Customer - Parts Invoicing Header

The Customer - Parts Invoicing Header tab allows you to create a new parts invoice or edit a parts invoice.

To open the Customer - Parts Invoicing Header tab, click an Order Number on the Parts Invoicing screen or click Create.


The Information fields on the Customer - Parts Invoicing Header tab are:

Information
Field Description
Order Number The number of the parts order.
Location The location the parts order was created.

The fields on the Customer - Parts Invoicing Header tab are:

Field Description
Customer

The number of the customer being invoiced.

If security switch Show Notifications when utilizing Customer is enabled and the customer has notifications, a link appears below the customer. Click the link to see the notifications. See Customer Notifications.
Contact

The customer contact associated to the invoice. Any print outs related to the invoice will include this name.

Select the icon next to this field to open the VitalEngage Text application.
Order Number

An alphanumeric number representing the parts order.

The Order Number fields only appear when adding a new parts invoice.
Salesperson The salesperson creating the invoice.
Responsible

The salesperson responsible for the invoice. This field is for informational purposes only, however it will be included on print-outs related to the invoice.

Note:  This field is mandatory if the Responsible Salesperson Required For Sales Ordersswitch is activated in the CMBR5 table of the green screen application.
PO Number The customer supplied purchase order number.
Ship Via

This field is used to note if any special shipping methods are required (e.g. ship via UPS).

If using John Deere eCommerce, this field may be auto-populated with one of these values:

  • PICKUP—customer pickup orders
  • PDC—PDC shipped orders
  • SHIP—regular dealer-shipped orders
Freight Terms

The freight terms if applicable.

If this field is left blank, freight terms do not appear on the picpak or invoice when printed.
Discount Indicates the default discount code for this invoice. The discount codes must be set up on the Discounts screen before they can be used.
AvaTax Entity Use Code

This code identifies any special designation for a customer (eg. Agriculture, Government, etc).

If you are creating a deposit part number, and you are using AvaTax, the part should be created with AvaTax Entity Use Code NT (non-taxable) because Avalara does not calculate taxes on deposits.
Warranty Taxable

If selected, and the invoice is coded as Warranty, then taxes are applied. This checkbox defaults to the value configured in System Settings: Location, Warranty Taxable field.

This checkbox is only applicable to locations using AvaTax.
Tax 1

Applies the selected Tax 1 code to the invoice.

If this field is left blank, the Tax 1 code configured for the customer on the Customer Profile tab is used.

Valid Tax 1 codes are listed and configured on the Tax 1 screen.
Tax 2

Applies the selected Tax 2 code to the invoice.

If this field is left blank, the Tax 2 code configured for the customer on the Customer Profile tab is used.

Valid Tax 2 codes are listed and configured on the Tax 2 screen.
Tax 3

Applies the selected Tax 3 code to the invoice.

If this field is left blank, the Tax 3 code configured for the customer on the Customer Profile tab is used.

Valid Tax 3 codes are listed and configured on the Tax 3 screen.

You can apply or deactivate the Tax 3 code for each line item on the invoice on the Tax, Discount & Level screen.

Tax 4

Applies the selected Tax 4 code to the invoice.

If this field is left blank, the Tax 4 code configured for the customer on the Customer Profile tab is used.

Valid Tax 4 codes are listed and configured on the Tax 4 screen.

You can apply or deactivate the Tax 4 code for each line item on the invoice on the Tax, Discount & Level screen.

Total A/R The customer's current accounts receivable balance.
Credit Limit The customer's credit limit.
Available Credit

The customer's current available credit as maintained in the customer's profile.

Note:  Feature 6178 AND activating special credit checks are required to see this field. Activate at Configuration > Misc. > Other > System Settings > Location tab under Financial.
To see how Available Credit is calculated see the Formula for Calculating Available Credit section in this document.
Sold to

The sold to name and address of the customer purchasing the selected unit.
Ship to

An alternate address where the unit is to be shipped. This address defaults to the customer's main ship to address setup on the Ship to tab within Customer Profile.
Batch Date

This field only appears after the selected invoice is added to a batch or invoiced individually by clicking either the Batch or Invoice button on the Parts Invoicing Details tab.

If added to a batch, the date on which the invoice was batched is displayed.
If invoiced individually, the date 99/99/9999 is displayed until the invoice is processed by a parts billing run.

Note:  Regardless of whether the invoice is batched or invoiced individually, this field will be cleared after the next parts billing run.
Invoiced The date on which the selected invoice was invoiced.
Unit # Parts ordered on the invoice will apply (used on) the machine numbers entered in the unit number fields.

Note:  If the words Customer Has Parts Ready To Be Invoiced appear at the top of the screen it means that the selected customer has parts on a sales order that have yet to be invoiced or have shipping confirmed.

The Parts Invoicing Details section on the Customer - Parts Invoicing Header tab contains details of the parts that have been added to the invoice. You can select the Summary link to view extended parts information. If no parts have been added to the invoice, a Click here to add parts link appears. Select this link to add parts to this invoice.


If the Customer Number was changed at any point while the Parts Invoice Details was closed this tab opens automatically once the invoice is reopened.

The fields in the Parts Invoicing Details section of the Customer - Parts Invoicing Header tab are:

Parts Invoicing Details
Field Description
# of Parts The number of parts on the selected invoice.
S/O Total The sales order total.
Inv Total The invoiced total.
Qty Ordered

The number of parts ordered.
Qty Issued

The number of parts that the system can issue. Notifies the user if the entire quantity desired could not be filled.
Qty Shipped

The number of parts shipped.
Qty Invoiced The number of parts invoiced.

Use these buttons to complete your work on the Customer - Parts Invoicing Header tab:

Button Function
Save Saves changes made on the Customer - Parts Invoicing Header tab.
Save & Close Saves changes made on the Customer - Parts Invoicing Header tab and closes the invoice.
Close Closes the Customer - Parts Invoicing Header tab without saving and returns to the Parts Invoicing screen.

Data Source: SALORD

Security Switch: 823 Parts Invoicing

Revision: 2025.07