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Invoicing Features in Detail
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The Invoicing feature is used for several purposes.  It provides a convenient method of creating invoices and automatically emailing them to customers or printing and sending them by postal mail.  Printed Invoices are first created in HTML format then directed from the Administrator’s browser to a printer. 

 

The Invoicing feature also provides a method of posting invoices.  Posting is a process that automatically creates journal entries that can then be exported to third party accounting systems such as Quick Books.  Journal entries are created according to GAAP standards.  PORTALPRODIGY also provides a variety of accounting reports that print both detail and summary accounting information.  Please see the chapter on Accounting for more information.  Posting also updates the orders, recording the date of invoice and sets the invoiced flag to true.  Posting also updates the customer’s account recording the receivable.

 

The Invoicing process work as follows:

1)      User enters criteria into Search for Orders/Invoices page and click on Search button.

2)      User selects, using checkbox, all matching orders that they want to assign to batch.

3)      User clicks “Assign to Batch” button.

4)      System displays Assign Orders to Batch.  User may use list box to select an existing open batch (non posted) or they may select “New” to create and assign to a new batch, then the user clicks process.

5)      Orders that cannot be posted are listed along with the reason why they could not be posted; otherwise the process skips to the next step.  Note that Orders cannot be posted twice, thus if an order is previously posted it shall be listed with reason such as “Already Posted”. 

6)      When posting is complete, the system prompts user with “Print Batch # X” Yes/No?  where X is the selected or newly assigned batch number.

a)      If Yes is selected, it prints as follows:

i)        Unfulfilled Invoices - invoice for full Order.

ii)       Partially Fulfilled Invoices – invoice only for fulfilled portion of Order.  The Fulfillment process creates a backorder for the unfulfilled portion of the Order.

iii)     Fulfilled Invoices – invoice for full Order (also includes Backorders that are fulfilled).

7)      When fiished printing or after “No” answer to Print prompt, the system prompts the user with “Post Batch as Invoiced?” Yes/No. 

a)      A Yes answer causes the system to fill in an Invoice Date and Invoice Amount for each Order in the Batch.  It also sets Invoice Printed to Yes (if user choice  print) and updates Order Status and post to GL as follows:

i)        For each Order that is fulfilled it sets Order Status to “Completed” and post to the applicable fulfilled GL accounts.

ii)       For each Order that is unfulfilled it sets post to the applicable unfulfilled GL accounts.

b)      A No answer leaves the Batch un-posted.  Un-posted batches can be posted later using the Post Batch option. 

 


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