Recurring Invoicing · Recurring Invoicing Contents i Contents Introduction..... 1 New Features...

Recurring Invoicing

Version 4.4

Reference Manual

Recurring Invoicing Contents i

Contents

Introduction........................................................................................... 1

New Features ........................................................................................ 6

Setup Considerations ............................................................................ 9

Helpful Hints ...................................................................................... 14

Frequently Asked Questions ............................................................... 28

Installation .......................................................................................... 30

Updating Your System ....................................................................... 35

Actions ................................................................................................ 38

Process Manager ................................................................................. 45

Audit Control ...................................................................................... 47

Calendar Entry .................................................................................... 49

Contract Audit Report......................................................................... 51

Contract Cleardown ............................................................................ 55

Contact Detail Presets ......................................................................... 58

Contract Filters ................................................................................... 64

Contract Maintenance ......................................................................... 68

Contract Details .................................................................................. 74

Contract Options ................................................................................. 82

Contract Price Uplift ........................................................................... 90

Contract Transfer ................................................................................ 94

File Backup /Restore......................................................................... 101

Recurring Invoicing Contents ii

File Create ......................................................................................... 104

Generate Invoices ............................................................................. 106

Generate Invoice Details................................................................... 109

Generate Invoice Definitions ............................................................ 114

InHowes Business Definition ........................................................... 120

Notes Editor ...................................................................................... 123

Operator Permissions ........................................................................ 127

Period Tables .................................................................................... 128

Recurring Invoicing Reports............................................................. 131

Release Invoices ............................................................................... 134

Report Definition .............................................................................. 136

Report Layouts.................................................................................. 157

Transfer Layouts ............................................................................... 165

Glossary of Terms............................................................................. 172

Index ................................................................................................. 173

Recurring Invoicing Introduction 1

Introduction

ACKNOWLEDGEMENTS

The InHowes’ Recurring Invoice System makes extensive use of Infor FMS SunSystems

(SunSystems) programs for file and screen handling, printing, security and menus. The

system is designed to look and operate in a similar fashion to all the other SunSystems

modules, which should enable anyone with knowledge of SunSystems to familiarise

themselves with Recurring Invoicing very quickly.

InHowes Computer Solutions would like to thank Infor Global Solutions Technology

GmbH (Infor) for all their help in developing this Recurring Invoicing. We would also like

to acknowledge their agreement to utilise their programs and the style of SunSystems

COPYRIGHT

The copyright of the Recurring Invoice System, this Manual and all associated materials

belong to InHowes Computer Solutions. No part of the software, this manual or any

associated material 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

without the express written permission of InHowes Computer Solutions.

TRADEMARKS

All trademarks mentioned are the products of their owners.

SunSystems, SunAccount and SunBusiness are trademarks of Infor.

NetExpress and Cobol/2 are trademarks of Micro Focus Ltd.


OVERVIEW

Recurring Invoicing from InHowes Computer Solutions is a complete repetitive invoicing

system that saves hours of effort and related costs producing the same invoices each month.

Once the invoice details are entered they are never forgotten and are billed on time and for

the correct amounts.

Recurring Invoicing records details of contracts, including start, end and review dates.

Amounts and rates may be site specific or taken from the SunBusiness product file.

Invoices may include hours/quantities multiplied by a rate or simple value amounts.

Calculations for invoices and postings use SunBusiness Calculation Codes and Calculation

Tables giving the same flexibility.

Each contract can be billed daily, on a particular day of the week, e.g. every Friday, or on

the same day of every month, the same date every year or according to user-defined

calendars or dates relative to the last invoice date. This gives complete flexibility to

invoicing schedules.

A contract can hold any number of lines and each line can be billed on a different basis.

One-off charges may be recorded and processed.

Part period calculations for changes to contracts part way through a period are catered for.

Deferred and accrued income can easily be calculated and posted to SunAccount.

Invoice runs can be fully automatic or prompted. You can also perform validation runs.

The prompted mode allows adjustment to contract hours/quantities/amounts. Full variance

reporting of amounts billed against contracted amounts is provided.

The format of Reports and Invoice documents are designed using the Sun Report Definition

facility.

Interfaces to and from other software are provided enabling both transactions and standing

information to be brought in from or exported to other software, and a special “Update

Mode” enables the invoice calculation basis to be imported from other systems such as time

recording or telephone line usage systems.


CONTACT DETAILS

For Further Information Contact us at:

InHowes Computer Solutions

Amherst House

22 London Road

Riverhead

SEVENOAKS

Kent TN13 2BT

Telephone +44 (0) 1732 466888

Fax +44 (0) 1732 466889

E-Mail mailto:[email protected]

Website http://www.inhowes.com/

Support Centre:

Telephone +44 (0) 1732 466866

Email mailto:[email protected]

Documentation and additional tools for Recurring Invoicing can be found at: http://www.inhowes.com/download/_ri/420/documentation.htm

Updates for Recurring Invoicing can be found at:

http://www.inhowes.com/download/_ri/426

mailto:[email protected]

http://www.inhowes.com/

mailto:[email protected]

http://www.inhowes.com/download/_ri/420/documentation.htm

http://www.inhowes.com/download/_ri/426


CURRENTLY AVAILABLE INHOWES PRODUCTS INCLUDE:

Time Recording and Job Costing - Builds on the time recording facilities of SunSystems

multi-currency to provide a full, integrated system at a realistic cost.

Recurring Invoicing - A sophisticated system which saves hours of effort entering the

same invoices for each period Once the details have been entered they are always billed

accurately and on time.

InterDatabase Postings - allows the user to enter a Journal in the source company and

automatically make the correct postings into any number of different databases.

Combined Records - Allows the creation of screens combining information from more

than one SunSystems Reference Maintenance screen. Typically this could be used for

maintaining Names and Addresses, Address Analysis and Chart of Accounts information

from just one maintenance screen.

Purchase Order Import - Allows the user to import Purchase Orders from a file. This file

can be produced by the SunSystems’ File or by a completely different package.

Recurring Invoicing is currently used by:

Information Providers to bill for their services and correctly calculate the revenue

attributable to the period;

Software Companies to bill for support services and correctly calculate the revenue

attributable to the period;

Security and Contract Cleaning Companies to bill for the hours of service provided;

Property Companies for billing tenants for rent and services.

HOW TO USE THIS MANUAL

The main purpose of this Reference Manual is to provide a definitive description of the

functions of the various Recurring Invoice programs. It should be read in conjunction with

the SunSystems Manuals. The sections “Setup Considerations”, “Helpful Hints” and

“Frequently Asked Questions” include many helpful pointers and answers questions

commonly asked by users. We recommend that the user read these sections before

attempting to implement Recurring Invoicing.

All Recurring Invoice programs are run from the Recurring Invoicing Menu. The

Recurring Invoicing Menu is displayed by entering <RI> from the SunSystems Menu.

For completeness the Recurring Invoicing Menu includes some options from the standard

SunBusiness Sales Invoicing Menu, which are likely to be required by the user. These

options are not explained in this manual as it is assumed that the user is already familiar

with the standard facilities of SunBusiness, and support regarding any of these features

should be obtained from your SunSystems supplier.

The Manual describes the functions of the Recurring Invoice programs in alphabetical order

(of function name, not two-character code), and where possible we have attempted to cross

reference to other relevant options within both this and the SunSystems manuals. We are

constantly trying to improve the usefulness of the manual, and any suggestions in this area

are greatly received.

Recurring Invoicing New Features 6

New Features

NEW IN VERSION 4.3

Version 4.3 of Recurring Invoicing incorporates the changes necessary to make it

compatible with Version 4.3 of SunSystems ’s Sales Invoicing/Order Processing and

SunAccount.

NEW IN VERSION 4.2.6

Version 4.2.6. of Recurring Invoicing incorporates the changes necessary to make it

compatible with Version 4.2.6. of SunSystems ’s Sales Invoicing/Order Processing and

SunAccount.

We have also introduced some additional functionality:

A Notepad can now be called up to allow text entry against the Contract Header and

reported via RR - Recurring Invoicing Reports and on documents such as invoices. This

feature uses new technologies and initially should be considered a beta version.

CM - Contract Maintenance supports Business Rules both at the header and detail levels.

These can be used for validating and presetting data entry.

CF - Contact Filters are now used with GI - Generate Invoices, DI - Contract Transfer, PU -

Contract Price Uplift as well as RR - Recurring Invoicing Reports. This feature allows

complex selection and leveling criteria to be built up against all reasonable combination of

fields. In most many cases the system will now remember each SunSystems Operator ID's

last run parameters.

"One-off" frequencies are now stored in standard SunSystems internal format

(YYYYMMDD). This allows viewing in different date formats. One-Off and Wild Date

formats can now be entered in abbreviated format and will be completed automatically as

elsewhere in SunSystems. Please Note, this may mean changing any external import

routines you use.

"One-off" frequencies are entered differently in CM = Contract Maintenance Details

screen. The frequency field is left blank and the Start Date box is used instead.

IMPORTANT. Users upgrading from previous versions of RI will need to run DC = Data

Conversion to ensure existing data is reformatted to support the new functionality


mentioned above. We always recommend customers carry out a dummy upgrade in a test

environment to check all is well before upgrading their live system.

NEW IN VERSION 4.2

Version 4.2 of Recurring Invoicing incorporates the changes necessary to make it

compatible with Version 4.2 of Sun’s Sales Invoicing/Order Processing and SunAccount.

We have also introduced some additional functionality.

Improvements to screen layout on Contract Maintenance to include an analysis overlay to

show the 10 M-Code analysis codes. Fields are now enabled correctly making data entry

easier.

File Backup and Restore

The Contract file now consists of two files, one for header data and one for the detail lines.

The backup function backs up the files to just one file (RICR-xxx.BAK) and the Restore

reads this file to create the two separate data files.

The restore function no longer recalculates the “Next Charged Date”. If you wish to do this

run RI > CC=Contract Cleardown.

Contract Transfer

The Contract file layout has changed and therefore all tailor made TLFs (Transfer Layout

Files) will need amending. Also the method of import, updating and appending has

changed. Please see DI = Contract Transfer for more details.

WHAT WAS NEW IN VERSION 4.1

Instalment processing.

On the contract detail lines you can specify the number of instalments. The system will

stop billing when the number of instalments has reached zero.

One Period Billing

In GD=Generate Definitions you can specify one period billing. The system will then bill

for one billing period only. So, for example, if the Last Charge Date was 01/Jan/1993 on a

monthly invoice and you generated to 31 Dec 1996. With One Period Billing you would

only get one line (for the one month) not the 36 lines you get without setting this option.


Proforma Order Date

Now you can specify that you want to update the Last Charge Date (on the contract line)

with the Transaction Date entered in PE=Proforma Entry (adjusted to the end of the Billing

Period) This is set in RD=Recurring Charge Definition.

Generate Invoices

We have rewritten this program to improve performance. This is particular noticeable

when not using calendars. It is better to use relative frequencies if possible.

Relative Frequencies

Relative frequencies are an efficient means to generate invoice for periods such as bi-

weekly, quarterly and so on. Calendar tables are not required. See Helpful Hints for

further information.

Contract Maintenance

You can now navigate backwards as well as forward through Contracts.

The system now maintains the “Next Charge Date”. This is displayed on the CM =

Contract Maintenance - Detail Screen. This date is used by GI=Generate Invoices to select

items for invoicing. Where the frequency is a calendar the next charge date needs to be

recalculated in case the calendars have been amended.

“Temporary Addresses” can now be entered on the contract.

Contract Numbers can be generated automatically.

Payment days on generated orders now takes the CA = Chart of Accounts days as a default

if no entry is made on the contract.


Relative frequencies are a efficient means to generate invoice for periods such as bi-

weekly, quarterly and so on. Calendar tables are not required. See Helpful Hints for

further information.

“Temporary Addresses” can now be entered on the Contract.

Contract Numbers can be generated automatically.

Payment days on generated orders now take the CA=Chart of Accounts days as a default if

no entry is made on the Contract.

Recurring Invoicing Setup Considerations 9

Setup Considerations

SUMMARY

Recurring Invoicing as a system enables users to create Sun Sales Orders easily and

efficiently. Once the Sales Orders have been created it is possible to produce Sales

Invoices using the standard SunBusiness Print Invoices routine, which also creates the

postings for the accounting system using Ledger Interfaces.

This concept means that it is possible to create the majority of the set up of the Recurring

Invoicing system using the standard SunBusiness functionality, and then adding the

Contract details afterwards. For example if the Document required cannot be produced

using standard SunBusiness, Recurring Invoicing will probably not be able to help.

The chart below shows the relationship between Recurring Invoicing, SunBusiness and the

production of Invoices and postings


Below is a graphical representation of the set-up requirements of Recurring Invoicing, each

item is discussed below.

Sun Business Setup Items

Recurring Invoicing Setup Items


SunBusiness Setup Items

The following are the mandatory SunBusiness set-up screens that MUST be created before

Recurring Invoicing can be used :

Names and Addresses

The standard Names and Address and Address Analysis set-up screens as associated with

Sun Business. An Address Analysis must be created for any Address that can be used in a

Contract. SunBusiness requires both Site and Invoice address to have Address Analysis

set-up

Chart of Accounts

The standard Chart of Accounts set-up screen. Accounts are associated to Address Codes

by use of Address Analysis.

Sales Order Definitions

The standard Sales Order Definitions for SunBusiness. If you wish to produce documents

from Generate Invoices (See Dummy Invoices.) there MUST be a Document Format

specified as an Acknowledgement on the Sales Order Definition.

Item Records

The standard SunBusiness Item Records. This is mandatory unless all items are non-

stocked items and you can set the revenue account in LI=Ledger Interface. Normally you

would create item records for all services and products and for standard text items.

Ledger Interface

The standard SunBusiness Ledger Interface with some additional items that can be

transferred. See the Section on Report Layouts for details.

Calculation Definitions

The standard SunBusiness Calculation Codes.

Most features of SunBusiness calculations can be used in RI. This includes price books,

calculation tables etc. The Calculations are only performed at the time of Generate

Invoices (GI), and are not therefore available for viewing or editing in Contract

Maintenance. The mapping between the Contract "Quantity" and "Price" is set-up in the

Contract Option function. See below.

The following items are standard SunBusiness but are not mandatory for use in Recurring

Invoicing. However, they are useful in the same way as they would be for a standard

SunBusiness set-up :

Calculation Tables and Price Books

The standard SunBusiness Calculation Tables. Usually used for VAT calculations etc.

Header Presets

The Standard SunBusiness functionality. For example, if “M” analysis codes are required,

and are the same for every line of the contract (e.g. Salesman) then they should be set up

here.

Analysis Codes

The standard SunBusiness functionality. The Contract Maintenance Header and Detail

screens include the 10 fields for the user to input SunBusiness ‘M’ analysis codes.

One additional feature to Recurring Invoicing is the ability to enter <..> in the Analysis

Code field of the header, and Generate Invoices will translate that to the value that is held

in the Header Preset for that Analysis Code. This is particularly useful where several

contracts have the same analysis and all can change from time to time. This facility enables

that to be done by amending one field instead of several.

The ID of the operator generating invoices can be automatically transferred to an analysis

code by entering <\OPID> in the Header Pre-set of the required SunBusiness M analysis

code. The contract must also have the analysis code <\OPID>.

Recurring Invoicing Set-up Items

The following are the Recurring Invoicing set-up screens. Not all are mandatory, but all

will usually be required for a successful implementation of Recurring Invoicing:

Contract Options

This screen allows certain extra options to be added to the set up of a Contract type, over

and above those defined on the Sales Definition. It is possible to create a Contract Options

for each Sales Definition if required. For example, the “Generate Without Hold” indicator

could be set here to create Sun Sales Orders that are released, not Held which is the system

standard.


This is the screen that enables Contracts to be created. All Sales Definitions, Contract

Options and Header and Contract Detail Presets will apply. The contract number may be

automatically generated by setting Auto Generate in IB = InHowes Business Definition.

Contract Detail Presets

It is here that detail presets can be created for Contracts. These presets can be for:


Sales Definition regardless of Items;

Items regardless of Sales Definition;

a combination of Item and Sales Definition; or

a systems wide preset of blank Sales Definition and Item.

The last preset of blank is important, as it will be used in all cases not otherwise defined.

For example, in most cases it is important to set a system wide Prorate Method which is

used for part period calculations.

Calendars

Calendars can be used to create non-regular billing cycles, e.g. Quarter Days for rental

purposes. The Calendar Code is entered into the Frequency field on the contract to enable

the calendar to be used. Please see the section Frequencies below. In more recent versions

of Recurring Invoices, the use of Relative Frequencies has limited the requirement to use

Calendars. It is more efficient to use relative frequencies – e.g. +3N produces quarterly

billings.

Generate Definitions

In order to run Generate Invoices, it is necessary to have a Generate Definition. It is

possible to allow certain fields that are required by Generate Invoices to be preset. Usually

there are many Generate Definitions, some used for Prompting, others producing Dummy

Invoices and others being the “real” Generate Invoices run. See the section on Invoice

Production. There are several useful aspects to Generate Definitions, discussed later in the

Invoice Production section, but important considerations include:

Setting a Contract Filter.

Using Prompting to check Orders before Posting.

Printing “Acknowledgements” to check Orders before Posting.

Showing only Invoice or Credit Lines.

Recurring Invoicing Helpful Hints 14

Helpful Hints

INTRODUCTION

The Helpful Hints Section is designed to point new and existing users of Recurring

Invoicing in the right direction when looking at the more difficult to grasp concepts. It also

includes descriptions of some of the less well-known features of the Product. The

following items are discussed. Where appropriate reference is made to the relevant part of

the Reference Manual:

Frequencies

Dates

Invoice Production

Prompting

Dummy Invoices

Pro-Rata (Part Periods)

Prorate Calculations

Credit Notes

Reporting

Deferred Income

Instalments

Proformas

Sundry

Daily Conversion Rates

It is worth reading these sections before attempting to install Recurring Invoicing, as these

sections may assist understanding of these critical areas and help with a smooth installation.

FREQUENCIES

Contracts are generated by reference to the Next Charge Date or Start Date of the Contract

Detail Line, plus the Frequency. The frequency is therefore telling the Contract how

regularly it should be billed. The frequency can be different for each detail line of the

contract.

One important point to note on Frequencies is the difference between the Invoice Table on

the Header and the Frequency on the Detail Lines of the Contract. The frequency of the

line will default to the value entered in the Invoice Table of the header, but can be amended

to any valid frequency. The detail Frequency can also be preset in RP = Contract Detail

Presets.

However, the flexibility of the Invoice Table is valuable when linked to the Release Invoice

feature. It is possible to generate orders using a line frequency of a weekly type (MON,

TUE, WED, etc.) and consolidate them (see Contract Options) on to one held order for that

Contract. Release Invoices can then be run which will release these held orders, based on

the frequency held in the Invoice Table value. Using this feature, it is simple to bill weekly

while only raising invoices monthly.

There are several different methods of setting up the frequency.

Literals

Certain literals can be used these include "MONTHLY", "MON", "TUE" etc.


Relative Frequencies are an efficient and powerful method of specify billing cycles. For

example +14 will bill every 2 weeks and +3N every 3 months at the month end. In general

terms:

<+nM> Will add n months to the “Last Charge Date”

<+nN> Will add n months and then move to the end of that month.

<+nn> Will add nn days

<+nB> Will add n months and move to the beginning of that month.

<+nM!m> Please note that prorata calculations should not be set for this

frequency type.

<+0M> is valid but not meaningful.


You will need to enter a Reference Date which can be any anniversary of the end of a

billing period. So for a billing period of 01 January 1990 to 31 March 1990 the Reference

Date could be 31 March on any year.

Calendars.

It is possible to create a list of dates on which to bill this line or contract by creating a

Calendar. You should use other methods if possible. For example, don’t use Calendars for

quarterly billing use +3N.

As well as these “User defined” calendars there are some pre-defined calendars. These are:

MONTHLY - Charging is to be made on the last day of each calendar month. The system

takes account of the number of days in each month and allows for leap years.

MON, TUE, WED, THU, FRI, SAT, SUN - charging is to be made on the day of the week

specified.

Wild Dates.

Wild dates are used where an item is to be charged on the same day every month or year.

The system will deal with non-British date formats as SunSystems do, e.g. **/01/**** for

US date formats etc.

It is possible to enter a date with the month and/or year entered as the wild character ‘*’.

For example:

18/12/**** will result in a invoice line each year on 18th December.

09/**/**** will result in an invoice line on the 9th of every month.

If you wish to bill on the 30th of each month enter 30/**/**** and the system will

automatically reduce the billing date to the 28th (or 29th) in February each year. NB For

billing on the last day of each month use ‘MONTHLY’.

Once Off

Where it is required to charge an item once only, the date can be entered in the Start Date

on the Contract Details screen. The frequency should be set to spaces.

DATES

Where it is required to show on an invoice the range of dates covered by the billing period,

Recurring Invoicing provides a standard way of presenting them in the following fields :

Item Record Description.


Text entered in the Contract Maintenance detail lines.

Extended Item Records.

The Customer Comments and Customer Reference on the Contract Maintenance (CM)

header screen can also hold the date codes, thereby allowing the billing dates to appear on

an invoice header. The Customer Reference has the advantage of being displayed on the

CQ=Customer Inquiry screen. However, it is worth noting that the dates calculated on

these will relate to the widest possible date range covered by the lines, each of which may

only relate to smaller periods. For example if the lines of a contract cover both weekly and

monthly periods, the date range on the header would be for the month, not the week.

If the Date Code Text ‘dd/mm/yy’ (lower case) is included in the items above then the first

day of the billing period is substituted. Similarly ‘DD/MM/YY’ (upper case) will cause the

last day of the billing period to be printed. It is therefore possible to enter:

"From dd/mm/yy To DD/MM/YY" in the description of a line and get it to produce, for

example:

"from 01/05/92 To 31/07/92".

The date text code described above can be specified in several formats, (all use lower case

for the start of the period and upper case for the end of the period). Using 31st of December

1992 as an example, it is possible to produce:

“MM/DD/YY” will print the date as 12/31/92

“YY/MM/DD” will print the date as 92/12/31

“DD/MM/YY” will print as 31/12/92

“DD/MMM/YY” will print as 31/Dec/92

“CCYY/MMM/DD” will print as 1992/Dec/31

“/MONTH-NAME/” will print as December

“/MONTH-NAME//Y”(sic) will print as December 92

“/MONTH-NAME//CYY”(sic) will print as December 1992.

“DD//MONTH-

NAME//CYY”(sic)

Will print as 09 December 1992.

These formats are irrespective of the date format on the Installation Data.

Relative Dates

In several places in the system it is possible to enter ‘relative dates’. A good example is in

GD=Generate Definitions. Here you can specify the “Charge To” date which you will be

presented with as the “Charge To” date for a run of GI=Generate Invoices. In GD you can

enter the date as a normal date 01/05/92 or, more usefully, you can enter a relative date, for

example T+28.

The formats allowed will depend on the validation for a particular field, and these can be

changed by editing the validation file. The following are the possible formats for dates that

are relative to the system dates :

<T> will give system date itself (“Today’s” date)

<T+3M> will add 3 months to the “today’s” date

<T+3N> will add 3 months and then move to the end of that month.

<T+23> will add 23 days

<T+0B> will take the today’s date and move to the beginning of that month.

<T+2B> will take the today’s date and 1 month and move to the beginning of

that month.

- a minus sign takes the days or months from Today’s date, <T-3N>

etc.

In certain situations the date can also be made relative to another date. This is context

specific, so in the above example had you entered a “Charge From” date you can then be

presented with a date in the “Charge To” as follows:

<+3M> will add 3 months to the “Charge From” date when you actually run

GI.

<+3N> will add 3 months and then move to the end of that month.

<+23> will add 23 days

<+0B> will take the today’s date and move to the beginning of that month.

- a minus sign takes the days or months from the other date, <-3N>

etc.

If you need help on the format allowed for a particular field please consult the section for

the function.

INVOICE PRODUCTION

The Generate Invoices program posts orders into the SunBusiness order file where they can

be manipulated or printed. Once an order has been printed it becomes known as an invoice.

There are several options which affect how orders are posted. These are described in detail

in the Contract Options (CO). The options affect whether orders are put on hold or released


immediately, whether new order lines are added to existing orders and how the order lines

are sorted.

In order to enable the Sales Orders in SunBusiness to be correct first time, it is possible to

run Generate Invoices in “Validate Only” mode. Using this, it is possible to either look at

each order in turn on the screen (Prompting) or produce a document (Acknowledgement)

that will be a dummy invoice. Both of these are discussed below :

Prompting

Once the invoice details are set up on the Contract Maintenance screen then invoices can be

produced automatically simply by running the Generate Invoice (GI) program. If you want

the option of looking at and/or amending the invoices as they are produced then this option

is provided. The Contract Options (CO) or Generate Definition (GD) functions asks for a

‘Prompt Method’. This can be set to :

space if no prompting is required, but will display messages;

“1” to generate all the invoice lines and then allows the user to scroll the lines. The amend

option on the prompting screen allows amendment of the calculation codes specified as

overrideable in the Sales Order Definition. Non overrideable codes are protected and

cannot be changed; or

“N” to prevent prompting and to suppress the screen messages that are created by Generate

Invoices.

The “N” must be set if the generate Invoice process is being run by a macro, otherwise the

macro will fail when it reaches the messages.

Dummy Invoices.

To produce Dummy Invoices, the following must be set :

Print flag in Contract Options (CO) or Print Override in Generate Definitions (GD) set to

Yes.

An Acknowledgement format is set on the Sales Order Definition (SD). This can be the

same document format as the invoice or a different one.

The Document will be Stored or Printed based on the value specifies on the Generate

Definition (GD).

The documents produced can then be examined and any changes made to Contract

Maintenance. This process can be repeated as many times as required.

By using the “Changes From” and “Changes To” fields in Generate Definitions (GD) it is

possible to remove the invoice processing from the busiest times. If the invoicing is

normally processed at the end of the month, it is possible to run Generate Invoices on say

15th of the month, and then change the Generate Definition so that the next time it is run it

will only include Contracts that have been changes or created after the 15th by setting the


Changed To the 15th of the month. This will reduce the number of contracts processed,

leaving those that are already correct to be invoiced correctly at the end of the month.

When the result is satisfactory, run Generate Invoices again with Validate Only set to “N”.

PRO-RATA (PART PERIODS)

Calculating part period charges is an important part of Recurring Invoicing. It is used to

produce the correct value on the Invoice when charging is starting from a date that is not at

the start of a period, and it is used in the calculation of deferred revenue when it allocates

part period revenues .to the correct accounting periods.

In order to get invoices prorated, there needs to be a prorate method set up in Contract

Detail Presets (RP) which can be either a system wide or specific preset, whereas the

prorating on the deferred revenue calculations is set by the Report Layout (RL).

There are currently two ways by which the system calculates part period charges on an

invoice :

Where the invoice prices are picked up from the Item Record (IR), if the “Date Next Price

Applies” is within the billing period and the prorate Method on the relevant Contract

Detail Preset is set then two invoice lines will be generated. The first will be at the old

price up to (but not including) the next price date. The second will be from the next price

date until the end of the billing period. The amounts are calculated with reference to the

‘prorate Method’.

Alternatively, where the price is determined from the Contract Maintenance screen a pro

rata calculation is necessary if :

the ‘Start Date’ is not at the beginning of the billing period, where the calculation is from

the start date to the end of the billing period;

the ‘End Date’ is before the end of the billing period, where the calculation is from the last

charge date to the end date.

It is intended to be used when additional services or products are added part way through a

period.

Currently it is not possible to combine these facilities.


The calculation of part periods is performed during invoice generation and in report

production. Recurring Invoicing provides several methods of part period calculation. The

method used is determined by the Prorate Method on the RP=Contract Detail Presets. In


addition for RR=Recurring Invoicing Reporting you can use a different prorate method -

overriding the original method used on the invoice.

If the Prorate Method is set to spaces (the default) no prorate calculation is performed.

If the Prorate Method is set to D=Daily, the system will calculate part period charges based

on the number of days in the periods. For example if a new item which is being charged at

the rate of £10,000 annually on 31 December has a start date set to 25/6/91, then for 1991,

the system will calculate a charge of £10,000*(190/365) = £5,205.48. The 190 days

represents the number of days from 25 June to 31 December (inclusive). In a leap year the

calculation would be £10,000 * (190/366).

If the Prorate Method is M = monthly, the system calculates as many whole billing periods

as possible and any part periods use the Daily method with a ‘Normalisation’ to the number

of days of the opening month. In the example above, the system will calculate a charge of

(£10,000 x 6 / 12 ) being 1 July to 31 December + ( (1 / 12 x £10,000) x (6 / 30)) =

£5,166.67. The 6/12 represents the number of whole months to the end of the year, and the

6/30, the number of days the product should be charged for June. Note the result will be

the same for a leap year. No normalisation is required.

A more complicated example will demonstrate the effect of Normalisation. Assume that a

contract is billed on the 21 December each year for a annual sum of £12,000. The contract

starts on 25 June 1992 and terminates on 24 October 1992. The Daily method would

produce a result of £12,000 * (122/365) = £4,010.96. The monthly method gives (£12,000

x 4 / 12) being 1 July to 31 October + (( 1 / 12 x £12,000) x (6 / 30)) - ((1 / 12 x £12,000)

x (6/30)) = £4,000. The 4/12 represents the number of ‘months’ in the period 25/June to

24/October, and the first 6/30 the number of days the product should be charged for June.

And the second 6/30 is the normalised number of days (from 25 October to the 31 October)

for the 31 day month of October. The normalisation converts the number of days on the

end period to that of the start period, so in this case 7/31 is converted to 6/30. The net

result is £4,000 being 4 months at (£12,000 /12).

If the Prorate Method is A=Annual, the system will perform the same calculations as in the

Monthly method, but without Normalising. This will mean that the part periods will be

based on a daily rate calculated by dividing the annual charge by 365 ( Note even in a leap

year it is 365 days!).

Using the earlier example, the Annual method gives a value of (£12,000 x 3 / 12) being 1

July 1992 to 30 September 1992 + (£12,000 x 6 / 365) for June 1992 + (£12,000 x 24/365)

for October 1992 = £3,986.30.

If the Prorate Method is W=Weekly, the system will calculate a weekly rate. It will do this

by first calculating an effective yearly rate and then dividing by 52. For example, billing

£100 with a frequency of monthly would give a weekly amount of (£100 x (12) / 52). In

calculating revenue for a period the system will: determine the number of complete weeks

in the period and charge for these at the weekly rate; it will then charge for the odd days at

a daily rate which is calculated at 1/7 of the weekly rate.


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;

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.


REPORTING

There are two separate reporting methods that come with Recurring Invoicing. These can

be used in association with the standard SunBusiness reporting facilities (Sales Analysis,

Order Status etc.), and can be used for distinctly different requirements.

The Contract Reports (CR) are used to produce reports on the information sorted about the

contract itself. These are defined using Report Formats (similar to SunSystems Document

Definition) and can basically print any field on a contract in any position on a report. (see

Report Formats for more details)

The Recurring Invoice Reports (RR) are used to produce reports of what has happened to

the contract after generate invoices has been run. This is similar to the standard

SunBusiness Analysis Layouts but can also produce a posting file (see Deferred Revenue

below).

It is therefore possible to create reports listing all contracts that are supported by a

particular employee (say an “M” code) by using Contract Reports, while using Recurring

Invoice Reports a list of all Invoices raised against a contract could be produced. As a

general rule, reports including value information should be created as RR reports, not CR

reports.

DEFERRED INCOME

The Recurring Invoicing System is designed to account for invoices which cover a period

of time. Where invoices are raised in-advance, it has to account for income which has not

yet been ‘earned’ - deferred revenue. Currently the system uses SunSystems’ PI=Print

Invoices to post invoices to SunAccount, which can only be posted to one period. This will

typically be the total revenue, across the whole period the invoice covers. Therefore it

remains to calculate and post the element that relates to future periods, the deferred

revenue.

The calculation and reporting of deferred revenue is performed by RR=Recurring Invoice

Reporting and defined by RL=Recurring Invoicing Report Layouts.

One approach that you may wish to follow is to allow PI to post the total of the revenue to

the Profit and Loss account and then calculate the total deferred revenue of all invoices to

be reversed out from the revenue account in the current period to the deferred revenue

account.

This should use the Reverse in next period option so that reversing transactions are

produced to post to the subsequent periods. To achieve this, set up a RR=Report Layout

with FO=Future Orders(Invoices) as a column code with the Calculation Code set to the

code you wish to post. This must correspond to the Calculation Code specified on the

LI=Ledger Interface. A Period Table is required covering all date ranges that are likely to

held on the order file. Run RR=Recurring Reporting with posting set to Y-Yes and a date

range with a ‘To date’ equal to the end of the current month. The From Date is not used but

should be before the To Date. The posting file will then contain the element of all invoices

that relate to future dates of all orders (or invoices) that are on the file.

The posting of revenue may be by period, so that the revenue is split. For example, a six

monthly invoice would result with one sixth in each of the six months. To achieve this use

PI to post all six months into the deferred income account in the Balance Sheet. Then use

RR to calculate and produce a posting file to reverse 6 lots of one months revenue from the

deferred income account and post the equivalent revenue transaction to the revenue

account, these transactions cover the current and following 5 months. To do this use a level

code of AP=Accounting Period in RL=Report Layouts. The Column Code should be set to

FO=Future Orders and the date range entered in RR should be the date prior to the period

concerned.

Therefore, calculating invoices raised in January 1992 for the coming year you would enter

a date range of <31/12/92> to <31/12/92>. As an alternative you can use PO=Period

Orders and the date range entered in RR should cover the whole period of the invoices

raised (<01/01/92> <31/12/92>). It is also important to select the invoices (or orders) for

inclusion. This can be done by setting a level code to be Transaction Reference (TR) in the

Selection Codes in RL=Report Layouts.

The posting may be restricted by using selection criteria. These are set up in RL. The

criteria include: Item Analysis categories (I codes), Customer Analysis Categories (C

codes), Movement Analysis categories (M codes), Item Record (IR) code, customer

invoice address (AD) code, Transaction Type (TT), Transaction Reference (TR) - order or

invoice number, contract number (RC), Accounting Period (AP), Location (IB), Contract

Header Hold Indicator (HI), Item Sales Account (IA), Order Date (O) or Invoice Date (I).

INSTALMENTS

The ability to process instalments has been added to Recurring Invoicing in version 4.1.6E.

This allows a number of tranches of charges to be made, regardless of the frequency of the

line.

In order to use Instalment Processing the following settings are needed :

a) On the Detail Line of the Contract that is to be billed in instalments, enter a “Y” in

the first instalment field, and enter the number of instalments in the second field.

b) When Generate Invoices is run, it will bill the line when it should based on the

start date and frequency, and will decrease the number of instalments by one.

c) If the billing of the line is not dependant on the frequency, it is possible to get the

Generation process to bill only one tranche, regardless of the number of periods involved,

by setting One Period Billing on the Generate Definition (GD). So, for example, if the Last

Charge Date was 01/Jan/1993 on a monthly invoice and you generated to 31 Dec 1996.

With One Period Billing you would only get one line (for the one month) not the 36 lines

you get now.

d) If the Instalment to be billed is a Proforma, and the conversion of the Proforma

must reduce the number of instalments remaining, set the Proforma Instalment field on the

Contract Options (CO).

e) If the number of instalments are not to be reduced, even though the line is an

instalment line, this can be achieved by setting the No Instalments field on the Generate

Definition (GD).

The Detail Line will stop generating when the number of instalments is reduced to zero,

and the Hold Indicator will also be set to “C” for complete.

PROFORMA INVOICES

The following steps are required in the processing of Proforma Invoices:

The CM=Contract Maintenance details should be set with a Status so that the system can

identify them as ready for proforma invoicing. For example you can set them to . Enter

a date to represent the last time a proforma was raised. The system will raise a proforma

invoice starting the day after this date. This date is subsequently maintained by the system.

Set up a GD=Generate Definition to select the Contract with the status showing that they

are ready for proforma invoicing. Also set the GD to Proformas and set the ‘New Status’ to

a status to identify that a proforma has been produced but no invoice. Be sure to change

the GDs of any invoice runs that you may be doing to ensure that the two status used for

proformas are excluded.

Set the CO=Contract Options Maintenance to specify the Document Definition to be used

when printing proformas.

You can now run GI=Generate Invoices to generate the Proforma Invoices. Many of the

invoice options apply to proforma runs too. So you can use prompting, consolidation etc.

GI will update the status and Date of Last Proforma of the CM=Contract Maintenance

Records.

The Proformas are now on the Proforma file. If you have not used the Print option of

GI=Generate Invoices you must use PP=Print Proformas to print them.

When the customer pays you can use the PP=Print Proformas <G>enerate option to convert

the Proformas to an order. This process will also update the CM=Contract Maintenance

details’ Status and Last Charged dates. You can then use PI=Print Invoices to print and

post in the normal way.


SUNDRY

Contract Transfer

Using Recurring Invoicing it is possible to transfer data in from almost any other format

using the powerful Transfer Layout File concept. These are discussed in Appendix A.

Some of the useful things that can be achieved with this include :

Transfer of data from existing systems or from other databases such as Access or Excel

spreadsheets (Import)

Transfer to a spreadsheet to perform analytical analysis (Export)

Add new services to existing Contracts (Append)

Amend billing information (Update)

The Update mode is becoming increasingly useful where billing data can vary from period

to period. Examples of this include Security Companies that transfer hours worked

information from their rota monitoring systems, or Internet Providers charging for usage.

Consolidation

It is possible to maintain totally separate contracts, but get Recurring Invoicing to produce

only one Invoice if there are certain items that are the same on each contract.

Consolidation can be made on the basis of Invoice Address, Invoice and Site Address or

Contract. These will allow the creation of the following types of contract while producing

only one invoice :

A separate contract for each site address. Consolidate using “I” on the Contract Options

(CO)

A separate contract for each service, even though they are for the same site. Consolidate

using “S” on the Contract Options (CO).

A separate charge each week from the same contract, but invoicing is only done on a

monthly basis. To achieve this set Consolidation to “C” in RD, and ensure that the contract

has a frequency of monthly on the header, weekly on the detail and the orders are generated

on hold. Run Release Invoices (RE) to create the Invoices. See Release Invoices.

DAILY CONVERSION RATES

From MRQ001833, Recurring Invoicing (RI) supports the use of Daily Conversion Tables

for Invoice Generation and Reporting.


RI detects Daily Conversion Tables are to be used from the appropriate CN = Conversion

Definition. The Pricing Base Date on the SD = Sales Order Definition defines whether the

Order Date (default) or Delivery Date is used to select the correct Conversion Table record.

When running GI = Generate Invoices, the Order Date is entered by the user; and the

Delivery Date on each Order line is either the billing Start or End Date if invoicing in-

arrears.

RI will select the appropriate Conversion Rate to apply, according to the following

hierarchy:

The effective date matches the entry. (RI like SE does not use the Account Code).

If the date is beyond the day limit on the CN=Conversion Definition then the next

oldest rate is used .

No effective date (i.e. default).

If no suitable Daily Conversion Table record can be found, RI will then search for a

matching CV = Conversion Table record using the same hierarchy as above. If no matching

record is found, zero is returned.

Always ensure Conversion Table records with blank effective date/accounting period and

account code ranges exist, so RI can find a suitable default rate to use.

GI = Generate Invoices is designed as a batch process requiring no user intervention once

initiated. So, unlike SE = Sales Order Entry, GI will not warn the user when no matching

rate can be found. Also, Conversion Rate Override is not supported from the Actual

Charges Entry screen when running GI with prompting enabled.

Recurring Invoicing Frequently Asked Questions 28

Frequently Asked Questions

INTRODUCTION

Why does Contract

Maintenance say "Loading

Business Rules" when I don’t

have any Rules set-up?

The Business Rules are loaded if you have a Event

Profile set-up even if there are no Rule Sets. If you

have no Rules then delete the Event Profiles too.

I keep getting a message

"Contract in use" but I know it

is not being amended by

anyone on the system.

The Contract is locked. Amend the contract and

you will get a similar message - enter the hidden

option <Z> to remove the lock. You can also do

this in GI=Generate Invoices. The Contract will

then get processed and the lock will be removed

(but not in Validation mode). Run Contract Reports

to identify the locked contracts, you need not print

the details.

The invoice generates a

charge for an extra day.

You have set the Date on the Calendar to the

beginning of the billing period. Or for Relative

frequencies you may not have set the Reference

Date to a date at the end of the billing period. The

Reference Date should be the end of the period. So

to bill from the 1 Jan 91 to 30 June 95 the reference

(or calendar) should have a date of 31/12/1990 or

30/06/97.

I have generated the invoices

but PI=Print Invoices says

“No Data Found” also

SE=Sales Order Entry says

the Orders are on Hold.

The RD=Recurring Charge Definition field

“Generate without Hold” has not been set to Y-Yes

Recurring Invoicing Frequently Asked Questions 29

I want to raise invoices every

quarter. Do I really need to

set up a calendar for each of

the three quarter cycles and

for every year?

Prior to version 4.1.2 E - yes!. But, from 4.1.2 E

you can use relative dates. For example, you can

enter a frequency of just +3N and a Reference Date

of say 31/12/95 the system will then bill at the end

of every third month.

Why does everyone have to be

logged out of the database

before I can backup the

Recurring Invoicing Files?

Because this is the only way to ensure that the data

is backed up in a consistent way. For example, if

Generate Invoices was being run at the time of a

Back up the records could be backed up with the

header invoiced and the details not!

Why do the warning messages

keep coming up when I press

return in the Contract

Maintenance details screen?

To move between fields in the GUI version you

should use the <TAB> key or the OK button, not

the return key. This will eliminate this problem.

When I try to log in RI says

"Login Prohibited Please Try

Later"

This usually means someone is backing up or

restoring a file in the database you wish to use.

Contract Cleardown will also prohibit Log-in. If

you are absolutely sure this is not happening them

you may ignore this message by entering the hidden

option, "Z" at the message.

Recurring Invoicing Installation 30

Installation

INSTALLATION GENERAL

If you are updating your system please refer to the Section “Updating Your System” first.

The install procedures overwrites and updates certain system files. In particular the

template file SS01TMPL.DAT (and .idx) and the SunSystems Report File

SSREPORT.DAT (and .idx) are updated. You should make sure you have these files

backed up before proceeding. Please also backup all data files as the installation

procedures make substantial changes to the Reference File and Report File. These are

backed up in SS FB = File Backup. You enter a database code of Blank to backup the

Report File. It is also a good idea to backup the Template File (SS01TMPL.DAT and

SS01TMPL.idx) using you operating system copy command..

It is important to follow the steps below in sequence:

Update Sun

Perform the complete Sun Update procedure (Please see the Sun Manuals).

You must have loaded version 4.2.6 of SunInvoicing before installing Version 4.2 of

Recurring Invoicing.

Install The InHowes Software

Load Version 4.2.6 of the Recurring Invoicing software:

InHowes’ CD

If you have an InHowes’ CD it should auto-load using a Internet Browser. You can then

navigate to the “download” pages. If it does not auto-load you can enter

“d:\Setup\default.htm” into your browser, d being your CD-ROM drive letter. Alternately

you can use file manager, file explorer , the run command or a command prompt to

navigate to the product you require to install. E.g. cd d:\PRODUCT\RI\426\32Bit.

For Unix installations you can then click on “Install Now ” and you should then save the tar

to your PC where you can then ftp to the UNIX machine. (See below).

For Windows run the InstallShield Corp.’s “Package for the Web” program

e.g.RI42632.exe.


WINDOWS 95 AND WINDOWS NT (32 BIT)

Make sure you have permissions to write to the program directory and that files can be

updated. For Windows 95 & NT use the run command in the start menu and run the

executable file. This installation uses the InstallShield setup program. To install the

software you must install to the Sun program directory.

You will be asked what file system you want to install e.g. ISAM, MS SQL or Oracle. If

you have installed SunSystems from this PC then the install program will use the local

Registry (or .ini files on Window 3.1.x) to default to the correct file system (From version

4.2.5). You can change this. Please note you can only select one file system.

You will then be prompted for the SunSystems directory. From 4.2.5 the registry will be

used to show the SunSystems directory where you installed SunSystems.

If you select to install the Examples Reports the installation will ask you if you want to

overwrite them, if they already exist. Each time you say Yes you will then be asked if you

want to overwrite all of them. Saying Yes here will inhibit any further messages. You can

also say No to the update and subsequently No to all. In this case only reports that do not

exist will be added to the SunSystems Report File.

UNIX

Ftp or doscp the tar to the unix machine making sure you use binary mode. For example>

ftp machinename

binary

cd …./sun_directory

put rixxxnnn.tar

Then on the UNIX machine

cd…./sun_directory

tar -xvf ./rixxxnnn.tar

chmod a+x RIINSTAL

chmod a+x izrun

su root

Then run the install script:


./RIINSTAL

You will need Supervisory Permissions.

Progress is logged to IH.LOG in the Sun directory.

You should then set the ownership of the files

chown correct_user *

The install script performs the following tasks:

unpacks the files the tar put in the InHowes sub-directories;

changes the Permissions of these file names in the Sun directories (if reinstalling) to

writable;

moves the InHowes files to the Sun directories and removes the InHowes directories;

installs the templates using IZTP

builds the help, message and Data Dictionary tables/files using IZHE, IZMR and IZDD.

Updates the SSREPORT file.

sets the program files to read only.

RECURRING INVOICING NOTES

If you wish to use RI Notes with Contract Headers then certain dlls need to be installed and

registered on every client needing to use the NotePad. (The NotePad is a Visual Basic 6

application requiring certain Microsoft dlls). If you are running “thick” or if you are using

the Graphical Thin client and have selected the Notes option then you need to install these

dlls by running the Setup.exe program in the directory "Inhowes\CM Notes" under the

SunSystems server directory.

You may be asked by the installation to "re-boot" the client machine.

If you wish to Report on Notes then you will need to create a SS UD = User Hook

Definition with the following information:

Calling Program SSRD

Description a description of your choice

Number: 970001 (this number must be unique for

SSRD and must match the Report

Definition entries – our Example Report


CRN01 uses 970001 so that is what must

be entered here)

User Hook Program RICN

Further Information on using the NotePad can be found at Notes Editor.

GRAPHICAL CLIENT

The Recurring Invoicing Graphical Client is installed in a similar way as the server side

software. Run InstallShield Corp.’s setup.exe program in Disk1 of our Graphical Client

software. Or the InstallShield Corp’s “Package for the Web” program e.g. RI425CLI.exe.

The InHowes Graphical Client installs itself for either Unix or Windows servers

automatically.

We recommend you install our software to the “THINCLI” directory that is installed when

you installed SunSystems using the “(client and server)” option. When you then run

SETUPGC.exe from the “THINCLI” directory it will install the SunSystems graphical

client as well as Recurring Invoicing to the client directory specified.


This also means you can use SunSystems’ “SETUPGC.PDF” to use Microsoft’s Systems

Manager Server (SMS) for installing and updating all SMS clients software.

If you have not installed the InHowes Contract Notes dlls then this must also be done. See

Recurring Invoicing Notes above.

GETTING STARTED

When you enter RI for the first time you will be put into “administrative mode”, this will

enable you to crate new files using FC=File Create

Use RI=Recurring Invoicing FC=File Create to create new:

Contract }

Cross Reference }

Audit } or each database

Notes and }

Proforma files. }

If you chose not to install the Examples Files you can install the Example Reports at any

time: use RI=Recurring Invoicing RD=Report Definition to transfer-in the standard

report formats. The formats supplied for Recurring Invoicing are currently CR01.REP,

CRN01.REP, DEF01.REP, ACR01.REP, DEF01.REP, AU01.REP and PU01.REP. These

Report Formats are system wide.

We also supply a file containing RL=Report Layouts that set-up some standard reports that

use the above formats. These need to be set-up for each database. To install these go to RI

RL = Report Layouts and T = Transfer. Accept all defaults except the file name which

should be RIRL-DEM.NDF. Enter T = Transfer to bring the records in.

See our Quick Start Guide for further information. These are on our CD at

d:\PRODUCT\RI\426\SUPPORT or on our Website: http://www.inhowes.com

Recurring Invoicing Updating Your System 35

Updating Your System

INTRODUCTION

Before beginning to install or update your system to version 4.2 of Recurring Invoicing

(RI) it is essential that:

a) A backup of the files, using the RI FB=File Backup is made. This must be done

using the previous version of Recurring Invoicing.

b) You are happy with the facilities of Version 4.2.6. There have been improvements

and changes to the facilities offered.

You may need to change any FreeFormat macros. Please read the section ‘New Features’.

Please ensure that you are familiar with the “New Features” section as this can impact the

way RI will operate.

We advise with any update that you run certain reports to enable you to compare the data

before and after conversion. So for SunAccount you would run a Trial Balance. For RI we

recommend that you run a detailed Contract Report. It is also advisable to perform a

validate only Generate Invoice run before and after the update.

If you are converting from 3.5 to 4.2.6 then we cannot convert the Prorate Method and

InArrears flags on the Item Records - these are lost by the Sun FB=File Backup/Restore

Function. These will need to be added manually after conversion. These items are now

held on the Recurring Charge Detail Pre-set screen. See RP.= Recurring Charge Detail

Preset.

If you are converting to 4.2.6 from 4.0 or before then the Sort Options on RD=Recurring

Charge Definition are lost, these will need to be re-entered manually. There are now 5

levels of sort.

Backup First

If updating RI - Backup the Contract File (408 M onwards), Audit and Cross Reference File

for each database. Use the FB=File Backup option in RI. All this must be done before

updating the Sun programs. Please also note that report formats will need setting up

again.

Install Recurring Invoicing

Install Recurring Invoicing as for a new system see the previous Section – Installation.


If you are converting from Recurring Invoicing 4.0 before Release M

If you are converting from Recurring Invoicing 4.0.n before Release M where there is no

separate Contract File, then:

Backup the Reference File in version 4.2 using SS=SS FB=File Backup.

In the operating system copy the reference file SSRF-nnn.BAK in the Sun backup directory

to the new Contract File, RIRC-nnn.BAK.

Then run RI=Recurring Invoicing FB=File Backup to restore the Contract file. The

System will restore the contracts to the new Contract File (RIR1-nnn.DAT and RIR2-

nn.idx), it will then detect the presence of any old contracts on the Reference File and ask if

you wish to delete them, you should say Y-Yes to this. If you have an SQL version it will

be quicker to say N-No and issue a SQL command to delete the old RCH and |RCD records

instead.

Add or amend the information held in the system to achieve your requirements. Please note

that we cannot convert the Prorate Method and InArrears flags on the Item Records - these

are lost by the Sun FB=File Backup/Restore Function. Another example is that you may

need to set-up HP=Header Presets to see the analysis codes in CM=Contract Maintenance.

You also need to set-up the sort criteria in CO=Contract Options Maintenance.

For more details please read the section ‘New Features’.

Restore

Rename the Backup Files:

File Description Name pre 4.2 Name 4.2

Contract File RIRC-aaa.BAK Remains unchanged

Contract Audit RIAU-aaa.BAK Remains unchanged

Cross Reference RICR-aaa.BAK RIR5-aaa.BAK

After installing the programs use the Recurring Invoicing FB=File Backup function to

restore the files listed above.

Use RI=Recurring Invoicing FB=File Backup to restore the Contract, Cross Reference,

Audit and Proforma files. (where applicable) If you are upgrading from Version 3.5 or did

not use the Audit Report function use RI=Recurring Invoicing FC=File Create to create

a new Audit File. If you are upgrading from Version 4.0.8 L or before use RI=Recurring

Invoicing FC=File Create to create a new Audit File.


Data Conversion

In each database run RI=Recurring Invoicing DC=Data Conversion. (Further details can

be found in the DC=Data Conversion Section.

It is recommended that you should run Contract Cleardown , in recalculate mode to

recalculate the Next Charged Date. This is essential if you are converting from Recurring

Invoicing 4.0 before Release M.

You should now run the Contract Report and a validate only run of GI=Generate Invoices

to check that the contract information has been converted correctly.

Recurring Invoicing Actions 38

Actions

INTRODUCTION

This section describes the Options, which are available in the Action pull down menu. You

can either highlight the option with your mouse or click to select it, or use the arrow keys

and press ENTER.

If you are using classic menus, choose these actions by entering the appropriate letter in the

selection box, and press ENTER.

Information entered for each database is stored in files. There are two main types of file:

the order/movement file and the reference file. The stock-take file, and various budget and

history files also store data.

Ledger files contain details of all transactions posted. Reference files contain the static

information that you have created in the reference functions. For example, account records,

journal types, and analysis codes. Though each reference record is concerned with

different data, the data is maintained in a consistent way. This allows for the same actions

to be available in all reference functions.

REFERENCE FUNCTIONS

The following is a list of Recurring Invoice Reference Functions. These are documented

in this Manual. Other Reference Functions are from SunBusiness and are covered in the

SunBusiness Manuals. The reference functions are presented in alphabetical order:

AC=Audit Control

CO=Contract Options

CE=Calendar Entry

CF=Contract Filters

GD=Generate Definitions

IB=InHowes Business Definition

PT=Period Tables

RL=Report Layouts


RP=Contract Presets

Each reference function can comprise many records. For example, you may have

numerous accounts. Each record is identified by a unique code. Chart of account records

each have a unique account code; name and address records each have an address code, etc.

The following actions are available from all reference functions:

CREATE

This allows you to create a new reference record.

AMEND

Use this to amend an existing record. Select Amend and enter the code of the record you

want to change. Then, using your mouse, move to the box(es) which require change. On

completion of the amendments, press OK to accept the changes.

DELETE

If you want to remove an existing record, select Delete and enter the record code. You will

then be asked:

DELETE?

choose Yes if you wish to continue with the deletion.

To delete a range of records, press ENTER in the record code box. A window appears with

From and To boxes. Enter the range of record codes you want to delete. You are then

asked:

DELETE SELECTIVELY (WITH SCREEN ECHO)?

If you choose Yes each record is displayed, and you are asked:

DELETE?

If you want to delete all records within the range without seeing them, choose No. The

system prompts:

ENTIRE RANGE WILL BE DELETED?

If you choose Yes, the records are deleted. A message is displayed:


DELETING ....

with the code of each record as it is deleted.

Some reference records are identified by two separate codes. For example, analysis codes

are identified by the analysis category and the analysis code. You cannot specify the

second code (the analysis code) so you might select a range of analysis categories C3-C3

and then ask for selective deletion.

Chart of account records and name and address records cannot be deleted if there are

transactions present. See the section Period Cleardown.

EXAMINE

Choose Examine to display reference record details. Enter the code of the record you want

to examine and details are then displayed.

You may Examine by Lookup code rather than the reference code. There are two ways to

do this:

· Select Examine, then in the record code box, e.g. Account Code box, enter

LOOKUP. The cursor moves to the Lookup Code box, where you can enter the lookup

code of the record you wish to examine.

· You can select Examine, and in the record code box, e.g. Account Code box, enter

Query. Once in QUERY, you can select the Lookup button. LOOKUP allows you to

determine whether the selection of items for display on the list is by code or lookup code.

On clicking the Lookup button, you are presented with a window. Select either Code or

Lookup to determine the item you wish to lookup. You can also enter a start code. On

pressing OK, the display will commence with the records matching the criteria entered.

NEXT

Enter Next to display details of the next reference record. If the screen currently shows no

record details, then Next will display the first reference record. The letter N remains in the

selection box so that you may press ENTER to display subsequent records.

REPORT

Use Report to produce reports showing all, or a range of records belonging to a reference

type. When you select Report, a further screen is displayed.


SEE ALSO:

Report Entries

REPORT ENTRIES

Record Code From/To

nn characters

Enter the range of records to be reported. The description of the From and To boxes

depends on the reference function you are reporting. So if you are using NA=Names &

Addresses, the box description is Address Code From and To.

The range you select is printed at the top of the report. If you would prefer to report in

order of Lookup Code, rather than account code order, then enter Lookup in the From box,

and you are asked for a range of lookup codes.

Double Line Spacing

Y/N

A double spacing option is available. Enter Y-Yes to select double spacing. Press ENTER

or N-No to remain with single spacing.

Date Of Last Update From/To

date format

You may want to include only those records updated within the selected range of dates.

Having completed the entries to the screen, you may select to Print Report or Store on Disk.

TRANSFER

Transfer allows you to import or export reference records from, or to, a file. It is useful

when, for example, you have created a chart of accounts in one database and wish to

transfer it to a second database. The file which is imported does not have to be generated

within SunSystems, but can be any text file presented in the correct format.

Multi-lingual Module only. If you Transfer data when logged in as an operator whose

language is other than the base, a warning message to this effect appears.

An import creates new records and overwrites records with the same code on the reference

file. When you select Transfer, an additional screen is displayed:


TRANSFER ENTRIES

Import Or Export

I/E

Enter I-Import or E-Export to send data to a file or retrieve it.

Transfer Format

maximum 5 characters

If you accept the default, NDF-Non delimited format is assumed. Otherwise, specify a

valid format:

Code Description

FLF Fixed length format

CDF Comma delimited format

BDF Bar delimited format

CDFQ Comma delimited format with quotes

LOTUS Lotus 123 file format

SYLK Multiplan format

Transfer File Name


Enter the path and the name of the file containing the data to be imported or exported. The

automatically generated file name for a Contract Options file is SOCO-DEM.NDF. This is

made up as follows:

Code Description

SO SunBusiness Sales Order Processing

CO Represents the reference record type, i.e. CO=Contract Options

DEM Represents the database, i.e. DEM is the demonstration database

NDF NDF represents the file layout format non delimited format

Record Code From/To

nn characters

The range of records to be imported or exported.


Date Of Last Update

date format

You can choose to import or export only those records updated within a selected range of

dates. Enter ENTER to select all dates.

Having completed the entries to the screen, select Process Transfer to perform the export or

import.

REPORT AUDIT TRAIL

If you have turned on AC=Audit Control for a particular reference type you will have

access to the option Report Audit Trail. When you select Report Audit Trail in CA=Chart

of Accounts the Report Audit Trail screen is displayed.

SEE ALSO:

Report Audit Screen and Report Audit Entries

REPORT AUDIT SCREEN

The function AC=Audit Control allows you to specify which reference types are to have

changes logged to an audit file.

Report Audit Trail prints an audit trail of any changes made to that file i.e. amendments,

creations, deletions etc. The full details of the record are pictured. If an amendment has

been made, the changes are underlined with inverted arrows and the new version is printed

below.

The date of the change is shown along with the operator Id of the person who made that

amendment, deletion or addition.

When the report is complete, you are asked whether the reported changes should be carried

forward and shown on the next reference audit report. If you select N-No, the current audit

file is cleared.

REPORT AUDIT ENTRIES

Report By Date Or Code

D/C


Enter D-Date to print amendments in date sequence, or C-Code to print details in code

sequence. Remember that all analysis codes for analysis category A0 are shown before

analysis codes for analysis category A1, etc.

Record Code From/To

nn characters

Enter the range of record codes to be reported. Press ENTER to select all.

Transaction Date From/To

date format

Enter the range of dates for which changes should be reported. Press ENTER to select all

dates.

Recurring Invoicing Process Manager 45

Process Manager

BUSINESS RULES

Business Rules can be used on Contract Maintenance, both at the header and detail level.

To use business rules you need to set-up an Event Profile and a Rule Set.

Use SS Procedures Setup Menu EP=Event Profiles with the Data Item = 00051

(Contract Maintenance Header) or Data Item = 00052 (Contract Maintenance Details).

You can add other restraints if you wish. For example the following Event Profile restricts

any Rule Sets for RICMD to the "DEM" database.

Once you have defined any Event Profile for these two items the Business Rules engine

will load for both Contract Maintenance or Contract Maintenance Details and you should

see a message showing that the Rules engine is loading.

Recurring Invoicing Process Manager 46

SS Procedures Setup Menu RS = Rule Set The following is a example of a rule

to apply to Contract Details.

Recurring Invoicing Audit Control 47

Audit Control

AUDIT CONTROL - SCREEN

RI=Recurring Invoicing Maintenance Setup Menu AC=Audit

Control

AUDIT CONTROL - OVERVIEW

Audit control is an optional facility which improves the security of reference records. For

each reference record type an audit table (or file) is automatically created and a line is

added to it each time you change details on that record type, i.e. Create, Amend, Delete,

Transfer. Audit files should be printed and deleted regularly using the option Report Audit

Trail described in the section Actions. The option to Report Audit Trail is only offered in a

reference maintenance options when Audit Control is switched on.

Recurring Invoicing Audit Control 48

Please Note that you cannot change individual Reference Maintenace Options in RI(its

all or nothing).

AUDIT CONTROL - ENTRIES

Function Names

Enter Y-Yes against the reference record types for which you require audit trail.

SEE ALSO: Actions Operator Permissions

Recurring Invoicing Calendar Entry 49

Calendar Entry

CALENDAR ENTRY - SCREEN

RI=Recurring Invoicing Entry Setup Menu CE=Calendar

Entry.

CALENDAR ENTRY - OVERVIEW

See REFERENCE MAINTENANCE (general information)

Charging and invoicing can be governed by calendars. There is no limit to the number of

calendars that can be held on the system.

Recurring Invoicing Calendar Entry 50

This screen allows you to set up a series of dates for charging or invoicing.

The dates must be entered in ascending order on each screen and across each sequence

number . The table is not processed after any empty entries instead it looks at the next

highest sequence number. For charging: the system will check all dates and if any fall

between the “Last Charge Date”, on the Recurring Charge record, and the “Charge to

Date”, entered through GI, then when charges are generated a charge line will be generated.

The first entry on a calendar must be before the start date of any contracts that will be

entered using this calendar.

For invoicing: the system will check all dates and if any fall between the “Last Invoice

Date” on the Recurring Charge record and the “Invoice to Date”, entered when invoices are

released (through RE), then an invoice will be generated (in SunBusiness terms the order is

released).

CALENDAR ENTRY - ENTRIES

Calendar Code


Enter a code to identify this calendar. For example “CLIENT-001”.

Sequence Number


Enter a second code to identify the calendar. A typical code might be the year.

Lookup Code


Dates

date format, 24 slots

For each slot enter a date for charging or invoicing. Enter <T> for today’s date.

The date must be the end of the billing period. For example if you were billing on a six-

monthly basis on 31 December and 30 June each year, you would enter 31/12/90, 30/06/91,

31/12/91... and so on in the calendar table.


Contract Presets

Recurring Invoicing Contract Audit Report 51

Contract Audit Report

AUDIT REPORT - SCREEN

RI=Recurring Invoicing Reports AR=Contract Audit Report.

AUDIT REPORT - OVERVIEW

This screen asks for the information to run the Audit Report. The function allows you to

specify a format for this particular run of AR. These report formats are set up by

RD=Report Definition. This Report will only work if there is an Audit File and Auditing

has been turned on for CM=Contract Maintenance. The Report prints changes to the

Contract Header followed by the changes to the lines. The lines are printed in Line

Number sequence.

You can set two Control Sequences to underline the changes. SS > CS=Control Sequences:

Control Sequence Purpose Sequence for HP

AUDST Underline On 027 038 100 051 068

AUDEN Underline Off 027 038 100 064

AUDIT REPORT - ENTRIES

Layout Code

maximum 5 Characters

Enter the Layout Code for the report to be produced. Enter <QUERY> to lookup the

available report layouts.

Supplementary report name


Enter an additional report name at the time of running the report.

Amend Selections

Y/A/Blank Enter A-All to select all contracts. Enter Y to amend the Contract Selections. Enter

SPACE to use the selections that may already have been entered.

Date of Update

date format

Enter the range of dates of the changes to be included. If no date selection is entered, all

information on the audit file will be reported.

Time of Update

time format

Enter the range of time of the changes to be included. If no time selection is entered, all

information on the audit file will be reported. Time is entered in the 24 hour format so

19:40 or (1940). You can enter 24:00 to signify the end of a day.

Period of Update

period format

Enter the range of periods of the changes to be included. If no period selection is entered,

all information on the audit file will be reported.

Operator From and To

3 characters

Enter the range of Operator Ids of the changes to be included. If no selection is entered, all

information on the audit file will be reported.

Function From and To

1 character

Enter the range of functions to be included. If no selection is entered, all information on

the audit file will be reported. Valid functions are:

Code Description

A Amend

C Created

D Deleted

T Transferred

G Generated

N New – Created when a a record is amended but

the original record is not on the Auidt File.

SPACE Created for a Contract Header when a detail is

amended that does not affect the header.

Report Transactions

Y/blank

Enter <blank> to print only Contract Header information - i.e. to suppress details of the

Contract Lines otherwise leave the field set to Y-Yes = Yes.

Movement Report Only

Y/N

This feature is only available in SQL versions. Enter Y-Yes= Yes to produce a movement

report. Two extra fields are provided in the RI Audit Report Data (Dtl Quantity Movement

and Dtl BSP Movement) within RD=Report Definition. These field show the “movement”

across the date range entered.


SEE ALSO:

Audit Control (Sun Business Reference Manual) and

File Create

Recurring Invoicing Contract Cleardown 55

Contract Cleardown

CONTRACT CLEARDOWN - SCREEN

RI=Recurring Invoicing Procedures CC=Contract Cleardown

CONTRACT CLEARDOWN - OVERVIEW

This function can re-calculate contract details (use Action C1=Recalculate Only) or deletes

old Contract details (use Action C=Cleardown). It does not (as yet) delete the contract

headers. If Contract Maintenance Audit is turned on (AC=Audit Control) the audit records

will be written to the audit file and marked as “Removed”. If you select the defaults the

records deleted will be those with a Hold Indicator of C=Completed and an End Date prior

to the date entered.

A report is produced showing contracts where details have been removed. The report can

request any one of a number of Report Formats. These formats can be created and changed

by using RD=Report Definition. Only layout type CR can be used in this program.

CONTRACT CLEARDOWN - ENTRIES

Contract Filter

maximum 10 chars

Enter the Contract Filter or use <QUERY> to select the filter you require to select the

contract lines for deletion. Only filters with a type of C(Contracts) are compatible with this

function

Selections From/To

maximum ?? characters

Enter the start of a range of Contract Codes to be included then enter the end of the range.

Enter <RETURN> to include a single contract.

Select By End or Last Charge Date

E/L/N

You can select contract details to be deleted by date. The date can be either the End Date

(E) or the Last Charged Date (L). The default is the End Date. Be careful if you select

L=Last Charge Date as this may delete lines that have not been completed. You can so

enter N=No to ignore any checks on dates.

Cleardown Between from/to

date format

Enter the beginning date of contract lines to be considered for deletion. This will be either

the End Date or the Last Charge date, depending upon the setting above. Press <RETURN>

to consider all lines up until the To Date.

Enter the last date for lines to be considered for deletion. This will be either the End Date

or the Last Charge date, depending upon the setting above. This date must be entered and

must be prior to the current month.

Hold Indicator from/to

maximum 1 character

Enter the first Hold Indicator to be included. Enter <RETURN> to only include

<C>completed lines. Enter another Hold Indicator to be the first or only Hold Indicator to

be considered for deletion. Enter the last of a range of Hold Indicators. Enter <RETURN>

to only include one Hold type. <-> means no Hold Indicator.

This is ignored in Calculate Only mode.

Delete Contracts

Y/N Enter <Y> if you want to delete contracts headers where all lines have been removed, either

by Contract Cleardown or via Contract Maintenance.

SEE ALSO: Contract Maintenance

Recurring Invoicing Contact Detail Presets 58

Contact Detail Presets

CONTACT DETAIL PRESETS - SCREEN

RI=Recurring Invoicing Entry Setup Menu RP=Contract

Detail Presets.

CONTACT DETAIL PRESETS - OVERVIEW

Recurring Charge Detail Pre-sets are used in a similar way to other Pre-sets in Sun. They

are used to pre-define information on the Recurring Charge detail screen for specified

invoice types and Item Codes. The Pre-set can be set for particular items and for particular

sales definitions.

From 4.2 the pre-sets are cumulative. So pre-sets are loaded in the order: below and a entry

of space will not override any previous value that might be set. (NB This differs from pre

4.2 were the values were overridden).

Contract Header values (e.g. the start date and Frequency are used)

Pre-set with blank Sales Definition with blank Item Code (system default).

Sales Definition with blank Item Code.

Item Code with blank Sales Definition.

Item Code and Sales Definition.

CONTACT DETAIL PRESETS - ENTRIES

Invoice Type


Enter the Invoice Type (Sales Order Definition) for the type of invoices that you want to

Pre-set information for. You can enter blank to provide a default for the Item.

Item Code


Enter the Item Record code to apply the Pre-set to. You can enter spaces, in which case

this record will become a default for the Sales Definition, to be used where no Pre-set exists

for the particular Sales Definition/Item combination. If you also entered spaces in the Sales

Definition Field then this will became a systems default to be used where no other RP Pre-

set has been defined.

Item Description


Enter the description required or <..> to Pre-set the description from the Item Record.

Frequency


Enter the preset charge frequency for this line. You can enter a date with the year and/or

month wild e.g. 31/12/**** or 31/**/**** or you can enter a valid Calendar Code or a

Relative Frequency. Enter <&> to query calendars. Relative frequencies are applied to the

last charge date (or start date if there is no last charge date). You can also enter the day of

the week upon which the client is charged: <MON>,<TUE>,<WED> etc. or enter

<MONTHLY> where charging is on the last day of the month.

Db/Cr

1 character

Enter <D> for invoice entry, enter <C> for credit entry. Regardless of the Sales Order

Definition and any Item Special Processes.

Quantity

maximum 9,999,999,999,999.99999

Enter the hours or quantity to be preset.

Operator

1 character

Normally the operator is <*> so enter a <SPACE> or <*> to preset the operator to *. Enter

a <-> to preset the operator to space to achieve notional quantities. This will require setting

Notional Quantities in CO.

Std Price Indicator


Enter Y-Yes to preset the use of the standard price from the item record. Enter <-> to use a

special price. You can also enter IR1-4 to preset to the item record price when creating the

contract line. This will NOT be updated on generate.

Price

maximum 9,999,999,999,999.99999

Enter the preset special price for this customer for this type of contract line.

Start Date

date format

Enter the preset Start Date. Set to SPACE to use the start date from the contract header.

Enter "-" to force the operator to enter a Start Date when creating the contract. Enter a date

or a relative date (relative to the Contract Header Start Date).


End Date

date format

Enter the End Date. You can enter a date relative to the Start Date e.g. +23B, +23N T+23

etc. This date is used to determine when the item should not be invoiced. It is also used to

determine accrued income values and any part period calculations.

Instalments

1 character

Enter Y-Yes if you want to preset the use of Instalments.

No of Instalments

maximum 999999

If you want to use Instalments set this to the number of instalments you typically want.

You must have set the use Instalments to Y-Yes

Reference


Enter text which is carried forward to the invoice line Receipt Reference. The Receipt

Reference can be printed on the invoice.

Hold Indicator

1 character

If set to a character other than space this indicator will stop the generation of invoices for

the particular detail line. If the Recurring Charge header On Hold box is set then nothing

will be generated for the whole contract. A hold indicator of “C” is the standard for

deleting lines of a contract in Contract Cleardown..

Account


Set the default for the account code per line. If you want to use the revenue account from

the Item record this should be left set to SPACE.

Location


Enter the location code to be uses to issue items on for these lines. Leave blank if presetting

a non-stocked item, or if the transaction type does not adjust balances.

Prorate Method

D/M/W

Enter the Prorate Method to be used or leave blank to suppress part period calculations.

Currently the methods are:

Code Description

<D> to use the Daily method

<M> to use the Monthly method - the monthly method is the most common

<W> to use the Weekly method

<A> to use the “Annual” method.

Status

1 Character

Last Proforma

date format

Sets the Last Proforma date on the Contract Details line.

InArrears

Y/

If set the lines are selected for invoicing if the Next Charged Date plus one billing period is

within the range specified when generating invoices. The due date is also determined by

this setting. If InArrears the Due Date is set to the end of the billing period otherwise it is

the start of the billing period.

Inhibit Price Change

Y/

If there is a Next Selling Price on the Item Record you can enter <Y> to ensure that Order

Lines are generated at the old price, if the Date Next Applies falls within the Billing Period.

Leave blank (or enter <->) to allow the line to be split into the element at the old price and

an element at the new price.

Analysis Codes

maximum 10 values, maximum 15 characters each

Enter the M analysis codes to Pre-set. The first box is the code from M1 to M5 and the

second is the value to Pre-set. You can either enter a value e.g. 1, or <-> to force the code

to be spaces, or <..> to copy the HP=Header Pre-set value. Note that if <..> is used the

value will not be entered until GI is run. i.e. You will not see the code on the CM=Contract

Maintenance screen, only on the Order File or on information derived from the order file.

SEE ALSO:

Detail Presets (SunBusiness Reference Manual)

Header Presets (SunBusiness Reference Manual)

Contract Maintenance.

Recurring Invoicing Contract Filters 64

Contract Filters

CONTRACT FILTERS - CONTRACT FILTERS - SCREEN

RI=Recurring Invoicing Procedures Setup Menu CF=Contract

Filters.


CONTRACT FILTERS - CONTACT FILTERS - OVERVIEW

This function defines the selections to be applied when running certain functions.

Filter are currently used in:

CC = Contract Cleardown (Filter Type C)

DI = Contract Transfer (C)

GI = Generate Invoices (C)

PU=Price Update (C)

RL = Report Layouts. (R)


CONTRACT FILTERS - ENTRIES

Filter Code


Enter the Code to identify the filter.

Description


Enter a description for the filter.

Filter Type

1 characters

Enter the filter type. Currently this must be C=Contracts or R=Reports.

Selections

The Selections are used to restrict which orders or contracts are shown on the report and

optionally, posted to SunAccount. The selections also determine the sort order and whether

the user is asked to enter ranges of values when the report or process is run.

The order they are entered here is used to determine the order in which information is

displayed on the screen when running the report of process.

NOTE: The five Selections are not applied separately. A transaction will have to fall

within all the ranges of specified Selections if it is to be included in the report.

To amend or create a Selection enter A = Amend, to Delete enter D.

Item Reference

Data Dictionary Items

If you are creating a new item, the record description box appears when you press ENTER. If

you are amending an existing selection use QUERY to display the record description

window. The record description window shows record types available for the report type

under such headings as Contract Header, etc. Select the heading you require and then, from

the data item window, which appears, select the item you require.

From /To

You can enter any presets you want to apply to the selection here. Certain fields allow you

to Query the presets available.


Display

Y/N/Blank Enter Y-Yes to allow the field to be displayed and to allow the user to change the From and

To selections at run time. Enter N-No to hide the selections and leave blank to show the

selections but prohibit their amendment.

Sort

A/D/Blank Enter A-Ascending or SPACE. D-Descending will be added shortly. SPACE means this

item is used for selection only. For a Filter Type of C – this item must be SPACE.

Level

1-5

Enter the level for sorting. You must enter this field if the Sort is set to Ascending or

Descending. Conversely you may not enter this item if you are not sorting on this item.

Level 1 is the most important level, 5 the least. It is best to make the lowest level you use

5.

For a Filter Type of C – this item must be SPACE.

Start Character

1-99

This number specifies the first character of the data item to be printed. For example, if you

wish to exclude the first two characters of the account code, you would set the Start

Character to 3.

Length

1-99

You can use part of the item by specifying the number of characters in this box. For

example, if you want to sort only using the first 15 characters of the Customer name, enter

15. When creating a new item the full length of the selected item appears as a default.

Note: To find the default length of data items, at the Item Reference box, use

QUERY and then ENTER to select the record type you are using. Use ENTER again to see

the length of the data items on that record type. The item description list gives the default length of each item.

Recurring Invoicing Contract Maintenance 68


CONTRACT MAINTENANCE - SCREEN

RI=Recurring Invoicing Entry CM=Contract Maintenance.

CONTRACT MAINTENANCE - OVERVIEW

This screen captures the main detail of the recurring charges for a customer. The line

details are entered on a separate screen.

CONTRACT MAINTENANCE - ENTRIES

Contract Code


Enter the Contract Code to identify this recurring charge. The Contract Code must be

unique. Enter <QUERY> to lookup existing contracts.

If Automatic Numbering is turned on the number will be entered automatically for you. See

InHowes Business Definition Page 120.

Invoice Type


Enter the Sales Order Definition Code for the contract. Enter <QUERY> to lookup Sales

Order Definitions. If you wish to create or amend Sales Definitions enter <QUERY> again

in the Query Code box.

Invoice Code


Enter the code for the invoice address - this code becomes the ‘customer address’ in Sales

Order Processing. The address should have already been set up by NA. Enter <QUERY> to

lookup names. If you wish to create or amend Names and Addresses enter <QUERY>

again in the Query Code box. This code can be Pre-set in HP=Header Pre-sets.

Site Code


Enter the code for the site address - this code becomes the ‘delivery address’ in Sales Order

Processing. The address must have already been set up by NA. Enter <QUERY> to lookup

names. If the invoice and site address are the same, press return to copy the Site Code. If

you wish to create or amend Names and Address enter <QUERY> again in the Query Code

box. Enter <DUPLICATE> to copy the code from the Invoice Code. This code can be

Pre-set in HP=Header Pre-sets.

Make the code spaces to allow a special address to be entered for the contract. This will

become a “temporary address” for each order generated.

Lookup

Enter a useful code to provide an alternative way of finding your entry. This can be a

duplicate, i.e. it is possible to have 50 contracts for BT each with a different contract

number but each with a look up code of BT

Account Code


Displayed from the Address Analysis field for the Invoice Address Code.

Start Date

date format

Enter the Start Date of the Contract, you can enter <T>=today’s date. This date must be

entered. It is used as a default for the Start Date on the Contract Detail lines. It is also used

to determine if this contract is to be included in revenue and billing reports. This date can

be Pre-set as the Transaction Date in HP=Header Pre-sets.

End Date

date format

Enter the End Date of the Contract, you can enter <T>=today’s date. This date need not be

entered, in which case invoicing will continue for ever, unless individual lines have their

end date set. The end date is also used to determine if this contract is to be included in

revenue and billing reports.

Review Date

date format

Enter the Review Date. <T>=today’s date. This date is for information and reporting only.

Payment Due Date

relative date field

Enter a relative date (e.g. +31) or an absolute date. This field only appears if the “Enter

Payment Date” is set on the SD=Sales Order Definition record. The date entered here will

be used to change the due date passed to SunAccount. If left blank will add the Chart of

Account payment days to the Invoice date entered in Print Invoices.

Invoice Table

Enter the default invoicing frequency. This will be used to determine when invoices are

produced and also act as a default to the charge frequency when you enter the detail lines of

the contract.

Enter one of the following:

Frequency Type

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

See Relative Frequencies in the Helpful Hints Section of this Manual

Page 15.

<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 and the Charge 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.

Generate Multiple

maximum 6 numeric

If the Multiple Generate Option is set to Y = Yes on the Advanced overlay of CO =

Contract Options, then this field shows the generate multiplier. This feature allows a

contract to be generated a specified number of times. It will also increment the last

numeric field (if any) in the Customer Reference for each Order generated.


Released To

date format

The Last Released date is maintained by the system. It is display only. This box contains

the date that Release Invoices (or Generate Invoices) was last run up until OR it should be

the same as the Last Generated To date (see below).

Generated To

date format

The Last Generated To Date is maintained by the system. It is display only. This box

should contain the date that Generate Invoices was last run up until. Typically this

corresponds to the last day of the last invoice period.

Delivery Ref


Text entered here will be transferred to the “Delivery Reference” in Sun Invoicing. Leave

this field blank for the system to automatically enter the contract number in the Delivery

Reference when Generate Invoices is run. This code can be Pre-set in HP=Header Pre-sets.

Customer Ref


Text entered here is transferred to the “Customer Reference” in Sun Invoicing. If required,

you may enter DD/MM/YY for the end date of the period covered by the invoice. The

DD/MM/YY will be replaced by the actual date in the format specified. Similarly

dd/mm/yy can be entered for the start date. The dates can be entered in other formats or

the short month name can be printed. See Dates in the section Helpful Hints – Page 16.

This code can be Pre-set in HP=Header Pre-sets.

Comments


The text entered here is transferred to the “Comments” in Sun Invoicing. If required, you

may enter a date format such as DD/MMM/CCYY, see Customer Ref above.

Hold

1 character


the particular contract. A report of contracts on hold may be produced from the

RR=Recurring Reports option (this can be accessed from CM=Contract Maintenance by

entering R=Report in the Action Box. Individual lines may be stopped by setting the Hold

Indicator on the detail lines. RR=Recurring Reporting allows selection by Hold Indicator.

Data Access Group

maximum 5 characters4

Identify the data access group, which is applicable to this contract. This allows you to

prohibit or limit access to a specific selection of operators. See Operator Permissions and

Data Access Groups (SunSystems Reference Manual)

Analysis

maximum 10 codes, 1-15 characters each but maximum of 50

Enter an M analysis code. There are also special codes that can be entered or set up in

HP=Header Pre-sets:

Header Preset Code Result

<\OPID> ‘\OPID’ will be entered into the analysis code and

the operator id (login initials) will be copied into

the analysis code when an invoice is generated.

<\RC> - this no longer Supported it has

been superseded by setting the Contract

Analysis Code See Analysis Code for Contract

<\FREQ> the billing frequency will be entered as the

analysis code.

Enter <\An> (where n is a number from 0

to 9)

the nth. Account Analysis Code will be entered as

the analysis code.

<\Cn> (where n is a number from 0 to 9) The nth. Analysis Code from the Invoice Address

details will be entered as the analysis code. The

site (delivery) analysis codes are used if the Analysis Address is set to Y-Yes.

<\S> The Status from the Contract Details is copied to

the analysis code when generating.

Please note that if you use SE=Sales Order Entry for an order then normal Sun validation

will occur.

After entering any Analysis you will then be offered the choice of entering or amending the

line details. If you enter N-No you can still proceed with the line details by entering at

the Selection Box.

Recurring Invoicing Contract Details 74

Contract Details

CONTRACT DETAILS - SCREEN

RI=Recurring Invoicing Entry CM=Contract Maintenance

I=Items

CONTRACT DETAILS - OVERVIEW

This screen shows the details for the Contract header already selected. It allows the user to

input Contract Details lines which will be billed on a regular basis as specified by the

frequency on the individual lines.

If there are no detail lines then “Auto Create Mode” is entered. The user is positioned at

line 100 in the Item box. Press <Alt>+ if you want to go back to change the line

number. If there are details already, then by default the Inquiry screen is shown this allows

scrolling of all the details for the contract. Pressing RETURN or clicking with the mouse

selects the line for amendment. This Auto Inquire feature can be turned off by setting Auto

Inquire to N-No in Contract Options. See Auto Inquire - Page 89.

CONTRACT DETAILS - ACTIONS

Select – Items

Enter the From and To Item codes to restrict the Items selected. Subsequently the action of

First, Last, Next, Back and Inquire will be restricted to the Selected range. You can still

enter a particular Line, even outside of the range, to Examine, Amend, or Delete.

To turn the selection off enter the action Select Off.


QUERY ITEMS - ITEMS

Enter the From Item Code to show a Query Window of Contract Detail Lines sorted by

Line Number within Item Code. Subsequently the action of First, Last, Next, Back and

Inquire will NOT be restricted.

QUERY ITEMS – LINE

This operates in the same way as Query Item but allows you to sort by Line Number and

Suffix starting a particular Line No and Suffix.

CONTRACT DETAIL - ENTRIES

Item Code


Enter an Item Code or a “-” to enter a contract text line. Enter <QUERY> to lookup

products from the Item Records.

Description


When creating item lines, this box will default to ‘..’ and the description from the Item

Record is shown in the message line. When an invoice is generated with ‘..’ in the

description box, the system will take the description from the Item Record and apply that in

place of the ‘..’. Alternatively, you can enter special text, which will apply to the current

contract only.

Frequency


See Invoice Table in Contract Maintenance above.

Reference Date

date format

If using a Relative Frequency then this date must be entered. It is the end of the billing

period from which the relative period must be added. For example, if billing from 1 Jan to

31 March then the frequency would be +3N and the Reference Date would be 31 Dec to 31

March etc.

Debit / Credit Indicator

D/C

Enter either <D> for a debit (invoice) line or <C> for a credit line. The default is obtained

from the Sales Definition. Note: If you are creating a credit line on an invoice and the item

you select for that line does not have an Item Special Process for credits you will not be

able to use the standard SE=Sales Order Entry to amend the line after generation. This is

because the standard Sun system will assume that all lines are invoice lines unless specified

on an IP=Item Special Process.

Quantity

99,999,999.999

Enter the quantity of the item to be charged. If you enter a quantity of <0> then the system

will warn you that the line is a text line. This will appear on the invoices unless you set the

End Date.

If you are amending a line that has already been invoiced, and you amend the quantity, then

you will be asked if you want to create a credit or debit line depending on whether you are

increasing or decreasing the quantity. If you reply Y-Yes the system will ask you for the

Effective Date. This must be after the Start Date of the current line. If is equal to the Next

Charged Date then no additional processing is required.

If the Effective Date entered is before the Next Charge Date the following occurs. After

confirming the Credit (pr Debit), the system will amend the current line and create a credit

(debit) line from the Effective Date to the Last Charge Date. You should check the

amended and the new line. For example you may wish to change the item code. See Db/Cr

Indicator above. Or if the quantity is now zero you may want to enter a End Date. But

please note this is not necessary as after the Credit is processed by GI=Generate Invoices

the parent line will be put on Hold (marked as C=Complete).

If the Effective Date entered is after the Next Charge Date the following occurs. After

confirming the change the system will amend the current line to start at the Effective Date

and at the new quantity. It will then crate a new temporary charge continuing to the day

before the Effective Date. You should check the amended and the new line.

Effective Date

date format This is only asked for if you have requested a Credit (or Debit). See Quantity Above.

Enter the date you want the credit (or debit) to start. It must be after the Start Date.

Operator

1 character

If Allow Notional Quantities is set on the CO = Contract Options then you can override the

<*> here with space. This will inhibit any multiplication of the BSP=Base Selling Price by

the Quantity. But note this override should only be used if the Calculation Codes do

multiply the BSP by Quantity.

Standard Price Indicator & Rate

Y/blank, 999999999.99

Enter the Standard Price Indicator. This should be left as Y-Yes if you wish to use the

prices from the Calculation Codes set up in SunBusiness. If you want to enter a contract

price, enter <SPACE> in the Std Price Indicator. The box will then change and you can

enter the Base Price yourself rather than the system taking the Base Price form the IU or IR

Record. The system will insert “I” (=Invoice Price) if the line is a credit or debit note

generated by amending the Quantity. When using the IR1-5 from the IR=Item Record, the

system takes into account the Next Selling Price field on the Item Record if the Date Next

Selling Price applies is older than the charging date.

If the Prorate Method field on the Recurring Charge Presets are set, and the Date Next Price

Applies falls within a charging period then two invoice lines are generated. One at the old

price and one at the new price. The “from” date (dd/mm/yy) and the “to” date

(DD/MM/YY) are set accordingly. If you are using a special price and wish to calculate

part periods, a start date can be entered.

The Base Selling Price (BSP) and the Next Selling Price together with the date the next

price applies from are displayed for information.

Start Date

date format

The Start Date can be left blank when creating new entries, in which case the header’s Start

Date is used. Care should be taken, as this date will be used in preference to the Last

Charged Date when calculating accrual reports. Item lines will not be included on an

invoice until the Generate Invoice request is run with a ‘Generate To’ date after the Start

Date. If the start date does not fall on a billing frequency date then a part period charge will

be calculated if the Pro Rata Method box on the IR=Item Record is set.

End Date

date format

Enter the end date. This determines when the item line will cease to be included on

generated invoices. If the end date does not fall on a billing frequency date then a part

period charge will be calculated if the Pro Rata Method box on the IR=Item Record is set.

Instalments

1st Box Y/space,

2nd Box 000000-999999

If instalment processing is required for this detail line, enter a “Y” in the first box, followed

by the number of instalments to be processed. Otherwise leave blank. The number of

instalments is reduced by one each time the line is invoiced, until it is zero.

Hold Indicator

1 character

the particular detail line. If the Recurring Charge header On Hold box is set then nothing

will be generated for the whole contract. A hold indicator of “C” is the standard for

deleting lines of a contract in Contract Cleardown, and lines invoiced to their End Date are

automatically set to “C”.

Next Charge date

date format

This is a display only field. It shows the day that billing will next start from. If the End

Date of the Line has been reached the date will be the same as the End Date and will not

bill.

Reference


A Reference can be entered. This can be printed on a line-by-line basis on the documents

(for example invoices and acknowledgements). This information in this box is transferred

to the Sun Receipt Reference.

Last Charge Date

date format

The Last Charged Date is maintained by the system except when setting up the contract for

the first time and where Relative Frequencies are used. For a Relative Frequency this date

is the Reference Date for calculating billing dates. For example, where a Frequency is

<+14> the fourteen days are added to the Last Charge Date to arrive at the Next Charge

Date, and if the start date is between the Last and Next charge dates and a pro-rata method

is set in Recurring Charge Presets then the invoice will be for the period Start Date to Next

Charge date less one.

This shows the next date that the contract will be invoiced from.

Internal Reference

999999

The system generates a reference number for each line created. This number cannot be

amended and is displayed here for reference. It is unique within a contract and is used by

the Audit Report program to cross-relate audit records to the Recurring Charge records.

Period

period format


This records the current period of creations and amendments to the detail lines and is used

by the RR=RI Reporting module to determine when changes were made. Some Column

Codes use this period to determine whether to look at the audit file or the current data files.

Status

1 character

Enter a Status. This can be any letter or number. It can be used to allow GI=Generate

Invoices to select particular lines for processing. The Statii selected by GI are specified in

GD=Generate Definition.

Last Proforma Date

date format

This date should only be set to control the production of Proforma Invoices. It shows the

last time GI=Generate Invoices processed this line in a Proforma run, and must be manually

set on the creation of a line requiring Proforma Invoices to be raised. A Proforma run is

controlled by GD=Generate Definitions.

Account Code

10 characters

If the Account Code Per Line on the Sales Definition is set to Y-Yes then you can enter an

Account Code here. If set to O then an Account code must be entered.

SEE ALSO:

Data Access Groups (SunBusiness Reference Manual)

Detail Presets (SunBusiness Reference Manual)

Header Presets (SunBusiness Reference Manual)

Generate Invoice Definitions

Generate Invoices

InHowes Business Definition

Item Records (SunBusiness Reference Manual)

Item Special Processes (SunBusiness Reference Manual)

Operator Permissions (SunBusiness Reference Manual)

Contract Options

Contact Detail Presets

Recurring Invoicing Contract Options 82

Contract Options

CONTRACT OPTIONS - SCREEN

RI=Recurring Invoicing Entry Setup Menu CO=Contract

Options


CONTRACT OPTIONS - OVERVIEW

See REFERENCE MAINTENANCE (general information) in the SunBusiness Reference

Manual. This function holds parameters which control how a particular invoice type is

processed when GI=Generate Invoices is run. Note that some of the features in this function

can be overridden by GD=Generate Definitions. The Transaction Type must have already

have been set up by SD=Sales Order Definition.

CONTRACT OPTIONS - ENTRIES

Transaction Type


This is the Code set up by SD=Sales Order Definition (a standard SunBusiness program)

describing the processing of the invoice by Sun Invoicing.


Prompt Method

1/Blank

If left blank GI=Generate Invoices will generate the invoices without any user intervention.

If you want the option of looking at and perhaps amending the invoices as they are

produced then this box should be set. Currently this box can only be set to 1, or left blank.

Method 1 generates all the invoice lines and then allows the user to scroll the lines

changing the items that the Sales Definition allows to be changed.

Generate Without Hold

Y/Blank

Enter Y-Yes to force Recurring Invoicing to generate invoices and put them on the order

file with a status of Released. If you leave this box blank, invoices will be generated with a

status of hold and they will need to be released either individually using SE=Sales Order

Entry or automatically using RE=Release Invoices.

Sort Sequence

1 to 3

Enter the method to be used to sort the lines on the order: There are 3 levels the first being

the highest level of sort. The following are currently available:

Code Description

I Sorts by Item code

D Sorts by Due Date

Space Sorts by the position by line reference

R Sorts by the line Reference (Receipt Reference)

M0 to M9

Separate C/N Definition


The GD=Generate Definition function allows the production of credit notes as a separate

run. If you are using this facility you may need to set a different Sales Order Definition

(and hence a different document type and Ledger Interface) for the credit note run. This is

achieved by specifying the Sales Definition for the credit note run in this box.

Validate Only Trans Type



When GI=Generate Invoices is run as a validate only run (See GD=Generate Invoice

Definitions) a different Sales Order Definition may be used by specifying that code here.

This allows different document formats to be produced for different types of GI run.

Qty Calculation Code

This tells Generate Invoices where to put the Quantity entered in Contract Details. Leave

blank to use QTY.

Price Code

Set to valid Calculation Code or IR1-4 or a valid Calculation Code. Please note that USV

or ISV can’t be used here. This is because the dates of any price book increase need to be

determined and a Price Book code is required.

. If blank then IR1 is assumed.

If a contract line uses a special price (i.e. the price is entered through CM=Contract

Maintenance) then that price is used wherever this code is specified on a Calculation.

Qty Variance

maximum 3 chars, % maximum 99.999

By entering a Calculation Code here, when generating Invoices and using prompting, the

system will check the value entered in Qty and in this Calculation Code and warn you if

they disagree by more than the % Allowed. If the % Allowed is zero then the system will

warn you if the value entered is greater than Qty.

BSP Variance

maximum 3 chars, % maximum 99.999

By entering a Calculation Code here, when generating Invoices and using prompting, the

system will check the value in BSP and in this Calculation Code and warn you if they

disagree by more than the % Allowed. If the % Allowed is zero then the system will warn

you if the value entered is greater than BSP.

Temporary Charge

Y/Blank

If you want the system to ask if you wish to use a Temporary Sales Definition after

entering or amending the Recurring Charge then enter a Y-Yes in this field. This can be

useful if you need to set-up contracts with one-off amounts, which then become the

recurring details. By setting this field to Y-Yes, the first Generate run for the contract will

use the specified Temporary Sales Definition and thereafter use the Sales Definition

specified on the contract. In this way it is possible to bill a customer for the purchase of

products and then maintenance as a percentage of the purchase or list price.

Sub Total Method

Y/Blank

Enter Y-Yes to override the default method of calculating subtotals. Normally Sun will

calculate sub-totals back to the previous occurrence of the item. If this field is set to Y-Yes

then the sub-total is calculated from the previous occurrence of the item special process not

the item.

Print

Y/Blank

To print Acknowledgements while running Generate Invoices enter Y-Yes in this box. You

must have set Acknowledgements to Y-Yes and specified a document format in SD=Sales

Definition.

Currency Validation

M*

This box allows currency validation when entering CM=Contract Maintenance detail lines.

It is used where the system set up needs to have currency defined in two different analysis

codes. The system looks at the Business Definition to determine the analysis code being

used as the main conversion code and, if this is an M analysis code it will check that the M

code entered for the contract is the same as the analysis code determined by the entry in this

box. For example, if M5 is defined in the Business Definition as the conversion code and

I3 is entered in the currency validation box, then a value for M5 (USD say) will be entered

in the RC header screen. The system will then check the value of I3 for each product

entered on the contract and if the value is not USD the user will be asked to enter a

different product. This facility is useful where different price lists are maintained for

different currencies. The system will be able to ensure that the product entered is in the

correct currency.

Consolidate

I/C/S/N/Blank

When you generate Orders in GI and an order already exists for the same Sales Order Type

and Invoice Address then GI will not add the details to the existing Order unless this field is

set: will add the lines to an existing order for the same Invoice Address Code only. <S>

will add the lines to an order if the invoice and Site Address are the same. <C> will

consolidate if the contract is the same.

Description Display

I/O/Blank

Enter to display the item description in the scroll area of CM=Contract Maintenance

Details. Enter <O> to display the order description; this is the default if you leave this field

blank.

Ledger Interface


Enter the Ledger Interface code for RR to use for any posting runs. Leave blank if you

want to use the Ledger Interface in RL=Report Layouts.

Prorate Calculation Code


If you want the system to calculate part period charges then enter the calculation code,

which you would like to be pro-rated. All calculation codes before this code in the Sales

Definition will be unaffected by any part period calculations.

Use Proforma Date

Y/Blank

Normally leave blank. Proforma conversion to orders will then update the Contract Line’s

Last Charge Date to the end of the billing period for that line. If set to Y-Yes then the

Proforma Date entered in used taking it to the end of that billing period.

Allow Notional Quantities

Y/Blank

Enter a Y-Yes to allow notional quantities. This will allow the user to override the normal

multiply operator (*) in CM=Contract Maintenance Details, thus allowing quantities to be

input which are not multiplied by the BSP=Base Selling Price. But note this should only be

used if the Calculation Codes do multiply BSP by Quantity.

Proforma Instalments

Y/Blank

Not currently used. Normally leave blank. Enter Y-Yes to have Proforma Conversion

update the No. of Instalments on the Contract Line. If the number of instalments is updated

to Zero then the Line is marked as C=Completed.

Proformas

Y/Blank

Not currently used. Leave this blank. In the future you will be able to enter a Y-Yes to

print the Proforma immediately , N-No to ensure that proformas must be printed by PP =

Print Proformas or blank to get the system to ask.

Final Status

maximum 1 character

Not currently used. Enter the Status to be used when the proforma is finally converted to

an Invoice by PE=Proforma Entry. This status is then put on the Recurring Charge detail

record so that it can be selected by the proforma run of Generate Invoices. See Hints and

Tips - Proforma Invoices.

Document Format


Enter the Document Format for Proformas. This is then used by PP=Print Proformas.

Large Order Lines Option

Y/Blank

Set this to Y to have GI = Generate Invoices generate Order Lines with number starting at

001 01 and incrementing by a suffix of 1 so 001 01, 001 02, 001 03 etc.

This is intended to be used where you need more than 999 line on any one order.

Increment Contract Line by

1 to 999999

This is used by Contract Maintenance and DI = Contract Transfer to increment successive

contract detail lines.

Generate As Quotations

Y/P/O/Blank

Enter Y-Yes=Yes to generate Quotations rather than Orders. This works for normal order

Generates as well as for Validate Only and Proforma runs.

Enter =Proformas to generate Quotations for Proforma runs only.

Enter <O>=Orders to generate Quotations for Order runs only.

Quotation Status

J/A/blank


Enter J=Reject, A=Approve or SPACE=unapproved for Quotations. This sets the

conversion status of the generated Quotation. This is only used if “Generate As

Quotations” is set to Y-Yes.

Auto Inquire

Y/N/blank Enter Y-Yes or SPACE to automatically enter Inquire mode when maintaining

Contract Details in CM = Contract Maintenance. Enter N-No to start at the Action box

(unless there are no details in which case “Auto Create Mode” is started).

Auto Period

Y/N/blank

Enter Y-Yes or SPACE to automatically have the entry period updated when amending

Contract Details in CM = Contract Maintenance. Enter N-No to allow the user to enter the

period.

Auto Popup Analysis Header

Y/N/blank

Enter a Y-Yes to have the Analysis window display automatically when amending Contract

Headers. Enter N-No or leave blank to use the default behaviour, whereby the Analysis

window appears on create but needs the overlay to be switched-on to amend.

Auto Popup Analysis Detail

Y/N/blank

Enter a Y-Yes to have the Analysis window display automatically when amending Contract

Details. Enter N-No or leave blank to use the default behaviour, whereby the Analysis

window appears on create but needs the overlay to be switched-on to amend.

Multiple Generate

Y/N/blank

Enter Y = Yes to show the generate multiplier field on the Contract Header Screen in CM =

Contract Maintenance. This feature allows a contract to be generated a specified number of

times. It will also increment the last numeric field (if any) in the Customer Reference for

each Order generated.

Recurring Invoicing Contract Price Uplift 90

Contract Price Uplift

CONTRACT PRICE UPLIFT - SCREEN

RI = Recurring Invoicing Procedures PU = Contract Price Uplift

CONTRACT PRICE UPLIFT - OVERVIEW

This program uplifts billing prices held directly on Contract Lines (i.e. Lines that do not use

a standard price sourced from the IR=Item Record and/or Price Books) by the percentage

entered. Contracts Lines can be selected for processing by the use of a Filter. For example

you can set the filter to select by an M-Code category or to select by the Start Date.

Contract Lines will be processed regardless of the Hold Indicator on the Contract Header,

but individual Lines marked as on hold or completed are not processed.

Qualifying Contract Lines are processed in one of three ways depending on the relationship

between the Uplift Effective Date and when the Contract Line has already been billed to:-

1. If the Uplift Effective Date is the day after the Contract Line has been billed to, the

Line price is simply uplifted ready to be billed with immediate effect.

2. If the Uplift Effective Date is before the day the Contract Line has been billed to, the

Line price is uplifted for billing at the new price immediately. In addition, a Child

Contract Line will be generated to bill the difference between the old and new prices

from the Uplift Effective Date to the day the Contract Line has already been billed to.

3. If the Uplift Effective Date is after the day the Contract Line has been billed to, the

Line price is uplifted, and the Line Start and Next Charge Dates are rolled forward to

the Uplift Effective Date ready to commence billing at the new price. The system will

generate a Child Contract Line to bill the remaining period at the current price.

Any Child Contract Lines generated will be numbered to follow immediately after the

parent Line when viewed in Contract Maintenance and preserve line sequencing when

generating Sales Orders and Invoices etc.

CONTRACT PRICE UPLIFT - ENTRIES

Report Layout Code


Enter a Report Layout Code (of type RIC) or enter <QUERY> to select from a list of all

available Codes. The default Code is PU. We supply sample RD=Report Definition

transfer files PU01.REP and PU02.REP which can be found in the SunSystems program

directory if you opt to install our example data. Either of these can be used directly, or one

transferred in as PU to become the default. Alternatively, you can refine them or design

new Layouts to meet your reporting requirements.

Report Additional Heading

maximum 30 characters/blank

Enter additional text as required to appear on the report.

Filter

Maximum 10 characters

This must be a Filter set up in CF = Contract Filters. You can enter SPACE for no

selections.

Effective Date

date format

Enter the date from which you want the price uplift to apply. Please refer to the Overview

above for a guide to how qualifying Contract Lines are processed in relation to this date.

Uplift Percentage

0.001% - 999.999%

Enter the percentage to uplift qualifying Contract Line prices by.

Inhibit Retro Adjustments

Y/N/Space Enter <Y> to inhibit the generation of adjustments for contract lines that have already been

billed for the billing period, which includes the Effective Date. Set to <N>o or space to

generate the adjustments.

Report Only

Y/N Enter Y if you do not want to Post any Contract Line price uplifts or generate Child

Contract Lines, but merely generate a report. Enter N to instruct the system to proceed with

Posting price uplifts and generating child Lines. Please note that In Report Only mode, the

line numbers on generated Child Contract Lines will all be set to the next line number for

the Contract.

Report Totals

The following Totals can be used in the RD=Report Definition.

These values are available at the Contract Detail, Contact Sub Total and Report Totals

levels. And, of course you can use standard RD=Report Definition totalling too.

Total Number Description

1 Contracts Selected

2 Contract Lines Selected

3 Contracts Updated

4 Lines Updated


5 Original BSP

6 BSP after Uplift

7 Qty of Uplifted Lines

8 No of Transition Lines

9 Value of Transition Lines

10 Qty of Transition Lines

SEE ALSO:

Actions


Report Definition

Contract Filters

Recurring Invoicing Contract Transfer 94

Contract Transfer

CONTRACT TRANSFER - SCREEN

RI = Recurring Invoicing Procedures DI = Contract Transfer

CONTRACT TRANSFER - OVERVIEW

Contract Transfer is a facility to Import, Export or Update data relating to contracts. Thus

data can be generated by another system and then this data can be imported and used to

create or amend the information needed by the Recurring Invoicing System. Data can also

be exported, updated in some way and then imported.


If transferring-in please backup first and test the import. The changes are irreversible.

Also please note that Version 4.2 works differently from 4.1. Layouts are changed and the

functionality has changed.

Contract Transfer uses a “Transfer Layout File” (TLF), which allows the user to restrict and

format the data exported or to specify the data imported and its location on the import file.

The layout of the default import file is provided by the RIRC.TLF in Appendix A. The

format of the data on the transfer file can be changed by editing or creating different TLF

files. For example, a TLF can be set up to export and import in CSV (CDF) format for

direct input to a spreadsheet. The records imported must consist of order ‘header’ records

and up to 999 detail lines per header. For the Update mode you need not have headers.

The format expected can be modified by a Transfer Layout File. These are explained in

more detail in Appendix A.

In general, when importing, the system will use the data imported first. If a particular item

is spaces it will then use the appropriate Pre-set. These are HP=Header Pre-sets for

contract headers and for detail lines RP=Recurring Charge Pre-sets. If the Pre-set is spaces

or does not exist then the system will use built in options where feasible. Transfer

Layouts lists the data items and the substitution that the system will perform. ‘Mandatory’

identifies those fields that must be present on the import file, others can be spaces (or

absent if you are using a different TLF).

Mode Description

Export Lines are exported in the format specified by the tlf and

selected by the details entered on the Screen.

Import If the Contract Code imported is blank then that set of details

is rejected unless Auto Numbering is set on. See InHowes

Business Definitions. If the imported header is accepted then

the header information is replaced by that being imported.

The detail lines are replaced if the Line Number (including

suffix) matches an existing line. If the line does not match

and is valid it is added. From Version 4.2 the line number and

suffix must be unique on the contract. If no line number is

present then the line is added at the next highest Line Number

sequentially in steps of 100

It the line is replacing an existing line the existing line is

ignored and any presets applied before importing.


Append Append mode is intended to be used for adding new lines to

existing contracts.

Where headers are present on the input file they will be

rejected if they already exist.

If a detail being imported has the same Line No as an existing

line then the line is updated. If the imported line has spaces in

the line number then the line is added to the end of the

existing lines.

Normally you should set up the import file with contract codes

but no line numbers on the detail lines. The import process

will set up the contract header and allocate line numbers

sequentially in steps of 100.

No attempt is made to match to existing lines for overwriting

existing details. Matching lines are added with a numeric

suffix.

You can leave the Contract Codes as spaces if Auto

Numbering is turned on.

Update The Update mode will update any fields on existing contract

details, provided the Contract number and Item code or Line

number are included on the import file. The line number can

be generated by the tlf. This is particularly useful when

billing for usage (e.g. Internet Providers) or time worked

(Security Guards).

If a Line Number (including suffix is present) then the system

will match on that. If the line number is spaces the system

will update on the first match on the Item Code if that is

imported or set on the tlf.

See the Example below.

Example 1:

You want to set up the contracts with standing charges such as rental and the have an usage

line. The usage is produced by another system which can supply a file consisting of the

Contract and the number of units used (Quantity).

Use the Update Mode and set up a tlf consisting of:

X000310, //

C00013060000001 // adds the line number of 010000

587819 // Qty

The input file would look like this:

ABC001,334.555 // Contract ABC001 quantity of 334.555

BCD001,22.44 // Contract BCD001 quantity of 22.44

…… and so on

The usage line must have a line number of 01000 (or whatever you have set in the tlf).

The Update mode will match on the line number and update the Quantity. There is no need

to set dates as these are controlled by the Generate Invoice procedure.

Example 2:

You want to export a range of contract lines and then use a spreadsheet to change the

charges.

We supply an example tlf to do this: “RCD2” (the file is called RIRCD2.TLF). Use the

update mode.

There is also a tlf “RCD1” (the file is called RIRCD1.TLF) this exports all the details.

You can use this tlf as a basis, removing lines for items you don’t want exported.

Using Microsoft’s Excel. To export contract details to Excel use RCD1

(RIRCD1.TLF) or EXCEL (RIEXCEL.TLF). This is a format that uses <,> to separate the

data items. But we recommend saving the export file as a txt file (e.g. TEMP.TXT). When

you open this in Excel you can then use the parsing options: Specify “Delimited” text and

then set the delimiter to “Comma” and the “Text Qualifier” to <”>. Then you will need to

specify formatting for some of the columns. If any or your codes start with zeros e.g. Item,

Contract, Address or Analysis Codes then set these columns to “Text” rather than general –

Excel will strip off leading zeros in with “General” formatting.

Embedded characters. For example, if you have Contract Line Descriptions

which contain “,” and you want to export in comma separated format (i.e. CDF or CSV)

then you can enclose the fields in quotation marks by changing the tlf file. We ship an

example file RIRCD3.TLF which uses this facility.

Report Totals

The following Totals can be used in the RD=Report Definition.

Total Number Description

1 Total Counted

2 Total Rejected

3 Total Accepted

4 Headers Counted

5 Headers Rejected

6 Headers Accepted

7 Details Counted

8 Details Rejected

9 Details Accepted

10 Hash Quantity Counted

11 Hash Quantity Rejected

12 Hash Quantity Accepted

13 Hash Price Counted

14 Hash Price Rejected

15 Hash Price Accepted

16 Header Writes

17 Header Rewrites

18 Detail Updates

CONTRACT TRANSFER - ENTRIES

Import/Export

E/I/A/U

Enter = Import to bring data into the system, enter <E>=Export to extract data from the

system and write it to a text file or enter to update Contracts already in the system.

Format Code


This code identifies the TLF used. Enter <RETURN> to use the default of RC. The full

TLF name is RIxxxxx.TLF where xxxxx is the code entered. Enter <QUERY> to see a list


of RI TLF’s. But remember some TLF are defined for JX=Journal Export and some for

SO=Sales Order Export and will not work with this function.

Report Code


Report Code identifies the Report Layout to use for the report. Reports can be set-up and

amended using RD=Report Definition. The example data includes a Report DI01 which

can be used. This prints totals of the records transferred as well as the record details.

Contract Filter

maximum 10 characters Enter A-All to select all contracts. Enter Y to amend the Contract Selections. Enter

SPACE to use the selections that may already have been entered. See Business Rules.

Selections From/To

Report Transactions

Y/N

Enter Y-Yes if you wish the system to report on transactions as well as the header

information.

Report Errors Only

Y/N

Enter Y-Yes to restrict the report to show only those entries that are in error. Otherwise

leave set to N-No = No. But please note that warnings are not shown if you use Report

Errors Only. In particular Analysis codes can be rejected and presets used without any

messages being printed.

Posting Required

Y/Blank

Enter N-No if you wish to produce a report only. Enter Y-Yes to update the system or to

create the export file.

Transfer File Name


Enter the file name that holds the data to be imported/exported. The system will display the

file you used last for this format code. A path can be specified.


Delete Import File

Y/N

Only for import/update and append modes where Posting is set to Y-Yes. Enter Y-Yes if

you wish to delete the import file at the end of processing. The file will NOT be deleted if

there are any rejections.

SEE ALSO:

Transfer Layouts

Report Definition

Recurring Invoicing File Backup /Restore 101

File Backup /Restore

FILE BACKUP /RESTORE - SCREEN

RI = Recurring Invoicing Procedures Setup Menu FB = File

Backup/Restore

FILE BACKUP /RESTORE - OVERVIEW

RI=Recurring Invoicing Procedures Setup Menu FB=File Backup/Restore

Backing up involves making a copy of he information on your computer. Restore is used

when something has gone wrong with your computer and you must revert to one of the old

backups. Users of SunSystems have two methods of backing up and restoring and it is

extremely important to be aware of the differences and benefits of each:


The operating system backup/restore is used to make a copy of your information away from

your computer to safeguard against the day your computer breaks down. It is normally a

fast and efficient backup system which can be used for daily and weekly backups

The InHowes Systems backup/restore can be used as a safeguard against computer failure

but is really a file reorganisation utility with very special benefits described below.

Appendix B: Security and Appendix E: Period/Year End Procedures in the SunAccount

Appreciation Guide, discuss issues crucial to successful backups.

Certain computers, particularly those with cartridge tape backup facilities, provide

operating systems software to perform backups. It is usually quicker and more convenient

to use the operating system backup routine instead of FB=File Backup/Restore. Ask your

systems manager and/or supplier to advise you.

When transactions are deleted and summarised by PC=Period Cleardown, blank spaces are

left in the files which are reused as you subsequently enter new records or transactions.

Consequently, you often have transactions for a single account scattered over different parts

of the disk.

The file backup reads, for example the Contract file and, ignoring blank entries, writes a list

of the transactions to a backup file (.BAK). This is consequently much smaller than the

original file. File restore reads the backup file and uses it to reconstruct the data (.DAT)

and index (.IDX) files.

If you decide to backup your data files to diskette, then you will most likely have to use the

multi-volume backup facility available in FB=File Backup/Restore. You must specify in

DB=Database Definitions that this facility is required. See the section Database

Definitions (SunBusiness Reference Manual).

It is important to note that when using the multi-volume backup facility within SunSystems,

you are asked to enter a new set of disks for each file. In other words, backing up the

reference file may take disks 1, 2, 3, and 4. If you are backing up the ledger file also, you

are then asked for disk one for the ledger file.

If you have very large files it is worth doing a FB=File Backup/Restore after each

PC=Period Cleardown.

There is a hidden function BI-Backup Indexed. If you are using file backup /restore for file

reorganisation, using BI-Backup Indexed will cause the index to be created more efficiently

when you restore. When upgrading to a new version of SunSystems, it is necessary to use

file backup/restore to backup your old version then restore into the new version. See the

section Upgrading (SunSystems Installation Manual).

First make sure that the identifier for the backup drive is set correctly on database

definitions. If you have Y-Yes in the multi-volume backups box in DB=Database

Definitions, it is recommended that you backup each file separately. You will be prompted

to enter a succession of diskettes called volume 1, 2, etc. These prompts return to volume 1

for each different file


MULTI-LINGUAL MODULE

If you are using the Multi-Lingual Module, you must restore files in the same language in

which they were backed up. For example, if you backed up a database when logged in as a

French operator, you can only restore that data base when logged in as an operator whose

operator language box, in OD=Operator Definitions, is set to French.

FILE BACKUP /RESTORE - ENTRIES

Action

a) Select B-Backup, BI-Backup Indexed or R-Restore

Enter the database code to be backed up or restored. If you leave this box blank then you

are asked if you wish to backup the installation file, data dictionary file, or/and document

format file

SEE ALSO:

Database Definitions (SunBusiness Reference Manual)

File Backup/Restore ( SunBusiness Reference Manual)

File Create

Recurring Invoicing File Create 104

File Create

FILE CREATE - SCREEN

RI=Recurring Invoicing Procedures Setup Menu FC=File

Create

FILE CREATE - OVERVIEW

In addition to the standard Sun data files, Recurring Invoicing maintains four data files

which are used only for Recurring Invoicing. These are the Contract File, Cross Reference

File, Audit File and the Proforma File.

Recurring Invoicing File Create 105

FC=File Creation is used to create these files for a Database. You are asked to specify the

Database Code and which files are to be created. Note that this function is additional to the

standard SunSystems FC = File Create.

You must ensure that the reference file and the Database Definition have been set up before

proceeding.

FILE CREATE - ENTRIES

Database Code


Type the code for the database which you want to create the files for. Note that at least the

Reference File must already have been created using the SunSystems FC=File Create

program.

File Names

Y/N

A list of file names appears on the screen. Enter Y-Yes <Return> against the files that you

want to create.

The files will depend upon the system you are in, for example for Recurring Invoicing the

following files are available:

The Contract File must be created for all databases, it contains the contract header and

detail information maintained by CM=Contract Maintenance.

The Cross Reference File must be created for all databases.

The RC Audit File must be created if you want to use the Recurring Invoicing AR=Audit

Reports function and also for certain reports produced by RR=Recurring Invoicing

Reporting.

The Proforma File must be created if you are using the proforma facilities.

The Contract Notes and Sales Order Notes must be created.

SEE ALSO:

Database Definitions (SunBusiness Reference Manual)

File Backup/Restore

File Create (SunBusiness Reference Manual)

Recurring Invoicing Generate Invoices 106

Generate Invoices

GENERATE INVOICES - SCREEN

RI=Recurring Invoicing Procedures GI=Generate Invoices

GENERATE INVOICES - OVERVIEW

This program identifies those Contract detail lines which are due and, if prompting is set,

presents the generated ‘order’ lines for acceptance or amendment. (Sun calls un-printed

invoices ‘orders’.) This program then generates the orders from the Contract details. The

orders are posted to the SunBusiness Order file where they may be further modified by

Sales Order Entry (SE). The order lines are either added to any existing un-invoiced order

of the same type on the SunBusiness order file or a new order is created. This process can

be changed by the ‘Consolidate’ Option in RD=Recurring Charge Option.

If the ‘Prompt Method’ on the RD=Recurring Charge Definition is set to “1”, then this

program prompts the user with the charges the system calculates as being due. Otherwise

the orders are generated without further intervention.

If the ‘Generate Without Hold’ flag (on the RD=Recurring Charge Definition) is set to

space then the orders are put on hold and need to be released by Release Invoices (RE) or

by Sales Order Entry (SE) and then printed by Print Invoices (PI).

GENERATE INVOICES - ENTRIES

Generate Definition


Enter the code of the Generate Definition that you wish to run. This will have been defined

in GD=Generate Definitions. Enter <QUERY> to produce a list of available definitions.

If a Contract Filter has been specified in GD=Generate Definition then you can enter

Selection criteria.

Selections From and To

Invoice To

date format

Order Date

date format

Enter the date to use as the order date when the system posts orders to the order file. This

can be used by the RR=Recurring Invoicing Reporting module to select orders within date

ranges and may be posted to Ledger Accounting as the Transaction date or the Due Date

depending on the Ledger Interface. RR also uses it to determine the period of an order for

inclusion in period calculations performed.

Validate Only

Y/blank

Enter Y-Yes to perform a validate only run of Generate Invoices or N-No to perform a

‘normal’ run. A ‘validate only run’ means that Generate Invoices will perform as normal

except that dates on the Contract records are not updated and orders are not posted onto the

Sales Order File. A ‘validate only run’ may be used to print Acknowledgements if the

Sales Definition includes Acknowledgements and the RD=Recurring Invoice Definition or

the GD=Generate Invoice Definitions are set to include Acknowledgements.


File Name


If you specified to produce a ‘Validate Only’ run then you will be asked to enter a file

name. If the file exists you will be asked if you wish to overwrite it. If you respond N you

will be asked if you wish to append to the file, if you say no you will be asked to re-enter

the file name or to abandon the request. See GD=Generate Definitions for uses of this file.

SEE ALSO:



Recurring Invoicing Generate Invoice Details 109

Generate Invoice Details

GENERATE INVOICE - DETAILS SCREEN

RI=Recurring Invoicing Procedures GI=Generate Invoices

G=Generate

GENERATE INVOICE - OVERVIEW

When prompting is specified in the Recurring Charge Definition (RD) or the Generate

Invoices Definition (GD), this screen will present invoices in turn where charges are to be

generated.

The invoice lines are shown in the middle scroll box. Further information, for the item

pointed to, is shown in the bottom section of the screen. The cursor keys (or =Back

and N-No=Next) can be used to scroll up and down. There can be several pages of items,

when the last item on the screen is passed, a new page is presented. Similarly, when you

scroll up above the top item on a page the previous page is displayed. The details that the

user is allowed to amend and the detail shown in the scrolling area is controlled by the

Sales Order Definition (SD). (Please see the SunBusiness Reference Manual for more

details).

GENERATE INVOICE - ACTIONS

Items are entered a line at a time. You can use NEXT, BACK, FIRST, and LAST to page

through existing lines. You can also use the cursor and cursor down keys.

Some of the headings vary according to their sales order definition.

Amend

As well as creating new item lines, the details screen is also used to EXAMINE and AMEND

existing lines.

<Cursor Up>

Moves up a line or, if positioned at the first item on a page, the previous page (if any) will

be displayed.

<Cursor Down>

Moves to the next line or, if positioned at the last item on a page, the next page (if any) will

be displayed.

Back

Moves to the first item on the previous page (if any).

Create

Allows the creation of new item lines. Detail Pre-sets can be used. This option is intended

for adding miscellaneous charges to an invoice. (Note, it does NOT update the Contract

record, and any subsequent checking of dates will not include items created here. Also no

date format string updating takes place. i.e. if you have dd/mm/yy in the item description

this will NOT be replaced with the appropriate date.)

Next

Moves to the first item on the next screen (if any).

Next Reference

This will not post the current contract’s details but will move on to the next contract where

prompting is required and charges are due. You will

be warned that the current details will not be posted and given the chance to change your

mind.

Post

Will post the recurring charges shown to the invoice file. If an un-invoiced order is present

the lines will be added to that order

Split

Allows a single item line to be split into two separate lines. After selecting split, the system

displays the original line for amendment. After, a copy of the original line to be amended

is used as the new (split) line. The quantity presented is the remaining quantity after the

first line has been split off.

As with creations, the Contract record is not updated, and any subsequent checking of dates

will not include items created here. Also no date format string updating takes place, i.e. if

you have dd/mm/yy in the item description this will NOT be replaced with the appropriate

date.

This option may be useful to manually control price changes of products by splitting a line

and entering the price up to the price change and then on the split part of the line, the price

after the change. Note that where standard prices are used, price changes can be dealt with

automatically by using the Next Selling Price field on the IR=Item Records screen.

GENERATE INVOICES - DETAIL ENTRIES

The next available line number is displayed with any Pre-sets that you have set up in

DP=Detail Pre-sets. If no line number is displayed, enter a number between 001 and 999.

Lines need not be entered in sequence but are printed on documents in sequence. Line

numbers may be changed by using <BACKTAB> and entering a new line number.

Comment lines are given a line number followed by a letter. For example, to attach

comment lines to line 005 you would create lines 005AA, 005AB....005ZZ, which will be

printed whenever line 005 is printed. Comment lines may not have quantities or values but

text can be entered in item code and the description areas. Comment lines 000AA to 000zz

are for general comments. These will be printed preceding the first item lines on all

documents which include item code and/or item description as part of the transaction line,

except picking documents.

A numeric line number is produced when you use SPLIT to divide an item line. These are

given a numeric suffix. For example, 00501, 00502 would be printed after line 005, not

after line 050.

Item


Enter the code identifying the item, as defined in IR=Item Records. The box may be Pre-

set using DP=Detail Pre-sets. The <QUERY> and <LOOKUP> facilities may be used.

For a non stocked item enter ‘-‘ hyphen. Inventory movements are not posted for such

items.

Item Description


Text entered in this box overrides the item description from the item record. Enter ‘..’ two

dots, to copy the item description from the previous line. Enter ‘-‘ hyphen, to replace the

description from the item record, with spaces. If you use this facility remember to select

the correct data item when designing related documents in RD=Report Definition. Ensure

that you select the item description as data item ORD-DT-ITEM-DSC, rather than the item

record data item ITEM-DESCRIPT’N.

Leave this box blank if you wish to use the description from the item record.

Location Code


Enter the location code to be used to issue the items on this line. Leave blank if Pre-setting

a non-stocked item, or if the transaction type does not adjust balances. By default, the

location code entered on the first line is copied onto subsequent lines.

Quantity

maximum 99,999,999.999

Enter the Pre-set quantity to appear on the sales order detail screen. You may specify

integer quantities on your BD=Business Definition.

Due Date

date format

Leave blank if the sales order definition does not use due dates, or if you prefer to enter it

manually. You may also enter T-Today’s date.


Account Code


Leave blank if the associated SD=Sales Order Definitions has the ACCOUNT CODES PER LINE

set to blank. Otherwise, you may Pre-set the account code for the current line.

SEE ALSO:



Item Special Processes (SunBusiness Reference Manual)

Sales Order Definitions (SunBusiness Reference Manual)

Sales Order Entry (SunBusiness Reference Manual)

Sales Order Header Pre-sets (SunBusiness Reference Manual)

Sales Order Import (SunBusiness Reference Manual)

Recurring Invoicing Generate Invoice Definitions 114


GENERATE INVOICE DEFINITIONS - SCREEN

RI=Recurring Invoicing Procedures Setup Menu

GD=Generate Invoice Definition

GENERATE INVOICE DEFINITIONS - OVERVIEW

See REFERENCE MAINTENANCE (SunBusiness Reference Manual - General

Information). 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.

GENERATE INVOICE DEFINITIONS - ENTRIES

Option Code


This code identifies the definition and is entered when running GI = Generate Invoices.

Enter <QUERY> for a list of definitions.

Description


This describes the type of Invoice Generation. It is for reference only and is not used by

the system.

Filter

maximum 10 characters Enter the Filter created by CF = Contract Filters to select the contracts for consideration in

the GI run.

Exclude Credit Notes/Invoices

Y/Blank

If you want to ensure that credit lines are printed on a separate Credit Note and are not

included as a credit line on an invoice you can enter a Y-Yes in these fields. Typically you

would set up a GD=Generate Definition for the invoice run, excluding credit notes, and a

second run, excluding invoices, to produce the separate Credit Notes. If you do not do this,

invoice and credit lines will both be included on the same document. If using separate

Credit Notes you will typically also want to set a Sales Order Type for separate credit notes

on the RD=Recurring Invoice Definitions screen

Proforma

Y/Blank

Enter Y-Yes if the run of GI=Generate Invoices is to produce Proformas rather than orders,

otherwise leave this field empty.

In Arrears

Y/Blank

Enter Y-Yes if you only wish GI=Generate Invoices to select ‘In Arrears’ contracts. A

contract is in arrears if the InArrears indicator is set on the RD=Recurring Charge

Definition.

Charge To


Normally the Charge To field would be left blank so that GI will request the Charge To

Date. You can enter a date relative to the Charge From date. <+3M> will add 3 months.

<+3N> will add 3 months and then move to the end of that month. <+23D> will add 23

days to the Charge From date, <+1B> will add 1 month and then move back to the

beginning of the month. The date can also be made relative to the current date when

running GI by entering <T+3N> etc. in this field. See Relative dates in the Setup

Considerations and Helpful Hints section.

Order Date

date format

GI=Generate Invoices requires an order date. Leave this field blank so that GI requests the

date from the user, or enter a date here so that the order date is not requested when GI is

run. You can enter <T> to get GI to use the system date. The date can be entered in relative

format to the system date for example <T+31> or <T-3M>, <T+3N> <T+0B> etc. You can

also enter a date relative to the Charge To date by entering <+31> or <+0B> etc.

One Period Billing

Y/Blank/C

Normally leave blank. If set to Y-Yes then billing will only be performed for one cycle. If

blank the line will be billed up to the date specified in the Generate Run. If set to C =

Current then

No Instalments

Y/ Blank

Normally leave blank. If set to Y-Yes then the Number of Instalments on the Contract Line

will not be updated - even if instalments are used on the Contract Line.

Prompt Override

maximum 1 character

Prompt Override can be set to “1” to force prompting for all contracts included in a GI run,

even though the RD=Recurring Charge Definition does not specify prompting.

Alternatively, enter N-No to stop prompting regardless of the setting on the RD. Leave


blank to use the setting on the RD. See CO=Contract Options Maintenance for a

description of the prompt methods available.

Enter Y-Yes if you want GI=Generate Invoices to ignore the checking on what has been

previously invoiced. You would do this if you wanted to produce, for example, a billing

schedule for the next year.

Validation Run

Y/Blank

Enter Y-Yes to always use this definition as a validation only run of GI. This means that

dates are NOT updated on the Contract records. If the print field above, or on the

RD=Recurring Invoice Definition, is set, Acknowledgements will be printed. A file name

is requested when GI is run, or can be entered in the File Name field below. This file can

be posted to a SunBusiness Sales Order file using SI=Sales Order Import for validation and

reporting. Enter N-No to update the Contract records, or leave blank to request the option

when running GI.

One common use of this file is for budgeting. Generate Invoices is run as a validate only

run for the complete year and a file is produced. This file is then imported into a new Sales

Order file and then invoices are printed and the SunBusiness transfer file is then imported

into a SunAccount Budget file to provide a budget of expected revenue for the coming year.

Batch Update

Y/Blank

Enter N-No to have the system update the SunBusiness Sales Order file directly when

invoices are generated or Y to produce a file which can be imported using Sales Order

Import.

Output File

Y/Blank

Set to Y-Yes if you don’t want to produce a file during a Validation Only run.

File Name


If you have specified that the Definition is a validation run, enter the file name here or leave

blank to request a file name when running GI.

Display File Name

Y/Blank

Enter Y-Yes to display the file name when entering the GI options.

Overwrite File

Y/Blank

Enter Y-Yes to always overwrite the file when running a Validate Only or Batch Update

run of GI.

Print Override

Y/Blank

If you want to force the printing of Acknowledgements while generating Invoices in GI,

even though the CO=Contract Options Maintenance does not specify printing, enter a Y-

Yes in this field. You must have set Acknowledgements to Y-Yes and specified a

document format in SD=Sales Definition.

Store/Print

S/P/Blank

If you have entered Y-Yes in Print Override enter either S=Store on disk or P=Print here.

Last Charge Override

Y/Blank

Enter Y-Yes to allow the Last Charge Date to be ignored on a run of GI=Generate Invoices.

This allows invoices to be regenerated or, by using a validate only run, it allows documents

to be printed showing invoices that have or will be raised. When using this option you

should also leave the Charge From and Charge To dates blank on this screen. GI will then

ask for a range of dates. Although an invoice might have been billed passed the From Date

entered, because the Last Charge Date Override has been set the invoice will be generated

regardless. This is all right if you are using the validate only option, but could result in

billing a customer twice!

The facility is allowed for posting runs in cases where you may wish to reverse invoices, or

restore the order files without restoring the reference files. In these cases extreme caution is

recommended.

Charge From


Normally enter a <-> in the Charge From field to signify that you do not wish to enter a

Charge From Date. In this case GI will use the Last Charged date on the Contract Record.

Or you enter a date in this box in which case the system will charge for a specified range of

dates, ignoring the Last Charged Date. You can enter a relative date in the format <T+nnX>

or <T-nnX>, where nn is a number 1-99 and X can be N,M or B. Please see ‘Relative

Dates’ in the Helpful Hints Section.

New Status

maximum 1 character

Enter the New Status which GI is to put on the RC detail record after an invoice or

proforma invoice has been generated. Leave blank to leave unchanged. Enter “-“ to update

to a status of space.

Open Date From

date format

This provides a check on the ‘Charge-From-Date’. Enter a relative date in the form <-nn>

or <-nnN >or <-1M> (See Relative Dates). If you enter a date more than nn days (months)

etc. prior to the current date then the system will warn the user.

Open Date To

date format

This provides a check on the ‘Charge-To-Date’. Enter a relative date in the form <+nn> or

<+nnN >or <+1M> (See Relative Dates). If you enter a date more than nn days (months)

etc. after the current date then the system will warn the user.

Data Access Groups


Identify the data access group which is applicable to this generate definition. This allows

you to prohibit or limit access to a specific selection of operators. See Operator

Permissions and Data Access Groups (SunBusiness Reference Manual)

See Also:

Contract Filters - Page 64


Contract Options

Data Access Groups (SunBusiness Reference Manual)

Generate Invoices

Helpful Hints

Operator Permissions (SunBusiness Reference Manual)

Recurring Invoicing InHowes Business Definition 120

InHowes Business Definition

BUSINESS DEFINITION - SCREEN

RI=Recurring Invoicing Maintenance Setup Menu

IB=InHowes Business Definition

BUSINESS DEFINITION - OVERVIEW

InHowes Business Definition specifies the initial Proforma Number and if required, the

Default Order Transaction Type and the default Proforma Transaction Type. If Proformas

are not being used all fields on this screen can be left blank.


BUSINESS DEFINITION - ENTRIES

Next Proforma Reference

99999

Enter the next Proforma number to be used for the next Proforma Invoice generated by GI

or entered by PE=Proforma Entry. This number will increment by one each time a new

proforma is generated.

Default Order Trans. Type


Enter a code identifying a SD=Sales Definition. This will be used as the default

Transaction Type in Sales Order Entry. This Transaction Type may be overridden at the

time of entry. (Currently this option is only available on InHowes’ SE=Sales Order Entry

which is not supplied as standard in Recurring Invoicing).

Default Proforma Trans. Type


Enter a code identifying a SD=Sales Definition. This will be automatically displayed as the

Transaction Type in PE=Proforma Entry. This Transaction Type may be overridden at the

time of entry.

Auto Contract Codes

Y/N

Set to Y-Yes if you want the system to automatically set the next Contract Number. If yes

you must set the Next Contract Number as explained below.

Next Contract Code

4 characters + 6 numbers

Enter an optional 4 character prefix and a 6 digit number to be used as the next contract

code. . The code must not already be used as a contract code.

Analysis Code for Contract

0-9 Enter an M analysis code for the Contract Code.

SEE ALSO:


Business Definition (SunBusiness Reference Manual)

Proforma Entry

Recurring Invoicing Notes Editor 123

Notes Editor

NOTES EDITOR – SCREEN

NOTES EDITOR – OVERVIEW

The NotePad can only be used from a Window 95/98 and NT workstation. It cannot be run

on a Unix system without a Graphical Client.

Before you can use NotePad you must install the Client software – even if you are not using

the Graphical Client. If you receive error messages saying "Component xxxx or one of its

dependencies not correctly registered … " then the dlls are not installed and you should

reinstall the dlls. See Installation: Recurring Invoicing Notes.


Notes can only be added to Contract Headers at the moment. Use RI CM = Contract

Maintenance Overlay Notes.

The NotePad is a simple editor that uses RTF (Rich Text Format). This means the Note can

be formatted in different fonts and styles and so on. The note itself can be printed to any

Windows printer installed on the particular client. (This includes local and network printers

as well a fax printers etc). If a "MAPI" compliant email system is installed then you can

email the Note. But printing from within SunSystems will only print the text equivalent.

Printing

As well as printing the notes from within the Editor you can add the Notes to reports and

documents within SunSystems. But before you can report on Notes you must set-up a User

Hook Definition. See Installation: Recurring Invoicing Notes.

Notes can be printed on any RI reports that print Contracts. The Notes are added in RD =

Report Definition.

Below shows the entry to add a line of Note. Note that we print only 79 characters of the

80 possible. This is to ensure that the SunSystems formatter correctly aligns the Note.

Also notice that we are suppressing the line if it is empty. To print lines 1 to 10 say we add

10 entries that are identical to the screen below. The system knows that the 2nd occurrence

prints the 2nd line and so on. The printed line is the next 79 characters up to any "hard

carriage return".

NOTES EDITOR – MENU

File

Save – Ctrl+S You can only Save after you have "Saved As". Save will

overwrite the Note you previously "Saved As". Save does not

save it back to the SunSystems database. To do this click on

the <OK> button.

Save As Save As saves a copy of the Note to a specified file name on

your computer or on a network drive. It does not save it back

to the SunSystems database. To do this click on the <OK>

button. By default the Note is stored in Rich Text format, you

can change this to text format by changing the "Save as type" to

Text in the Save As dialogue.

Print – Ctr+P Prints the Note to a printer defined on the local machine. This

can be a local or network computer or a fax printer. If you have

selected a portion of the note then only this portion will be

printed by default. The standard Windows print dialogue is

used.

Email – Ctrl+E If the client machine has a MAPI compliant email system you

can email the note.

Exit Exits the Notepad without saving the Note.

Edit

The normal edit functions are available using the right mouse button, menu options or

keyboard shortcuts.

Cut - Ctrl+X To cut text you highlight the text using a mouse or using

Shift+Cursor then you can use Ctrl+X or Shift+Delete or

(Alt+E then Alt+T).

Copy - Ctrl+C To copy text you highlight the text using a mouse or using

Shift+Cursor then you can use Ctrl+C or Shift+Insert or

(Alt+E then Alt+C).

Paste – Ctrl + V To paste text you can use Ctrl+V or Shift+Insert or (Alt+E then

Alt+P).

Delete – Del Deletes the character after the cursor.


Select All – Ctrl+A Highlights/ selects all text in the note.

Undo -Ctrl+Z Reverses the last edit operation. Only available from the right

mouse button menu.

Search

Find Brings up a find dialogue. You can step thru using the dialogue

using the Find button or Alt+F.

Find Next – F3 Use F3 to find the next item that was last selected in the Find

Dialogue – but without using the find dialogue.

Insert

Date & Time Inserts the system date and time in the note. This is the date

and time as set on the PC ruining the NotePad - it is not

necessarily the date used when logging-in to SunSystems.

File Inserts a RTF or text file into the body of the note at the cursor

position.

Format

Font Enables the font, size and style to be changed.

Help

Help Topics Runs the RI help system positioning at the NotePad Section.

About Provides details about the version of the NotePad and license.

Note

Maximum 8000 characters and formatting characters

You can enter any text required up to 8,000 characters, but this includes the RTF (Rich

Text Formatting) characters. The more complex the formatting the less characters can be

entered.

The Options that can be used for editing the text, searching, saving and so on are described

in the Menu Section under Overviewabove.

Recurring Invoicing Operator Permissions 127

Operator Permissions

OPERATOR PERMISSIONS - SCREEN

SS=SunSystems Maintenance Setup Menu OP=Operator

Permissions

From version 4.2.6 Recurring Invoicing Permissions are handled within SunSystems. See

the SunSystems Documentation.

Recurring Invoicing Period Tables 128

Period Tables

PERIOD TABLES - SCREEN

RI=Recurring Invoicing Reports Setup Menu PT=Period

Tables

PERIOD TABLES - OVERVIEW

See REFERENCE MAINTENANCE (general information).

This record is used by RL=Report Layout and RR=Recurring Invoicing Reporting to

allocate generated invoice details and accrued and deferred income to the appropriate

Accounting Period when posting to SunAccount.

If you use periods based on the calendar months, i.e. Period 1 = 1 Jan to 31 Jan, Period 2 =

1 Feb to 28 Feb then you do not need to use a Period Table - leave Period Codes blank in

RL etc.

The entries (both dates and periods) should be entered in ascending order and in ascending

order across sequence numbers. The tables can be continued from one screen to another by

using the ‘Sequence Number’. There must not be any blank entries between entries but

there can be empty entries at the end of any screen. It is easier to put entries for one year

on one screen and use the year as the Sequence Number.

PERIOD TABLES - ENTRIES

Period Calendar Code


Enter the Code to identify this particular Period Table or enter <Query> to list existing

period calendars.

Sequence Number


Enter the Sequence Number of the table. This is used to group several continuation tables

together.

Description


Enter a description for the table.

Lookup


Enter a lookup code as an alternate search key.

Period

maximum 8 characters, 14 boxes

Enter the Period in ascending sequence.


Period Start Date

maximum 10 characters, 14 boxes

Enter the Date corresponding to the period. The date entered should be the beginning of

the accounting period.

SEE ALSO:

Deferred Income

Report Layouts

Recurring Invoicing Recurring Invoicing Reports 131

Recurring Invoicing Reports

RECURRING INVOICING REPORTS - SCREEN

RI=Recurring Invoicing Reports RR= Recurring Invoicing

Reports

RECURRING INVOICING REPORTS - OVERVIEW

This function provides both reporting and the ability to generate transactions for posting to

the budget or actual ledgers of SunAccount or indeed to other external software. This

function can calculate information about the income accrued or income which has been

billed. The information can be consolidated at various levels.

The information produced is specified via Report Layouts (RL). The postings produced are

controlled through Ledger Interface (LI), a standard SunBusiness program. See Report

Layouts for the details of the data that is transferred.

Consolidation

If the Report Layout specified that consolidation is required on the report, this can be

amended in the consolidation table by entering <C>=Amend Consolidation at the selection

box. Note that the consolidation table to be used is specified on the Report Layout and if

you make any changes to the table it may affect other reports too. When using

consolidation, you must include the current database code if its data is required on the

report. The screen consists of a series of 30 boxes into which you enter the database codes

of the data to be consolidated.

RECURRING INVOICING REPORTS - ENTRIES

Layout Code


This is the Code specified when the report was designed with RL=Report Layouts.

Post

Y/blank

Enter Y if you wish to create a postings file. Leave blank if you want to produce a report

only.

Date From

date format

This is required for Revenue, Order and Billings Reports. It is the date from which

calculations will be made. It defines the start of ‘This Period’.

Date to

date format

This is required for Revenue, Order and Billings Reports. It is the date up until which

calculations should be made.

Selection Code from / to

Various sizes dependant on items selected

The headings of the Selection Codes defined on the Report Filter RL=Report Layouts are

displayed. If you want all the selection criteria selected press <RETURN> and ALL will

be assumed. Otherwise enter the range of codes required. Enter <-> to request a blank

code. If your RL=Report Layout does not have a Filter then all will be assumed.

Output File


Enter the full name of the file to hold the exported orders. Include any prefix necessary to

identify the location of the file on disk and any suffix identifying the file type. The system

will display the file you used for the last export. The system will warn you if the file

already exists and will give you the option of overwriting it or, if you reply no, of

appending to the file.

SEE ALSO:

Ledger Interface (SunBusiness Reference Manual)

Period Tables

Report Layouts.

Recurring Invoicing Release Invoices 134

Release Invoices

RELEASE INVOICES - SCREENS

RI=Recurring Invoicing Procedures RE= Release Invoices

RELEASE INVOICES - OVERVIEW

This program takes orders off hold so that they can be printed by the Sun Print Invoice

program (PI). It only needs to be used if the Generate with Hold option on the Contract

Options is set to Generate With Hold.

Recurring Invoicing Release Invoices 135

It selects orders based on the “Released To” date on the Contract Maintenance Header

record (see CM=Contract Maintenance) as well as the standard Contract Selections.

One major benefit of using this option is for the situation where, for example, Invoices are

issued Monthly but charges are generated Weekly. Using this option, each detail line could

be set up with a weekly frequency (e.g. MON, TUE, +7 etc.) while the frequency on the

header is MONTHLY. Release Invoices will allow the generation of a line each week, but

will release the orders each month, thus correctly generating the invoice.

RELEASE INVOICES - ENTRIES

Amend Selections Enter Y-Yes to amend the contract selection details. Enter A-All to select all contracts.

Leave blank to use the existing selections. See Business Rules.

Value From/To

99999.99999

Enter a lower limit to the Credit Value of Orders to be selected or enter blank to include all

values.

In the “To Selection” enter <RETURN> to restrict the Credit Value range to the exact value

entered in the “From Selection” or enter the upper value to be selected. Enter all 9s to

include all orders values from the lower limit.

Release To

date format

Enter the date for which you wish to release invoices up to.

Enter the date for which you wish to release orders for. The system will look at the

"Released Date" on each selected Contract and if that date is before the date entered here,

then all orders for that contract will be released.

SEE ALSO:

The following sections:

Business Rules.

Consolidation

Contract Options

Recurring Invoicing Report Definition 136

Report Definition

REPORT DEFINITION - SCREEN

RI=Recurring Invoicing Reports Setup Menu RD= Report

Definition

REPORT DEFINITION - OVERVIEW

RD=Report Definition allows you to design the reports and documents produced

in Recurring Invoicing.

Reports designed in RD=Report Definition are used in the following functions:

RR = "Recurring Invoicing Reports"


DI = "Contract Transfer"

AR = "Contract Audit Report"

PU= "Contract Price Uplift"

Documents designed in RD=Report Definition are used in the following functions:

PI= Print Invoices

GI = "Generate Invoices"

Before you create or amend a report, you should ensure that you know about the structure

of a report and about the eight different areas of the report. In particular, you should know

how to use the Control Parameters screen, how to use the Format Details screen, how to

move around reports, and how to create one of the three types of data items on your report.

You can also use RD=Report Definition to transfer reports into and out of Recurring

Invoicing.

Report Definition - Report Structure

In RD=Report Definition, each report is divided into two parts: the Control Parameters

screen and the Format Details screen. You use the Control Parameters screen to set general

information about the report, for example, the size of the report, and the printer used for the

report. The Control Parameters screen is displayed when you first select RD=Report

Definition. You use the Format Details screen to set the detail of the report. The Format

Details screen is displayed when you select Format Details from the Control Parameters

screen selection box.


Report Definition - Report Format

Areas

Each report is divided into eight areas:

Report Heading

The report heading is where you specify items to be printed at the top of the first page of

your report, for example the report name, and the date.

Page Heading

The page heading is where you specify items to be printed at the top of pages other than the

first page.

Subheadings

There are up to nine subheadings.

Transaction

The transaction area is the main body of the report. It is where the detail of the report

appears.

Filler


The filler area is designed as one line. This line is repeated to fill any unused space in the

transaction area.

Subfootings

There are up to nine subfootings. These can be used for subtotalling.

Page Footing

The page footing area is printed at the bottom of every page, except the last. It may contain

a subtotal or a carried forward figure.

Report Footing

The report footing area is printed at the bottom of the last page of the document. You can

specify totals and general text messages.

Report Definition - Working With Reports

Report Definition - Working With Reports: Selecting an Area of Your Report

Having chosen Format Details from the selection box on the Control Parameters

screen, use QUERY to select one of the eight report areas to work on.

Report Definition - Working With Reports: Defining Data For Your

Report

On the Format Details screen, when you have selected the area of the report you wish

to work on, use LOOKUP to define data for that area of your report. The Format Details

screen operates as a grid on which you define the location of the content of each area of

your report. Use line and column numbers to specify the exact position of each data

item on your report - the location is shown in the top left of the window. There are

three types of data you can include on your report:

S String items are pieces of text or narrative which you create, such as

Thank You, Report Prepared By, and so on.

D Data items are taken from the data dictionary file.

T Total items are accumulated values, for example amounts from

transaction lines. They are normally used in the subfooting and report

footing areas.

Report Definition - Working With Reports: Creating New Reports

To create a new report, enter the code you want to use to identify the report in the

Format Code box . You are prompted with the following:


NEW REPORT FORMAT - CREATE?

Choose Yes to proceed.

Use the Control Parameters screen to create the general settings you want for this

report. See the subsection Control Parameters Entries for details. Having created

general settings, use Format Details for access to the Format Details screen, where you

can set the detail for each area of the report. See the subsection Format Details Entries

for further information.

Report Definition - Working With Reports: Selecting Existing Reports

Enter a code in the Format Code box to identify the report. If you are moving from one

report to another, use Start for access to the Format Code box. See the subsection

Transferring Report Formats for details of how to import an existing report from an

external file. You can use QUERY to produce a list of available reports. Highlight the

code of the report you wish to work on, and use ENTER to select it. When you enter a

format code, it is retrieved and control parameter information is displayed. You can

then select an action such as Amend, Examine Format, and so on. See the subsection

Report Definition Actions for further information. If you enter a format code that does

not exist, you are prompted with the following:

NEW REPORT FORMAT - CREATE ?

Choose No and then re-enter the code of the report format you want to select. When

you enter a format code you may see the warning message:

REPORT FORMAT IN USE BY ANOTHER USER - RETRY?

You should first check all other operators, to see who is using the same report format.

If no one else is using the report format, you can clear the warning by typing Z instead

of choosing Yes or No.

Note: You may find that this warning appears after a system failure, or if

an operator has not logged out correctly.

Report Definition - Working With Reports: Amending Reports

To amend a report, you first select the code of the report you want to amend. From the

selection box on the Control Parameters screen you can then choose Amend to amend

the report’s control parameters, or Format Details to amend the details on the report.

Report Definition - Working With Reports: Deleting Reports

To delete a report, select the code of the report you want to delete and then use the

action Delete. A message is displayed:


THIS FORMAT WILL BE REMOVED FROM THE REPORT FORMAT

MASTERFILE - OK?

If you choose Yes, the report is deleted.

Report Definition - Working With Reports: Previewing Report

Formats

You can use the action Examine Format to see what the format will look like when it is

printed. When previewing, the following actions are available for viewing the report:

Page Up

Moves the display up a page.

Page Down

Moves the display down a page.

Top

Displays the top of the document.

Bottom

Displays the bottom of the document.

Left

Moves the display to the right.

Right

Moves the display to the left.

Scales

Displays the document with/without scales.

Parameters

Moves to the Control Parameters screen.

Format Details

Moves to the Format Details screen.

SEE ALSO:

The subsection Amending Reports for information about amending reports.


Report Definition - Working With Reports: Printing Sample Reports

You can use the action Report to print a sample report. To print a sample report, select

the code of the report you want to print and then use the action Report. You can choose

either to print the report, or to store it on disk. If you select Store on Disk, you can then

use VR = View Stored Reports to preview the report.

Report Definition - Working With Reports: Transferring Report

Formats

You can import and export report formats using the actions Transfer In and Transfer

Out. Although transfer files are named with the format code and a suffix of .REP, you

can rename them. If the selected file name already exists, a message appears at the foot

of the screen asking whether or not you wish to overwrite it.

Importing Report Formats: Transfer In imports the chosen format from a file. In the

Format Code box on the Control Parameters screen, enter the code of the report you

want to import. You can then enter the path and the name of the file in which the report

is stored.

Exporting Report Formats: Transfer Out exports the chosen format to a file. By

default, the file is stored in the SunSystems program directory. You can transfer out to

another directory, or drive, by entering the full path and transfer filename in the File

Name box on the Control Parameters screen.

REPORT DEFINITION - ACTIONS

Once you have completed the entries on the Control Parameters screen, the cursor

returns to the selection box. You can then choose one of the following actions:

Amend

Enter Amend if you wish to amend the details for a report.

Delete

Delete allows you to remove a report definition from the report format master file.

Examine Format


Examine Format displays the current document format as it will look when it is printed.

When you choose Examine Format, you are able to select any of the actions detailed in

the subsection Previewing Report Formats.

Report

To print a sample report, use Report.

Start

When you have finished working on a report, use Start to select a different report. The

cursor moves to the Format Code box where you enter the code of the report format

you now wish to work on.

Format Details

Format Details displays the Format Details screen, where you specify the position of

each item on the page.

Transfer In and Transfer Out

These actions enable you to import and export report formats. Before you choose

Transfer Out, you must have selected a report to transfer. See the subsection

Transferring Report Formats for further information.

CONTROL PARAMETERS ENTRIES

Main Control Parameters Entries

Format Code


Enter the code of the report format you wish to work on.

File Name


If you are transferring a file in to, or out of, SunSystems, enter the name of the file that

contains the format. You should enter the full path of the file. See the subsection

Transferring Report Formats for further information.


Report Description


This description is for information only. It is not printed on the report.

Report Type


This identifies the type of report. Report types available in SunBusiness are:

Code Module Report Type Associated Functions

I Recurring Invoicing

and Sales Order

Processing

Invoice

Acknowledge

GI = Generate Invoices

PI = Print Invoices

PA = Print

Acknowledgements

RIA Recurring Invoicing Audit AR = Contract Audit Report

RIR Recurring Invoicing Recurring

Reports

RR = Recurring Invoicing

Reports

RIC Recurring Invoicing Contract

Reports

DI = Contract Transfer

RR = Recurring Invoicing

Reports

RIP Recurring Invoicing Price Uplift PU = Contract Price Uplift

Printer Control Parameters

Printer Code

maximum 5 digits

This PD = Printer Definitions printer code is used whenever this report format is

printed. SunSystems changes back to the default printer when the print run is

completed. Leave this box blank to use the current printer.

Suppress Control Totals

Y/blank

Documents only. Unless you enter Y-Yes in this box, a control totals page, which

summarises the current batch of documents, is printed at the end of a batch. Leave


this box blank if you want the control totals page to be printed.

Suppress Line-Up

Y/blank

Documents only. If you want to print a dummy page to test the alignment of the

report before printing the whole report, leave this box blank. If do not want the

dummy page to be printed, enter Y-Yes in this box.

Document Control Parameters

Number Lines Per Page

1-300/blank

Enter the number of lines on your stationery (not the number you wish to print). The

maximum size of a document is 300 lines by 999 columns. Leave this box blank to use

the lines per page specified in PD = Printer Definitions. If you change your printer to

one with an incompatible number of lines per page, a warning message is displayed

when you run the report. If you entered a printer code in the previous box, the lines per

page is taken from that PD = Printer Definitions record. This appears automatically and

you cannot amend the selection.

Note: Computer listing paper, printing at six lines per inch, is normally 66

lines per page.

Report Width

80-999

Enter the number of characters to be printed across the page. These are defined as

column numbers. See the Start Column box in the subsection Format Details Entries for further information.

Footer at Foot of Page

Y/N/blank


Reports only. If you want to print the report totals after the last transaction line on the

report, leave this box blank or enter N-No. If you want to print the report totals at the

bottom of the last page of the report, enter Y-Yes in this box. If the report total is

printed at the bottom of the page, the filler line is printed in any space left between the

last transaction line and the report total.

FORMAT DETAILS ENTRIES

Enter Format Details in the Control Parameters screen selection box for access to the

Format Details screen.

Use the Format Details screen to create or amend the detail of your report. If you use

LOOKUP when your pointer is positioned on the Format Details screen, another window

appears in which you can specify the items you want to include in your report and

where, within the report area you are currently in, you want to position them. The area

you are working on is shown in the top left of the screen. You can also enter text

directly on the format details screen.


Line Number

1-300

The first line of each document area is line number one. Enter the number of the line

on which the data item you want to define is located. This line number must fall within

the document controls set on the Control Parameters screen.

Start Column

maximum 999

The left-most character on a line is in column one. Enter the column in which you want

to start printing the item you are including in your report or document. The line number

and start column identify a grid position on the page.

Note: Text items are left aligned; numeric items are right aligned.

A report can be 999 characters wide and 300 lines long. You can use the Start Column

box to include a value in your report calculations without printing it. For example, you

might want to include an accumulator in your report without printing it. To do this,

enter a start column value that exceeds the report width specified on the Control

Parameters screen. If you need to Amend, Examine or Delete such an item, you must

increase the report width on the Control Parameters screen, before making the

necessary changes to the item on the Format Details screen. You should then return the

report width to its original setting.

Sequence Code

0-9/A-Z/blank

If you want to use more than one item in the same location on your report or document,

enter a sequence character for the item. This is particularly useful if you are using the

Only If Item box or the Suppress Item Indicator box. The value of the sequence

character determines the order in which items are sorted through . You might want to

use this facility if, for example, you have two different phrases that you want to appear

in the same place on a report or document depending on the status of an account, the

size of an account balance, and so on. When you use the F2 key for access to the Data

Items window, if there is more than one item in the same location of a report or

document, an Item Selection window appears. This allows you to choose which of the

items at that location you want to work with. If you want to create a second item for a

particular location on a report, use F2 for access to the Data Items window and then use

the UPARROW key or ALT+B to move from the Start Column box to the

Create/Amend/Delete box, and enter C-Create. When you return to the Column Item

Identifier box, enter the sequence character you want to apply to the new item.


Item Type

S/D/T

There are three types of item: S-String, D-Data Item, and T-Totals. Your choice of

item type determines the boxes shown in the rest of the window.

Start Sequence Code


You can print items in a specific font, for example Bold. Enter the relevant control

sequence definition code to activate the required print style. See the section Control Sequence Definitions for more information.

Stop Sequence Code


For each item type, enter the control sequence definition code to return to normal print.

Only If Item

Item from Data Dictionary

You can limit the inclusion of items on your reports or documents to specific

situations. For example, you may want an item to appear only on the third page of a

report. Use this box to select the data dictionary data item you want to test. You can

use QUERY. If you wanted an item to appear only on the third page of a report you

would use QUERY to select the record type in which the data item is stored. In this case,

the Common Fields record type contains the Page Number data item. You would then

set the Is box to E-Equals, and the Value box to 3. See the online manual for a

complete list of data dictionary items.

Is

(E/G/L/R)

Use this box to apply a condition to the data dictionary item entered in the Only If Item

box. For example, if you wanted an item to appear only on the third page of a report or

document, you could set the Only If Item box to Page Number, then set this box to E-

Equals and the Value box to 3.

E Print if item is equal to the value

G Print line if item is greater than the value

L Print line if item is less than the value


R Print if item falls within the range specified

Value

maximum 15 digits

If you entered values in the Only If Item box and in the Is box, use this box to set the

value to be tested. For example, if you wanted an item to appear only on the third page

of a report you could set the Only If Item box to Page Number, the Is box to E-Equals,

and this box to 3.

Note: You can use the Only If Item Is Value boxes, for example, to print either

FULL or SUMMARY depending on the setting of the Suppress Details box on the report request.

Text Box


String items only. If you selected S-String Item, then the display at the foot of the

screen changes. Enter the text you wish to appear on your document. The numbers

should help you position your text.

Note: If you want to enter a text string of more than 78 characters, set two text

strings to run consecutively.

Item Reference

Data Dictionary Items

Data items only. If you are creating a new item, the record description box appears

when you press ENTER. If you are amending an existing report use QUERY to display the

record description window. The record description window shows record types

available for the report type under such headings as Common Report Fields, Chart of

Accounts, etc. Select the heading you require and then, from the data item window

which appears, select the item you require.

Start Character

1-99

Data items only. This number specifies the first character of the data item to be

printed. For example, if you wish to exclude the first two characters of the account

code, you would set the Start Character to 3.


Accumulator Number

1-50

Totals only. Enter the accumulator number.

Clear After Print

Y/Z/N

Totals only. If this box is Y-Yes, the accumulator is set to zero once the total item is

printed. Enter Z for the accumulator to be set to zero automatically without printing.

This feature works with the Only If Item box. The Z is ignored if the line has already

been suppressed.

Print Length

1-99

Data items and totals only. You can print part of the item by specifying the number of

characters in this box. For example, if you want to print only the first 15 characters of

the account name, enter 15. The full print length of the selected item appears as a

default. When designing a report layout, if you allocate fewer characters than the total

length of the data item, it will be truncated; numeric items could lose the left-most

characters, and text items the right-most characters. Allow extra characters for the

decimal point and prefix or suffix in numeric items.

Note: To find the default length of data items, at the Item Reference box, use

QUERY and then ENTER to select the record type you are using. Use ENTER again to see the length of the data items on that record type. The item description list gives the

default length of each item.

Suppress Line Indicator

E/G/L/blank

Data items and totals only. This box, combined with the Value box, allows you to

specify a test that you want to perform on the value of each item. Normally, the line is

suppressed and all items on the line are excluded from the accumulators if the

condition is met. Note that items on this line before the current item have already been

added to the accumulator totals. This is a method of accumulating something without

printing it.

You can leave this and the Value box blank.

E Suppress line if current item is equal to the value


G Suppress line if item is greater than the value

L Suppress line if item is less than the value

Note: You can also use the suppress line indicator to, for example, suppress blank

lines that are only printed when the report’s Double Line Spacing box is set to Y-Yes. As an item has to be printed to use the suppress line indicator setting, you should use

the Control Parameters screen to extend the width of the report beyond its normal

setting. You should then print the item beyond the report’s normal width. Once you have set up the report, you can reduce the width back to normal.

Value

maximum 15 digits

Enter the value against which the suppress line indicator test is carried out.

Note: Debits are negative and credits positive.

Number Of Decimal Places

0-9/blank


Numeric data items and totals only. Enter the number of decimal places to be

printed. Enter a ‘-’ hyphen and the default is determined as follows: • Total items use

the number of decimal places of the last value accumulated into this total • Data items

of base amounts use the number of decimal places specified in DB=Database

Definitions

Data items of other amounts use the decimal places from the transaction record

Suppress Item Indicator

A-E/blank

Numeric data items and totals only. This box is used to specify when the item should

be printed.

You can leave this box blank and the item will always be printed. Entry Result

A print if item is positive

B print if item is negative

C print if item is zero or positive

D print if item is zero or negative

E print if item is not zero

To print debits and credits in two columns, you might define two data items, one with

indicator A and the other B.

Sign Print Indicator

A-D, N/blank

Numeric data items and totals only. This box is used to specify how to print credit

and debit values. You can leave this box blank.

Entry Result

A print in brackets if negative

B print in brackets if positive

C print CR after amount if negative

D print DR after amount if positive

N no signs to be printed


Edit Code

1 character each

Data items and totals only. This box allows you to refine the presentation of values

and text on your report. The options which are available for numeric and data items are

different, and are therefore listed separately.

Entry Result

Blank leading zeros suppressed, thousand separators used

1 APACS standard: left aligned, prefix and suffix of **, decimal

separator of ‘-’ hyphen, thousand separators omitted

2 French standard: right aligned, asterisks inserted in place of

leading zeros, thousand separator of ‘.’ Full stop, decimal

separator of ‘,’ comma

3 (alphanumeric items) APACS standard: all trailing spaces after

the first replaced with ‘*’ asterisks 9 leading zeros suppressed,

thousand separators omitted * asterisks inserted in place of

leading zeros, thousand separators used

N leading zeros shown, thousand separators omitted

Important note: If you use an edit code of 1 and the combined length of the value, prefix, and suffix exceeds the print length of the item, a row of asterisks is printed. To

avoid this, you should allow an extra four characters for the prefix and suffix asterisks

when you calculate the print length of the item. If you use an edit code of 3, to ensure that each item is followed by at least one asterisk, you should check that the item’s

print length is at least one character longer than the longest value to be entered.

Convert to Words


Numeric data items, totals, and dates only. Use this box to convert amounts and

dates from digits to words. The words are stored as data items which you must then

select for inclusion on your report or document. You can convert digits into sentences,

for example £2805.65 becomes TWO THOUSAND EIGHT HUNDRED AND FIVE

POUNDS AND SIXTY FIVE PENCE. You can also convert digits into factors of ten

which, for £2805.65, would appear as TWO EIGHT ZERO FIVE .65 i.e. two

thousands, eight hundreds, no tens, five units, .65 in figures. Each of the language

versions print VOID (in the correct language) if the value is zero or greater than

999,999,999. If you want to convert amounts into factors of ten, enter W-Words. The


words into which the amount is converted are held in the Common Fields record as the

following data items, which are each 10 characters long:

• Hundred Millions

• Ten Millions

• Millions

• Hundred Thousands

• Ten Thousands

• Thousands

• Hundreds

• Tens

• Unit

• Decimals in Figures

As stated above, once you have converted an amount into words you must specify in

your report the data items in which the words are held - if you actually want the words

to appear. If you want to convert amounts into sentences, rather than into factors of

ten, enter a language code. The sentences into which the amount is converted are held

in the Common Fields record as Amount in Words Sentences 1, 2, 3, and 4. Each of

these data items is 80 characters long. The text starts in Amount in Words Sentence 1

and flows from there into sentences 2, 3, and 4, if required. Each amount that you

convert to words must be followed by the Amount in Words Sentence before you try to

convert another amount into words. As stated above, once you have converted an

amount into words, you must specify in your report the data items in which the words

are held - if you actually want the words to appear.

Leave this box blank if you do not want the amount to be converted to words.

Note: If you enter a language code, you can control the format of the sentence by

changing the settings of the Include Currency Subunit Name and the Other Sentence Change boxes in RD=Report Definition.

Include Currency Subunit Name

Y/B/blank

Numeric data items and totals only. If you set the Convert to Words box to a

language code, you can determine how the amount appears on your report by entering a

value in this box. The values you can enter, and their results, are shown in the

following table.


Entry Result

Y-Yes Subunit name used, denominator not shown (20 cents)

B-Both both subunit name and denominator shown (20/100 pence)

Blank Subunit name not used (20/100)

Note: If decimals are printed and the decimal value is zero, the number of zeros

printed depends on the number of decimal places specified either in the Number of Decimal Places box or in DB=Database Definitions. For example, setting three

decimal places results in 000/1000.

Other Sentence Changes

0-9

Numeric data items and totals only. The standard word sentence for a currency

whose unit is pounds is:

TWO THOUSAND EIGHT HUNDRED AND FIVE POUNDS AND 65/100

PENCE

If you set the Convert to Words box to a language code, you can use the setting in this

box to refine country specific uses of the word ‘and’. The values you can enter, and

their results, are shown in the following table. Entries 0 and 1 are applicable to all

languages; entries 2 and 3 are only applicable to English; entry 4 is only applicable to

Spanish. In the table, a higher level ‘and’ is one that falls between words within the

currency units, for example, two thousand eight hundred and five pounds. A lower

level ‘and’ falls between the currency units and subunits, for example, five dollars and

sixty five cents.

Entry Result

0 all languages: no change

1 all languages: exclude lower level ‘and’ or language equivalent

2 English only: exclude higher level ‘and’s

3 English only: exclude both higher and lower level ‘and’s

4 Spanish only: use ‘CON’ (with decimals) rather than ‘Y’ (and

decimals)

5-9 not used


Date Format Code

1-8, A-C

Dates only. If you set the Convert to Words box to a language code, you can determine

how the date appears on your report by entering a value in this box. The values you can

enter, and their results, are shown in the following table. If you do not enter a date

format code, the date is printed in the format (A, B, or C) specified in DB=Database

Definitions.

Entry Result

1 01 January 1998

2 1 January, 1998

3 January 1, 1997

4 1-Jan-1997

5 January 97

6 Jan, 97

7 1st January 1997

8 January 1st 1997

A mm/dd/yyyy

B dd/mm/yyyy

C yyyy/mm/dd

Relevant Accumulators

50 characters +/-

Numeric data items and totals only. There are 50 accumulators into which you can

add numeric items. Place a plus ‘+’ or minus ‘-’ beneath the accumulator number. The

current item could be added to several accumulators, some of which may be printed in

the page footing and some in the document footing area. Accumulators might hold

different item totals. For example, analysis or tax values. These accumulated values

can be printed as a total item. For a list of items available in RD=Report Definition,

use the on-screen QUERY facility.

SEE ALSO: Actions

Recurring Invoicing Report Layouts 157

Report Layouts

REPORT LAYOUTS - SCREENS

RI=Recurring Invoicing Set Up Reports RL=Report Layouts


REPORT LAYOUTS - OVERVIEW

Recurring Invoicing Report Layouts are used to define the layout of the Recurring

Invoicing Reports, and RR=Recurring Invoicing Reporting is used to print them. Each

report has a unique layout code in the same way as Sales Analysis and the other Sun Report

Writers. This report writer also uses PT=Period Tables to allow mapping of dates from

Recurring Invoicing to periods in SunAccount.

The RR report can also produce a posting file. For example, this can be used to post

deferred income to Ledger Accounting or to produce projected billing by month for posting

to a SunAccount budget file. In this case a LI=Ledger Interface must be defined to specify

the posting to be made.

Recurring Invoicing Reporting allows you to report on contracts from the Recurring Charge

database and from information on billed contracts which is held on the SunBusiness Order

file. The report writer can be used in two different modes:

a) to show Accrued Income; or

b) to show amounts billed or Revenue earned in a particular range of dates

or periods.

The data to be shown on the report is defined by the use of column codes and calculation

codes. Each column shows the data requested for a particular calculation code. The report

may be analysed by any of the items listed in the Selection Codes section below. In

addition to the reports, there is the option of producing a posting file of transactions

reported which can be imported into SunAccount.

REPORT LAYOUTS - ENTRIES

Layout Code


This code is used to identify the Recurring Invoicing Report and must be unique.

Format Layout

Enter the code as set up in RD=Report Definition.

Report Name 1 / 2


Enter two lines of report heading as a title for the report.

Column Codes 1 - 10

box 1 Maximum 2 chars, box 2 Maximum 3 characters , box 3 Maximum 1 char

Three boxes are used for each of the ten columns on the report:

In the first box specify a column code. These are listed below.

<YO> Orders Year to Date - for Revenue reports this shows the revenue ‘earned’

from the start of the year until the To Date entered when running RR.

<PO>

Current ‘Period’ Orders.

<RO> Orders raised for prior periods

<FO> Orders raised this for future (deferred) periods

<BD>

Back dated - the element applicable to prior periods of orders raised in this

and all future periods.

<PP> The element in this and prior periods of orders raised in this or future

periods. Note this column code is not implemented for billings.

<RC> To include data from Recurring Invoicing. Typically, this is used on accrual

reports to show the amount of income earned but not yet billed. It can also be

used on Billing and Revenue reports but you must remember that this only

shows the current recurring charge position. So if you have reduced the price,

the RC column will show the reduced prices even though they would have

been billed at the higher price. Use the Order column codes to show what has been billed.

<EX> & <PX>

From 4.2 these "Exit" rates are not supported.

Calculation Code

In the second box specify the calculation code to be included in this column. Commonly

this will be;

QTY=Quantity,

BSP=Base Selling Price,

NET etc.

but any calculation code used by any Sales Definition may be used. Note that a calculation

code specified must hold comparable figures across all Sales Order types which are

included in the report for meaningful figures to be obtained.

Calculations between columns may be specified in the format n?m where n and m are

previously defined columns in the range 1 to 9 and ? is one of the following operators: +, -,

*, / or %.

In the third box enter a number in the range 1 - 6 if you want the value converted to the

base currency of the ledger. The numbers 2-6 represent the reporting rates entered in

SunAccount. 1 is the standard rate entered in SunAccount. The system will look for the

correct rate for the current period if it exists, it will not select the rate for the particular

account.

Column Codes specify the nature of the information reported for the calculation codes

specified. In the list below the period is specified by the range of dates entered when

running RR.

Accrued / Revenue or Reference

A/R/F

Enter <A> to produce a report and/or file of accrued income.

Enter <R> to produce a report and/or file of revenue for a particular period.

Enter <F> - Reference to produce a reference report.

Billed

Yes/Blank Enter Y-Yes to produce a report and/or file of bills raised in a particular period.

Note that this option will show the full amount of any invoices raised in the range of dates

specified when the report is run. If left blank it will only show the amount of the invoice

which relates to the specified period. For example, if an invoice is raised on 1 January

1993 covering the complete year from 1 January 1993 to 31 December 1993 and you

specify Y-Yes in the Billed field on the Report Layout. When you run a report with a

From Date of 1 January 1993 and a To date of 31 March 1993 the report will show the full

amount of the invoice because it was billed (raised) in the range of dates entered. If you

had specified <blank> on the Report Layout the report would show 3/12 of the invoice

amount which is the proportion relating to the three months January to March

Orders/Invoices/ All

O/I/A

Enter <O> to report on Orders only (this only reports on uninvoiced orders), to report

on Invoices (i.e. orders where invoices have been printed), or <A> to report on both orders

and invoices. This option is only relevant if your Column Type codes obtain information

from the order file although you must always enter something here.

Prorate Method Override

1 characters

Leave blank to use the Prorate Method on the appropriate RP preset or for orders, the

Prorate Method used during invoice production. Or you can enter a Prorate Method to use

as an override. A <-> can be use to force prorate not to be used. This can be useful in

Reference Reports.

Line Zero Suppress

Y/blank

Enter a Y-Yes here to suppress the printing of lines with zero balances.

Transfer Period

Maximum 7 characters

If you are sorting by AP = Accounting Period then the periods on the transfer file is taken

from the period table and then adjusted by this Transfer period. Otherwise the following

occurs. For orders the period used will be obtained from the Period in which the order was

entered. For invoices the period is the period the invoice was printed. In both cases the

period will ten be adjusted by this Transfer Period.

You can enter an absolute period in the form mm/yy or an adjustment as a relative period

in one of the following formats:

a) a relative period in the form +/- nn. This will be used to adjust the period of the

transactions on the posting file produced by RR=Recurring Invoicing Reporting by the

number of periods specified. This option will determine the period as above and then

make the adjustment specified or

b) a period relative to the current period in the form C+/-nn (e.g. C or C+2).

Page Level

1/2/3/blank


Enter the Level Code number at which you would like a new page printed. Page Level

must be 1, 2, 3 or blank. For example, if an analysis code for Customer Type were at Level

2 and you would like a new page for every Customer Type enter 2. Leave blank for

continuous printing.

Include Transactions

Y/ blank

Enter a Y-Yes if you want to include .

Include Held

Y/blank

Enter a Y-Yes if you want to include held Orders and/or Contract Lines.

Consolidate

Y/blank

Enter Y-Yes if you want to consolidate different databases and enter the consolidation table

code in the second box. The databases to consolidate are set-up from RR=Recurring

Invoicing Report Request. Several reports may use the same consolidation table, or you

can enter the report code in the Consolidation Table box to have a unique consolidation

table for each report.

Period Table


Enter the Period Table code set up by PT=Period Tables. This specifies the relationship

between the Recurring Invoicing dates and the periods used by Ledger Accounting. This

option is only necessary if Accounting Period is included as one of the Level Codes.

Leaving the entry blank will use calendar periods i.e. Period 1 – January and so on.

Ledger Interface


Enter the Ledger Interface code set up by LI=Ledger Interface. LI specifies the accounts

posted to as well as the consolidation required. If specific accounts are specified in LI then

only system totals by analysis code will be produced. This can be further consolidated by

entering Y in the LI analysis categories (see Ledger Interface in the SunBusiness Reference

Manual).

Ledger Interface - transfer data codes


These codes are used to specify what data is transferred as the SunAccount Description,

Transaction Reference, Transaction Date and Payment Due Date. The following are

available:

(see ledger interface)

Code Description Order Columns

(e.g. PO, YO etc.)

Contract Cols

(RC)

A Trans Type Sales Definition

B Trans Type Description

C Interface Description

D Journal Type

E Trans Reference Order or Invoice

Number

Contract Number

F Invoice Address Code

G Order Number

H Delivery Reference Del Ref

I Delivery Address Code

J Order Date Next Charge Date

K Acknowledgement Date Start Date

L Picking Date End Date

M Delivery Date Next Billing Period

End

N Invoice Date See Note 1

O Customer Reference

P Comments

Q Account Name

R Due Date

S Line Description (from item record)

T Item Code

U Invoice Number

V “Report To” date “Report To” date

X Interface Code

Z Today’s Date

Note 1 This will be the item from the last invoice or order raised from the contract line in

the report date range. If there is no invoice raised in this date range then the item will be

posted as spaces.


Next Period Reversal

Y/Blank

Enter Y-Yes if you wish the system to produce transactions for the next period to reverse

the entries. This option works in exactly the same manner to Reversing Journals in

SunAccount - i.e. the original journal is posted in the specified period and an equal but

opposite transaction is posted to the next accounting period at the same time.

Contract Filter

Maximum 10 characters Enter a Report Filter setup in CF = Contract Filters.

See Also:

Ledger Interface (Sun Reference Manual)

Period Tables

Recurring Invoicing Reports

Recurring Invoicing Transfer Layouts 165

Transfer Layouts

TRANSFER LAYOUTS - OVERVIEW

The Transfer Layout Files enables you to describe in detail the contents of the export or

import file. These files are currently used by the following programs:

Journal Export - to write the SunBusiness Transfer file journals to a file for

reformatting for other systems or to make a copy of it for use in other SunAccount

Databases. The default format is RISAF.TLF and is shown later in this section.

Sales Order Export - to write SunBusiness Orders or Invoices to a file for reformatting

for other systems or to make a copy of certain orders for use in other SunBusiness

Databases by using Sales Order Import. The default format is RISBF.TLF and is shown

later in this section.

Contract Transfer - to import data from other systems to create or amend Recurring

Charge details. The default format is RIRC.TLF and is shown later in this section.

The layout file is a text file that may be created using a text editor such as Notepad or

EDIT with MS-DOS, vi with Unix or a word processor in non-document (ASCII) mode.

The layout file name must be in the form Rixxxxx.TLF Where xxxxx may be up to 5

upper case letters or digits and is the name specified on the appropriate screen.

Sample layout files have been supplied with your software. You may wish to use these

as they are supplied or else to help setting up your own TLF files.

The mechanism of the TLF file is similar to that used in SunAccount but several

extensions have been made to facilitate the import and export of order/invoice data.

These extensions are described below.

The layout file consists of a series of parameter records describing the format of the

output or input record. The sequence of the records in the layout file dictate the order in

which data is written to the output record. There are several types of parameter records

in the layout file denoted by the first character on the line. Only one parameter record

may be defined per Layout file line.

Layout: rbooollee


Where:

R Record Type X, A, N, P, C, H, D or = (see below)

B Start of field Delimiter (optional)

O Offset of the data within the file being exported or imported Where order

detail lines are being export, the offset starts at 501.

L Number of characters (or numbers) to be read

E End of field delimiter(optional).

Record Type X Text Formatting

Copies the data exactly as it is held on the record.

Record Type N Numeric Formatting

Leading zeros are removed. If the whole field is zero then one zero is written.

Record Type 1 – 6 For COMP-3 Fields

Certain items on the Contract Detail file are held in a ‘packed’ numeric format. These

include the BSP and Quantity values. To use these fields you must describe them as

Record Type 1, 2 to 6 which specifies the number of decimal places required.

Record Type A Alphanumeric Formatting

Trailing spaces are removed.

Record Type C Constants

This Record Type inserts text into the file. For import Layout Files this text becomes part

of the record. For example, if you want to set the year field to ‘****’ in the Charge Table

then you would use this record type.

The layout is : rbooollxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Where:

R Record Type C

B Start of field delimiter (optional)

O Offset

L Number of characters to be inserted

Xxx Up to 30 characters or l whichever is the smaller

E End of field delimiter(optional).

For example: C04608 / /****


Record Type H Order Header Record Type

This record type is used by Recurring Charge Import to signify which lines are header

information or detail line information.

The layout is : Hooollxxx

Where:

H Record Type H

O Offset of the data

L Number of characters in the identifier

Xxx The Record Type on the import file that signifies header information.

For example: H00101O

An example of the supplied TLF file RISBF.TLF is given later.

Record Type D Order Detail Record Type

This record type is used by Recurring Charge Import to signify which lines are header

information or detail line information.

The layout is : D000llxxx

Where:

D Record Type D


L Number of characters in the identifier

Xxx The Record Type on the import file that signifies detail information.

For example: D00101D

Copy Record Type

This record type is used by Recurring Charge Import to copy imported data into more than

one field.

b) The layout is : =oool

Where:


= Record Type =


L Number of characters in the import file to be copied.

For example: =03110

THE RIRC.TLF LAYOUT FILE

Header Record

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 spaces

X06910 /RCH-LOOKUP-CODE

X07808 /RCH-DATE-UPDATED set by system so can be left as spaces

X08610 /RCH-INVOICE-ADDRESS Mandatory - valid Address Code

X09610 /RCH-SITE-ADDRESS If blank invoice address code is assumed

X10605 /RCH-TRANS-CODE Mandatory - valid Sales Definition Code

X11110 /RCH-INVOICE-FREQ Mandatory - valid Frequency code

X12125 /RCH-CUST-REF

X14615 /RCH-DELIVERY-REF

X16125 /RCH-COMMENTS

X18615 /RCH-ANALYSIS-CODE 0 If present must be valid codes








X33608 /RCH-PAYMENT-DUE DATE (Relative Date)

X34407 /RCH-ENTRY-PERIOD Set by system so can be left as spaces

X35105 /RCH-TEMP-TRANS-CODE

X35606 /RCH-NEXT-REFERENCE Set by system so can be spaces

X36208 /RCH-LAST-CHARGE If blank will be set to the day before the

RCH-START-DATE

X37008 /RCH-LAST-INVOICE If blank will be set to the day before the RCH-START-DATE

X37808 /RCH-START-DATE Mandatory

X38608 /RCH-END-DATE

X39408 /RCH-REVIEW-DATE

X40201 /RCH-HOLD

X40301 Spare Was used up to 4.0.9 - No longer used

X40401 /RCH-SOURCE Set by system to <T> ransfer

X40503 /RCH-OPERATOR-ID If spaces set by system to Operator

X40801 /RCH-TRANS-PRESENT Set by system

X40901 /RCH-RECORD-LOCK Set by system to RCH so can be spaces

N41006 /RCH-GEN-MULTIPLE

X41605 /RCH-DAG


Detail Record

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

X51406 /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

X70219 /RCD-ORIG-QTY See Note 1

X72107 /RCD-ENTRY-PERIOD Set by system

X72815 /RCD-ANALYSIS-CODE-0 If present must be valid codes











X87819 /RCD-QTY See Note 1

X89719 /RCD-BSP See Note 1

X91601 /RCD-DC D or C

X91710 /RCD-FREQ

X92701 /RCD-OPERATOR * or space

X92815 /RCD-ACCOUNT-CODE

X94301 /RCD-STATUS

X94404 /FILLER

X94808 /RCD-LAST-PROFORMA

X95608 /RCD-NEXT-CHARGED

X96401 /RCD-FREQ-TYPE

X96501 /RCD-INVOICED

X96601 /RCD-USE-INSTALMENTS

X96706 /RCD-NO-INSTALMENTS

X97308 /RCD-REFERENCE-DATE

N98106 /RCD-REFERENCE set by system if not present or

spaces

Notes

1 In COBOL these are S9(13)V9(5) Sign Leading Separate fields. This mean the fields are input and exported as. For example +000000000123400000 - this represents the number 1,234.00000.

The first character of the 19 is a “+”. There are 5 decimal places and a decimal point should not

be present. However in csv formats the import can format most forms: e.g. 23.45 or 12.00 or 12.

Use a prefix of 5 rather than X for update modes.

2 Periods are in the internal format CCYYPPP.

3 Dates are in the internal format CCYYMMDD.

Recurring Invoicing Glossary of Terms 172

Glossary of Terms


The system will calculate the charge or credit for a part period. This is called "proratering"

and the way the calculation is done can be varied by the Prorate Method.

Deferred Income

Income which has been invoiced but which has not yet been "earned" - this income should

be held in the Balance Sheet not the Profit and Loss Account.

Proforma Invoices

Invoices that have no legal implications but act as a request for payment. Normally they

would not be posted through to SunAccount. These are usually handled by the production

of Quotations.

Prompting

A way of generating orders that shows each order as it is generated. It therefore enables

changes to be made.

Recurring Invoicing Index 173

Index

<

<+nN> 15, 36, 41, 42–44, 71, 118, 119,

162

<BD> 112, 160

A

accrued 2, 61, 129, 131, 159, 161

Auto Contract Codes 121

Auto Create Mode 75, 89

Auto Inquire 75, 89

Auto Period 89

Auto Popup Analysis 89

B

Billed 2, 4, 15, 21, 24–25, 24, 74, 91,

116, 118, 131, 159–61, 159–61,

159–61, 159–61

BSP 78–79, 85, 87, 92, 161, 171–72,

171–72, 171–72, 171–72

C

Calculation Code 23, 85, 87, 159–61,

159–61, 159–60, 159–60

Calculation Definitions 11

Calendars 2, 8, 13, 16, 49, 59, 71, 129

Changed 7, 18, 19, 56, 84, 95, 106, 111

Consolidation 25–26, 25–26, 132, 135,

163

Contract Detail Presets 12, 20, 58

D

Deferred 2, 14, 20, 23–24, 23–24, 23–24,

129–30, 129–30, 129–30, 159, 160

Description Display 86

E

Excel 26, 97

F

FO 23–24, 23–24, 23–24, 160

G

Generate As Quotations 88–89, 88

H

Hold Indicator 24–25, 24–25, 24–25, 55–

56, 55–56, 55–56, 61, 73, 79–80,

90

I

InArrears 35–36, 35–36, 35–36, 62, 116

Increment Contract Line by 88

Instalments 7, 14, 24, 61, 79, 87, 116,

172

INSTALMENTS 24

L

Large Order Lines Option 88

Last Charge Override 118

Ledger Interface 11, 24, 84, 87, 107,

132–33, 132–33, 132–33, 159, 163,

165

M

MM/DD/YY 17

Multiple Generate 71, 89

Recurring Invoicing Index 174

O

Once Off 16

One Period Billing 7, 25, 116

Open Date 119

Order Date 7, 24, 107, 116, 164

P

PART PERIODS 14, 20–21, 79

Period Table 24, 129, 162–63

PO 24, 160, 164

PP 25, 88, 160

preset 12–13, 20, 35, 59–61, 73, 162

Price Code 85

Proforma 25, 34, 36, 62, 81, 87–88, 104–

5, 120–22, 172

Prompt Method 84

Prompt Override 116

Prompting 13–14, 19, 25, 85, 106, 109,

111, 116

PRO-RATA 14, 80

Prorate Calculation Code 87

Prorate Calculations 14, 20

Q

Qty Calculation Code 85

Quotation 88, 97

Quotation Status 88

R

RC 24, 73, 86, 98, 105, 119, 160, 164

Reference 4–5, 14–17, 20, 24, 28–30,

34–36, 38–43, 47, 49, 61–63, 71–

73, 77, 80–81, 83–84, 89, 102–5,

110–11, 113–15, 119, 121–22, 133,

149–50, 161, 163–65, 170–72

Relative 2, 13, 16–18, 28, 59–61, 70–71,

16–18, 77, 80, 118–19, 162, 170

Relative Dates 17, 28, 116, 119

RO 160

S

Standard Price Indicator 78

Status 23, 25, 62, 71, 73, 81, 84, 88, 147,

172

Sub Total Method 86

T

TLF 95–98, 166–69

Transfer 7, 26, 34, 47, 88, 91, 94, 99,

117, 94

TRANSFER 41–42

Recurring Invoicing · Recurring Invoicing Contents i Contents Introduction..... 1 New Features...

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