Use this screen to automatically generate invoices for all or a range of catalogs, customers, issues, packing slips, projects, or sales orders. The system automatically prints an invoice report at the end of the generation process. Use the Maintain Invoices screen to immediately edit and print the invoices that are created in this screen, or to create new invoices.
You can create invoices for one or all line types, including recurring lines, and by sales order and shipping transaction, where applicable.
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 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 will not affect the posted costs of such issues (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 checked), the Sales Group Abbrev Clearing Account/Org doesn’t necessarily have to match the CGS Account Org.
You can generate invoices only for approved sales orders. You can create invoices on orders with invoice-only line types, miscellaneous line types, and recurring line types as soon as they have an approved status. You must ship orders with inventory line types and in-transit line types before creating invoices. You cannot create invoices for shipment transactions with a Ship Status of Pending or Hold Shipment in the Enter Shipping Transactions screen. You must issue to sales orders with drop shipment line types before creating invoices.
Select a category by which to create invoices. The options in this drop-down box are Catalog, Customer, Project, Sales Order, Issue, and Packing Slip.
Select the range for creating invoices. The options in this drop-down list are All, One, Range, From Beginning, and To End. The default value is All.
This field is available if you select One, Range, or To End from the Range Option drop-down list. Enter a single value/ID or the beginning value/ID for the range.
This field is currently unavailable.
This option is available if you select Range or From Beginning from the Range Option drop-down box. Enter the ending value/ID for the range.
This field is currently unavailable.
Use the fields in this group box to specify invoice values and the invoice period. If you create a new invoice for a sales order line with a Revenue Recognition code of Deferred Revenue and SO line has an amortization code associated with it, the system automatically creates an amortization schedule for that invoice line based on the code. A valid fiscal year, period, and subperiod are required to create the required amortization schedule. The first period sequence of the cycle, and the associated amortization rate, apply to the fiscal year/period of the invoice. Subsequent period sequences and amortization rates apply to subsequent fiscal years/periods.
Enter a starting invoice number for the creation process. The system provides a default starting invoice number from the Last System SO Invoice Number field in the Sales Order Settings screen if you selected the System option in the Invoice group box of that screen. You can change the default number. You cannot use spaces in the starting invoice number.
If you selected the Packing Slip and Invoice Number Combined check box in the Sales Order Settings screen, the packing slip number and the invoice number are the same.
Enter the date to assign to the invoices. The system date is the default, but can be changed. The system uses the invoice date, along with the sales order customer's terms, to determine the appropriate due date for the invoices.
Select this check box to indicate that the invoice is on hold and therefore ineligible for sales order journal posting.
Select this check box to mark DD250 invoices as estimated. The Estimated check box in the Maintain Invoices screen will then be selected for all invoices. When DD250 invoices are printed, E appears in box 6 (Invoice No./Date) of the DD250 form.
Enter, or use the drop-down list to select, the correct fiscal year. The default fiscal year, corresponding to the invoice date, can be changed.
Enter, or use the drop-down list to select, the correct period. The default period corresponding to the invoice date can be changed.
Enter, or use the drop-down list to select, the correct subperiod. The default subperiod corresponding to the invoice date can be changed.
Select any combination of sales order line types to include in invoice creation. You must select at least one type. Eligible sales order lines will be combined on one invoice when applicable.
Select this check box to include INO (Invoice-Only) line item types in the invoice creation process. Sales orders with INO line items must have an Approved status from the Enter Sales Orders or Approve Sales Orders screen. Each line item must have an Open status displayed in the Enter Sales Orders screen.
Select this check box to include DRP (Dropshipment) line item types in the invoice creation process. DRP line items are ineligible for invoice creation until you have recorded an issue transaction.
Select this check box to include MSC (Miscellaneous) line item types in the invoice creation process. Sales orders with MSC line items must have an Approved status from the Enter Sales Orders or Approve Sales Orders screen. Each line item must have an Open status displayed in the Enter Sales Orders screen. If you are invoicing freight for a shipping transaction and you select the Invoice Freight Charges check box in the Sales Order Settings screen, a miscellaneous invoice line displays, summing the freight charges for all shipments included on that invoice.
Select this check box to include INV (Inventory) and INT (In-Transit) line item types in the invoice creation process. INV and INT line items must be issued and shipped before you can create invoices.
Select this check box to include REC (Recurring) line item types in the invoice creation process. Sales orders with REC line items must have an Approved status from the Enter Sales Orders or Approve Sales Orders screen. Each line item must have an Open status displayed in the Enter Sales Orders screen. If you select this check box, you must also enter recurring information.
Select the range for the dropshipment issue dates. The options in this drop-down list are All, One, Range, From Beginning, and To End. This option is available only when you select the Dropshipment - Issues check box in the Select SO Line Types group box. The default value is All.
This field is enabled if you select One, Range, or To End from the Range Option drop-down list. Enter a single date or the beginning date for the range.
This field is active if you select Range or From Beginning from the Range Option drop-down list. Enter the ending date for the range.
Select this check box to combine multiple-issue transactions for dropshipment lines on one invoice for a given sales order. Leave this checkbox empty to create a separate invoice for each issue transaction related to the dropshipment sales order lines. This option is available only when you select the Dropshipment - Issues check box in the Select SO Line Types group box.
Select the range for the inventory and in-transit shipment dates. The options in this drop-down box are All, One, Range, From Beginning, and To End. This option is available only when you have selected the Inventory/In-Transit - Packing Slip checkbox in the Select SO Line Types group box. The default value is All.
This field is enabled if you selected One, Range, or To End from the Range Option drop-down list. Enter a single date or the beginning date for the range.
This field is active if you select Range or From Beginning from the Range Option drop-down list. Enter the ending date for the range.
Select this check box to combine multiple shipments, or packing slips, on one invoice for a given sales order in the invoice creation process. Clear this check box to create one invoice for each of the shipments related to the sales order. If you select the Packing Slip and Invoice Number Combined check box in the Sales Order Settings screen, this check box is unavailable.
If you have entered freight charges on a shipping transaction and selected the Invoice Freight Charges check box for the sales order (in the Header Information subtask of the Enter Sales Orders screen), the system creates a Miscellaneous (MISC) invoice line (with the type "FR") for the amount of the freight charge. If you select the Combine Multiple PS on Invoice check box, the separate freight charges for all shipments are summed and included on that invoice. The Sales Order Line Charge Type code FR (Freight) must exist in the Sales Order Line Charge Types screen before you can apply any freight charges to the shipments. The Invoice Creation Report has a line for each invoice, displaying the total freight charge for that invoice.
This group box is available only if you select the Recurring check box in the Select SO Line Types group box.
Enter the starting date for the time period in which the recurring line item is to be invoiced. The system uses the date, entered in MM/DD/YYYY format, with the ending date and billing cycle to calculate the invoice amount. The starting date is the first day of the prorated cycle.
For example, if you enter a recurring line item on a sales order with a starting date of 7/22/2002 and an ending date of 12/31/2002, these dates on the sales order will constitute the billing period for the item. Invoices will be sent to the customer at designated intervals throughout the billing period. When you create invoices in the Create Invoices screen for a recurring billing period of 7/01/2002 through 07/31/2002, the first invoice amount will be prorated for a period of 10 days. If you perform the invoice creation process monthly, the remaining invoices will be for either 30 or 31 days, based on the prorate recurring method chosen in the Sales Order Settings screen.
Enter the ending date for the time period in which the recurring line item is to be invoiced. The system uses the date, entered in MM/DD/YYYY format, with the starting date and billing cycle to calculate the invoice amount. The ending date is stored in the Last Invoice Date field in the Recurring Line Information subtask of the Enter Sales Orders screen. Costpoint will check the last invoice date to determine whether the date falls between the selected starting date and ending date entered in this screen. If an item's last invoice date does fall within the date range specified here, the system will not create an invoice.
Enter, or use 
to select, the applicable billing cycle
code. The system uses the code along with the starting and ending dates
to calculate the invoice amount. Billing cycles are set up in the Controls
menu in Costpoint Billing and are defined within a number of months or
fractional months.
Select this button on the toolbar (normally the Print button) to print a Trial Run report.
Select this button on the toolbar to create new invoices.
Select this button on the toolbar to create and then print new invoices. The Create Invoice Report prints using data formats based on the transaction currency associated with the sales orders matching the selected range and criteria. All amount and sales tax/VAT fields in the report are in transaction currency. An exception report prints a list of all invalid project/account/organizations for invoices that did not process.
Be sure to check the settings in the Sales Order Print Options screen for printing parameters and format options so that the invoice report prints correctly from this screen. For example, if you select the SO Line Number check box in the Sales Order Print Options screen, each sales order line number prints on the report. Similarly, if you select the Line Sales Tax/VAT Rate checkbox, the tax percent prints for each line on the report.