Invoice Totals and Services

Accounts Receivable Menu -> Credit Invoicing -> Credit Invoices -> Invoice Details -> Invoice Totals and Services

Once the invoice header has been completed and the product details completed in Invoice Details, this Invoice Totals screen can be completed to finish the invoice.

The Invoice #, Customer # and name display for easy reference.

Return to Details Action:

The ESCAPE key can be used to return to the Invoice Details from this Totals window.
<F3> in the first input field (Services) of this screen will also return to Invoice Details.
<F3> from other fields on this screen will accept the values displayed and complete the invoice.

The prompts are:

RENTALS

The total rental amount from the product details that is to be charged displays.

SALES

The total sales amount from the product details that is to be charged displays.

SERVICES

The total services amount to be charged displays.

SERVICES Window
Window to enter any additional charges, such as Pickup, Sharpening or Cleaning.

Note: This is display only for W.O. Invoices.

• When initially opened on a new invoice, the Services screen is in CHANGE mode and displays the list of services available as setup in Service Codes.

  Check the box in the Add field to include the services, and enter the correct Quantity with the unit Each amount as prompted.
  The Extended amount is calculated as QTY * EACH and displays on the screen.
  If this service does not prompt for a quantity, then each amount becomes the Extended amount and the resulting document does not show a quantity on the printed form (leaves a blank) in the quantity field.
  Notes can be entered for each service. These Notes can be flagged whether to Print on the document.

  Click OK to accept the service selection.
  Any service records not checked will not be billed on the invoice.

• If the Services window is accessed a second time, now the screen displays only the selected services to be charged.

  Additional services can be selected from the Service Search window.
  Enter the quantity and the unit each amount. The extended amount will calculate as QTY * EACH and displays on the screen.
  If this service does not prompt for a quantity, the each amount becomes the extended amount.

Expanded Services Record

Click EXP/CON or press <F9> to review the Division and the Tax codes and exemptions for each service. These may be changed if required.
The division defaults from the invoice header. If the service revenue should be attributed to another division, it can be changed here. The service revenue posting will then post to this division, but the payment received will still post to the division of the invoice header.

Note: If the Services are being viewed for a Work Order Invoice, this window is display only and the services cannot be changed.

Over-ride Security:
If a service is changed or deleted from a document a reason code may be required as outlined in Prompt for Reason Code.

DISCOUNTS

The total discount to be given displays.

DAMAGE WAIVER

The total damage waiver amount to be charged displays.

TAXES:

The total tax amount to be charged displays.
The tax details can be viewed in the Tax window, as outlined in Invoice Taxes.

TOTAL CHARGES

The total charges for the invoice displays.

The invoice total can optionally be automatically rounded to the nearest 5, 10, 25, 50 or 100 cents as defined in the Company Invoice Parameters using a Service Code to absorb the rounding difference.

LESS DEPOSIT

If this invoice originated from a contract and if a deposit was entered on that contract, then the deposit amount can be applied against the invoice charges.
Usually the deposit from the Contract is held until the equipment is returned and is then refunded or applied against the invoice generated from Rental Return.

The ‘Apply Contract Deposits’ flag in the Company Billing Parameters can be set to cause the deposit on the contract to be applied against interim invoice billings generated from Cycle Billing or from Bill a Single Contract instead of holding it until the Rental Return.
On an interim cycle billing if the contract deposit exceeds the invoice total, a partial deposit amount is applied.
On a rental return if the customer has paid too much deposit, when this amount is accepted a refund will be issued as the Balance Due.

A window is provided to review deposit history for this document as outlined in Deposit History.

Note: If this invoice is the results of a rental return, a company Company Security Parameters can be set to control whether the operators have the ability to change the amount of the deposit used against a Rental Return Invoice. The security control settings include:

• N - No change allowed, must accepted calculated deposit amount.
• O - Allows a change to the deposit amount used only on partial returns and orders as the Contract or Order is still open.
• Y - Provides full access allowing operators to over-ride any deposit amounts used.

BALANCE DUE

The Balance Due is the total invoice amount less the deposit applied amount.

WEIGHT

The total weight of rental and sales products on the invoice is displayed, only if the flag in the Company Inventory Parameters is set to display the weight.
The weight of any negative quantities is not included in the weight total.

TRADE DISCOUNT

The Trade Discount percent displays as setup for the customer.
This field is disabled if the Trade Discount % is zero on the document.

Trade Discount percents can be given to specified customers on equipment rentals, taxes, and the damage waiver, when the invoice is paid by the Discount Date according to the Terms code. Specific Product Classes, and Rate Code levels can be flagged to disallow Trade Discounts.
For more information on this feature refer to the Trade Discounts.

Security:
The ability to modify this field can be controlled by the 'Permit' flag set on Invoice - Trade Discount, Totals in the Security Role Permissions for the role assigned to the operator.

CARD ON FILE

This box is checked if there is one or more active Credit Cards with valid Texada Pay payment information saved for this customer in the Customer Credit Card table.
Texada Pay Credit Card information can be captured in the Capture Card/Check on File utility.

ON ACCT

Check this box if this invoice is to be charged On Account and is to be posted to Accounts Receivable for the customer.

Uncheck this box if this invoice is already paid or is to be paid now.
If the customer is set to be a Cash customer in Customer Information, then this invoice should not be put on account.

Cash Short:
Sometimes a Cash Customer is unable to pay the invoice at this time.

• If your firm allows a Cash Customer to charge such an invoice against his account, this processing can be activated in the Company Invoice Parameters.
  If this Invoice is a Cash Short situation, check the On Acct box to charge the invoice on account, and to write a record for this customer to the Bad Risk Customers.
  A record is not written to Bad Risk Customers for credit balance invoices.

  Security:
  Only operators with Security Role permission as defined in the Company Invoice Parameters, can charge an invoice for a Cash customer.
  If the operator does not have a Security Role that enables Allow on Account, the password must be entered as outlined in Authorization Required.

• The option to put "Cash Short" invoices on Hold can also be set in the Company Invoice Parameters.
  If the Hold option is used and an invoice for a Cash Customer is put On Account, the following prompt appears:

  HOLD CASH CUSTOMER INVOICE

  Check this box to set the Hold flag on the invoice to prevent posting it in the Daily Close. Later it can be released and payment entered in Hold/Release Current Invoices.

  Uncheck this box to activated the "Cash Short" processing.
  This means that a Bad Risk record is written for the customer in Bad Risk Customers.
  The statements flag is set to print in Customer Information, and that the Customer Next Call Date is set to the date of the Cash Short Invoice in Log Collection Calls to remind the collection clerk about this customer.

AMOUNT ON ACCT

If charging against the customer's account, accept the full Balance Due to charge or enter a partial amount to be charged.
This field is skipped for Cash Customers.

TERMS CODE

Accept the terms that default from the customer's record in Customer Information, or select a terms code from the drop-down list.
This field is disabled if the On account amount is zero.

Security:
The ability to modify this field can be controlled by the 'Permit' flag set on Invoice - Terms Code, Totals in the Security Role Permissions for the role assigned to the operator.

This field is skipped for Cash Customers.

PAYMENT AMOUNT

If the total Balance Due for the invoice is On Account, then the fields relating to Method of Payment will be zero.

Any outstanding balance not covered by the On Account amount, is displayed.
Enter the payment methods and amounts in the window as outlined in Invoice Payment window.

Refund by Texada Pay:
With Texada Pay if the 'Refund Existing Payment Only' control is activated in the Texada Pay configuration, a one-time refund can only be given if it is less than or equal to an existing deposit transaction amount.
Some clearing houses will not approve a refund unless the original payment has been processed and approved so if a refund cannot be processed immediately the operator is given the option to add the Refund Request to the TP Pending Refund Queue table to be re-submitted to the clearing house at a later time.

GENERATE RECEIPT

The Print Receipt pop-up is triggered for the payment only if the 'Prompt for Payment Receipt' feature is activated in the Company Customer Forms Configuration settings.

COMMENTS

A window is provided to view and enter in any comments or notes, as outlined in Invoice Comments.

FOLLOW-UP

A window is provided to view any existing customer contact follow-up comments and where additional comments can be entered as explained in Contact Customer Comments.

ON HOLD

This option provides the ability to put the invoice 'On Hold' so that it stays Current and does not post through the Daily Close 1 until the Hold flag is released from this screen or from the Hold/Release Current Invoices utility.
Only operators with menu option security to access Hold/Release Current Invoices have access to this checkbox field.

Check this box to flag this invoice 'On Hold' to prevent posting.
Uncheck this box to release the hold flag on this invoice so it will be posted in the next Daily Close 1.

Note: If the Invoice is already On Hold, and the operator does not have the ability to over-ride date range but the invoice date is out of the current date range for RSIH in Date Range Control, this "On Hold" check box is disabled and the Hold/Release Current Invoices utility must be used to remove the hold flag.

PRINT

A printer can be selected from the Printer option located on the menu bar at the top of the screen.
A default print value can be set for standard invoices for Cash and/or On Account customers in the 'Counter Document Default Flags' window of the Divisional Printing Parameters that can be over-typed on each document.
A flag in the Divisional Invoice Parameters controls whether zero dollar invoices should be printed.
For Jasper forms documents, the quantity to print can be set from the pdf print window.
For Crystal forms, the number of copies to print can be set by division in Customer Forms Document Mapping.

Check this box to print this invoice now.
If the invoice is for a customer that is being monitored and requires Daily Close 1 Approval, the products will be listed on the document with no pricing or totals until the invoice has been approved in the Daily Close Invoice Approval utility, with the exception of W.O. Invoices.
W.O. Invoices do print the amounts and totals for the service performed but the invoices will still be flagged On Hold for the Daily Close Invoice Approval alert.

Uncheck this box to skip printing this invoice at this time.
The invoice can always be reprinted later by selecting Print Invoices.

EMAIL

This field is only enabled when the Use Contact Document Emailing feature is activated in the Company Email Configuration.
A default value can be set for invoices for Cash and/or On Account customers in the 'Counter Document Default Flags' window of the Divisional Printing Parameters that can be over-typed on each document.
A flag in the Divisional Invoice Parameters controls whether zero dollar invoices should be emailed.

The Email option is not available for Cylinder Invoices, Operator Charge Invoices, or for Point Of Sale Invoices using a Slip Printer as explained below.

Check this box to email this invoice now to the appropriate contacts as flagged in the Contact Information for this customer/site, using the Compose Email tool.
If the invoice is for a customer that is being monitored and requires Daily Close 1 Approval, the products will be listed on the document with no pricing or totals until the invoice has been approved in the Daily Close Invoice Approval utility with the exception of W.O. Invoices.
W.O. Invoices do print the amounts and totals for the service performed but the invoices will still be flagged On Hold for the Daily Close Invoice Approval alert.

Uncheck this box to skip emailing this invoice at this time.
The invoice can always be emailed to the contacts later from the Print Invoices utility.

Note: If both the Print and the Email boxes are checked, and the print output selection is to Email as PDF then the document is emailed to the Contacts and to prevent duplication the 'Email as PDF' is ignored.

PRINT RETURN/PACKING SLIP

This optional document prints the items on the invoice, as outlined in Print Packing Slip.
This document can be reprinted from Re-Print Return/Packing Slip.

Using the Slip Printer for Point Of Sale Invoices:
The Point Of Sale Invoices can print the invoice using a Slip Printer.
A Slip Printer is a small 40 character serial printer, which prints receipts. Typically, two part blank paper (usually on a roll) is used. The software prints your company's name and address, and the invoice information on the blank paper. The slip can be torn off when it finishes printing, for the customer's copy.
Marketing Comments will print on the slip at the end of the bill.

Check with Texada Support to determine the best type of printer to purchase, to make sure the slip printer will be compatible.

The internal instruction for the Slip Printer can be setup by operator in Operators or can be set to default by division as setup in the Divisional Printing Parameters.
For further details on setting up the Slip Printer on the Windows terminals, refer to Slip Printer Set-Up.

Once set, Point Of Sale Invoices will ALWAYS print with the Slip Printer for each operator/division which uses the Slip Printer feature, and no emailing will be initiated.

ACTIONS:
Additional actions provided by buttons on the Invoice Totals screen include:

• Generate Email Requesting Payment for this Invoice:
  The EMAIL FOR PAYMENT button is only active if the Texada Pay processing is activated.
  This action generates an email to the customer's address selected from Select an Email Address window and includes a link to view the invoice in Jasper format.
  When the customer receives the email he can view the invoice and then clicked the NEXT button at the bottom of the Invoice form to make the Payment in a Texada Pay link.

  Texada Pay must be active and configured to use Global Payments.
  If the customer does not subscribe to Texada Pay a link to the website for more information on this feature is included in the email.

  Note: This button is disabled for Zero dollar invoices, Paid invoices Credit invoices and Approval Pending invoices.

• Key Performance Indicators:
  Click the PERFORMANCE button on the document totals screen to report on the issues in each document, as outlined in Performance Question by Document.
  This button is only visible on the document if there are active Performance Questions for the document date setup in Performance Questions.

  Note: This feature does NOT apply to Point Of Sales Invoices, Rental Return Invoices, Cycle Billed Invoices, or Work Order Invoices.

• Generate a Texada Web Task:
  Click the CREATE TASK button on the document totals screen to enter the dates for a Task as outlined in Task Due Date and Start/End Dates.
  This Task will be scheduled on Texada Web -> Tickets -> Task Tickets List.