to select, a valid sales order number.Use this screen to edit and delete invoices auto-created by the system, and to enter and maintain additional invoices. Selected non-editable information from the Enter Sales Orders, Enter Sales Order Inventory Issues, Enter Sales Order Non-Inventory Issues, and Enter Shipping Transactions screens will default to the invoice. Invoices and amortizations are posted to the general ledger via the Post Sales Order Journal application. Once the invoice is posted, you will no longer be able to edit invoice data.
For SO lines with component processing, if a prior invoice exists for a particular SO/line, subsequent new invoices created may or may not include costs from component issues made after the prior invoice, depending on whether those costs were already posted via the Post Component COGS Corrections option in the Post Sales Order Journal application.
For SO lines with component processing, for subsequent invoices created after initial invoicing, issues that were already posted (via Post Component COGS Corrections) are associated with the invoice number referenced at the time of posting of the issue cost, even though subsequent invoice quantity adjustments are made referencing this new invoice number. Deletion of the new invoice/line reverses the invoiced quantities, but does not affect the posted costs of those issues, which were posted via a different invoice.
Since cost of issues can be posted to the COGS accounts, even after an invoice was already created (when the Allow invoice for partially shipped component lines option is selected), Sales Group Abbrev Clearing Account/Org need not match the CGS Account Org.
An invoice or invoice line cannot be deleted if any of the associated issue transactions contain component correction lines that have been posted, via Post Invoices or via Post Component COGS Corrections.
You can enter and edit invoices for line items with an Open status on approved sales orders. You can invoice invoice-only, recurring, and miscellaneous line items after the sales order is approved. You must issue and ship inventory and in-transit line items before you can enter an invoice, and you must issue drop shipment line items before they can be invoiced. You can view (but not edit) sales order invoices that have been posted to the general ledger. You can print invoices any time after entering them.
You can number invoices manually or have the system do it automatically. Select the method in the Sales Order Settings screen. You cannot enter spaces in the invoice number.
Enter an invoice number up to a maximum of 15 characters or leave blank if the auto-numbering method is used. When using auto-numbering, the invoice number is assigned after all required information is entered. The system increments by one the Last System SO Invoice Number in the Sales Order Settings screen.
If you use manual numbering, you must enter an invoice number before you can save the record. The system does not store the last number used. You must use a log to track the invoice numbers.
The system date is displayed as the invoice date and can be changed as necessary. Auto- created invoices display the invoice date entered during the Create Invoices process.
Select this check box to mark DD250 invoices as Estimated and to indicate that invoices designated as DD250 type should be printed with a capital E in "Box 6. Invoice Number and Date" on the form.
Select this check box to indicate that the invoice is on hold and is ineligible for sales order journal posting. Clear this check box to indicate that the invoice should be included in the sales order journal posting process.
Required. The system calculates and displays the invoice due date based on the entered Invoice Date and the customer's established payment terms. You can change the calculated Due Date.
Enter, or use to select, a valid sales order number.
This field is currently unavailable.
Enter, or select from the drop-down list, the applicable customer payment terms. The system provides the terms established for the customer in the Customer table as a default, which can be changed as necessary.
This field displays the delivery terms, if applicable, that were entered in the Header Information subtask of the Enter Sales Orders screen.
These non-editable fields display the customer and the customer name established in the sales order.
This non-editable field displays the transaction currency. The transaction currency defaults from the Enter Sales Orders screen. You can use the Exchange Rates subtask to modify the exchange rate for the invoice. You can change rate groups in this subtask; however, you cannot modify the specified transaction currency. You can also create invoice lines using transaction currencies in this screen. All amounts will be displayed in transaction currency.
This non-editable field displays the pricing project for the order established in the Enter Sales Orders screen.
This non-editable field displays the pricing catalog for the order established in the Enter Sales Orders screen.
This text box displays the sales order's header notes from the Enter Sales Orders screen, but can be changed. Enter free-form text that pertains to this sales order invoice containing up to 254 alphanumeric characters. As you enter the text, it automatically word-wraps. You can insert paragraph breaks and blank lines by pressing [CTRL-ENTER] to force hard returns where needed. Text is printed in its entirety on the invoice forms if you selected the Print Invoice Header Notes check box in the Print Invoices screen.
If you are using Costpoint Multicurrency, some amount fields in the table window are denoted Trans Currency to indicate the amount in transaction currency. This amount defaults from the sales order and cannot be changed for the invoice once the sales order has been approved. However, you can modify the exchange rate and rate group for the invoice in the Exchange Rates subtask.
This field displays the system identifier of a line on the invoice. It is a sequential number assigned by the system to track the line items of the invoice. Costpoint supports an unlimited number of lines on an invoice.
Enter, or use to select, the sales order line number
against which you are invoicing. Once you have entered the SO line, existing
sales order, issue, and shipping information populate the invoice line.
Leave this field blank if you are invoicing for miscellaneous items not
identified on the sales order.
This non-editable field displays the CLIN entered in the Enter Sales Orders screen.
This non-editable field displays the item entered in the Enter Sales Orders screen.
This non-editable field displays the item revision entered in the Enter Sales Orders screen.
This field displays the description of the item entered in the Enter Sales Orders screen. If you selected the Allow Invoice Description Changes check box in the Sales Order Project Settings or Sales Order Catalog Settings screens, you can change the default item description. You can enter up to 60 alphanumeric characters for the description. If you change the description, it will not update the item description in the Basic Part Data, Services, or Goods screens in Costpoint Product Definition. If you do not enter an item and the order Line Type is MSC, you can enter a free-form description of what is being ordered. This is a required field.
This field displays any notes that were entered for the sales order line. You can change this description and add up to 254 characters of free-form text if the invoice has not yet been posted.
This non-editable field displays the line type entered in the Enter Sales Orders screen. The system updates this field for miscellaneous invoice lines that are not associated with existing sales order lines with the code "MSC." You cannot enter miscellaneous line type items in the Item column. Enter the item ordered and its associated description in the Item Selling Description column. Miscellaneous types generally represent invoice items entered once only, for sales, freight, handling, or expediting charges. This line type functions as does the INO (Invoice Only) line type: there is no interface with material movement and issue transaction is not permitted. The cost of sales journal entry is posted to the general ledger through the Sales Order journal.
This field displays the miscellaneous line type as entered on the sales order and can be changed. The type must be established in the Sales Order Line Charge Type screen. This field is used only when you select a MSC (Miscellaneous) Line Type.
This non-editable field displays the item type entered in the sales order. The system-defined types are as follows:
P - For items established as parts in the Basic Part Data screen in Costpoint Product Definition.
G - For items established as goods in the Goods screen in Costpoint Product Definition.
S - For items established as services in the Services screen in Costpoint Product Definition.
Enter the invoice quantity for line types that are INO (Invoice-Only), MSC (Miscellaneous), and REC (Recurring) items. Use the Issue Detail subtask to assign the invoice quantity for line types that require material movement, which are INV (Inventory), INT (In-Transit), and DRP (Dropshipment) line items. This field is required for all line types except the MSC (Miscellaneous) type. You cannot invoice a sales order line for more than order quantity. Fractional quantities are supported and the maximum quantity is 99,999,999.9999. Negative invoice quantities are allowed.
For SO lines with component issues, partial invoicing is not allowed. The invoiced quantity must equal the order quantity (positive or negative) and the associated issues must support this invoiced quantity. This depends also on the setting of the Allow Invoicing Short on Component SO Lines level option in Sales Order configuration. If the invoice quantity on the main screen is positive, then the issue details subtask still loads both positive and negative issue rows, and updates invoice quantity (equal to issue quantity) against all the issue rows (positive and negative). Similar logic applies to negative invoice quantity scenarios. The issue detail subtask is non-editable when issues are at the component level.
This non-editable field displays the unit of measure entered in the sales order.
This non-editable field displays the gross unit price from the sales order line. If changes are required to the gross unit price, you must make them in the Invoice Supervisor Screen. You can enter a maximum gross unit price of 99,999,999.9999. Negative unit costs are allowed. If you are using Costpoint Multicurrency, this field contains the prefix "Trans Currency."
This non-editable field displays the volume discount entered on the sales order line. The volume discount percentage is applied to the Gross Unit Price of the item. Enter a 5.25% discount as "5.25" The discount percentage is intended as a volume discount, rather than a cash or payment discount. If you do not know the discount percentage, you can leave this field blank. The system automatically derives the value from the Gross Unit Price and Net Unit Price. If changes are required to the volume discount, you must make them in the Invoice Supervisor Screen.
This non-editable field displays the net unit price of the item from the Invoice Supervisor Screen. This is the price of one unit of the item after any volume discounts have been applied. The system automatically derives the net unit price from the Gross Unit Price and applicable Volume Discount percentage if they have been entered. You can change the net unit price in the Invoice Supervisor screen. If you are using Costpoint Multicurrency, this field contains the prefix "Trans Currency."
If you are using Costpoint Multicurrency, this field contains the prefix "Trans Currency." The system automatically calculates the extended price amount. The calculation is: Net Unit Price times Invoice Quantity. If you did not enter a quantity, you must enter the extended price amount. If changes are required to the extended price amount, you must make them in the Invoice Supervisor Screen.
The system calculates the extended price amount differently for recurring line items, and you cannot edit the price in this screen or in the Invoice Supervisor Screen. Use the following as an example: a sales order line item is entered for a service agreement, hardware maintenance. You enter the line item as a "REC" (Recurring) line type. The maintenance agreement is effective for the period 7/22/02 through 12/31/02 and the price is $1,000 per month. The customer is billed monthly and the Actual Day prorate method is used.
Costpoint calculates the Ext Price Amount, which cannot be changed for recurring line items. The calculation is:
Extended Price Amount =
(Order Quantity × Net Unit Price × Number of complete billing cycles)
+ (Prorated billing cycle amount)
The system calculates the prorated billing cycle amount follows:
Prorated Billing Cycle Amount =
(Unit Price per month ÷ *31 or 30 days) × Number of days in prorated cycle
*Actual Day Prorate Method uses the actual number of days in a month, and
the 30-Day Prorate Method uses 30 for each month.
Using our example, the prorated invoice amount is calculated as follows:
Prorated Invoice Amount =
($1,000.00 per month ÷ 31 days) × 10 days = $322.58
Costpoint prorated the month of July using the starting date of 7/22 and the ending date of 7/31. The starting date is included as the first date of the prorated cycle, which results in 10 days.
Using the example above to calculate the Ext Price Amount results in the following:
Extended Price Amount =
(1 × $1,000.00 × 5) + (322.58) = $5,322.58
The cumulative price of the line charges entered in the Line Charges subtask is displayed here and can be edited only in that subtask. If you are using Costpoint Multicurrency, this field contains the prefix "Trans Currency."
This field defaults from the sales order line and displays "Y" (Yes) or "N" (No) to indicate whether the item is taxable. You cannot edit this field in this screen; you must make changes in the Invoice Supervisor Screen.
This field displays the default sales tax/VAT code from sales order line. A sales tax code is required for all taxable line items. You cannot edit this field in this screen; you must make changes in the Invoice Supervisor Screen.
This non-editable field displays the sales tax/VAT rate associated with the selected sales tax code.
This non-editable field displays the sales tax/VAT amount automatically calculated by the system when the Tax column is set to Y (Yes). The calculation is: Ext Price Amount times Sales Tax/VAT Rate. If you are using Costpoint Multicurrency, this field contains the prefix "Trans Currency."
This field displays the cumulative sales tax/VAT amount for the line charges entered in the Line Charges subtask. You cannot edit this field in this screen. You must use the Line Charges subtask. If you are using Costpoint Multicurrency, this field contains the prefix "Trans Currency."
This field displays the total line amount automatically calculated by the system. The calculation is as follows: Ext Price Amount plus Line Charge Amount plus Sales Tax/VAT Amount and Line Charge Sales Tax/VAT Amount. If you are using Costpoint Multicurrency, this field contains the prefix "Trans Currency."
This field displays the sales group abbreviation entered in the sales order line. This is a required field for all sales order lines. You cannot edit this field in this screen; you must use the Invoice Supervisor Screen.
This field is available only for "REC" (Recurring) sales order line types. If the invoice was auto-created by the system, the starting date is displayed as entered during the creation process and can be edited as necessary.
This field is available only for "REC" (Recurring) sales order line types. If the invoice was auto-created by the system, the ending date is displayed as entered during the creation process and can be edited as necessary.
This field is available only for "REC" (Recurring) sales order line types. If the invoice was auto-created by the system, the billing cycle is displayed as entered during the creation process and can be edited. Enter, or use Lookup to select, a valid cycle for the line item. This field is required for all "REC" (Recurring) line items.
The unit cost for sales order items that do not require material issue transactions, but do require only an invoice (line types "INO" (Invoice-Only), "MSC" (Miscellaneous), and "REC" (recurring)), are determined during the invoice generation process and when invoices are added manually. For these items, the system checks the Sales Order Cost Types table to determine the user-defined costing sequence. If a sequence number of zero has been assigned, the cost type is ignored. If the cost is not zero, it defaults into this field. If a cost type does produce a unit cost equal to zero, the cost type with the next available sequence number is used. The system multiplies the unit cost by the sales order invoice quantity to determine an extended cost amount. You can change the calculated unit cost in the Invoice Supervisor Screen.
The unit cost for line items that require material issue transactions ("INV" (Inventory), "INT" (In-Transit) and "DRP" (Dropshipment) items) is determined when the issue is recorded. This non-editable field displays the average unit cost for the issues linked to this invoice line. The individual costs assigned to the issue transactions are displayed in detail in the Issue Detail subtask.
This non-editable field displays the extended cost amount automatically calculated by the system. The calculation is as follows: Unit Cost Amount times Invoice Quantity.
This non-editable field displays Y (Yes) or N (No) to indicate whether components are issued to the sales order line.
This non-editable field indicates whether components have been fully issued to the sales order line. If components have been fully issued, the field is set to Y (Yes) to indicate that the line can be invoiced.
For dropshipment component issues, if the absolute value of the sum of issued quantities (not yet invoiced, for all components) is greater than or equal to the component line order quantity, the SO line is ready for invoicing. For inventory and intransit components, this is determined upon shipping.
If this field is set to "Y," the Allow Invoicing Short on Component SO Lines checkbox in the Sales Order Settings screen is selected, and the SO Line Type is "INO" (Invoice Only), the invoice quantity for the issued SO line may not be the same as the order/issued/shipped quantities on the component line due to the fact that all components may not yet have been issued, but the system indicates that the issue line has been invoiced.
If the sales order's Revenue Recognition drop-down value is "Deferred Revenue" in the Header Accounts subtask in the Enter Sales Orders screen, this field displays the amortization schedule code assigned to the SO line. You must populate the Amortization Schedule subtask if an Amortization Schedule Code exists and the invoice is open (that is, not posted). If the Revenue Recognition drop-down value is not "Deferred Revenue," this field is hidden, and the Amortization Schedule subtask is disabled. Establish amortization codes in the Deferred Revenue Amortization Schedules screen in the Sales Order Entry Controls menu.
Click this button to open the Invoice Header subtask.
Click this button to open the Addresses subtask.
Click this button to open the Header Standard Text subtask.
Click this button to open the Liquidation subtask.
Click this button to open the Exchange Rates subtask.
Click this button to open the Invoice Totals subtask.
Click this button to open the Accounts subtask.
Click this button to open the Issue Detail subtask.
Click this button to open the Line Charges subtask.
Click this button to open the Line Standard Text subtask.
Click this button to open the Currency Line Info subtask. This pushbutton is disabled if the transaction and functional currencies are the same.
Click this button to open the Customs Info subtask.
Click this button to open the Amortization Schedule subtask. This button is enabled if the sales order's Revenue Recognition method is "Deferred Revenue" in the Header Accounts subtask in the Enter Sales Orders screen, and an Amortization Schedule Code exists for the sales order invoice line.