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cats:procedures:invoices:inventoryinvoices [2016/04/04 14:21] – jen | cats:procedures:invoices:inventoryinvoices [2023/05/12 19:49] – [Adding Invoice Subtotals] wiki_admin | ||
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=====How to Create Inventory Invoices===== | =====How to Create Inventory Invoices===== | ||
- | {{entry> | + | {{entry> |
Purchase and sale invoices are used to affect open inventory and the Accounts Payable and Accounts Receivable G/L accounts in CATS. These two types of invoices are created in almost the same way. | Purchase and sale invoices are used to affect open inventory and the Accounts Payable and Accounts Receivable G/L accounts in CATS. These two types of invoices are created in almost the same way. | ||
====Quick Inventory Invoice Procedure==== | ====Quick Inventory Invoice Procedure==== | ||
- | - Go to **Invoicing > Invoice Preparation > Purchase (or Sale) > Add**. | + | - Go to **File > Invoicing > Invoice Preparation |
- Select a type of invoice (AP and SF are final types) and pick **Apply**. | - Select a type of invoice (AP and SF are final types) and pick **Apply**. | ||
- Enter the base **Contract Number**, **Invoice Date**, and **Invoice Account**. You may be able to enter the **Invoice Number** as well. Click **Apply**. | - Enter the base **Contract Number**, **Invoice Date**, and **Invoice Account**. You may be able to enter the **Invoice Number** as well. Click **Apply**. | ||
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- Adjust items by double-clicking on them in the list of items. | - Adjust items by double-clicking on them in the list of items. | ||
- When finished with all changes, pick **Prn** from the menu to print the invoice and choose an output. | - When finished with all changes, pick **Prn** from the menu to print the invoice and choose an output. | ||
- | - Change the drop-down box to **'' | + | - Change the drop-down box to **Post Invoice** (if applicable with your company' |
====Preparing to Invoice=== | ====Preparing to Invoice=== | ||
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Select a type of invoice from the chooser, then select Apply to proceed to adding invoice details. | Select a type of invoice from the chooser, then select Apply to proceed to adding invoice details. | ||
- | [{{: | + | [{{: |
Typically, you should use **PP** for Proforma Purchase or **AP** for Purchase Payment (final invoice type with a fixed price and weight). Use **SP** for Proforma Sale or **SF** for Final Sale. | Typically, you should use **PP** for Proforma Purchase or **AP** for Purchase Payment (final invoice type with a fixed price and weight). Use **SP** for Proforma Sale or **SF** for Final Sale. | ||
Enter the correct details for this invoice, including contract number, account code, and invoice date. | Enter the correct details for this invoice, including contract number, account code, and invoice date. | ||
- | [{{: | + | [{{: |
Pick **Apply** to continue and create the invoice. | Pick **Apply** to continue and create the invoice. | ||
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The invoice screen will be displayed (see image below). | The invoice screen will be displayed (see image below). | ||
- | [{{: | + | [{{: |
No invoice items currently exist for this newly created invoice, so the amount on the bottom is **'' | No invoice items currently exist for this newly created invoice, so the amount on the bottom is **'' | ||
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====Selecting Inventory to Create Items==== | ====Selecting Inventory to Create Items==== | ||
Choose **SInv** from the menu to pick inventory for this invoice. | Choose **SInv** from the menu to pick inventory for this invoice. | ||
- | [{{: | + | [{{: |
- | A list of traffic screens for the contract number you selected will be displayed. | + | A list of traffic screens for the contract number you selected will be displayed.If a screen is available (not already selected on another invoice), the **Selected** column will display **Available**. |
- | [{{: | + | Click in any available |
- | + | [{{: | |
- | If a screen is available (not already selected on another invoice), the **Selected** column will display **'' | + | [{{: |
- | + | ||
- | Click in any field for a single screen, then on the menu select **Tools > Pick this Traffic Screen** to choose the highlighted screen. | + | |
- | [{{: | + | |
Click on each mark to copy from the location screen to this invoice, then pick **Continue**. | Click on each mark to copy from the location screen to this invoice, then pick **Continue**. | ||
[{{: | [{{: | ||
- | The select inventory screen will show **'' | + | The select inventory screen will show **Selected** in the Selected column. |
- | [{{: | + | [{{: |
Pick **Exit** to save these changes and return to the invoice. | Pick **Exit** to save these changes and return to the invoice. | ||
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===Selecting Multiple Screens at Once=== | ===Selecting Multiple Screens at Once=== | ||
- | To choose all available (literally marked **Available** in the scan) screens for this invoice, use the **Tools > Pick All** menu option. | + | To choose all available (literally marked **Available** in the scan) screens for this invoice, use the **Tools > Pick All** menu option. CATS will only allow you to "Pick All" if the traffic screen is complete. |
[{{: | [{{: | ||
<note tip>You will not be prompted to select individual marks if you use this option.</ | <note tip>You will not be prompted to select individual marks if you use this option.</ | ||
+ | |||
+ | If you want to view a different contract, go to **Tools > Select Contract to View**. | ||
+ | [{{: | ||
+ | Then proceed to choose a contract to view. Press **Continue** to view the inventory available. | ||
+ | [{{: | ||
+ | |||
====Editing Invoice Fields==== | ====Editing Invoice Fields==== | ||
Select **Edit** from the toolbar menu to change fields on this screen, such as the Payment Terms, Remark, B/L Number, Due Date, etc. Fill in the fields as desired, then pick **Save** from the top menu to continue. | Select **Edit** from the toolbar menu to change fields on this screen, such as the Payment Terms, Remark, B/L Number, Due Date, etc. Fill in the fields as desired, then pick **Save** from the top menu to continue. | ||
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From the invoice screen, select **Item > Add Invoice Item**. | From the invoice screen, select **Item > Add Invoice Item**. | ||
+ | ====Adding Invoice Subtotals==== | ||
+ | |||
+ | You can create separate sub-totals for your invoice items listing. Subtotals are special items that print out the subtotal for a selection of items. The order used when creating the items and subtotal lines determines which items show up in which section. | ||
+ | |||
+ | < | ||
+ | |||
+ | From the invoice screen, select **Item > Add subtotal** | ||
+ | |||
+ | ====Invoice Subtotal Options==== | ||
+ | |||
+ | Subtotal lines can have individual settings to control which fields are totaled and how the subtotals are calculated. | ||
+ | |||
+ | * Print if empty. If enabled, this subtotal will display on the printed invoice even if it doesn' | ||
+ | * Nested subtotal. If enabled, this subtotal line will be nested inside a parent subtotal. | ||
+ | * Running totals. If enabled, the subtotals will resume after this entry rather than resetting to 0. | ||
====Multi-Contract Invoices==== | ====Multi-Contract Invoices==== | ||
You can select inventory to include on this invoice for more than one contract, as long as the contract has the same account code. From the **Sinv** scan, pick **Tools > Select contract to view**. | You can select inventory to include on this invoice for more than one contract, as long as the contract has the same account code. From the **Sinv** scan, pick **Tools > Select contract to view**. | ||
[{{: | [{{: | ||
- | CATS will call up a chooser of all contracts for that account code. Pick a contract | + | CATS will call up a chooser of all contracts for that account code. Choose |
[{{: | [{{: | ||
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====Marks on Invoices==== | ====Marks on Invoices==== | ||
- | To see the marks displayed as a list (as the items are shown), click on the blue '' | + | To see the marks displayed as a list (as the items are shown), click on the blue **Switch to marks** link just above the invoice item list. |
[{{: | [{{: | ||
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As with marks in other areas of CATS, if there is no value in a field, that field will not show up in the marks list on printed documents. | As with marks in other areas of CATS, if there is no value in a field, that field will not show up in the marks list on printed documents. | ||
- | Click '' | + | Click **Switch to Items** to return to viewing a list of items. |
On unposted invoices, you can also view the marks by selecting **Mark** from the menu. You can edit mark details as you would on location screens here. | On unposted invoices, you can also view the marks by selecting **Mark** from the menu. You can edit mark details as you would on location screens here. |