Modules»Order Processing»Summary Billing - O/E
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Last modified on 10/7/2015 10:48 AM by User.

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Summary Billing - O/E

NOTEThe Summary Billing option is purchased separately. If you did not purchase this option, please contact us.

The completed Summary Invoice orders stay in the Invoiced Holding File (Order Processing, Task 2) until periodic billing/invoicing is done.  The frequency of producing summary invoices is user controlled.  Typical frequencies are weekly, semi-monthly and monthly, but any time-period or combinations can be utilized.  I.e. some customers may be billed once a month, whereas others may be billed weekly.  The ‘Customer Type’ determines which group of customer’s invoices will be generated when running the Summary Invoice program.  For each ‘frequency’ chosen, a Customer Type must be set up. 


SET-UP:

1. Customer Types for summary billing are set up in Customer Type Definitions table.

  • Accounts Receivable (Module 2)

    • System Management Functions (Task 32)

      • Modify Application Tables (Sub-task 17)

        • Customer Type Definitions (Option 3)

Examples:  M – Monthly Summary ; W – Weekly Summary; B – Bi-Monthly Summary

 

2. Customers who will receive summary invoices must have the "Customer Type" code placed on their AR customer record. NoteA customer can be either summary billing or regular billing, they cannot be both.

 

  • Accounts Receivable (Module 2)

    • Customer Master (Task 17)

      • Cust Type (Field 12)

 

3. In addition, the same Customer Types must be identified in the Order Processing module as representing summary billing customers.

o       Order Processing (Module 6)

o       System Management Functions (Task 32)

§         Modify Parameter Files (Sub-task 22)

·        O/E General (Option 1)

Look for the parameter:  SUM'BILL'TYPES=MW      A/R customer types that get summary billing, per the example MW, which could represent Monthly and Weekly

 

4.  Parameters define how Summary Billing should work….such as:  in what sequences the orders print on the invoice, should the invoices print in Customer number or Customer name order, etc.

Below are the various parameters that must be identified (they are also found in the O/E module; Task 32; Sub-task22; Option 1):

SUM'PRINT'ORDER=#/N              Print by customer # or by customer name

SUM'ORDER'REF=                         Which field to print with order number and date on both edit list and invoices as an order reference.  Choices are: A-ask, N-none, PORO, SHPDPT, SER'ENG, GEN'1.  The last four correspond to the PROMPT' fields, whereas PROMPT'PORO is Field 01 on the Shipping Screen of a sales order, PROMPT'SHPDPT is Field 02, PROMPT'SER'ENG is Field 23 and PROMPT'GEN'1 is Field 25. Note: if using more than one field, place a ‘+ ‘ between the prompt names.  I.e. SHPDPT+GEN’1

EDIT'ONLY'REF=                            A special edit list reference override.  Which field to print with order number and date on just the edit list as an order reference.  Same options listed above in SUM'ORDER'REF plus these additional fields: YEAR (field 20), MAKE (field 21), MODEL (field 22), METER (field 24).  Leave this parameter blank to use the standard SUM'ORDER'REF setting above.

SUM'PRINT'OTHER'DATE=         Optional 2nd reference line for orders:  SHIP - show ship date; PROM - show promise/due date; PROM+SHIP - show both; or leave blank for no second line (default)

SUM'ORDER'SUBTOTALS=         Print order subtotals when there is more than 1 line (Y/N)

SUM'SUBTOT'START=                  Starting print column for order subtotals. The subtotal start is a formatting adjustment to move the order sub-totals horizontally on the invoice form if SUM’ORDER’SUBTOTALS above is Yes.  I.e. 4 would move sub-totals over 4 spaces.

 

Edit list options:

SUM'EDIT'BRK=                             Edit list break/total: 1, 2, B-both, A-ask .Edit break tells the summary edit list how to break (sort & break essentially) ... like the parameterized Invoice Break Method (described below) 1, or the Invoice Break Method 2, or ask (A so you can choose how to break on-the-fly in cases where there may be varying circumstances/uses for the edit list.  Note: See below for explanation of Invoice Break Method 1 & 2

SUM'EXPORT=                                Should a data export file of the edit list be created?  Yes/No

 

Invoice Break Methods:  There are 2 ways that the invoice can ‘break-on’ or be grouped on the invoice…for example, some customers would like their orders to be separated by PO numbers, whereas other customers my want their orders grouped by Job Name.

Method #1:

SUM'BRK1'KEY=                            Which field should be the ‘Break-on' field?  Corresponds to PROMPT' fields:  N-none, PORO (field 1 on Shipping Screen of a sales order), SHPDPT (field 2), GEN'1 (field 25), SER'ENG (field  23)

SUM'BRK1'SONLY=                       Yes = Sort by ‘KEY’; N = Sort AND Break on 'KEY’.

SUM'BRK1'DTL=                            Print order and item detail?  Yes/No

Method #2 (Optional 2nd break method)

SUM'BRK2'TYPES=                        Customer types that will use SUM'BRK2'KEY fields  (unless a Customer Type is designated here, all customer getting Summary Invoices will have ‘breaks’ based on Method #1).

SUM'BRK2'KEY=                            Break-on' field.  Corresponds to PROMPT' fields:  N-none, PORO (field #1 from the Shipping screen of a sales order), SHPDPT (field #2), GEN'1 (field #25), SER'ENG (Field #23).

SUM'BRK2'SONLY=                       Yes = Sort by KEY; No = Sort AND Break on 'KEY’.

SUM'BRK2'DTL=                            Print order and item detail?  Yes/No

 

APPLICATION:

An order is processed in Order Processing like any other order, until the invoice is completed and the operator selects an action of "Invoice" or "Accounting" on the collection screen. For a summary billing customer, these actions optionally print a shipper/invoice and then "flags" the orders as completed for transfer to the Invoiced Holding File (task 2 in Order Processing - Module 6) during the next nightly backup. No invoice number is assigned at this point. (The format of the printed document is the same as a regular shipper/invoice document, unless it is set-up differently as part of a custom document.)

 

The completed summary billing orders stay in the Invoiced Holding File until periodic billing is done. The frequency of producing summary invoices is user controlled. Typical frequencies (using the Customer Type) are weekly, semi-monthly and monthly, but any time period or combinations can be utilized. 

 

An edit list (sub-task 2) prints the orders waiting to be ‘summary invoiced’, this report can be run at any time from the Invoiced Holding File

 

  • Order Processing (Module 6)

    • Invoiced Holding File (Task 2)

      • Print Summary Order Edit List (Sub-task 2)

 

The Invoice Summary Orders (Sub-task 3) function: 1) assigns an invoice number and date to selected summary billing orders; 2) the status of the orders is changed to "Invoiced"; and 3) a physical invoice is printed for the customer. NOTE:The summary invoice generally follows the same basic format used on regular orders with possible modifications to account for the additional information, such as summarized sub-totals and/or non-applicable information, such as "order opened-by", etc.

  • Order Processing (Module 6)
    • Invoiced Holding File (Task 2)
      • Invoice Summary Orders (Sub-task 3)

 

Summary orders are then posted (Sub-task 4) using the normal posing function. The post function allows separate posting for summary orders and regular orders (mainly for auditing purposes)

  • Order Processing (Module 6)
    • Invoiced Holding File (Task 2)
      • Post Invoiced Orders (Sub-task 4)

 

ISSUES/OPTIONS:

Grouping of Orders:

As described previously, two separate methods may be used to determine how summary invoices will break.  See the Parameters in OE (Task 32, Sub-task 22, Option 1 - area defined as "Summary Billing Options") specify which method is to be used, based on Customer Type.

  • Orders are separated, first by customer.
  • Orders are then separated by selling division (if multiple divisions have orders from a single customer, there will be a separate invoice for each division)
  • Credit memos print separately from the invoices
  • Some customers choose to generate separate invoices based on a "Job Name", "PO Number" or a "Project". These fields are found on the Shipping/Customer Information of an order.
  • Line items may be listed on the invoice in the way the items were entered onto an order or regrouped by item #, report class or some other manner.
  • Sub-totals may optionally be printed.
     

Physical format of the edit list:

  • What information should be shown on the edit list?
  • What subtotals are needed, subject to Method 1 or 2 groupings?
  • Overall physical layout of edit list

Physical format of the invoice:

  • Will the same physical form as regular invoices be used or a special form?
  • When using the same form as regular invoices, which information should be left off completely and which should be shown differently? i.e. A regular invoice may identify a `Job' and a `P.O.' in the "header" or top portion of the invoice. When multiple orders are being combined into a single/summary invoice by `Job', the job would still show in the "header" of the invoice but P.O. would either be:
    • Dropped completely
    • Shown in the body of the invoice as a special subheading at the beginning of each new order included in the invoice if items are left in their natural order # sequence. This line would typically show order #, P.O., order date, etc.
    • Shown on each line item if the line items are regrouped by item #, class etc.
  • Level of line item detail can vary widely. Most summary invoices list each and every work order line item on the invoice. Some summary invoices however summarize the detail and show only a total by item # or by report class either for the invoice as a whole or within each order on the invoice.
  • This reduction in detail may be replaced by a supplemental report (such as the summary billing edit list) or with the original shipper/invoices generated at the completion of each work order.