Get Invoice

Get Invoice form is used to select the Invoice/Credit Memo for the note.  Invoices/ Credit memos will be loaded from the summit application on click of Get Invoice button on the Maintenance screen.

1. Login into Notes Receivable system
   
2. Click on Find button and select the note.
   
   
   
3. Click on Get Invoice button, then Get Invoice form will be opened.
   
4. Get Invoice screen has following fields.
   1. Batch #: Default Batch Number of the customer will be assigned to the Batch # field on the load of Get Invoice screen. This field is mandatory.
      
      If User doesn’t enter batch number then following validation message will be displayed.
      
   2. Location:  Default Location Number for the customer will be assigned to the Location field on the load of Get Invoice screen. 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.
      

   3. Ref #: 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 #: Prefix + Number i.e. NX0001

   4. Payment 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.
      

   5. As Of:  This is date control. This field contains minimum value will be the current date.
   6. Invoice Grid control: The Grid control contains following columns.
      1. Select: It’s a check box control; User can select multiple invoices by pressing shift button like shown below.
         1. Check the one check box
            
         2. After selecting the one record, Press Shift button in the keyboard and click the last Invoice.
            Example: User required total 10 invoices then click on the 1^st Invoice and press shift button and select 10^th Invoice, then all invoices from 1 to 10 will selected.
            
         3. User can sort the records in ascending or descending order by clicking on the column heading.
            
   7. Remaining Balance: This field is non editable control and used to view the available balance for the note.
      
   8. Amount Selected: This field is non editable control and used to view the selected invoice total amount.
      
   9. Ok button: Ok button will be enabled when all mandatory fields contains data. On click of Ok button, selected invoices will be added to note.
   10. Cancel button: On click of cancel button, following warning message will be displayed.
       
       If user clicks on the button “Yes” then 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.
       
       

Integration with General Ledger

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.

1. Login to summit application
   
2. Select /Click General Ledger Menu
   
3. Select Report and Inquiry Menu
   
4. Select View Account History
   

5. Enter Account number, Accounting Year, Period (Beginning and ending)
   Below report will give the required details
   

6. To view Note creation details, select the record and double click.
   1. 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.
      
      
      
   2. 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

1. Login to summit application
   
2. Select /Click Petrolac Menu
   
3. Petrolac Dates screen will appear. Click OK.
   
4. Select End of Period Menu on Petrolac Main Menu screen.
   
5. Select G/L Distribution Report Menu on End of Period Menu screen.
   
6. Enter Transaction Date (Beginning and ending) and click on View Report button.
   
   
   

   Below report will give the required details