6-3 Entering Accessorial Charges On a General Inv
Entering Accessorial Charges on a General Invoice
Table of Contents
Entering Accessorial Charges on a General Invoice 2
Entering Accessorial Charges on a General Invoice
Processing Summary
- Work With General Invoices
- Create a General Invoice
- Create General Invoice Details
- Comment on a General Invoice Detail
Processing Dialog
From the "A/R Main Menu" select "Work With General Invoices". The following is the Work With General Invoice panel:
Displayed are the General Invoice transactions that have been previously created. The top of the panel shows the search criteria. The search criteria can be used to locate a specific general invoice by control number, customer number, date range, invoice number, reference number or building number.
The body of the panel displays a control number for the transaction, the current status , the type of transaction, customer , invoice date , invoice amount , and the invoice number . The invoice number will only be present if the transaction has been posted to accounts receivable and an invoice generated.
To create a transaction for inclusion on the accessorial invoice, press the <F6> key. The following "General Invoice Entry" panel will appear.
Key in the customer number for the account. Key the building number for the account. If the building is left blank, the primary building number on the account will be used. A bill-to customer is sometimes used to direct the invoice to an alternate address or an associated organization. The invoice type should be set to "AI" to include the charges on the accessorial invoice.
If the amount is supplied, it is used as a check and balance for the detail charge entries. Upon completion of the detail entry, a warning message will display if the details do not sum to this amount. If the amount is not supplied, it will be calculated from the sum of the details.
Reference numbers and car/trailer numbers can be used to tie the transaction to a specific shipment or piece of equipment. The description is primarily to allow you to identify the purpose of the transaction. Press the <Enter> key to create the transaction. You will then be prompted for the first detail charge. The following depicts that panel.
Charges are entered either by identifying a pre-build task code or by identifying the specific revenue center by entering the ledger code and sub-code. Pre-built task codes streamline entry by associating the revenue center, charge amount, rate, rate basis, and charge description with a 4-character code. After keying the task code if you press the <Enter> key, all of the associated information is returned to the panel. When the alternative of entering a ledger code and sub-code is done, you must also supply the other entries. If you enter the quantity and the rate, the programming will extend the amount. Press the <Enter> key to record the charge.
If you want to associate comments with this charge, take option 3. The following "General Invoice Comments Maintenance" panel will appear.
Type in the comments and press <Enter> to record them. The comments entry panel is programmed to re-display until no changes are made. Once you have reviewed the comments and determined they are correct, press the <Enter> key again to confirm and record them. You will return to the "General Invoice Detail Maintenance" panel to record your next charge.
When you have finished entering the charge details, press the <F12> key. You will return to the "Work With General Invoice Details" panel. Press <F12> again to return to the "Work With General Invoices" screen. If the sum of your charges does not equal the amount specified on the transaction header, a message will alert you to this fact. You can then press <F12> to return to the details panel and effect your changes or press the <Enter> key to update the header with the aggregate amount of the detail transactions.
To have these charges added to the accessorial invoice, do not post the transaction. The accessorial processes search for open accessorial charges of this nature when they construct the invoice. Then when the accessorial process is posted, this transaction will be included and posted with the other accessorial charges.