Configuration: Invoicing

The prefix assigned to every equipment invoice number upon creation. The start digit assigned is used to identify the invoice as an equipment invoice within the system.

To configure prefixes for other invoices, see System Settings - Location, Financial section.

Indicates the number of months a billed invoice will remain on the Equipment Invoicing screen. Running a database procedure removes billed invoices that exceed the amount specified in this field.

Enter 00 to remove a billed invoice from the Equipment Invoicing screen right after it has been invoiced.

If necessary, billed invoices can be viewed from the Invoice History screen.

The inventory account number that will appear on the Trade-Ins tab.

Authorized users can overwrite the default inventory account.

The accounts receivable account or cash account number that will be used on the invoice.

Authorized users can overwrite the default account receivable account or cash account.

The account used in this field is also defined on the Special Accounts screen.

The sale account number that will be used on the invoice.

The equipment sales account loaded is used only if no sale account is found on the unit.

Authorized users can overwrite the default sale account.

Select a tax 1 code from the drop down list to be used as the default tax 1 exempt code on equipment invoices.

Tax 1 codes are set up on the Tax 1 screen.

Select a tax 2 code from the drop down list to be used as the default tax 2 exempt code on equipment invoices.

Tax 2 codes are set up on the Tax 2 screen.

Select a discount code from the drop down list to be used as the default discount exempt code on equipment invoices.

Discount codes are set up on the Discounts screen.

Note:  An exempt code must be selected for discounts to be deducted from the value of the trade-in recorded in the equipment invoicing module.

For dealers using AvaTax, equipment trade-ins can be sent as a credit line item to AvaTax. This field, together with Discount Exempt Value, configures the default setting. Chose from one of these values in the drop-down list:

• Tax Applied Before Trade-In—tax is calculated on the full segment amount.
• Trade-in Deducted From Segment—the trade-in amount is deducted from the segment value before it is sent to AvaTax.
• As Credit Line Item—the trade-in amount is sent as a credit and AvaTax calculates it as a tax credit. If this option is selected, then the AvaTax product code is also sent to AvaTax.

See also Trade Ins.

If selected, the Tax 1 value is applied to the amount of the sale only (whole tax).

If not selected, the Tax 1 value is applied to the invoice after the trade-in amount is calculated into the total sale price (net tax).

If selected, the Tax 2 value is applied to the amount of the sale only (whole tax).

If not selected, the Tax 2 value is applied to the invoice after the trade-in amount is calculated into the total sale price (net tax).

If selected, the Tax 3 value is applied to the amount of the sale only (whole tax).

If not selected, the Tax 3 value is applied to the invoice after the trade-in amount is calculated into the total sale price (net tax).

If selected, the Tax 4 value is applied to the amount of the sale only (whole tax).

If not selected, the Tax 4 value is applied to the invoice after the trade-in amount is calculated into the total sale price (net tax).

If selected, allows the user to enter a discount code for the trade-in.

If not selected, the user cannot enter a discount code for the trade-in.

If no discount code is selected on the Discount Exempt Code field, discounts entered on the Customer-Invoice Header tab are deducted from the selling price.

If the Discount Exempt Code field has a discount code load and the Discount Applied Before Trade-In field is not selected, the discount entered is deducted from the net value.

Controls how the Perform Automatic Costing switch on the G/L Defaults tab operates which, in turn, controls whether or not the system performs automatic costing when an equipment invoice is processed through a billing run. Costing entries involve crediting the inventory account and debiting a cost of sales account.

Options are:

• Yes—the Perform Automatic Costing switch on the G/L Defaults tab of the invoice will be activated by default, causing the system to automatically calculate and post the costing entries.
• No—the Perform Automatic Costing option on the G/L Defaults tab of the invoice will be deactivated by default, forcing the user to manually calculate and enter the costing into the system.
• Mandatory—the Perform Automatic Costing option will be locked to Yes on the G/L Defaults tab of the invoice.

If selected, the Margin field calculation on the Parts tab will use the Average Cost field on the Parts Profile tab instead of the cost.

If the Average Cost field on the Part Profile tab is zero and the field is selected, the cost field value will be used to calculate the Margin field value on the Parts tab.

If selected, the system performs additional error checks related to the stock number being sold. When releasing the invoice, the system will issue an error message if any of these conditions are met:

• There is a pending voucher that will affect the cost of the machine.
• Any open or closed work order that has not been billed, that will affect the cost of the machine.
• Any parts invoice that will affect the cost of the machine.
• A contract exists for the sales unit in the old rental system that will post to an inventory account.
• A general invoice exists for the sale unit that will post to an inventory account.

Controls whether the invoicing parameters are active for use within the system.

• Selected—activates or reactivates the invoicing parameters within the system.
• Not Selected—indicates that the invoicing parameters are deactivated within the system.