Differences
This shows you the differences between two versions of the page.
Both sides previous revision Previous revision Next revision | Previous revision | ||
cats:procedures:invoices:inventoryinvoices [2016/03/04 15:35] – [Preparing to Invoice] amanda | cats:procedures:invoices:inventoryinvoices [2023/05/12 19:49] (current) – [Invoice Subtotal Options] wiki_admin | ||
---|---|---|---|
Line 1: | Line 1: | ||
=====How to Create Inventory Invoices===== | =====How to Create Inventory Invoices===== | ||
+ | {{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**. | ||
Line 13: | Line 15: | ||
- 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=== | ||
Line 41: | Line 43: | ||
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. | ||
Line 53: | Line 55: | ||
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 **'' | ||
Line 61: | Line 63: | ||
====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. | ||
- | + | ||
+ | ===Editing a Traffic Screen=== | ||
+ | At the moment of attempting to pick a traffic screen, you may receive the warning about fields not filled in on the location screen. This warning is in place to prevent items that should not be invoiced (due to status or current location) from being selected as inventory on an invoice. | ||
+ | [{{: | ||
+ | |||
+ | Instead of exiting and editing the traffic screen from the main menu, you can pick **Tools > Edit this Traffic Screen** to have CATS call up the location screen in edit mode, where you can fill in whatever data is missing. | ||
+ | [{{: | ||
===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==== | ||
Line 100: | Line 110: | ||
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 |
[{{: | [{{: | ||
Line 112: | Line 137: | ||
====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. |
[{{: | [{{: | ||
Line 120: | Line 145: | ||
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. |