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Last modified on 9/8/2015 3:44 PM by User.

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Alternate, Invoice

Alternate Invoice

Sometimes an alternate invoice action is needed. 

  • Certain # of copies may be required for delivered invoices or for customers who have an account.
  • A different # of copies may be required for paid invoices or walk in customer invoices. 
  • A receipt printer may be used for walk-in cash customers.
    • All of this may be handled with an alternate invoice action.

 

Order Processing (Module 6)

  • System Management functions (Task 32)
    • Modify parameter files (Sub-task 22)
      • O/E – General, Look for:

 

WALT’INVOICE’PROMPT=

Prompt to change warehouse/picking ticket action #25 to a second invoice option.  This in effect allows you to choose from two different invoice printers.  Here is an example:

WALT'INVOICE'PROMPT=PAID INV

  • With the parameter set this way, action #25 will say PAID INV
  • When selecting action #25 PAID INV on an order, the system will:
    • assign an invoice # and invoice date
    • no line items changes, additions or deletions will be allowed on the invoice unless the invoice is moved to Task 2 Invoiced order holding file
    • actions will then be 20 No action, 21 Re-print, 22 Void-inv, 23 Re-PAID INV
    • O/E-General parameter for invoice printing will apply: PRINT'ON'DOC=YYYBNYYNNTNYNYY2AN
    • Invoice will print -Possibly send invoice copies to different printer or different # of copies will print.  See different options below.

 

 

 

STILL IN O/E – General parameter file, look for:

 

PRINT'DOC'COPIES=111111SCD:1Q:1

 

  • Number of copies for each document type 
  • Leave BLANK if you do NOT want the computer to print multiple copies. When the physical form already has the multiple copies. 
  • This tells the program not to look for any of the copy text parameters.  
  • Number of copies for each document type
  • Document type / position
    • 1=Sales & B/O (new orders)
    • 2=Sales & B/O (new orders)
    • 3=Shop  (work orders)
    • 4=Warehouse (picking tickets) / OR WALT'invoice
    • 5=Shipping (shippers)
    • 6=Accounting (invoices)
  • First 6 positions each can have a value of 1 to 9.  The text lines for each copy of each document type would then be set below.  This means there is a maximum of 54 text lines (6 departments X 9 copies).  Only those copy text lines being used would need to be setup.
  • The 4th position is for # of copies for the WALT invoice.

PRINT'DOC'COPIES=111112SCD:1Q:4

·       With the parameter set this way all of the document types will print one copy, except the invoice will print 2 copies & a quote will print 4 copies.

 PRINT'DOC'COPIES=111412SCD:1Q:1

·       With the parameter set this way all of the document types will print one copy, except the invoice will print 2 copies and the WALT invoice will print 4 copies.

  • After the 6 doc type copy characters then you can also specify other options:
    • C-check customer record for additional copies for 'Accounting'
    • S-document type # of copies apply only to SHEETfed printers, i.e. lasers
    • For non-SHEET printers it forces # copies to '111111' w/S.
    • This allows you to have a mixture of sheet feed & multi-part forms used simultaneously. w/o 'S', #copies apply to all printers.
    • D:x-where x is the # of copies to print for deposits
    • Q:x-where x is # of copies for quotes.  This is only needed if you want        a different # copies for quotes and backorders because they share     departments 1 & 2.  Otherwise quotes use std positions 1 & 2 above.

 

 

 

STILL IN O/E – General parameter file, look for:

 

DOC'DPT4'COPY1=

DOC'DPT4'COPY2=

DOC'DPT4'COPY3=

DOC'DPT4'COPY4=

  • If the PRINT’DOC’COPIES=111411 is set so the 4th character is 4, 4 copies of the WALT invoices will print. 
  • Anything to the right of the equal= sign will print on that copy of the WALT invoice on the bottom of the invoice.

DOC'DPT4'COPY1=CUSTOMER COPY

DOC'DPT4'COPY2=DELIVERY COPY

DOC'DPT4'COPY3=OFFICE COPY

DOC'DPT4'COPY4=SALESPERSON COPY

  • The 1st WALT invoice copy will print CUSTOMER COPY
  • The 2nd WALT invoice copy will print DELIVERY COPY
  • The 3rd WALT invoice copy will print OFFICE COPY
  • The 4th WALT invoice copy will print SALESPERSON COPY
  • If these parameters are blank, no text will print on the bottom of the WALT invoice.

 

 

 

 

STILL IN O/E – General parameter file, look for:

 

INVOICE'TYPE'RULES=0           

  • 0=No special rules
  • 1=Charge orders go to standard printer no charge (cash/paid) go to WALT printer.
    • All customers, ALL orders, when the action 22 Invoice is selected if the order is NOT paid the invoice will be printed on the standard invoice printer setup for the terminal in the Order entry printer assignment table (see below).
    • ALL customers, ALL orders, when the action 22 Invoice is selected if the order IS PAID the invoice will be printed on the WALT invoice printer.  The WALT printer is setup per terminal in the Order entry printer assignment table (see below).
    • Even if the parameter WALT’INVOICE’PROMPT= is blank, the invoice type 1 rules still apply.  The paid invoices will be printed on the WALT invoice printer & the unpaid invoices will be printed on the standard invoice printer.
    • WALT’INVOICE’PROMPT=PAID INV: ALL customers, ALL orders, when the action 25 PAID INV is selected, if the order is paid or not paid, the invoice will print on the WALT invoice printer.  The WALT printer is setup per terminal in the order entry printer assignment table (see below).
  • 2=Std accounts go to standard printer, retail accounts go to WALT printer.  Walt may be a receipt printer, std is an invoice form.
    • Retail customer #’s 999xx, ALL orders, when the action 22 Invoice is selected if the order is paid or Not paid, the invoice will be printed on the WALT printer.  The WALT printer is setup per terminal in the order entry printer assignment table(see below) .
    • ALL NON-retail customers, ALL orders, when the action 22 Invoice is selected if the order is paid or Not paid, the invoice will be printed on the standard invoice printer.  The standard invoices printer is setup per terminal in the order entry printer assignment table (see below).
    • WALT’INVOICE’PROMPT=PAID INV: ALL non-retail customers, ALL orders, when the action 25 PAID INV is selected, if the order is paid or not paid, the invoice will print on WALT invoice printer. The WALT printer is setup per terminal in the order entry printer assignment table (see below).
    • Even if the parameter WALT’INVOICE’PROMPT= is blank, the invoice type rules 2 still apply. The retail customer #’s will be printed on the WALT printer & the non-retail customers will print on the standard invoice printer.  The invoice printers are setup per terminal in the order entry printer assignment table (see below).

 

 

STILL IN O/E – General parameter file, look for:

 

HDR'DPT'4=EMAIL SHIPPER         ; Status dept 4,            STD=PICKING TICKET

·       When Action 25 is selected, normally the top header of the document will say PICKING TICKET.  This parameter lets you print anything you want as the header on the top of the document. 

·       If the parameter:

WALT'INVOICE'PROMPT=PAID INV

·       Is being used, HDR’DPT’4= doesn’t apply.  When action 25 is selected, Action 25 is no longer a picking ticket, it is an invoice.

 

STILL IN O/E – General parameter file, look for:

This parameter tells the system weather or not to print prices on different document types.  If WALT'INVOICE'PROMPT= is set & being used, this doesn’t apply to the 4th position.  Action 25 isn’t a picking ticket any longer it is an invoice. Since action 25 is now an invoice, the 6th position for invoices will apply.

DOC'PRINT'PRICES=YYNnyY

·       Print prices Y/N (lower case y/n, ask w/dflt)

·       position 1=Sales & B/O (new orders)

·       position 2=Sales & B/O (new orders)

·       position 3=Shop        (work orders)

·       position 4=Warehouse   (picking tickets)

·       position 5=Shipping    (shippers)

·       position 6=Accounting  (invoices)

 

 

 

Printer assignment table:

Order processing (Module 6)

  • System management functions (Task 32)
    • Modify application tables (Sub-task 32)
      • 2 Order entry printer assignments (or 3 Holding file printer assignment)

 

 

                            #1       #2             #3          #4            #5        #6        s  #7  s  #8

"TERM01" , "PRINT1,PRINT1,PRINT1,PRINT1,PRINT1,PRINT1"

"TERM02" , "PRINT1,PRINT1,PRINT4,PRINT1,PRINT1,PRINT1"

"TERM03" , "PRINT1,PRINT1,PRINT5,PRINT1,PRINT1,PRINT1"

 

! Order printing forms

#1 - Positions 01 to 06  =  Invoice

#2 - Positions 08 to 13  =  Shipper document

#3 - Positions 15 to 20  =  Picking ticket document / ALT invoice print

#4 - Positions 22 to 27  =  Workorder document

#5 - Positions 29 to 34  =  Lay-a-way document

#6 - Positions 36 to 41  =  Quote/estimate document

 

  • The printer assignment table lets each terminal print different documents on different printers. 
  • The 3rd printer column is the printer for the WALT invoice/action 25.
  • With the printer assignment table set as above all of the terminals will print Action 22 Invoice on PRINT1. Each terminal will print the WALT action 25 invoice on different printers; PRINT1, PRINT4 & PRINT5.

 

 

 

NOTE:

Order Processing (Module 6)

  • System Management functions (Task 32)
    • Modify parameter files (Sub-task 22)
      • Custom options (8)

 

Normally the following STS'DPT'x labels override the standard O/E status departments used in order entry & editing and various reports/inquiries, etc.  There are intrinsic meanings and business logic behind the departments overall and in specific detail in some areas which is NOT altered by changing the default labels.  That means you can override the defaults to suit your particular situation or preferred vernacular but the operation will remain the same.

DESCRIPTION MAYBE UP TO 12 CHARACTERS.

Example: STS'DPT'3=Workorder instead of "Shop"

Labels can be centered in large arial font 24v with these columns. (STD)

 

STS'DPT'1=Backorders                      ; Sales

STS'DPT'2=                                        ; Sales

STS'DPT'3=1 COPY SHIPPR            ; Shop

STS'DPT'4=Email Shippr                   ; Warehouse (alt invoice)

STS'DPT'5=                                        ; Shipping

STS'DPT'6=                                        ; Accounting

 

If the O/E general parameter is used:

WALT'INVOICE'PROMPT=PAID INV

The customer parameter:

STS'DPT'4=Email Shippr                

Doesn’t apply because the WALT’INVOICE’PROMPT= parameter overrides it.