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Recurring Invoicing Training Manual

Transcript of Recurring Invoicing Training Manual · Recurring Invoicing 4.2.6 Training Manual Page 4 of 37...

Page 1: Recurring Invoicing Training Manual · Recurring Invoicing 4.2.6 Training Manual Page 4 of 37 Recurring Invoicing About this Delegate Guide This delegate guide is intended to supplement

Recurring InvoicingTraining Manual

Page 2: Recurring Invoicing Training Manual · Recurring Invoicing 4.2.6 Training Manual Page 4 of 37 Recurring Invoicing About this Delegate Guide This delegate guide is intended to supplement

Recurring Invoicing 4.2.6.1 Training Manual SunSystems document version 4.2.6 November 2003 Based on SunSystems software version 4.2.6

Copyright © 1982-2003 Systems Union Holdings Ltd. All rights reserved.

The copyright of this document and the computer software described herein and provided herewith are the property of Systems Union Holdings Ltd.

No part of this publication or the computer software may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any human or computer language, in any form or by any means or otherwise used without the express written permission of Systems Union Holdings Ltd.

Systems Union Holdings Ltd Systems Union House 1 Lakeside Road Aerospace Centre Farnborough Hampshire GU14 6XP United Kingdom Phone: +44 (0) 1252 556000

For regional offices, visit our web site: www.sunsystems.com

All trademarks mentioned are the products of their respective owners

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Recurring Invoicing Contents

Session 1. – Introduction and Overview ............................................................................. 6 Session 2. – Business Process Overview .......................................................................... 8 Session 3.– Producing Invoices in the DEM database....................................................... 9

Producing Invoices.......................................................................................................... 9 Session 4.– Sales Order Header Presets......................................................................... 13

Sales Order Header Presets......................................................................................... 13 Session 5.– Contract Options ........................................................................................... 14

Contract Options ........................................................................................................... 14 Session 6.– Calendar Table Setup................................................................................... 16

Recurrences.................................................................................................................. 16 Session 7. – Contract Detail Presets................................................................................ 18

Contract Detail Presets ................................................................................................. 18 Session 8.– Contract Maintenance................................................................................... 20

Contract Maintenance................................................................................................... 20 Session 9. – Recurring Invoicing Business Definition ...................................................... 25

Recurring Invoicing Business Definition ....................................................................... 25 Session 10. – Contract Filters........................................................................................... 26

Contract Filters.............................................................................................................. 26 Session 11. – Generate Definition .................................................................................... 27

Generate Definition ....................................................................................................... 27 Session 12. – Generate Invoices...................................................................................... 28

Generate Invoices......................................................................................................... 28 Session 13. – Reporting ................................................................................................... 31

Reporting ...................................................................................................................... 31 Session 14. – Transfers.................................................................................................... 35

Transfers....................................................................................................................... 35

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Recurring Invoicing About this Delegate Guide

This delegate guide is intended to supplement tutor led training for SunSystems 4.2.6 It is not designed for self-study, nor to replace or replicate SunSystems online help and documentation.

SunSystems 4.2.6 online help and documentation is available from:

• Help menu within SunSystems 4.2.6 applications.

• Windows Start menu, by selecting SunSystems >> SunSystems Documentation, once SunSystems is installed.

• Product >> Online Documentation section of Systems Union intranet (Infodesk) - http://infodesk.

• Product section of Systems Union extranet (PartnerNet) - http://partners.systemsunion.com.

• Customer Support Online section of Systems Union internet site - http://www.sunsystems.com.

Typographical Conventions Within this Manual the following icons are used:

Notes.

Tips and Tricks.

Function Names (Shortcut Codes).

Elements that must be setup or available to support the area under discussion.

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Recurring Invoicing Course Agenda

Session 1. – Introduction and Overview ............................................................................. 6 Session 2. – Business Process Overview .......................................................................... 8 Session 3.– Producing Invoices in the DEM database....................................................... 9 Session 4.– Sales Order Header Presets......................................................................... 13 Session 5.– Contract Options ........................................................................................... 14 Session 6.– Calendar Table Setup................................................................................... 16 Session 7. – Contract Detail Presets................................................................................ 18 Session 8.– Contract Maintenance................................................................................... 20 Session 9. – Recurring Invoicing Business Definition ...................................................... 25 Session 10. – Contract Filters........................................................................................... 26 Session 11. – Generate Definition .................................................................................... 27 Session 12. – Generate Invoices...................................................................................... 28 Session 13. – Reporting ................................................................................................... 31 Session 14. – Transfers.................................................................................................... 35

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Recurring Invoicing Session 1. – Introduction and Overview

Course Prerequisites It is assumed that readers of this manual have the following knowledge.

• How to log into SunSystems and Sales Order Processing.

• How to invoke Sun commands using “classic menus” or the mouse and menus.

• An understanding of Sun databases and the data they contain.

• How to create accounts, name and address records, address analysis and analysis codes.

• Understanding of Sales Invoicing.

• How to enter an invoice and print this using PI.

• How to carry out a Sales and Customer Inquiry.

Start and Finish Times This course runs over 1 day. Your tutor will provide details of:

• Start times

• Break times

• Finish times

Logistics Your tutor will provide details of:

• Facilities available during breaks

• Restaurants

• Restrooms/toilets

• Messages/phones

• Security

• Emergency measures

• Use of equipment after class hours (if applicable)

• Other important items.

Introductions • Tutor:

Background and education

Current position

Experience with Recurring Invoicing.

• Delegates:

Your name

Department

Time with SU/SunSystems

Experience of Recurring Invoicing

Expectations:

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− Why are you here?

− How will you use the knowledge gained from this course?

Questions Please feel free to ask questions at any time.

Your tutor will be happy to answer all questions provided you allow for the following responses:

• “We’ll be discussing that later”.

• “I don’t know, but I’ll find out and let you know later”.

Please pay full attention to the tutor whilst they are lecturing.

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Recurring Invoicing Session 2. – Business Process Overview

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Recurring Invoicing Session 3.– Producing Invoices in the DEM database

Producing Invoices Session Aim To demonstrate the use of Recurring Invoicing to produce sales invoices.

Session Objectives • To create Recurring Invoicing tables

• To set up Contracts in Recurring Invoicing

• To generate and print invoices from the contracts

Introduction This session demonstrates how invoices can be quickly and easily produced from Recurring Invoicing in the DEM database. This session should only be attempted by experienced users of SunSystems. If you have any problems using this session, please move on to the remaining sessions in this manual and come back to this session at the end.

Exercise Because we are using the DEM database for this exercise, dates must all be between 1st January 1990 and 31st December 1993.

Log into SunSystems using a log-in date of 01/01/1990.

Ensure that the DEM database being used is standard and unchanged. We do need to make two minor changes to the calculation codes. Amend SQY so that the Base value is SQY and amend BSP so that it has IR1 as a second Base value – immediately underneath USP.

Choose RI from the SunSystems menu, and enter DEM as the database.

Enter FC=File Create and DEM as the database code. Enter Y against all the files and create them.

Now run DC to ensure that a Recurring Invoicing version record is added to the Reference Table.

Exit Recurring Invoicing

Re-Enter Recurring Invoicing and select CO=Contract Options. Create a new Contract option with a transaction type of SI. Enter Y for Generate without Hold, enter SQY in the QTY Calc Code field and then press F7.

Select GD-Generate Definitions. Create a new Generate Definition with an Option code of RI. Enter T in the Order Date, Y in prompt override, N in validation run, N in batch update and – in Charge Date From.

Select CM = Contract Maintenance. Create a new contract header for Contract 99 as shown in the screen below

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And then two contract detail lines as shown below. Use V for the Sales/Purch Tax code for both contract lines in the analysis overlay, when asked.

First line - line 100

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Second line, line 200

When you have completed line 200, the system will prompt you to enter line 300. Press Escape, which takes you to the action box, and then enter R=Release to exit the contract details screen and save the contract changes.

Now select GI=Generate Invoices, Enter RI for the Generate Definition Code, 01/01/1990 for the Invoice To date, press return over the Order Date and then Enter G=Generate in the Action box.

Because prompting is turned on, we can see the order lines that will be produced, and scroll between them using the arrow keys. Press escape, and then enter R=Release in the Action box. Make sure that you respond N=No to the Print Now? message.

Now go to PI=Print Invoices and print all unprinted orders for Report Format SI1.

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Recurring Invoicing Session 4.– Sales Order Header Presets

Sales Order Header Presets Session Aim To understand the advantage of using Sales Order Header Presets.

Session Objectives To set up a Sales Order Header Preset to use in the creation of Contract Headers later.

Introduction

Recurring Invoicing>>Entry>>SetUp Menu>>Sales Order Header Presets (RI HP)

Sales Order Presets are not needed but they can reduce the amount of data entry in setting up a Contract. Also, they are used by Contract Maintenance to determine the analysis codes used on the Contract Headers.

Amend the Sales Order Header Preset for Sales Type = SI (Simple Sales Invoice)

Check the analysis –Overlay Analysis - should be Sun Business category M1 (WWW).

Amend the Customer Reference so that it reads dd/mm/ccyy to DD/MM/CCYY.

Click OK

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Recurring Invoicing Session 5.– Contract Options

Contract Options Session Aim To understand the need for Contract Options.

Session Objectives To set up Contract Options for a Sales Type.

Contract Options Contract Options are effectively extensions of Sales Definitions for Recurring Invoicing. For each Sales Definition that is to be used In Recurring Invoicing it is recommended that a Contract Option is created. The Sales Type determines which Presets and calculations are used when processing the order. Contract Options determines how information is transferred from the RI contracts to the SunSystems Sales Orders.

Setting up Contract Options

Recurring Invoicing>>Entry>>SetUp Menu>>Contract Options(RI CO)

Access the “Contract Options” form. The first thing that needs to be done is to enter a Transaction Type Code. This is a unique code for this particular Contract Type and must be the same as an existing Sales Definition.

Ensure the Generate without Hold option is set to ‘Y’

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Recurring Invoicing Session 6.– Calendar Table Setup

Recurrences Session Aim To understand the need for Calendar Tables

Session Objectives To set up an Calendar Table

Setting up the Calendar Table

Recurring Invoicing>> Entry>> Setup Menu>>Calendar Entry (RI CE)

Calendar tables are used to control actual billing dates (rather than relying on the built-in frequencies). In most cases, a built-in frequency, such as ‘MONTHLY’, which will invoice on the last day of each month, will suffice.

However, to demonstrate the use of the Calendar table, we will elect to bill on the last Friday of each month in 1991.

Enter the code LASTFRI and Sequence No 1991. Description is LASTFRI.

Enter the dates 25/01/1991, 22/02/1991, 29/03/1991, 26/04/1991, 31/05/1991, 28/06/1991, 26/07/1991, 30/08/1991, 27/09/1991, 25/10/1991, 29/11/1991, 27/12/1991

The dates must be entered in ascending order

Click OK

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Recurring Invoicing Session 7. – Contract Detail Presets

Contract Detail Presets Session Aim To show how data entry can be simplified using Presets

Session Objectives To set up a sample of different presets.

The presets are cumulative and are loaded in order: -

1. Contract Header values (start date and frequency)

2. Pre-set with blank Sales Definition and blank Item Code

3. Pre-set with Sales Definition and blank Item Code

4. Pre-set with Item Code and blank Sales Definition

5. Pre-set with Item Code and Sales Definition

Introduction

Recurring Invoicing>>Entry>>Setup Menu>>Contract Detail Presets (RI RP)

Contract Detail Presets are not needed but they do reduce the amount of data entry in setting up Contract Lines.

Create a Contract Detail Preset

Leave the Invoice Type blank - enter the Item Code DHD3 – this preset will apply to all Sales Order Definitions for this item

Enter <..> in the Item Description to Pre-set the description from the Item Record,

Enter 2 in the Quantity field,

Set the prorate Method to ‘M’ (monthly)

Leave all the other fields blank.

Click OK

Now Exit SunSystems and then re-enter. This step is necessary because Contract Detail Presets are stored in memory by the system to help improve response times and are not re-read again until the user logs in.

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Recurring Invoicing Session 8.– Contract Maintenance

Contract Maintenance Session Aim To explain how a Contact is set up and maintained.

Session Objectives To set up a Contract so that it can be billed using Generate Invoices

Introduction

Recurring Invoicing>>Entry>>Contract Maintenance (RI CM)

The Contract set-up function is where Contracts are created, maintained and deleted. Each contract consists of a header record and a number of detail lines.

A customer can have multiple Contracts. It is not necessary to place all items under a single Contract for any given customer. The Contract is linked to a Sales Type and a Customer Code. Individual items are added to the Contract on the detail screen. When creating a Contract the system can be set to automatically allocate the next Contract Code or you can set the system to enter your own code. This is controlled in the Recurring Invoicing Business Definition.

In both the Header and Detail screens of Recurring Invoicing, the system asks for a frequency. This can be one of:

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Frequency Type

A Relative Frequency +nN, +nM, +nM!m or +nn - e.g. +3N or 3M or +14.

See the Helpful Hints Section of RI reference Manual.

<MON>, <WED> etc The day of the week upon which the client is invoiced. Please note this should be the last day of the billing period.

<MONTHLY> Where invoicing is on the last day of the month.

A “wild date” A date with the month and/or year entered as the wild character “*”. For example:

01/12/**** will result in an invoice each year on 1st December.

01/**/**** will result in an invoice on the first of every month.

(Enter **/01/**** for US date formats etc.)

Please note this should be the last day of the billing period

A Valid Calendar Code

Enter <QUERY> to query the calendars. If you wish to create or amend Calendars enter <QUERY> again in the Query Code box.

A One Off

Leave Frequency as <SPACE> and enter the date in the Start Date on the detail. The item will then be charged only the once.

The Invoice Table frequency on the Header and the Frequency on the detail lines may need to be different if you want to show services rendered in the week, but only want to produce invoices once per month. In this case the Invoice table would be set to a monthly frequency (such as MONTHLY) and the frequency on the detail lines set to a weekly frequency (such as +7 or FRI). Orders would need to be generated with a status of hold, and you would then release them using Release Invoices (RE) to allow the invoice to be printed.

Printing Dates on documents. The text dd/mm/ccyy and DD/MM/CCYY – see Reference Manual for additional options - may be used to insert the periods covered by the invoice. At Generate Invoice stage, the lower-case text is substituted with the ‘from’ date, and the upper case text is substituted with the ‘to’ date. If this text is on the Contract Header, and there are several detail lines covering different periods, the ‘from’ date will show the earliest from date across all the lines and the ‘to’ date will be the latest ‘to’ date across all the lines.

Contract Header

The invoice type is the sales definition type

The lookup code is optional and can be used for example for the first ten characters of the customer name, providing an alternate means of looking up contracts for later review/amendment

The invoice code is the customer code for the address where the invoice will be sent.

The site code is not essential and is available for recording the site where the goods or service are delivered to, when a customer has multiple sites but all invoiced to one address.

The start date is the date that the contract/service commenced.

The end date should be left blank unless there is a clearly identified date when the contract ends.

The Start Date and the Invoice Table are automatically carried through to the Contract lines and used as defaults when creating a new line.

Contract Details

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The Maintain Contract Details screen is used to add individual lines to the contract. Some key information from the Contract Header is displayed in the top part of this screen. When creating new lines the line numbers are allocated automatically.

There are three distinct types of line entered onto a contract as identified below.

Standard Line Enter an item code

Leave the D/C marker as D (see under credit items for when to use ‘C’).

Enter a quantity for this item.

If the standard price, as entered on the item record, is to be used for this service, leave the ‘Std Price’ field as ‘Y’ (you will not be able to amend the price field). If the item uses another price, remove the ‘Y’ from the ‘Std Price’ field and enter the price that should be applied to this item for this contract

Leave the frequency as LASTFRI and allow the start and end date to default from the header screen.

Credit Line Enter an item code

Change the D/C marker C (credit).

Enter the quantity to be credited for this item.

The price credited should be the price applied to the original invoice. If the standard price, as entered on the item code, is used for this service leave the ‘Std Price’ field as ‘Y’ (you will not be able to amend the price field). If the item uses another price remove the ‘Y’ from the ‘Std Price’ field and enter the price that should be applied to this item.

Set the frequency to the date that the credit is entered. Note that the date must be entered in the format dd/mm/ccyy as this field is not an explicit date field.

The start date for this line will be the first day of the month that this charge relates to.

The end date for this line will be the last day of the month that this charge relates to.

NB: There are two ways to raise credits in Recurring Invoicing. The other method is detailed below.

Auto Credit Notes

It is possible to get Recurring Invoicing to produce Credit Notes against a contract that has already been invoiced by reducing the quantity of the line involved. For example, if the detail line of a contract has been invoiced from 01/01/92 to 31/12/92 for a quantity of two and a base selling price of £12,000, and the customer cancels one of the services from the 1st of August, the process to create a credit note would be :

Amend the detail line and reduce the quantity to 1. All future invoices will be correctly raised on a quantity of 1.

Recurring Invoicing will ask you if you want to create a credit line. At that point answer Yes.

You will be asked to enter an Effective Date for the Credit to start. In the example above this will be 01/08/92.

At this point, a new Credit line will be created with a two digit suffix (e.g. 01) of the original line.

The system will set the price basis to “I” for invoiced which ensures the value is based on the original invoice.

The End Date will be set to the last day of the original invoice (e.g. 31/12/92)

You should check the amended line and the Credit Line. For example, you may wish to change the Item Code or Description of the Credit.

There are then several options of how to produce this Credit .Note:

a) If nothing is done until the next run for this invoice, it will be produced as a credit line on the invoice;

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A separate Generate Definition can be created that will only create Credit Lines and this can be produced as a Credit Note Document.

A totally separate Document Format can be used if on the Contract Options (CO) the separate credit note format is set.

If there are some description or heading lines required on the document, they will need to be created in the contract before the Generate Invoices is run. This new line must have the correct start date, frequency etc. to ensure the lines are generated.

Once a line on a contract has been created additional lines can be created or when complete the user must enter ‘R’ to release the contract.

Tutorial Enter the following:

Contract Code = 01

Enter (or select) SI for Invoice Type

Enter ACME 01 in Lookup

Enter (or select) ACMEHOLD in Invoice Code and BROWNDEL in the Site Code

Enter 01/01/1991 in Start Date. This will be carried forward onto the detail lines.

Enter or Select LASTFRI in Invoice Table. This invoice frequency will be carried forward onto the detail lines as a default.

Note that the Customer Reference from the Sales Order Header Preset of dd/mm/ccyy to DD/MM/CCYY will be copied in automatically to the Customer Reference on the Contract Header.

Respond Yes to the Create Details Now ? message.

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Enter DHD3 in the Item field for line 100.

This will show a ‘..’ in the description line and the description from the item record will be displayed in the message line. Unless over-written by a one-off piece of text, this ‘..’ will be replaced by the item record description during invoice-generation.

Enter a ‘D’ for debit and accept the quantity of 2 from the preset

Leave the frequency and start date as set from the header record.

Add a second line.

Select item DHD5

Enter a quantity of 5

Set frequency to MONTHLY

Set start date to 01/06/1991

Now release the contract.

You have now created a Contract with two lines and are ready to generate the Invoice.

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Recurring Invoicing Session 9. – Recurring Invoicing Business Definition

Recurring Invoicing Business Definition Session Aim To understand the need for the Recurring Invoicing Business Definition

Session Objectives

To set up a Recurring Invoicing Business Definition

Introduction

Recurring Invoicing>> Maintenance>> SU Setup Menu>> Business Definition (RI IB)

RI Business Definition is used to set various system-wide parameters in a similar way to the SunBusiness Business Definition.

Recurring Invoicing Business Definition Amend the RI Business Definition, to turn on Auto Contract Codes and set the Next Contract Code to TES/ 100

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Recurring Invoicing Session 10. – Contract Filters

Contract Filters Session Aim To understand the need for Recurring Invoicing Contract Filters

Session Objectives To set up a Contract Filter

Introduction

Recurring Invoicing>> Maintenance>> SU Setup Menu>> Contract Filters (RI CF)

Contract Filters are used to select the information to be included in Generate Invoice runs and Recurring Invoicing Reports.

The filters can be set-up to pre-select data, or to request data to be entered at run-time.

Additionally, filters can be used to determine sort criteria on reports

Tutorial Set up a simple Filter to be used in Generate Invoices:

Create a new Contract Filter with a Contract Code of GI,

Enter GI Filter as the description and C as the filter type.

In the Amend/Delete box, type A and press enter.

In the window that opens, press F5 to query the available record types and select the Contract Header. Next select Contract Code from the list of data items. The query windows will close and RCH Contract Code will display in the window against the first field.

Enter a Y in the Display fields, and leave the other fields blank. Pressing enter to the end of the window, will close the window and return to the original screen. Press F7 to finish creating the record.

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Recurring Invoicing Session 11. – Generate Definition

Generate Definition Session Aim To show how invoice production can be simplified and controlled using Generate Types.

Session Objectives To set up a Generate Definition to be used when Generate Invoices is run.

Introduction

Recurring Invoicing>>Procedures>> Setup Menu>> Generate Invoice Definition (RI GD)

Maintain Generate Invoice Definitions allows the user to create definitions, which are used when Generate Invoices is run. The user will not be asked to enter any fields which are fully completed on the Generate Invoice Definition screen when Generate Invoices is run, so saving time and reducing the scope for errors.

Amend the Generate Definition RI,

Change the Filter Name to GI

(leave other files un-checked or blank as appropriate)

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Recurring Invoicing Session 12. – Generate Invoices

Generate Invoices Session Aim To understand the Generate Invoice process.

Session Objectives To generate an Invoice from the Contracts already entered.

Generate Types

Recurring Invoicing>>Procedures>>Generate Invoices (RI GI)

Generate Invoices is used to create sales orders from the Contract details held in Recurring Invoicing.

Enter Generate Definition = RI

Enter 01 in the Contract code from field and leave the Contract Code To field blank

Enter 01/02/1991 in the Invoice To Date (this will generate one month’s invoices since we previously set the contract start date to be 01/01/1991)

Click OK

Enter G to generate

As we set prompting on for invoice generation, we will now be shown the second screen, enabling us to alter any invoices as they are generated.

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Notice that the Generate To date is set to the last Friday of the month (since we used the LASTFRI calendar). The second line is not invoiced yet as it does not start until 1/6/1991.

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If we generate for a few more months, then this line will appear for invoicing. In this case, the Generate To date will be the last day of the month (billing frequency is MONTHLY).

Release the invoices – type ‘R’.

Confirmation of the posted order is displayed.

The invoices can now be printed using the Sun Print Invoice program (PI).

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Recurring Invoicing Session 13. – Reporting

Reporting Session Aim To understand the types of reports available to the user

The setting up of a Report Layout

The production of a Contract Report

The production of a Revenue Report

The production of a Deferred Income Report

The production of an Accrual Report

Session Objectives To guide the student through the setting up of a Report Layout

To use the Report Layout previously set up in order to create a Revenue Report

To use a Report Layout in order to create a Deferred Income Report

To use a Report Layout in order to create an Accrual Report

General Recurring Invoicing Report Layouts (RL) are used to define the layout of the report and RR – Recurring Invoicing Reporting – is used to print them.

RR can also produce a posting file to post deferred income for example.

The data to be shown on the report is set up by the use of calculation codes and column codes. Up to 10 columns can appear on a report.

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Set-up of Report Layouts

Setting up Report Layouts

Recurring Invoicing>>Reports>>Setup Menu>Report Layouts (RI RL)

Report Definitions

Ensure that the basic report definitions have been set up (RI RD) The following report definitions should be imported.

CR01 for Contract Report

REV01 for Revenue Report

DEF01 for Deferred Income Report

ACR01 for Accrual Report

Also set up a contract filter RIRR to control the items to be reported. Ensure that this selects and sorts by Contract Code.

Set up Report Layouts to control whether or not to produce a posting file, whether to report on prior, current, deferred (future) periods, whether to include held items and other options.

For the Contract Report

Enter a unique layout code (CR01) and the format code already set up in the report definition (CR01)

Set up the Report Heading to appear as a title – ‘Contract Report’

In the first Column Code box, enter RC in the Type box to force inclusion of data from Recurring Invoicing. Leave the second and third boxes blank as no calculation is required.

Enter ‘F’ in the Accrued/Revenue or Reference box to produce a reference report.

Enter ‘O’ in the Orders/Invoices/All box to report on uninvoiced orders.

Enter ‘Y’ in Include transactions and Include Held boxes

The filter used should select and sort by Contract Code

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Run the report (RR) then S to store on disk.

This report shows contract header and contract line details for the range of contracts entered at run time.

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For the Revenue Report

Create a new filter called REV01 which selects and sorts by RCH Contract Code and RCD Item Code. Contract Code should sort at level 5 and Item Code at Level 4.

In Report Layouts, enter a unique layout code (REV01) and the format code already set up in the report definition (REV01)

Set up the Report Heading to appear as a title – ‘Revenue Report’

In the first Column Code box, enter ‘RO’ in the Type box to force inclusion of orders raised for prior periods. Enter ‘NET’ in the second box and leave the third box blank, as no conversion is required.

Enter ‘PO’ for current period orders in the second type, along with ‘NET’ in the code.

Enter ‘FO’ for future period orders in the third type, along with ‘NET’ in the code.

Finally, enter ‘RC’ to include Recurring Invoicing data in the fourth type, along with ‘NET’ in the code.

Enter ‘R’ in the Accrued/Revenue or Reference box to produce a revenue report.

Enter ‘A’ in the Orders/Invoices/All box to report on orders and invoices.

Enter ‘Y’ in the Include Held box

Enter REV01 in the Filter Code

Now run the report in RR using 01/02/1991 to 28/02/1991 in the from and to dates.

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Recurring Invoicing Session 14. – Transfers

Transfers Session Aim To understand the basics of importing and exporting Recurring Invoicing Data

Session Objectives To export a contract from Recurring Invoicing.

It is recommended that the data in the Contract file is backed up before any Contract Import (transfer) is attempted

General Contract data may be imported, exported or updated using data from an external system. Equally, Journals or Orders can be exported for use in other systems or to be re-imported into different Sun Accounting databases.

All transfers use a Transfer Layout File (TLF) to control and format the data required. The exact contents of the TLF will be dependant on the function being attempted.

To Transfer a Contract Out

Set up or review the transfer file (RIRC.TLF). Use an ASCII editor such as notepad to edit the file (take a copy of the file before you start in case you need to revert to the sample file supplied). Note that the layout file must be named RIxxxxx.TLF for the transfer program to recognize it.

The file comprises a series of lines, each containing the start position and offset of fields in the record concerned.

The layout is as follows – R B OOO LL E

Where R is the record type

B is the optional start of field delimiter

O is the starting offset of the data

L is the length ie number of characters to be imported/exported

E is the optional end of field delimiter (usually ’,’ when exporting as csv)

In our Contract File TLF (RIRC.TLF), we have

H00103RCH /location and value of header record indicator X00103 /RCH-RECORD-ID (set to RCH) X00410 /RCH-CONTRACT-CODE - Mandatory X01451 /RCH-KEY-FILLER - spaces X06503 /RCH-LOOKUP-ID - (set by system to RCH so can be left as

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spaces) X06810 /RCH-LOOKUP-CODE X07808 /RCH-DATE-UPDATED - set by system so can be left as spaces X08610 /RCH-INVOICE-ADDRESS - Mandatory must be valid Address Code X09610 /RCH-SITE-ADDRESS - if blank invoice address code is assumed X10605 /RCH-TRANS-CODE – Mandatory must be valid Sales Definition Code X11110 /RCH-INVOICE-FREQ - Mandatory must be valid Frequency code X12125 /RCH-CUST-REF X14615 /RCH-DELIVERY-REF X16125 /RCH-COMMENTS

… And so on. In this case, the record type is either ‘H’ to indicate ‘Header’ or ‘X’ to contain text-formatted fields. This is followed by 3 digits of starting offset and 2 digits of field length.

Comparing this to a Contract Detail record layout, we see some different record types, and delimiters

D00103RCD /Defines Detail record Type as RCD X50103, /RCD-RECORD-ID - set by system to RCD so can be spaces X50410, /RCD-CONTRACT-CODE - Mandatory N51406, /RCD-LINE-NUM X52002, /RCD-LINE-SUFF X52243, /FILLER X56503, /RCD-LOOKUP-ID - set by the system to RCD so can be spaces X56810, /RCD-LOOKUP-CODE X57808, /RCD-DATE-UPDATED - set by system so should be spaces X58630, /RCD-DESCRIPTION X61601, /RCD-HOLD X61719, /RCD-ALLOCATION-REF X63615, /RCD-RECPT-REF X65108, /RCD-START-DATE - Taken from header if not present X65908, /RCD-END-DATE X66708, /RCD-LAST-CHARGED Date X67515, /RCD-ITEM - Mandatory X69001, /RCD-BSP-INDICATOR - System sets this to Y if it is space and

there is no RCD-BSP X69105, /RCD-LOCATION X69606, /RCD-CROSS-REFERENCE - Set by System for new records 570219, /RCD-ORIG-QTY See Note 1 X72107, /RCD-ENTRY-PERIOD Set by system

The type ‘N’ is used for numeric fields where there are no decimal places and leading zeroes are removed.

Types 1-6 are used for packed numeric fields, with the number denoting how many decimal places are required. (used for quantities and BSP).

Now run the transfer –

Recurring Invoicing>>Procedures>>DI Contract Transfer

Enter ‘E’ to export the Data

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Enter ‘RC’ in the format code – this means that the file ‘RIRC.TLF’ will be used to the layout.

Use the default Report Code ‘DI01’ which gives totals of records transferred, along with the details of the records.