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Get Invoice form is used to select the Invoice/Credit Memo for the note. Invoices/Credit memos will be loaded from the summit application AR side on click of Get Invoice button on the Maintenance Notes Receivable screen.
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From the Notes Receivable Activities menu, click Note Maintenance and select a Note and open it.
- Click on Get Invoice button, then Get Invoice form will be opened.
Get Invoice screen has following fields. - Batch #No: Default Enter Batch Number of the customer will be assigned to the Batch # field on the load of Get Invoice screen between 1 to 999(inclusive). This field is mandatory.
If User doesn’t enter batch number then following validation message will be displayed. - Location: Default Location Number for the customer will be assigned to the Location field on the load of Get Invoice screen. This Select Location by clicking the combo box button on Location text box, Location combo box list will be opened. Double click on the required Location. This field is mandatory.
If User doesn’t enter Location number following validation message will be displayed.
The user can modify the location number by clicking on the button (). On click of this button location selection window will be opened with all possible location numbers present in the A/R system.
Alternatively, user can enter the valid Location in Location text box. Ref NoRef #: This field is non editable and it contains value based on following pattern
Prefix: NX
Number: 0001(Number will be auto increment by 1)
Ref #No: Prefix + Number i.e. NX0001Payment Type (1-9): This field only accept positive integers starting from 1 to 9. This field is mandatory.
If User doesn’t enter Payment Type then following validation message will be displayed.
is loaded from Payment Methods. This field is mandatory.- As Of: This is Enter the desired date control. This field contains minimum value will be . The date cannot be less than the current date.
- Invoice Grid control: The Grid control contains following columns.
- Select: It’s a check box control; . User can select multiple invoices by pressing shift button like shown below.
- Check the one check box
- Example: User required total 10 invoices then click on the 1st Invoice and press shift button and select 10th Invoice, then all invoices from 1 to 10 will selected.
User can sort the records in ascending or descending order by clicking on the column heading. - User can filter the records.
- Batch #No: Default Enter Batch Number of the customer will be assigned to the Batch # field on the load of Get Invoice screen between 1 to 999(inclusive). This field is mandatory.
- Remaining Balance: This field is non editable control and used to view the available balance for the note.
- Amount Selected: This field is non editable control and used to view the selected invoice total amount.
- Ok OK button: Ok button will be enabled when all mandatory fields contains data. On On click of Ok button, selected invoices will be added to notethe Note.
- Cancel button: On click of cancel button, following warning message will be displayed.
If user clicks on the button “Yes” then Get Get Invoice screen will be closed and returned to Maintenance screen.
If user clicks on the button “No” then warning message screen will be closed and Get Invoice screen will be displayed.
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Integration with General LedgerOrigin
When user selects the Invoices from Get Invoice screen then one entry will be inserted into Payments entry in summit application with a selected invoice amount. One record will be inserted to “GL Notes Receivable “account which is configured in the Control file settings.
User can verify the entries in summit application by following the steps.
- Login to summit application
- Select/Click General Ledger on Petrolac Menu
- Select Report and Inquiry Daily Menu
- Select View Account History
Enter Account number, Accounting Year, Period (Beginning and ending)
Below report will give the required details To view Note creation details, select the record and double click.Example: Below account Number: 11100090 is Interest Income account, so fee amount will credit to this account.
Double click on the selected record to see the individual details.
Below account number: 11100001 is “GL Notes Receivable Account”, so fee amount will be debit to this account.
Double click on the selected record
OR
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Below report will give the required details
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- /click Print Payment Edit List
- On click of Print Payments Edit List, fill in required details like batch # range, Customer # range and click on the View Report button highlighted in RED box.
- Below report will be displayed, where you can find the entries done for invoice transactions from Notes Receivable system.