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Invoice Header

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Once the name of the Customer is specified, the Invoice Header tab is used to add a new invoice by entering the static data specified on a Supplier invoice or to inquire on an existing invoice.  To add a new invoice, the user must enter an invoice number, invoice date and the currency in which the Invoice was rendered.

 

Qmuzik creates invoices automatically when the shipping transaction (Production to Customer) is performed.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Add

The user must have a security profile linked to the screen Debtors with an access allowed of Add.

 

When the "Add" button is clicked, a new invoice header is added to the Debtor Invoice table with a status of "Created".

 

When the "Add" button is clicked and the External Organisation's credit limit is zero, no credit checking is performed.

 

hmtoggle_plus1Amount Outstanding

This is a read only field that displays the amount outstanding calculated as (the nett invoice amount - the amount settled) from the Debtor Line Link and Debtor Settlement tables.

 

hmtoggle_plus1Amount Settled

This is a read only field that displays the amount settled calculated as the (settlement amount + tax amount) from the Debtor Settlement table.

 

hmtoggle_plus1Change

The user must  have a security profile linked to the screen Debtors with an access allowed of Change.

 

The Payment Currency can only be changed if there are no Invoice Line Links attached to the invoice lines.  The Status can be changed if the status is Created, Print Approved or Not Print Approved.  If the status is changed to "Print Approved",  journals are created.

 

To change the status from "Print Approved" to "Not Print Approved", a security profile linked to the function Debtor Invoice Status Not Print Approved is also required.

 

To change the status from "Printed" to "Not Approved", a security profile linked to the function Debtor Invoice Change Appr to Conf/Printed is also required.

 

To change the status from "Approved" to "Printed/Confirmed", a security profile linked to the function Debtor Invoice Change Conf/Printed to Appr is also required.

 

 

BUSINESS RULES FOR THE CHANGE BUTTON:

 

1.If the invoice is based on an order and the status is Print Approved "P", journals are produced. If the status was "Print Approved", and the status is changed to "Not Print Approved", reversal journals are created.

 

2.If the total price and the linked quantity is greater than zero, and there is no  order number and:

 

The type of link is equal to Closed "C" and the status is Print Approved "P" or
The type of link is not equal to Closed "C" and the status is Not Print Approved "N",

 

Counter sales cost of sales journals are created  with a source of Closed "C" else the Counter sales cost of sales journals are created  with a source  of "D".

 

3.If the total price and the linked quantity is greater than zero, the order number is not equal to nothing and, where:

 

The type of link is equal to Closed "C" and the status is Print Approved "P" or
The type of link is not equal to Closed "C" and the status is Not Print Approved "N",

 

Cost of sales journals are created with a status of "D" otherwise the Cost of sales journals are created with a status of "A".

 

Cost of Sales Journals

 

These journal are created t for all debtor links that are linked to an order line with a node and all non-stock (NSTK) line types.

 

1.If the line type is equal to Non-stock (NSTK) or exploded requirements is equal to Yes "Y" and there is an existing record on the Order Operation, then the shipping type is "A".  If Exploded requirements is No "N" then the shipping type is "B", but if there is no existing record on Order Operation then the shipping type is "C".

 

2.If the line type is Non-stock (NSTK) and the Node is equal to spaces, then the shipping type is "D".

 

3.If there is an existing record in the Journal table the Amount is updated to the amount coming in, minus the (Material Cost + Labour Cost + Overhead Cost).  If there is no existing account, a journal record is inserted into a Debtor Suspense account with an amount of (Material Cost + Labour Cost + Overhead Cost).

 

4.If the Labour account equals the Material account, then the Material Cost equals the Material Cost plus the Labour Cost.

 

5.If the Overhead account equals the Material account, then the Material Cost equals the Material Cost plus the Overhead Cost.

 

6.If the Material Cost does not equal zero a check is performed to see if a record exists in the Journal table.  If a record exists, the Amount is updated otherwise a new record is inserted where the amount inserted is equal to the Amount plus the Material Cost.

 

7.If the Labour cost does not equal zero, a check is performed to see if a record exists in the Journal table.  If a record exists, the Amount is updated to equal the Amount plus the Labour Cost.  Otherwise a new record, with a source of "D", is inserted with the amount of the Labour Cost.

 

8.If the Overhead Cost does not equal zero a check is performed to see if a record exists in the Journal table. If a record exists, the Amount is updated to equal the Amount plus the Overhead Cost.  Otherwise a new record, with a Source of "D", is inserted with the amount of the Overhead Cost.

 

9.If the shipping type is "A" or "C" then the Requirement Cost equals the (Required Quantity + Scrapped Quantity / Quantity Ordered * Linked Quantity) * (Material Price + Sub-Contract Price + Transfer Price + Labour Price + Overhead Price) from the Requirements, Part Financial Year Data and Part Master tables.

 

10.If shipping type is "B" then the Material Cost equals the (Material Price + Sub-Contract Price + Transfer Price) * Linked Quantity.  The Labour Cost equals the (Labour Price * Linked Quantity) from the Part Financial Year Data table.

 

11.If the Material Cost, Labour Cost and Overhead Cost equals zero, a check is performed to see if a record exists in the Journal table, where the account is equal to the Debtor Suspense account and the source is "D".  If a record exists, the Amount is updated to the existing Amount - (Material Cost + Labour Cost + Overhead Cost).  Otherwise a new record is inserted into the Journal with a Debtors Suspense Account, a source of "D" and an amount of (Material Cost + Labour Cost + Overhead Cost).

 

If the Material Cost is not equal zero, a check is performed to see if a record exists in the Journal table.  If a record exists, the Amount is updated with the existing amount - Material Cost.  Otherwise a new record with a source of "D" is inserted, with a Material account and an amount equal to the Material Cost.

 

If the Labour Cost is not equal zero, a check is performed to see if a record exists in the Journal table. If a record exists, the Amount is updated with the existing Amount - Labour Cost.  Otherwise a new record with a source of "D" is inserted, with a Labour account, and an amount equal to the Labour Cost.

 

If the Overhead Cost is not equal zero, a check is performed to see if a record exists in the Journal table.  If a record exists, the Amount is updated with the existing amount - Overhead Cost. .  Otherwise a new record with a source of "D" is inserted, with an Overhead account, and an amount equal to the Overhead Cost.

 

12.If shipping type is "A", the Operation Overhead Cost is equal to the sum of the (Overhead Rate * Estimated Run Hours * Linked Quantity) and the Operation Labour Cost is equal to the sum of the (Labour Rate * Estimated Run Hours * Linked Quantity).

 

If shipping type is "C", the Operation Overhead Cost is equal to the sum of the ((Labour Rate * Run Hours * Linked Quantity) and the Operation Overhead Cost is equal to the sum of the (Overhead Rate * Run Hours * Linked Quantity).

 

13.If shipping type is "A" or "C" and the (Requirement Cost + Operation Labour Cost + Operation Overhead Cost) is equal to zero, a check is performed to see if a record exists in the Journal table.  If a record exists, it is updated and the Amount is set to the original amount - (Requirement Cost + Operation Labour Cost + Operation Overhead Cost).  Otherwise, a new record, with a source of "D", is inserted into the Journal table with a Debtor Suspense account, and an amount equal to (Requirement Cost + Operation Labour Cost + Operation Overhead Cost).

 

14.If the Labour Account equals the Material Account then the Requirement Cost equals the (Requirement Cost + Operation Labour Cost) and the Operation Labour Cost will equal zero.  If the Overhead Account equals the Material Cost then the Requirement Cost equals the (Requirement Cost + Operation Overhead Cost) and the Operation Overhead Cost will equal zero.

 

15.If the Requirement Cost is not equal to zero, a check is performed to see if a record exists in the Journal table. If a record exists, the Amount is updated to equal the existing Amount + the Requirement Cost.  Otherwise a new record, with a source of "D", is inserted into the Journal table with a Material account, and an amount equal to the Requirement Cost.

 

16.If the Operation Labour Cost is not equal to zero, a check is performed to see if a record exists in the Journal table. If a record exists, the Amount is updated to equal the existing Amount + Operation Labour Cost.  Otherwise, a new record, with a source of "D", is inserted into the Journal table with a Labour account, and an amount equal to the Operation Labour Cost.

 

17.If the Operation Overhead Cost is not equal to zero, a check is performed to see if a record exists in the Journal table. If a record exists, the Amount is updated to equal the existing Amount + Operation Overhead Cost.  Otherwise, a new record, with a source of "D", is inserted into the Journal table with an Overhead account,  and an amount equal to the Operation Overhead Cost.

 

Counter Sales Cost of Sales Journals

 

1.If the Labour Account is equal to the Material Account, then the Material Cost equals the (Material Cost plus Labour Cost), and the Labour Cost equals zero.

 

2.If the Overhead Account is equal to the Material Account, then the Material Cost equals the (Material Cost plus Overhead Cost0, and the Overhead Cost equals zero.

 

3.If the (Material Cost + Labour Cost + Overhead Cost) is greater than zero, the Account is equal to the Debtors Suspense Account and the source is "D", the Journal file is updated and the Amount is set equal to the Amount - (Material Cost + Labour Cost + Overhead Cost).  If the journal does not exist in the Journal table, the record is inserted into the Journal table.

 

4.If the Labour Cost is equal to zero the Journal table is updated and the Amount is set equal to the Amount plus the Labour Cost, where the Account is equal to the Labour Account and the source is equal to "D".  If the entry does not exist in the Journal table, the record is inserted into the Journal table.

 

5.If the Overhead Cost is equal to zero the Journal table is updated and the Amount is set equal to the Amount plus the Overhead cost, where the Account is equal to the Overhead Account and the source is equal to "D".  If the entry does not exist in the Journal table, the record is inserted into the Journal table.

 

Debtors Journals

 

1.If the Total Price is not equal zero the Journal table is updated and the Amount is set equal to the (Amount - Total Price), where the Account is equal to the Order Account, and the source is equal to "D".  If the entry does not exist in the Journal table, the record is inserted into the Journal table.

 

2.If the Total Price plus the Tax Amount is not equal to zero, the Journal table is updated and the Amount is set equal to the (Amount + Total Price + Tax Amount), where the Account is equal to the Order Account and the source is equal to "D". If the entry does not exist in the Journal table, the record is inserted into the Journal table.

 

3.If the Tax Amount is not equal to zero, the Journal table is updated and the Amount set equal to the (Amount + Tax Amount), where the Account is equal to the Tax Sales Account and the source is equal to "D". If the entry does not exist in the Journal table insert the record into the Journal table.

 

hmtoggle_plus1Comments

It is populated with comments from the Debtor Invoice table for the selected invoice (optional).

 

The maximum length is 70 characters.

 

hmtoggle_plus1Contact Person

This field is populated from the external organization table where the organization is equal to the organization selected.

 

hmtoggle_plus1Contact Phone Number

This field is populated from the external organization table where the organization is equal to the organization selected.

 

hmtoggle_plus1Number Of Lines

This is a read only field that displays the number of debtor invoice lines linked to the selected debtor invoice.

 

hmtoggle_plus1Payment Currency

It is populated with the currency description, currency symbol and the currency code from the Currency table.  The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

This is the payment currency for the specific invoice.  It defaults to the currency on the External Organisation table for the selected Customer.

 

hmtoggle_plus1Preview

On clicking this button a version of the Invoice or Credit Note will be displayed on the screen.

 

hmtoggle_plus1Print

The user must have a security profile linked to the functions Print Documentation, Print Documentation Invoice Printer And/or Print Documentation Reprint Original.

 

When the "Print" button is clicked, the system determines whether it is a normal or a counter sales invoice.

 

It does this by checking to see if an order number exists on the Debtor Line Link table.  If an order does not exist, it is a counter sales invoice.

 

hmtoggle_plus1Statement Date

This will default to the end of the month, but the user will be able to change this date. Settlement terms allow expected settlement date and/or discount date to be calculated from statement date. This date will then be used to calculate expected settlement date/discount date if the settlement term indicated that the statement date is applicable.  This will have an impact on the ageing of the invoices.

 

hmtoggle_plus1Status

This frame displays the status of the currently selected invoice.  The Invoice can have a status of "Created", "Print Approved", "Not Print Approved", or "Printed/Confirmed".

 

hmtoggle_plus1Total Amount

It is a read only field that displays the total price from the Debtor Line Link table for the selected line.