Open topic with navigation

Invoice History

This chapter contains the following topics:

Introduction to Invoice History

Viewing Invoice History

Printing the Invoice History Report

Introduction to Invoice History

The Invoice History selection enables you to print or view invoices in Invoice History.

To print individual invoices from Invoice History, use the Invoices (Reprint) selection. See Reprinting Invoices from the Invoices chapter.

If you are interfaced to the PBS Order Entry, be aware that Invoice History may contain invoices from both modules, depending on your responses to the question Keep invoice history in each module’s Control information. Either module’s View and Reports selections allow you to access invoices from both modules.

Viewing Invoice History

This selection lets you view invoices in Invoice History. Other view selections are available and are documented in the View chapter.

Select

Invoice history from the View menu.

View - Graphical Mode

The following screen displays:

View Invoice History List Box

The list box displays up to 6 existing historical invoices and credit memos at a time. The default view allows you to sort the invoices by invoice number, customer number, customer name, group and invoice date all in ascending or descending order. Click on the column name or the arrow to the right of the column name to change the sort or use the View options. Only column names in red may be sorted. The default sort is by customer name.

You may also select a customer using the customer lookup, just to the right of the Customer number column header. Within the lookup you also have the option of selecting a customer by Sales rep or Zip code.

Depending on the sort field selected, type the number or name to locate the invoice.

You may also use one of these options to locate an invoice by customer name:

View Menu Selections

When you first access this screen, the default view option is to sort by customer number.

From the View menu there are two main selections with several invoice history sort options for each. These are the View invoices options:

These are the View customer options:

Each View customer option provides different sets of displayed fields and sort fields in the list box. After selecting a View customer option, it sorts and searches on the data for that customer only.

You may go beyond the customer's data by using the mouse or the keyboard options listed above.

You may revert back to the View invoices options to see all invoices.

Options Menu Selections

For general users, the menu selections can and may be restricted by the assigned menu. Also, if Order Entry is not licensed or not installed then the Order Entry menu selections will not be available for any user. The Options menu selections include:

In order to view a PDF invoice, it must have been generated as a PDF during the printing of invoices. A Yes in the PDF column indicates the invoice has been generated as a PDF file. If you select an invoice that has been generated as PDF file, you will have an option to select <F5> to display the PDF file or access it from the Options menu View PDF.

The invoice history view consists of 3 or 4 tabs: General, Line items and Totals. The Payments tab displays only if using per A/R Control information.

General Tab

The default tab is General which displays the invoices number, customer address, ship-to address, purchase order number and other header fields.

Line Item Tab

The list box on the line items tab displays up to 6 goods, services and notes lines at a time.

You may sort the lines by sequence number in ascending or descending order. Only Red fields may be sorted. Click the arrow to the right of the column name to change the sort or use the View options.

To find a lines you may type the sequence number or you may use the up/down arrows, Page Up, Page Down, Home and End keys to select any good, service or note.

The details for the selected good, service or note display in the fields below the list box.

Totals Tab

The totals tab includes fields for miscellaneous charges, discounts, taxes, freight, and payment information.

Payments Tab

If you are using multi-payments, per A/R Control information, then the payments tab displays. Multi-payments is licensed separately. For more information, see the PBS Multi-payment Setup appendix. Payments can only be seen in Graphical Mode.

The tab shows the payments made for the invoice. The payment code, payment description, payment amount, original payment amount, check number, last 4 digits of the credit card number, credit card expiration date and authorization code display.

If you are using O/E and you have entered an order (O type transaction only), there can be a difference between the original credit card payment amount on the order and the final payment amount charged to the credit card when selecting the order for billing. It all other situations the payment amount and original payment amount will be the same.

Here is an example of the tab:

View - Character Mode

The following screen displays:

You can view invoices by invoice number, by customer number, or by customer name.

Starting invoice #

Enter first invoice number want to view, or use one of the options:

Options 

Starting customer #

If you left the invoice number blank, enter the starting customer number for the invoices you want to view, or use one of the options:

Options 

Customer name

If you left the customer number blank, enter the name (or just the leading characters of the name) of the first customer you want to view, in customer name sequence. Upper / lower case is significant. You may use one of the options:

Options 

The screen now appears as:

The invoices are listed on the screen.

The PDF? column indicates if the invoice has been generated as a PDF file. If you select the PDF generated invoice, you will have the option of displaying the PDF file.

To display more detail of an invoice, enter the screen line number (the number to the left of the invoice number). You may also use one of the options:

Options 

Header Information

The full header information for the selected invoice displays:

When you are finished viewing this screen, use one of the options:

Options 

Line Item Information

If you press <F1>, the following screen appears:

Select the screen line number (to the left of the line number) for detailed inquiry into one of the line items shown.

Options 

You may use one of the options:

The screen below is for a goods line item.

Options 

Use one of the options:

Totals Information

After selecting <F2> the following screen appears:

To end viewing this invoice, press <Esc>.

Options 

On the totals screen you can use one of the following options:

Printing the Invoice History Report

Use this selection to print a report of invoices by customer, invoice number, bill group, item number and sales rep ranges.

Invoices that do not have any lines will not print on the report.

You have the option of purging invoices. When you select to purge data you cannot cancel the program.

Select

Invoice history from the Reports, general menu.

The following screen appears:

Graphical Mode

Character Mode

Enter the following information:

Print in order by

Enter the order in which to show the invoices:

Purge this history

Check this box or type Y to purge the selected invoices from the Invoice History, or press <Enter> to leave them.

This selection purges the invoice history header and associated lines, auxiliary and serial numbers data.

If you select all existing invoices for purging, the data is cleared and the file/table size is reduced to zero. Selecting to purge only some of the invoices does not reduce the size of the file/table; the invoices selected only become inaccessible.

If you want to purge some invoices to recover disk space from data files, after you purge here use Export a file and Restore from an export file on the invoice history header, lines, auxiliary and serial numbers to regain the disk space. Refer to the Data Recovery Utilities appendix in the PBS Administration documentation. Note that this will not be effective for reducing an SQL table size.

The purge function runs fastest when a specific invoice # range is entered. An item # range is not applicable during purge. This insures that all line items for each invoice # are purged.

In Character mode you have the option to enter B for purging both history and orphan records. See the next field or an explanation of orphan records.

When you select to purge invoice data you will not be able to cancel the program.

Purge orphan secondary records

This field is available in Graphical mode only and cannot be entered unless the Purge this historyfield is checked.

The primary record is the invoice history header. Secondary records are the invoice history lines, auxiliary and serial numbers. Secondary records cannot be printed with this report when the primary header record is missing.

Check this field if you suspect that you have orphan secondary records. Under normal operation this will not happen. After you upgrade from an older version, or if you have had to recover invoice history data it would be a good time to select this option.

Secondary records print on the report when they are purged.

Orphaned records will not purge unless there are other invoices with headers that are in the range selected.

Starting customer # and
Ending customer #

Enter the range of customers for whom to show invoices.

Options 

You may also use the option:

Starting invoice # and
Ending invoice #

Enter the range of invoice numbers for which to show invoices. You may also use the option:

Starting invoice date and
Ending invoice date

Enter the range of invoice dates for which to show invoices. You may also use the option:

Starting bill group and
Ending bill group

Enter the range of bill groups for which to show invoices. You may also use the option:

Starting item # and
Ending item #

If you are printing in invoice order (in Print in order by field), these fields cannot be entered.

The entire invoice will be printed if any goods line item of the invoice matches this range. The invoice will only be printed once, even if more than one line item of the invoice lies within the range.

Enter the range of item numbers for which to show invoices. You may also use the option:

Starting sales rep and
Ending sales rep

These display only if you use sales reps in your business, as specified in A/R Control information.

Enter the range of sales rep for which to show invoices. You may also use the option:

Recurrence ref #

Enter the recurrence reference number (if any) of the invoices you want to show, or use one of the options:

Options 

Selecting a recurrence reference number here allows you to show all invoices that were the result of a specific recurring bill.

# of header lines

Enter the number of header lines to show for each invoice: 1 or 2.

# of line item lines

Type 2 to show 2 line per line item, 3 for 3 lines, or 0 for no line item information.

Options 

You may also use the option:

Invoice totals

If you are printing in customer number or item number order ( in Print in order by field), or if you have entered 0 for # of line item lines, this field cannot be entered.

Otherwise, check this box or type Y to show the dollar total information for each invoice and for all invoices selected; otherwise, leave it unchecked (type N). If you have an invoice with no line items, totals for that invoice will not be shown.

Each (__) on a new page

The text within the braces corresponds to whatever you entered for the Print in order by field. Furthermore, there are two cases in which this field cannot be entered:

Otherwise, do you want a page break at each break in the sequence of customers, jobs, etc. Check the box or enter Y to begin each such entry on a new page, or leave it unchecked, enter N, if you do not want the page breaks to reflect these breaks.

Invoices that have no line items will not be forced to a new page regardless of what is entered here.

Starting job and
Ending job

These fields appear only if you are interfaced to Job Control and have chosen to print in job sequence. Even then, they may be renumbered if some of the intervening fields have been skipped.

Enter the range of jobs to show. Follow the screen instructions.

OK or Cancel

The completed screen follows:

Graphical Mode:

Character Mode:

Make any needed changes, or press <Enter> to print the report.