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3.1.3. Approve Order for Billing

This utility enables you to manually enter billing details for individual Sales Order Line Items. Both shipped Orders and unshipped Line Items may be selected for billing in this manner. This individualized approach differs from the approach taken by the Select All Shipped Orders for Billing utility, which by default selects for billing the full Line Item quantities for all shipped Orders. To select an individual shipped Order for billing, select the "Approve Order for Billing" option. The following screen will appear:

Approve Order for Billing

Note

When you select an Order for billing, you are indicating that you wish to create an Invoice for the Order. Invoice Numbers are assigned when an Invoice is printed.

When selecting an Order for billing, you are presented with the following options:

Sales Order #

Enter the Sales Order Number of the Sales Order you want to select for billing.

Order Date

Displays the original Sales Order date.

Ship Date

By default, the most-recent ship date will appear in the field. You may override the default value by entering ship date information manually.

Invoice Date

By default, the current (today"s) date will appear in the field. You may override the default value by entering Invoice date information manually.

Cust. Name

Name: Displays Customer's name.

P/O Number

Displays purchase for the specified Sales Order. Indicates the Customer Purchase Order Number assigned to the specified Sales Order.

Ship-To Name

Displays Ship-To name.

Tax Zone

Specify the Tax Zone associated with the Sales Order. The Tax Zone for the specified Ship-To Address will be entered here by default. Otherwise, the primary Tax Zone for the Customer will be entered.

Ship Via

By default, the preferred Ship Via method for specified Customer will appear in the field. You may enter a free-form Ship Via simply by typing the name of the Ship Via into the field. Default Ship Vias may be defined at the system level.

Tip

The system supports up-to-date shipment tracking with links to the websites of many leading shipping companies (i.e., "Ship Vias").

Show Closed Line Items

Select to show closed Line Items in the "Line Items" display.

Close all Open Items

Select to close all open Sales Order Line Items.

Line Items

Displays the Sales Order Line Items selected for billing. Double-clicking on a Line Item—or highlighting it and selecting the EDIT SELECTION button—enables you to select a billing quantity for that Item.

Note

In the Line Items display, the Uninvoiced column refers to quantity that has been shipped but not yet invoiced. Quantity must have been shipped to appear in the Uninvoiced column. If no quantity has been shipped, then no quantity will appear as uninvoiced.

Subtotal

Displays the subtotal for the Sales Order Line Items.

Sales Tax

Displays the amount of Tax that will be added to the Sales Order, as defined by the specified Tax Code. To get a detailed view of the Tax calculation, click on the Tax link using your mouse.

Misc. Charge Amount

Enter the amount of the miscellaneous charge. Before entering a miscellaneous charge amount, you must first assign the charge to a Sales Account and also enter a description of the charge.

Misc. Charge Description

Enter a description to identify the miscellaneous charge.

Misc. Charge Sales Account

Enter a Sales Account to assign the miscellaneous charge to.

Freight

Enter the amount of freight charge to be added to the specified Order. The freight charge may be entered during the creation or modification of a Sales Order—or at the time of shipment.

Note

The Payment Received field is an optional field which may be used to provide visibility into prepaid amounts. Because the field exists for visual purposes only, entering an amount in this field will not affect the amount due. The only way an Invoice may be offset is through the application of a Cash Receipt or a Credit Memo.

Total

Displays the total amount of all uninvoiced Sales Orders.

The following buttons are unique to this screen:

EDIT ORDER

Brings you to the Sales Order screen, where you may edit the specified Sales Order. The Sales Order screen is described at length in Section 2.1, “New Sales Order”.

SELECT BALANCE

Highlight a Line Item, then select this button to transfer the full balance to Billing.

When the Notes tab is clicked, the screen will appear as follows:

Approve Order for Billing Notes
Notes

This is a scrolling text field with word-wrapping for entering Notes related to the Sales Order selected for billing. Notes entered on this screen will follow the Order through the billing process. For example, you may view notes associated with a posted Invoice within the Invoice Information report.

3.1.3.1. Approve Billing Quantity

To specify billing quantities for Line Items in the "Approve Order for Billing" screen, double-click on a Line Item in the "Line Items" display—or highlight the Line Item and select the EDIT SELECTION button. The following screen will appear:

Approve Billing Quantity for Line Item

When selecting the billing quantity for a Line Item, you are presented with the following options:

Sales Order #

Displays Sales Order Number.

Line #

Displays Sales Order Line Item Number.

Item Number

Displays Item Number of Line Item.

UOM

Inventory Unit of Measure.

Ordered

Displays quantity ordered.

Shipped

Displays quantity shipped.

Balance

Displays remaining quantity to be shipped.

Uninvoiced

Displays uninvoiced quantity.

To Bill

Enter the quantity you want to select for billing.

Close this Line After Billing

Select to close the specified Line Item after billing.

Tip

If you are shipping a partial quantity to a Customer, be sure to leave the "Close this Line After Billing" option unchecked. This will ensure the Sales Order Item remains open until the full quantity has been shipped.

Tax Type

Select the Tax Type to be applied from the drop down list.