1Transaction Processing
Option 8Invoice Form
This function allows you to print invoices by order number. These forms are printed on either standard 8 1/2 x 11 inch paper or special preprinted forms, depending on the entry in the Parameters file. The header on invoices shows the company name and address, and various order data from the Sales Orders record.
If a different warehouse was specified for the line item than the warehouse entered on the order record, the line item warehouse and description is printed on the invoice. Also, if a special instruction is specified for the line item, this instruction is printed directly following that line item.
During invoice printing, the invoice number is assigned from the Next Invoice No field in the Parameters file. At this time, the system also calculates sales tax, discounts, and subtotals for each order.
If the Invoice Date field on the Sales Orders record is blank, the system defaults the current system date on which the invoice is printed. If a date has been entered in the Invoice Date field, the system prints that date on the invoice (regardless of when you print invoices). When the invoice is printed, the system displays the assigned invoice date in the Invoice Date field on the Sales Orders record.
The system calculates the due date based on the invoice date and the terms set up on the Sales Orders record. Each time invoices are printed for this order, the due date is recalculated and redisplayed in the Due Date field on the Sales Orders record.
A sample Invoice form is shown below:
Expert Distributing, Inc.
I N V O I C E
INVOICE NUMBER 1003 Apply To INVOICE DATE 08/12/89
Ship To Sold To
Burlington Enterprises Burlington Enterprises
404 W. 12th Street 404 W. 12th Street
Spokane, WA 98003 Spokane, WA 98003
Ship Via: Fast Freight, Ltd. FOB: Shipping Dock Salesperson: 010
PO No: P10982 Terms: Net 30 Date Req: 08/10/89
Freight: Prepaid/Charge to Customer From: Main Facility
Order: 100001 - 01
=============================================================================
Product Ordered Shipped Backorder Unit Price Dsc Extension
Description
___________ _______ _______ _________ __________ ___ _________
10 1.00 1.00 0.00 247.500 5 235.13
Product 10 Drop Shipments From: Drop Ship Warehouse
This is a product substitution. We were unable to fill your
original order and have substituted an alternate product.
Please let us know if the product we have sent meets your
requirements and expectations.
20 2.00 1.00 1.00 320.000 0 320.00
#4 12" Gold Plated Black Round
30 1.00 1.00 0.00 360.000 10 324.00
#56 10" Red Cylinder From: South End Facility
Your shipment has been packaged carefully by professionals.
However, due to the fragile nature of this equipment,
damage sometimes occurs. Please let us know immediately if
any part of this shipment has been damaged.
=============================================================================
Subtotal % % Discount Freight Sales Tax Other Total
879.13 1 0 8.79 60.00 0.71 0.00 931.05
Less Deposit 100.00
Net Total 831.05Here is a sample Debit/Credit Memo:
Expert Distributing, Inc.
D E B I T M E M O
INVOICE NUMBER 1004 Apply To INVOICE DATE 08/15/89
Ship To Sold To
B & J Materials Corp. Master Sellers Company
425 Battery Street 401 Texas Blvd.
Bldg. 3-308
San Francisco CA 94111 Los Alamos, NM 45213
Ship Via: Acme Transport FOB: Shipping Dock Salesperson: 010
PO No: P3050 Terms: 2/10, Net 30 Date Req: 08/15/89
Freight: Prepaid From: South End Facility
Order: 100002
=============================================================================
Product Ordered Shipped Backorder Unit Price Dsc Extension
Description
___________ _______ _______ _________ __________ ___ _________
30 1.00 1.00 0.00 360.000 0 360.00
#56 10" Red Cylinder
This is a product substitution. We were unable to fill your
original order and have substituted an alternate product.
Please let us know if the product we have sent meets your
requirements and expectations.
Your shipment has been packaged carefully by professionals.
However, due to the fragile nature of this equipment,
damage sometimes occurs. Please let us know immediately if
any part of this shipment has been damaged.
=============================================================================
Subtotal % % Discount Freight Sales Tax Other Total
360.00 1 2 10.73 45.00 0.00 50.00- 344.27