Background: Invoice Print
Use the Invoice Print (RP) program to print or reprint an invoice for a specific customer. See Road Map for work flow.
This topic has these subtopics:
When you print the AR Invoice Register (RR), an order's status changes from Confirmed to Invoiced. You can no longer make changes to it. You can then print invoices.
Print or Reprint Invoices
The Invoice Print program is designed to print or reprint invoices for individual shipments.
Caution
Be sure to enter Selection options for a specific order or invoice number,
order or invoice range, date or date range or click List
and enter non-sequential order or invoice numbers. If you do not, you
will reprint invoices for all shipments in the system.
It may be easier to use the AR Invoice Inquiry (RQ) to reprint a specific invoice. Display the invoice that you want to reprint and click Print.
The program outputs to the device that you select for the Output device run time option. The program does not check the customer or vendor document profile and output to the devices specified in it.
Process the Print Queue
Use the Invoice Print Queue (RPPM) program to process or maintain the queue. See Overview: Document Management System.
RMA-Created Credit Memos
You have the option to have the serial number print when it is associated with an RMA-created Credit Memo when the line is marked as a "non-stock" line. To have the serial number print on the credit memo:
In this program (RP), set the Print control numbers? program option to A or R.
In the Document Output Parameters Maintenance (TDOC) program, set Print new orders immediately? for SLS Acknowledgment documents to Q, N, of A — do not set to Y.
Invoice Detail
The invoice includes this information:
INVOICE if the transaction code is DI (Debit Invoice)
MEMO INVOICE if the transaction code is not DI and the amount is 0
CREDIT MEMO if the transaction code is not DI and the amount is less than 0
DEBIT MEMO if the transaction code is not DI and the amount is greater than 0
If you selected the Include
pro forma invoices? program option:
MEMO INVOICE if the net amount is 0
CREDIT MEMO if the net amount is less than 0
DEBIT MEMO if the net amount is greater than 0
Branch address, phone number, and fax number or the sales branch's logo if you entered a file name in the Header image name field for this document in the Document Output Parameters Maintenance (TDOC) program.
Bill-to customer number, name, and ship-to address; the customer's country code does not print if it is the same as your branch's country.
Page number
Invoice number or Pro forma if you selected the Include pro forma invoices? program option and an invoice number has not been assigned
Invoice date; system date if you selected the Include pro forma invoices? program option
Invoice terms
Customer purchase order number
Sales order number followed by the shipment number
Orig order: The sales order number if this is a credit memo or adjustment or the return material authorization (RMA) number for a credit or debit memo.
Sales rep 1 or all sales reps if you selected ONE or ALL for the Print sales rep? program option
Department number
Ship-to number, name, and ship-to address
Ship via description
Ship via account
Freight terms
FOB or Incoterms, if populated
** Paid on credit card ** if payment has already been processed
Sales branch
Contact if one was entered or selected on the sales order
Install customer: Number and name of the end user
Special instructions if you selected the Print special instructions? program option and entered special instructions for this order or shipment
The program prints this information for each order line with a quantity shipped greater than zero; all lines print on pro forma invoices:
Type B header user fields if you selected the Include order user fields? program option
Type B order header notes if you selected the Include notes? program option
Type B shipment header notes if you selected the Include notes? program option
Type B line user fields if you selected the Include order user fields? program option
Type B order line notes if you selected the Include notes? program option
Type B shipment line notes if you selected the Include notes? program option
Line number
Item number
(Conditional) If a configured product: Component reference
Item description: If you selected a language other than yours in this customer's record in the Customer Maintenance (CM) program and you entered a description for the item ordered in that language in the Language Codes Maintenance (TLM) program, the description prints in the foreign language.
Sales unit of measure; stocking UOM if less than 1 sales UOM remain to be shipped (for example, 1 dozen ordered, but only 7 shipped in shipment 001; 5 stocking units shipped in shipment 002
Quantity ordered
Quantity shipped
Unit price
Line discount percent
Extended amount: (Quantity shipped x Unit price) - Line discount
For a pro forma invoice: (Quantity ordered x Unit price) - Line discountFor a configured product, component item number, description, sales unit of measure, quantity ordered, quantity shipped, unit price (if you selected the Print CP component prices? program option), and component reference. Component link control (i.e., what caused the component selection if relevant) is also printed if appropriate.
List of serial or lot numbers if you selected A for the Print control numbers? Program option
OR
The first control number and last control number in a range if you selected R for the Print control numbers? Program option
Customer item number, description, and engineering change level if you selected the Print customer's item number? program option, reference the customer item number on the sales order, and these fields are entered in the Customer Item Maintenance (CIX) program
Country of origin if different than the country to which the goods are being shipped
Harmonized tariff schedule code
Export Control Classification Number
Commodity Classification Automated Tracking System number
License exception
Surcharge code description and amount if you selected the Print surcharge detail? program option and the item has surcharges
Warranty expiration information if you did not select the Exclude warranty information? program option.
The order totals print if data exists:
BOL: Bill of lading number if one has been assigned
Subtotal: Total of the extended amount for all lines
LESS discount: Total header discounts
State tax ID numbers from State Descriptions (TSM)
Sales tax; if you selected Print tax detail? in the Tax Codes Maintenance (TCM) program, the program prints the tax authority
If the Avalara sales tax interface is active and sales tax on the order is not zero and the ship-to state is Colorado, the Colorado Retail Delivery Fee is backed out from the sales tax amount and listed on a separate line in the totals section.
Surcharge total if you selected the Customer surcharges active? option in the System Options Maintenance (XM) program (Order Processing Options)
Freight entered in the Bill of Lading Maintenance (BLM) program or in the Sales Shipment Confirmation (OC) or Secured Confirmation (SOC) program
Miscellaneous charges
LESS deposit
Amount of terms discount available if paid by date if you selected the Print potential discount information? program options
Pay in [description for customer's currency]: Amount due: Subtotal - Discount + Surcharge + Tax + Freight + Misc charges
OR
Pay this amount: (if currency description is blank)
OR
This is a credit. Do not Pay: Amount
Payment schedule, if progress payments apply: Date each payment is due, amount due, and amount paid, if the customer has made a deposit or payment
Box number and tracking number: If you selected the Print tracking information? program options and entered this information in the Bill of Lading Maintenance (BLM) program or in the Sales Shipment Confirmation (OC) or Secured Confirmation (SOC) program
Remit to:
Branch, attention, and address based on the Remit-to field in Customer Maintenance (CM) program
Type P line user fields if you selected the Include order user fields? program option
Type P order line notes if you selected the Include notes? program option
Type P shipment line notes if you selected the Include notes? program option
Type P header user fields if you selected the Include order user fields? program option
Type P order header notes if you selected the Include notes? program option
Type P shipment header notes if you selected the Include notes? program option
Envelopes
The Invoice Print program prints the billing address to fit #10 single-window (left) envelopes.
Faxing Invoices
To fax invoices, in addition to or instead of printing a copy, you must select a fax output device in the Customer Document Profile Maintenance (CDM) program for the customer. The document management system uses the customer's fax number entered in the Customer Maintenance (CM) program unless you enter a different fax number in the document profile.
EDI Process
To send invoices electronically, you must select an EDI output device in the Customer Document Profile Maintenance (CDM) for the customer and enter a File/Path name (for example, c:\edi\invexport). The program saves the type of file and file name and uses them as defaults the next time you run it. If the old file still exists, you have the option to either erase it, append it to the existing file, or respecify the file name. The program then reads the invoice files for each invoice in the pointer file, and writes the data to the export file using the fixed-length field layout specified in the record layout files. See ASCII File Format.
ASCII File Format
The ASCII file can contain multiple orders. Each order must have a HEADER statement and at least one LINE statement.
Each HEADER can have one or more comment (COMNTS) statements and a ship-to (SHIPTO), bill-to (BILLTO), and deposit (DEPOST) statement. For example, this order header has two comments and a ship-to address:
HEADER
COMNTS
COMNTS
SHIPTO
Each header can have multiple LINE statements. Each LINE statement can
have multiple comments. For example, this order has four lines, two of
which have comments.
LINE
COMNTS
LINE
LINE
COMNTS
COMNTS
LINE
Use the Data Dictionary Inquiry (DFQ) program to list the variables that you can include, their position, and length. Enter the data file name for each statement to list this information.
Statement Type |
Data File Name |
HEADER |
R2EH |
COMNTS |
R2EC |
SHIPTO/BILLTO |
R2EA |
TRUCK |
R2ET |
LINES |
R2EL |
The invoices that are written to the EDI export file are also written to the terminal's printer in a one-line summary format for an audit trail. When all invoices have been written to the export file, the system erases the pointer file so duplicate invoices are not sent.
The EDI export file is used in conjunction with the EDI VAN software you have selected to return EDI 810 (invoice) transactions to the customer.