is enterable. The "Estimated Freight" box can be activated in the "Invoice" record.
If you are using the "Manifest System" and have a multiple package shipment click on the words "||Weights Est" to open the widow shown below. This allows you to enter the weight of each package and whether it is insured, oversized or being tracked.
Pay't is the payment Popup menu. If payments have been made towards the Order or Invoice, the payment information is visible in the Popup menu when: Action menu > Relate Files is selected.
The dollar amount that has not been applied to an Invoice is the number visible in the list.
To see more detail on a payment, click on the "Delta" (s) side of the "Add/Delta" button. To add a payment, click on the "Add" (+) side of the button.
Payment area allows payment for the Invoice to be applied to the Invoice. This is one of the ways payments can be made for an Invoice.
To add a payment to an Invoice from the" Invoice" screen, click on the "+" button.
Customer, Invoice and Order are information from the "Invoice" record. They are non-enterable.
Type Payment is a Popup menu listing the choices of payments types. These payment types are set up through the Admin dept > Records menu, by selecting "Accounts". The second page of the "Accounts" record is the list of payment type accepting by you.
Date is an automatic entry of today's date. It can be modified.
Currency is the currency documented in the Invoice. It is used if you sell and accept payments in a different currency than US dollars.
Sale Exch Rate is the Exchange Rate that was current when the Sale was made. This Exchange Rate was used in calculating the dollar amount at that time.
Pay Exch Rate is the Exchange Rate that is current on the day of payment. It defaults to the current Exchange Rate for the currency but can be modified.
Sale Amount is the unpaid amount on this Invoice.
Payment Amt is the amount of this payment. It defaults to the unpaid amount but can be modified.
Diff is the remaining unpaid amt after this payment.
Apply Discount is a box to activate if you wish the amount in the difference to be applied as a discount.
Exchange Discount is the dollar amount earned or loss due to the Exchange Rate variation.
Credit Card is the Card number. It automatically enters from the "Customer's" record if available. It saves only if a number is put in the "Approval" field.
Expires is the expiration date of the Credit Card.
Approval is the Approval number given to you when calling into the Card Service. If approval is not needed for the amount but the Credit Card information needs to be saved type in a number.
Check # is the Customer's check number.
Bank is a field to input the Bank from which the check is written.
Name on Acct can be used to designate the name on the Credit Card account or the check.
Comment is a field for the input of a short Comment.
Appl is a button used to Apply Payments made in the "Order" record to this Invoice. The "UnPaid" amount then reflects the difference.
Line item search area is used identically as it is in the "Order" record.
History buttons are used to display information as in the "Order" record.
The "Shipping" page of the "Invoice" record is identical to the "Order" record's" Shipping" page. Modifications can be made of this page. The modifications can affect the "Customer" and/or "Order" record.
Company, Phone, Ordered No and Cust Po # are fields from the "General" page. They are non-enterable fields.
Std Comment is a Popup menu of comments. The chosen Comments print on this Invoice. Modification to the Popup are done under: Admin Dept > Records menu.
Invoice Comments is the area that displays the chosen "Std Comments". A comment can be typed in this area also.
Universal is a button used to modify or set up a Comment that prints on every Invoice.
Customer Comment is the "Comment" field that come from the "Customer's" record. These Comments do not print on any forms. Modifications affect the "Customer's" record.
Produced By is the Employee who last assigned to the Order.
Commission is information transferred from the "Order" record. This area contains information on internal Salesperson and Rep organization.
Profile 1 / Profile 2 are "Empty" fields to be used at you discretion.
The Credit area comes directly from the "Customer's" record.
Trans is a button that transfers all Line Items, which are Subfiles, from the chosen "Invoice" records and puts them in a direct file named "InvLines". This allows Line Items to be used in reports.
Clicking the "Transfer" button opens the "Warning Screen" shown below.
Click "OK" to continue the process.
This process creates records in a file named "InvLines". To view the records from this file at any time choose: Actions menu > Search.... Highlight the "InvLines" file.
The Remove Inv by BOM button (Output screen on InvLines):
1. Locates those Items with a Bill of Materials.
2. Removes the proper quantity of first level bill of materials from the respective Item's Quantity on Hand.
The Apply Pay button Searches for payments made in "Order" records that relate to the Invoices in the Output screen. If it finds a payment that has not been applied, it applies it to the Invoice.
Sum button totals the Invoice Total and the Balance Due for the Invoices in the Output screen.
Late Charges is a button which initiates the calculation of late charges for the Invoices chosen. When this button is selected a screen opens for the input of the late charge %.
When the "OK" button is clicked a finance charge is calculated for each of the Invoices. The finance charges shows up as a negative payment in the" Invoice" record and is displayed as a finance charge when statements are printed.