Contents of the Create Invoices Screen

Use the fields and options to configure the Create Invoices screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field	Description
Parameter ID	Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.
Description	Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

From the unlabeled upper left drop-down list, select a category by which to select sales orders to create invoices. Valid options are:

• Catalog
• Customer
• Issue
• Packing Slip
• Project
• Sales Order

Field	Description
Option	From the drop-down list, select the range option for generating invoices based on your choice from the category drop-down list. The following options are available: All: Select this option to include all available records. The Start and End fields are disabled for this option. This is the default. One: Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option. Range: Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field. From Beginning: Select this option to include all the records from the beginning of the available records to a specific record. You must enter the last value for the range in the End field. The Start field is disabled for this option. To End: Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Start	Enter, or click to select, a value for the beginning of the range.
End	Enter, or click to select, a value for the end of the range.

Dropshipment Issue Date

Use the fields in this group box to select issue dates for drop-shipments.

Note: You can only use these fields if you select the Dropshipment - Issues check box in the Select SO Line Types group box.

Field	Description
Option	From the drop-down list, select a range option for the drop-shipment issue dates. Valid options are: All: Select this option to include all available dates. The Start and End fields are disabled for this option. This is the default. One: Select this option to include only one date. You must enter that date in the Start field. The End field is disabled for this option. Range: Select this option to include a contiguous range of dates. You must enter the beginning date for the range in the Start field and the ending date of the range in the End field. From Beginning: Select this option to include all the records from the beginning of the available dates to a specific date. You must enter the last date for the range in the End field. The Start field is disabled for this option. To End: Select this option to include all the dates from a specific date to the end of all the available dates. You must enter the date from which the range should begin in the Start field. The End field is disabled for this option.
Start	Enter, click to select, a beginning date for the range.
End	Enter, click to select, an end date for the range.

Inventory/In-Transit Shipment Date

Use the fields in this group box to select shipment dates for INV (Inventory) and INT (In Transit) shipments.

Note: You can only use these fields if you select the Inventory/In-Transit - Packing Slip check box in the Select SO Line Types group box.

Field	Description
Option	From the drop-down list, select a range option for INV (Inventory) and INT (In Transit) shipment dates. Valid options are: All: Select this option to include all available dates. The Start and End fields are disabled for this option. This is the default. One: Select this option to include only one date. You must enter that date in the Start field. The End field is disabled for this option. Range: Select this option to include a contiguous range of dates. You must enter the beginning date for the range in the Start field and the ending date of the range in the End field. From Beginning: Select this option to include all the records from the beginning of the available dates to a specific date. You must enter the last date for the range in the End field. The Start field is disabled for this option. To End: Select this option to include all the dates from a specific date to the end of all the available dates. You must enter the date from which the range should begin in the Start field. The End field is disabled for this option.
Start	Enter, click  to select, a beginning date for the range.
End	Enter, click  to select, an end date for the range.

Recurring - Billing Period Date

Use the fields in this group box to select billing period for REC (Recurring) line items types.

Note: You can only use these fields if you select the Recurring check box in the Select SO Line Types group box.

Field	Description
Option	This field displays the range option for the billing period for REC (Recurring) line item types. This field displays All as the default value. If you select the Recurring check box in the Select SO Line Types group box, this field displays Range.
Start	Enter, click  to select, a starting date for the time period in which the recurring line item is to be invoiced. Costpoint 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 7/22/2008 and an ending date of 12/31/2008, these dates on the sales order constitute the billing period for the item. Invoices are sent to the customer at designated intervals throughout the billing period. When you use this screen to create invoices for a recurring billing period of 7/01/2008 through 07/31/2008, the first invoice amount is prorated for a period of 10 days. If you perform the invoice creation process monthly, the remaining invoices are for either 30 or 31 days, based on the prorate recurring method chosen on the Configure Sales Order Entry Settings screen.
End	Enter, click  to select, an ending date for the time period in which the recurring line item is to be invoiced. Costpoint 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 on the Recurring Line Information subtask of the Manage Sales Orders screen. Costpoint checks the last invoice date to determine whether the date falls between the selected starting date and ending date entered on this screen. If an item's last invoice date does not fall within the date range specified here, Costpoint does not create an invoice.
Load Start Invoice ID	Click this button to load the starting invoice ID.

Select SO Line Types

Select any combination of sales order line types to include in invoice creation. You must select at least one type. Costpoint combines eligible sales order lines on one invoice when applicable.

Field	Description
Invoice Only	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 on the Enter/Manage Sales Orders screen. Each line must have an Open status on the Enter/Manage Sales Orders screen.
Recurring	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 on the Enter/Manage Sales Orders screen. Each line item must have an Open status displayed on the Enter/Manage Sales Orders screen. If you select this check box, you must also enter recurring information.
Dropshipment - Issues	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.
Miscellaneous Line Types	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 on the Enter/Manage Sales Orders screen. Each line item must have an Open status displayed on the Manage Sales Orders screen. If you are invoicing freight for a shipping transaction and you select the Invoice Freight Charges check box on the Configure Sales Order Entry Settings screen, a miscellaneous invoice line displays, summing the freight charges for all shipments included on that invoice.
Inventory/In-Transit - Packing Slip	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.
Recurring - Billing Cycle	Enter, or click to select, the applicable billing cycle code. The system uses the code along with the starting and ending dates to calculate the invoice amount. You can set up billing cycles on the Controls menu in Billing. You can define billing cycles within a number of months or fractional months.
Combine Dropshipment Issues on Invoice	Select this check box to combine multiple-issue transactions for drop-shipment lines on one invoice for a given sales order. Clear this check box to create a separate invoice for each issue transaction related to the drop-shipment sales order lines. You can only use this check box when you select the Dropshipment - Issues check box in the Select SO Line Types group box.
Combine Multiple Packing Slips on Invoice	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. You cannot use this check box If you select the Packing Slip and Invoice Number Combined check box on the Configure Sales Order Entry Settings screen. If you enter freight charges on a shipping transaction and select the Invoice Freight Charges check box for the sales order (on the Shipping tab of the Manage Sales Orders screen), Costpoint creates a MSC (Miscellaneous) invoice line (with the type FR) for the amount of the freight charge. If you select the Combine Multiple PS on Invoice check box, Costpoint calculates the sum of separate freight charges for all shipments and includes the amount to that invoice. The sales order line charge type code FR (Freight) must exist on the Manage Line Charge Types screen before you can apply any freight charges to the shipments. The report that prints for the invoice creation process has a line for each invoice, displaying the total freight charge for that invoice. Note: iRAPT files require exactly one shipment per invoice. Do not select this check box if you create iRAPT files.
Create Customer Return Refunds	Select this checkbox to create negative invoices against sales order lines that are eligible for refund from a customer return. This checkbox is available if the selection criteria is Sales Order or Customer. Selecting the checkbox will add an RMA/RMA Line reference to the report. The process related to this checkbox will not create refund invoices for RMA lines without any SO reference.

Generate

Use 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 the SO line has an amortization code associated with it, Costpoint 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.

Field	Description
Starting Invoice No	Enter a starting invoice number for the creation process. Costpoint provides a default starting invoice number from the Last System SO Invoice Number field on the Configure Sales Order Entry Settings screen if you selected the System option in the Invoice group box on that screen. You can modify the default number. You cannot use spaces in the starting invoice number. If you select the Packing Slip and Invoice Number Combined check box on the Configure Sales Order Entry Settings screen, the packing slip number and the invoice number are the same.
Invoice Date	Enter, or click   to select, the date to assign to the invoices. The system date defaults. Costpoint uses the invoice date, along with the sales order customer's terms, to determine the appropriate due date for the invoices.
Hold	Select this check box to indicate that the invoice is on hold and therefore ineligible for sales order journal posting.
Estimated	Select this check box to mark DD250 invoices as estimated. This selects the Estimated check box on the Manage Invoices screen for all invoices. When DD250 invoices are printed, E appears in box 6 (Invoice No./Date) of the DD250 form.
Fiscal Year	Enter, or click to select, the fiscal year. The fiscal year that corresponds to the invoice date defaults.
Period	Enter, or click to select, select the period. The period that corresponds to the invoice date defaults.