Division Invoice Parameters

The tunable divisional Invoice Parameters can be accessed from the window in the Division Parameters.
These parameters impact Miscellaneous Invoices and some of the other invoicing options according to division definitions and defaults, including:

Print Settings

PRINT ZERO DOLLAR INVOICE DEFAULT

Enter or select one of the following print defaults from the drop-down list, to apply when the invoice has a zero dollar total:

Type Y (Yes) for Always Print to default the print flag to Yes in all net zero dollar invoices.
Type C for Cash to default the print flag to Yes for net zero dollar invoices for only Cash customers.
Type O for On Account to default the print flag to Yes for net zero dollar invoices for On Account customers only.
Type N (No) for Do Not Print to default the print flag to No for all net zero dollar invoices.

EMAIL ZERO DOLLAR INVOICE DEFAULT

This setting is enabled when the Use Contact Document Emailing feature is activated in the Company Email Configuration.
Enter or select one of the following print defaults from the drop-down list, to apply when the invoice has a zero dollar total:

Type Y (Yes) for Always Email to default the email flag to Yes in all net zero dollar invoices.
Type C for Cash to default the email flag to Yes for net zero dollar invoices for only Cash customers.
Type O for On Account to default the email flag to Yes for net zero dollar invoices for On Account customers only.
Type N (No) for Do Not Email to default the email flag to No for all net zero dollar invoices.

PRINT DETAIL LINE 2

The second invoice detail line refers to the additional amount of information that prints on the line following a charge for a product.
This same prompt also applies to the second detail line when printing reservations and quotes.

• Uncheck this box to skip the product second detail line during printing of invoices, reservations, and quotations.

• Check this box to print the second detail line on invoices, reservations, and quotations.
  This information includes: Non-Bulk Rental Product Serial#, Due Date/Time Out and Billed Thru.

  The Rental Period in Hours, Days or Weeks and also the Standard Charge for that Period (i.e. Weekly 100.00, or 4-Weeks $300.00) also prints on the Jasper document.
  Refer to Rental Period on Document for information on how the rental period is determined.

ONLY PRINT SERIAL# ONLY ON DETAIL LINE 2

This option is only enabled if Print Detail Line 2 is activated.

• Check this box to print only the product serial#, omitting the rental period information on the second detail line of the invoice.
• Uncheck this box to print both the product serial# and the rental period on the second detail line of the document.

Note: A separate parameter in the Divisional Contract Parameters controls printing detail line 2 on contracts.

PRINT RENTAL PERIOD

• Check this box to always print the 'Rental Period' for a rental transaction on the Invoice.
• Uncheck this box to suppress printing of the 'Rental Period' on the Invoice.

  Note: A separate parameter in the Divisional Contract Parameters controls printing the Rental Period on Contracts, Reservations and Rental Quotes.

PRINT METER READING

• Check this box to print the meter information for metered products on the invoice where applicable.
• Uncheck this box to suppress printing the meter reading on all invoices.

Note: The meter reading always prints on an invoice for rental equipment belonging to a Product Class that uses the O/T Meter Charge Method by SHIFT, regardless of this flag.

PRINT RENTAL RATES

• Uncheck this box to suppress printing the rental rates on the invoice.

• Check this box to print rental rates on the invoice.
  Rates will only print if the rental product is flagged to print in the rate book.
  The rates that print are the first 5 rates flagged to print as outlined in the Company Default Rates.

  The rate information for rental products on invoices that originate from a source contract reflects the rates defined on the contract even if that contract has been deleted.
  The rate information for rental products that is printed on posted Miscellaneous Invoices that are re-printed from History in Print Invoices reflects the rates that are captured at the time the invoice is posted in the Daily Close 2: Generate Postings.
  This means that if rates are changed any unposted Miscellaneous Invoices in Current status for these products will not print the correct rates as of the time of the rental, instead they will print the updated rates as of the time of posting the invoice.

Note: Prices, rates, and totals, never print on the invoice or return slip for customers flagged to require approval before posting, until they have been approved and released from Hold as controlled by the defined by Daily Close 1 Approval Codes.

PRINT OUTSTANDING PRODUCTS FROM CONTRACT

• Check this box to print any products that are still out on a contract, on any invoice generated from that contract. The outstanding products list after the invoiced items.
  When printing invoices from Current, Batch, or History, the products printed as out on a contract are as of the current status on the contract.
  For standard documents and Crystal Forms the wording of the headings can be customized for two languages in the Document Field Labels table.
  For Jasper documents refer to Jasper Appearance and Formatting window of Customer Forms for the language and label controls.

• Uncheck this box to skip printing outstanding products on invoices.

INVOICE MARKETING CODE

Leave this field blank if no message is to be printed on each Invoice.
Enter the marketing code to be printed on each invoice for this division, or select one from the drop-down list as setup in Marketing Codes.

Note: If your firm uses the Alternate Language feature as activated in the Company Miscellaneous Parameters, then the comments for the Marketing Code should include text for both languages, as the same code will always be printed.

PRINT RETURN SLIP AFTER COUNTER INVOICE

The Return Slip lists the products on the invoice with the option to omit any prices, and can also be used as a Packing Slip.

• Uncheck this box to suppress the Print Return/Packing Slip prompt after completing a counter invoice.

• Check this box to provide the option to Print a Return/Packing Slip after a Miscellaneous Invoices is printed as outlined in Print Return/Packing Slip.
  This parameter also activates the option to Print a Return/Packing Slip at Rental Return if the invoice is NOT printed.

PRINT PRICES

This option is only enabled if Print Return Slip After Counter Invoice is activated.

• Check this box to print the prices on the return slip.
• Uncheck this box to omit prices on the return slip.

Note: Prices, rates, and totals, never print on the invoice or return slip for customers flagged to require approval before posting, until they have been approved and released from Hold as controlled by the defined by Daily Close 1 Approval Codes.

PRINT ID & REFERENCE

• Check this box to print the ID and the Reference information from the invoice header on the Counter Invoices and Sales Order invoices from this division.
• Uncheck this box to omit the ID and the Reference information from the printed invoice.

PRINT INVOICES IN DAILY CLOSE

When the Daily Close is run, each invoice in the batch is checked to confirm if it has been printed.
If it has not been printed, the software can automatically force a copy of it to print in the Daily Close 2 to ensure there is at least one copy of the invoice.

The invoices can be directed to different printers according to the invoice division, as defined in Daily Close Printers.
This allows specific invoice letterhead to be used for the various divisions. If no printer is assigned to a division the current Client printer selection is applied.

Enter or select one of the following print selections from the drop-down list:

Type Y - All Unprinted to include both unprinted Cash & On Account invoices.
Type C - Unprinted Cash to include only unprinted Cash invoices.
Type O - Unprinted On Account to include only unprinted invoices that are charged On Account.
Type A - All Invoices to include all invoices from this division in the Daily Close, even if they have already been printed.
Type N - Do Not Print to suppress printing if a hardcopy of the invoice is not a requirement.

Note: To minimize the customer receiving duplicate copies of an Invoice, the printing and emailing of invoices executed from Daily Close 2 only prints/emails invoices that pass DC2 successfully and are written to history.
Invoices that do not pass Daily Close 2 because of outstanding errors that need to be addressed such as Cost errors, are not printed or emailed.

IGNORE INVOICE <= $0.00

This prompt only applies if one of the options to print some or all invoices, is selected in Print Invoices In Daily Close.

• Check this box to suppress printing zero dollar or credit invoices from this division when printing invoices from Daily Close 2.
  
• Uncheck this box to print the zero dollar and negative invoices from this division from Daily Close 2.

Note: When invoices are setup to print in Daily Close 2 and the Use Contact Document Emailing feature is activated in the Company Email Configuration, and your firm uses Jasper documents, invoices will automatically be emailed to the corresponding eligible contacts for customer/site setup in the Contact Information, instead of printing.
Invoices that were not emailed will still print.
When the invoices are emailed or printed a Document Reprint Log is generated listing the documents with recipients.

Document Settings

POINT OF SALE INVOICE CASH ONLY

• Check this box to activate the fast data entry option to apply in Point Of Sale Invoices so that the cursor stops only at necessary fields when creating a Point Of Sale Invoices.
  Other fields may be accessed if required later in Change mode.
  Additional changes to Point Of Sale Invoices that are activated with this feature include:
  • Point of Sale Invoice always defaults to the "Cash" customer defined for the division in the "Customer Settings" of the Divisional Contract Parameters.
  • The Invoice Date defaults to today's date.
  • The address defaults to the address for the "Cash" customer defined for the division, and cannot be modified.

• Uncheck this box to enter information in all data fields when creating a new invoice.

POINT OF SALE INVOICES PROMPT FOR CLERK OUT

• Check this box to force the operator to enter a Clerk code in the header of Point Of Sale Invoices for this division.

  A further flag can be set in the Company Security Parameters to require the clerk's password for validation.
  Three attempts to enter the correct password are allowed before the operator is refused access.

• Uncheck this box to default the Clerk code in Point Of Sale Invoices to the operator currently signed in.

PROMPT FOR INVOICE DETAILED NOTES

In Miscellaneous Invoices product notes can be entered on the individual product detail lines and can be flagged whether to print on the invoice.
The Notes window can always be opened manually on the expanded product detail line.
This parameter controls whether the notes window opens automatically in the invoice details.

Enter or select one of the following actions for product detail notes:

Type R (Rentals) to cause this notes window to open automatically on Rental equipment product details only.
Type S (Sales) to cause this notes window to open automatically on Sales parts details only.
Type B (Both) to cause this notes window to open automatically on all miscellaneous invoice product details.
Type N (None) to prevent the notes window from opening automatically.

PROMPT FOR RETURN SLIP

Some firms issue a manual 'Return Slip' to the customer when equipment is returned from a contract.
These firms often do not enter a rental return on the software while the customer is standing there, preferring instead to hand write on a pre-numbered 'Return Slip' form indicating the customer's name, the date and time, and a list of items that were returned.

Later, the 'Return Slips' are entered into the software using Rental Return and an invoice is issued for the items indicated on the 'Return Slip'.
The printed document includes the Contract #, the Return Slip #, and the Invoice # to help the customer reconcile his paperwork.

• Check this box if your firm issues Return Slips when equipment is brought back, and the operator should be prompted for the Return Slip # on the Rental Return as outlined in Print Return/Packing Slip.
• Uncheck this box if this division does NOT use Return Slips.

Finished?

Click OK to exit the window.

Note: Any changes made to the Invoice Parameters will not be applied until the Division Parameters are accepted.