cats:procedures:invoices:inventoryinvoices

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cats:procedures:invoices:inventoryinvoices [2016/05/09 14:18] – jencats:procedures:invoices:inventoryinvoices [2023/05/12 19:49] (current) – [Invoice Subtotal Options] wiki_admin
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 ====Quick Inventory Invoice Procedure==== ====Quick Inventory Invoice Procedure====
-  - Go to **Invoicing > Invoice Preparation > Purchase (or Sale) > Add**.+  - Go to **File > Invoicing > Invoice Preparation > Add > Purchase (or Sale)** OR **Invoicing > Add Invoice > Add Purchase / Add Sale / Add Vendor**.
   - 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 **''Post Invoice''** (if applicable with your company's settings) to post the invoice. +  - Change the drop-down box to **Post Invoice** (if applicable with your company's settings) to post the invoice. 
  
 ====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. 
-[{{:cats:procedures:invoices:invoicetype_sale.png|Select a type of invoice to add, then pick Apply.}}]+[{{:cats:procedures:invoices:invoice_selectinvoicetype.png?|Select a type of invoice to add, then pick Apply.}}]
  
 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.
-[{{:cats:procedures:invoices:invoice_addsaleinvoice.png|Enter the Date, Contract Number, and Account for this invoice.}}]+[{{:cats:procedures:invoices:invoice_createinvoice.png?|Enter the Date, Contract Number, and Account for this invoice.}}]
  
 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). 
-[{{:cats:procedures:invoices:invoice_blankselectinventory.png|A blank invoice screen with no units. Use SInv to pick inventory for this invoice.}}]+[{{:cats:procedures:invoices:invoice_blankinvoice.png?|A blank invoice screen with no units. Use SInv to pick inventory for this invoice.}}]
  
 No invoice items currently exist for this newly created invoice, so the amount on the bottom is **''0.00''**. This invoice cannot be posted until it has invoice items with units, weight and/or an amount on it.  No invoice items currently exist for this newly created invoice, so the amount on the bottom is **''0.00''**. This invoice cannot be posted until it has invoice items with units, weight and/or an amount on it. 
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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. 
-[{{:cats:procedures:invoices:invoice_selectinventory.png|Use the SInv menu item to pick inventory for this invoice..}}]+[{{:cats:procedures:invoices:invoice_selectinvent.png?|Use the SInv menu item 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**.  If the material is on another invoice, this column will show **Reserved**. 
-[{{:cats:procedures:invoices:invoice_sinvavailable.png|A list of location screens on this contract.}}] +Click in any available field for a single screen, then on the menu select **Pick** or **Tools > Pick this Traffic Screen** to choose the highlighted screen.  
- +[{{:cats:procedures:invoices:invoice_selectavailable.png?|A list of traffic screens on this contract.}}] 
-If a screen is available (not already selected on another invoice), the **Selected** column will display **''Available''**.  If the material is on another invoice, this column will show **''Reserved''**. +[{{:cats:procedures:invoices:invoice_toolspickscreen.png?|Use Pick to select a traffic screen.}}]
- +
-Click in any field for a single screen, then on the menu select **Tools > Pick this Traffic Screen** to choose the highlighted screen.  +
-[{{:cats:procedures:invoices:invoice_toolsselectinventory.png|Use the Tools menu to select a traffic screen for this invoice.}}]+
  
 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**. 
 [{{:cats:procedures:invoices:invoice_selectmarksfromchooser.png|Choose the marks to copy to this invoice.}}] [{{:cats:procedures:invoices:invoice_selectmarksfromchooser.png|Choose the marks to copy to this invoice.}}]
  
-The select inventory screen will show **''Selected''** in the Selected column.  +The select inventory screen will show **Selected** in the Selected column.  
-[{{:cats:procedures:invoices:invoice_inventoryselected.png|}}] +[{{:cats:procedures:invoices:invoice_showselected.png?|The selected inventory will show as selected.}}]
 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. 
 [{{:cats:procedures:invoices:invoice_toolspickall.png|Use Tools Pick All to select all screens for this contract.}}] [{{:cats:procedures:invoices:invoice_toolspickall.png|Use Tools Pick All to select all screens for this contract.}}]
  
 <note tip>You will not be prompted to select individual marks if you use this option.</note> <note tip>You will not be prompted to select individual marks if you use this option.</note>
 +
 +If you want to view a different contract, go to **Tools > Select Contract to View**.
 +[{{:cats:procedures:invoices:invoice_toolsselectcontract.png?|Select a contract to view}}]
 +Then proceed to choose a contract to view. Press **Continue** to view the inventory available.
 +[{{:cats:procedures:invoices:invoice_chooseranothercontract.png?|Choose the contract to continue}}]
 +
 ====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.
 +
 +<note>NEW FEATURE: The invoice subtotals feature is new in CATS version 2408</note>
 +
 +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't have any items within it.
 +  * **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:procedures:invoices:invoice_toolsselectcontract.png|Choose Tools and Select Contract to view.}}] [{{:cats:procedures:invoices:invoice_toolsselectcontract.png|Choose Tools and Select Contract to view.}}]
  
-CATS will call up a chooser of all contracts for that account code. Pick a contract and select **Continue** to see the location screens for that contract.+CATS will call up a chooser of all contracts for that account code. Choose a contract to view. Press **Continue** to view the inventory available.
 [{{:cats:procedures:invoices:invoice_chooseranothercontract.png|Pick a new contract and select Continue.}}]  [{{:cats:procedures:invoices:invoice_chooseranothercontract.png|Pick a new contract and select Continue.}}] 
    
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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 ''Switch to marks'' link just above the invoice item list.+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.
 [{{:cats:procedures:invoices:invoice_switchbetweenitemsmarks.png|Click on Switch to marks to see a list of marks on this invoice.}}] [{{:cats:procedures:invoices:invoice_switchbetweenitemsmarks.png|Click on Switch to marks to see a list of marks on this invoice.}}]
  
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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 ''Switch to Items'' to return to viewing a list of items. +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. 
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  • Last modified: 2017/12/19 03:21
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