Item Invoicing Process

Step One:

Start the invoice.INV > Invoices > Invoice Entry

Step Two:

Enter in Invoice Heading Information. Note that some of this information, such as dates, will default from invoice to invoice unless the clerk exits the screen to reset.

• Ship to – split control

• Pickup/Delivery – Sales tax purpose

• Price Levels & Schedules – controls the prices that default on the line items

• Dates that the A/R, Inventory and Ledger will be affected

• Invoice Type – can affect the SJI coding, if used

• State/county – controls sales tax charged on invoice line items.

Step Three:

Add Line Items to the invoice.
There are multiple ways to key line items:

• Default from Sales Order – not covered in this class

• Default from Delivery ticket – not covered in this class

• Pull from Blend document – not covered in this class

• Search for item

• Scan or Key UPC Code

Step Four:

The Invoice Summary screen shows the inventory by the bill to, if it's been split between multiple customers.
This screen also gives you one more time to control the pricing and discounts.
It then gives you the chance to apply a payment or prepayment.

Step Five:

The A/R Clerk will have one last screen that controls the document number and invoice description along with other fields that are used for reporting purposes.
This is also the screen that allows the user to enter remarks that can be saved and/or printed on the invoice form. Such remarks can be who signed for the product or where it was delivered to. Once you enter past this screen, you cannot escape from the invoice. That invoice has been saved to the system, A/R has been updated, and Inventory has been relieved from stock at the average cost on that item at time of invoicing entry (assuming it is not a delivery ticket, as delivery tickets capture cost also).

Step Six:

Print out a copy of the invoice in multiple forms.

Step Seven:

File one copy of the invoice in the customer file, to be mailed to him with his statement.
File the other copy of the invoice in a numerical sequence of all invoices keyed.

Invoice Entry

Invoice Header

• Location Code – the location code of the document. Inventory items will default this code but that can be changed. Any invoices that invoice inventory for another location will drive the sales and cost to the inventory location. The invoice location will only receive the debit for the invoice.

• Ship to Name ID – should represent the name the product was shipped to; for example, a joint account. Each joint account can be set up with pre-defined splits to pull automatically only this invoice. This name ID will also control the default loading of the other fields on this screen.

• Pickup/Delivery – this option is to control where the invoice pulls the default state/county code form. The state/county code comes into play for calculating sales tax.

  • Pickup – pull from the state/county defined in location maintenance on the location code

  • Delivered – pulls the state/county from name/address

• Price Level/Schedule – defaults from the ship to name ID record. If blank there, it defaults from the INV – Invoicing Setup. This option helps control the prices that pop in on each inventory item.

• Invoice Terms – controls the due dates, discount dates, and discount rates on the invoice. It pulls from the ship to name ID record. If blank there, it defaults from ACR – General information setup.

• Invoice Date – the date the invoice will hit your accounting system. It defaults from the date control. If you change this date, it will keep your change until you exit invoicing.

• Ship Date – allows you to key the actual delivery date of the product. It allows you to have the ship date differ from the invoice date so you can control when it affects your accounting system, regardless of when it was shipped.

• Ledger Date – controls when the invoice affects the ledger. This is different from the invoice date. It can cause balancing issues if you use an invoice date that is different from the ledger date.

• Invoice Type – gives you a reporting field for running sorts, can control what ledger accounts an invoice affects, and allows you to use invoice type prepay types.

• State/County – represents a taxing district that will allow you to run reports by taxing district and pull in the default sales tax based on where it was picked up or delivered to.

• Sales Order – pull a sales order into the invoice at the front of an invoice.

• Blend Number – pull in an AGY blend number directly to the invoice without needing to create a sales order first for the blend.

• OK Button – will take you to the line item entry.

• Returns – allows you to return items from a previous invoice.

• Payments Button – will take you directly to enter a payment on account. After completing the payment on account, you will be returned to the invoice menu.

• Formulation Button – will take you directly to the AGY formulation screen to begin a new formulation and return you to invoicing when you are done.

• Cancel Button – will exit you from the invoicing menu and take you back to the Inventory menu.

Invoicing – Splits Items

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The top of the screen displays an overview of the invoice default information. These fields may be edited by selecting the Details button.
The middle part of the screen displays any splits that would have defaulted from the Ship To name ID. You can also edit these splits for the invoice by selecting the Splits button.
These splits pull from the Name/Address package.
NOTE: The name/address splits will override any Splits from the AgroGuide Farm/Field setup.
If you select this button after adding line items from AgroGuide Farm/field, the farm/field splits are lost.

The bottom of the top screen is for keying in the first item number, order number, or blend number. If there were any delivery tickets for this customer, there would also be a button for Delivery Tickets.

Adding Line Item – Field Definitions

Invoicing Entry Fields for Items

When selecting an item for invoicing, the above screen is displayed.
The top of the screen will display a summary of the line items on the invoice as inventory is added.
The bottom of the screen will alternate between keying in the item number and keying in additional detail on the inventory item.

Invoicing – Summary of Line Items

• NO. – the line number of invoiced items on the invoice.

• Loc-Item Number – this field can be toggled to show the description of the item by clicking on the <Alt Display> button on the bottom of the screen.

• Tax – if there is a T in this column, then the item is taxed.

• Qty on Hand – how much product is in stock? Be aware that this field can be affected by order, delivery tickets, bookings, and prepays. It is all based on the inventory setup questions.

• Quantity – how much product was invoiced?

• UOM – the units of measure used on the invoiced quantity

• Price – the price of the inventory item.

• Per UOM – the pricing unit of measure. For example, you may choose to invoice out in tons, but quote the price in pounds.

• Total Amount – the extended amount of the quantity multiplied by price.

• Bill To / Splits – how many ways an inventory item has been split.
  If the item is 100% to the Ship To Name id, the button reads Bill To
  Once you add a split, the button reads Splits

Invoicing – Keying Item Detail

• Item Number – Description – the description of the inventory item is displayed and can be edited to another description.

• Quantity – how much product was invoiced?

• UOM – the units of measure used on the invoiced quantity

• Price – the price of the inventory item. Note that the price is searchable so that, although it defaults based on the price level/schedule you started on the invoice, you can search for every available price defaulted in the system.

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• Per UOM – the pricing unit of measure. For example, you may choose to invoice out in tons, but quote the price in pounds.

• Total Amount – the extended amount of the quantity multiplied by price.

• Discount – discount defaults in from the item discount code and if the item is set to use terms discounts, then the terms discount rate will default in. If an item does not have a discount code defined at all, then this field will not be available.

• Activity Location – allows user to drive the sales and cost of sales to another location, even if the inventory item is in a different location.

• Other Reference – 15-character field that can be used for running reports. You have the ability to change the name of the field in invoicing setup.

• Line Item Remark – use this field to key in a remark or to bring over AGY fields such as crop, farm, field, etc. See order entry setup to define what populates this field from AGY.

• Sales Tax Fields – if the item is marked with a sales tax table in item maintenance, the sales tax table percentages would appear to the lower right of the screen. Whether you can edit these fields is defined by system security.

• OK Button – will accept the screen and move you to the next screen.

• Inventory Button – takes the user to the inventory status screen of the item being billed.

• Agronomy Button – takes the user to the agronomy information screen where field details can be attached to this line item.

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• Remarks Button – takes the user to the 36-invoice remarks that will save with the invoice form and can be viewed in A/R Balance inquiry or reprinted on the invoice and reports.

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• Bill To Button – allows the user to edit the split on this line item only.

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Invoicing – Editing Inventory Lines

The screen below appears if more than one item is displayed in the item grid.

• OK Button – will take you to the next screen of invoicing.

• Edit Button - allows you to edit quantity and price of every line item that is displayed in the grid voice.

• Edit All – this button opens the first item displayed in the grid and will move you to the next item automatically without your having to select the next line in the grid.

• Splits – Allows you to edit the splits on the invoice

• Weights – Allows user to sum up lines on the invoice to a scale ticket, then it reallocates the units of the lines based on the scale ticket.

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Invoicing – Invoice Summary Screen

This screen allows the user to make the final changes to the items and then apply payments.

The top of the screen gives you an overall view of the invoice and what is available to assist in payment of the invoice. Note that the credit information that displays is a function of the ACR Setup Screens. This information can be hidden.
The bottom of the screen lists the inventory line items for that Bill To Name ID. At this point, you are working on each Bill To's share of the inventory. You will repeat this screen for each split. Note the column that displays the Split % of each line.

• Select Button – if you highlight one of the lines in the invoice & hit <Select> the pricing fields are opened up to edit the price for this bill to only.

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• Continue Button – will take you to the next screen.

• Reprice All/Details – this button will open up the first invoice default fields. The dates are display only fields. Any changes to invoice terms and state/county will cause the system to recalculates taxes and available discounts. At this point it is only affecting this Bill To customer. If you use this field on the other splits, the terms code and state/county will be blocked.

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• Tax/Discount Button – this button will allow you to edit the sales tax and discounts on the invoice. Any edit will be allocated back to the items that are flagged for discount and/or tax.

• Paid/Booked – see documentation on bookings and prepays for more detail.

• New Payment – allows user to key in a payment for the invoice.

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• Alt Display Button – toggles from the item number to the inventory item description.

• Cancel Button – will wipe out any changes you have made with the other buttons. If no changes have been made, it takes you back to item entry.

Invoicing – Invoice Misc Fields

This is the final screen of the invoicing before printing or saving/exiting.
The top half of the screen offers a summary of the invoice amount and what has been applied against it. The invoice number and date are also displayed.

• Due Date – defaults from the Terms Code but can be edited prior to saving. This due date will flow to all consecutive invoices if this is a split billing.

• User Field #1 & #2 – user-defined fields whose description is controlled in ACR Setup.

• Description – this becomes the description of the invoice that is visible in A/R Balance Inquiry and will print on the statements. There are defaults in Inventory – Invoicing Setup to control what defaults into this field or if this field is required.

• XRef Document – will allow you to key or search for another AGRIS invoice number to attach this invoice to for reference. This is used when you are entering a credit invoice that should be applied to a particular debit invoice.

• Name Address fields (Name ID type through the next 5-fields) – these fields titles are defined in name/address setup – Code Descriptions. These fields can be made required (shown by asterisk on screen) and are used as a sorting feature when running reports.

• Order Field #1 & #2 – titles for these fields are found in Inventory – Order Entry Setup. Anything keyed on a sales order that is invoiced will default into these fields. These fields can be printed on forms and reports and used to sort by in reports.

• Their Order No. – this field is controlled on each bill to name ID. It is used to force your clerks to key PO numbers of customers that require them, such as government agencies. But this field can also be used to record counter ticket number, thus placing a link between the counter ticket number and the document number that is assigned in the AGRIS system.

• Shipper Name ID – allows user to attach an AGRIS name ID to the invoice that is setup to represent the shipping company that delivered the product. You can run reports on this.

• Agent/Broker ID – allows user to attach an AGRIS name ID to the invoice that is setup to represent the person who handles crop management for this person.

• Invoice Remarks #1 thru #5 – this is the first of the 36-remarks that can save with an invoice for reprinting later. DO NOT confuse these with the invoice messages that do not save when the invoice is completed. Remarks are meant to save detail such as delivery instructions or field details on the invoice, whereas message lines are meant to be used as a Sales Tool.

• OK Button – will return to the next split invoice summary screen or will take user to the screen to edit Ship To and Bill to Address.

• Save/Print Button - the Save/Print will move the user to the printer dialog box or prompt the user to fill in required fields left blank. If there are required fields, the user must fill them in prior to printing.

• Save/Exit Button – the Save/Exit will complete the invoice (provided all required fields are filled in). If there are required fields the user must fill them in prior to ending the invoice.

• Cancel Button – will take you back to the invoice summary screen.

• Signature – Allows for an electronic signature of whoever is picking up the item(s).

Invoicing – Shortcuts to Speed Things Up

The invoice is the final step of removing inventory from your balances and accruing sales. It can be set to handle many different business needs. Please review the following information to find things that may speed up your invoicing process. Not all scenarios are covered, but we are covering 3-scenarios that are hidden from the casual user and may make your invoicing processing move more quickly if they are taken advantage of.

Invoicing – Negative Key – Fast Key Entry

The Negative/Minus sign will take you into an invoice mode that just has you enter item number after item number. Invoicing will not stop to allow you to edit quantities or prices. Once you have finished adding the inventory item numbers, then you use the <Edit All> function to start at the first line item and key in the quantities and prices before moving to the next line item. After editing the last line item, you will complete the invoice.

Invoicing – Positive Key – UPC Code

The Positive/Plus sign will take you into the UPC code entry mode. This allows you to key the UPC code of the item or scan it in if you have a scanner. This field will search the UPC code field that can be keyed in on the item maintenance screen. If you are using a programmable scanner, it can be programmed in such a way that it will send the plus key, UPC code, and quantity of 1.00 so that you are just sitting at the inventory item screen scanning items in. If you have the prices already defaulted on the items, this would allow you to use AGRIS invoicing in fast retail environments.

Invoicing – Tab Sequence Order

Input Control Tab Order sequence and Tab Stop preferences can be defined for forms with active input controls excluding data grids and menu lists. Tab Order / Stop preferences are stored by AGRIS. Station Id.
(Not available in AgroGuide, oneWeigh, and Point of Sale (Store Manager))

General Setup

AGRIS Main Menu > Customize > System Configuration > enable Set Tab Order
Access to Maintain Custom Tab Order Sequence The "Edit Tab Order Preferences" will launch the tab order edit utility. It is only accessible if the form contains active input controls excluding data grids and menu lists.
The "Enable/Disable Tab Order Preferences" controls the AGRIS session's "enable set tab order flag". It acts as a toggle, turning the flag on or off. By default the session flag is turned on at the beginning of each AGRIS session. The session value remains in effect until the re-selection of the command button or the termination of the AGRIS session. Disabling the tab order preferences will set the current form's tab order back to the default order. Enabling the tab order preferences will set the current form's tab order to the preferred order if one has been assigned to the form.
The tab order sequence screen is accessible by pressing the F12 command button on the screen you wish to reconfigure.

Set Custom Tab Order (Tab Order / Stop Edit)

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• Enter the numerical order to control how the cursor moves from field to field.

• If you place a negative number in the field, then the field is skipped when using the tab function.

• You can still use the mouse to select the field, but tabbing to the next field will always skip over it.

• This new option is a workstation setting so it's unique to each workstation.

• If you happen to be working on someone's machine and their tab order is driving you to distraction, it can be turned off by selecting F12 to open the function window, the F9 to Restore Defaults. When the owner of the workstation comes back, they can use the F12 function to set their saved settings back on.

• F10 function key, Save/Exit, saves the tab order sequence preference and exits the utility.

• F11 function key, Cancel, exits the utility without saving changes.

Payment on Account Process

Step One:

An invoice is keyed into the AGRIS system, debiting the customer's Account.

Step Two:

A monthly statement is sent to the customer to notify them of an outstanding A/R Balance.
Depending upon your business, you may send out invoices daily instead of statements. This is usually dependent on the amount of the invoice. Billing out trainloads of grain creates large dollar invoices. This amount of money is not something that you send out a monthly statement on. You want to get this into the customer's hands sooner.

Step Three:

Customer mails or brings in payment for the invoice/statement amount.

Step Four:

The A/R clerk enters the payment and applies it against the outstanding invoices.

Step Five:

The payment is included in the daily deposit to the bank and listed on the deposit slip.

Step Six:

Someone other than the person making the deposit verifies that the A/R Daily Cash Receipts report matches the Daily Deposit Slip for audit control.
Even if the A/R Clerk does everything, have another person check the balances between the receipt report and bank deposits. This is a simple thing for a manager to check.

Entering Payments on Account

The function of payments is to record the ROAs (Received on Accounts) of customers. The AGRIS system gives several functions in the Payment/Prepayment function. ACR > Payments/Prepayments

1. Record Payments – enter money received and apply against invoice to mark them paid.

2. View Existing Payments – allows a user to verify how data was entered. This is separate from Edit Existing payments so that security can be set for those that can edit vs. view.

3. Edit Existing Payments – allows comments to be changed. Note that you cannot change bank codes or name IDs here.

4. Apply Payments – allows payments on hold and prepayments to be applied

5. Reclassify Prepay Types – changes prepays from one item to another item or type.

6. Reclassify Multiple Prepayments For an Inventory Item – Allows you to reclassify multiple prepayments for one item, to another item.

7. Reverse the payments and/or application – allows a payment to be voided or placed on hold. The payment may remain on hold indefinitely.

8. Transfer Bookings to Prepayments – allows you to move a booking (promise to buy) to a prepay document when the customer brings in the funds. Not covered in this class.

9. Reprint receipt forms – will reprint your receipt form and show what invoices the receipt has paid.

10. Print Prepayment Recap – allows you to print a recap bar chart of prepayments by Location, Customer, Product Category, Item, etc. Payment Setup Options

ACR > Setup Information > General Information > Screen 1 of 4

Default To print Cash Receipts? – this field places a yes or no in the field that appears when entering receipts, and it assists in saving keystrokes.
Use Which Receipt Number Range – these are set where your A/R receipts will be getting their default document numbers from. These ranges are setup under Customize – document Numbers.

Screen 3 of 4

Apply payments To Finance Charges First? – answering Yes will pay all finance charges in due date order before a payment is ever applied to an invoice, no matter how old.This practice is controlled by the state, so a company should verify if their state will allow the practice of paying finance charges first instead of the principal.
Default Payment Option – this option helps set defaults for the dataset so that you can move more quickly through the payment application process.
Prepayments By item Description – controls the default for the dataset regarding whether item description prepays are for items that only Start with certain wording or contains certain wording. For example, is the prepay receipt only for items that start with FERT or for items that have the letters FERT anywhere in their description.

Recording Payments

ACR > Payment/Prepayments > Enter Payments Received
Or
INV > Invoicing > Payment

Receipt Header Info

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1. The Location Code will control the receipt location.

1. Enter the Name ID Number that is paying their bill.

2. The Payment Date is the ledger date the payment will hit the A/R in the ledger.

1. The Postmark date allows you to still give the customer discounts without refiguring what the discounts should be. Example: A customer's discounts expire the 10^th of the month. You receive the check for the account balance on the 12^th. The customer dated their check the 10^th and took the discounts. You are entering the check on the 12^th, so the discounts will be lost. But, if you enter a postmark date of the 10^th, the discounts will still be calculated as you apply against each invoice.

2. Choose the Bank Code that this payment should debit. If left blank, it will default from the Name ID or Location.

3. Enter the Deposit Number. This could match a physical number printed on a bank deposit slip or you can just enter the date of the deposit. For example: I will receive payments for three days before I finally create a deposit slip to take to the bank. The 1^st, 2^nd, and 3^rd days' payments on account will all go in on the third day's deposit slip. So, all the payments that I enter between the 1^st and the 3^rd will have YYMMDD for a deposit number.

4. Enter the remarks for the payment, if any.

5. The receipt number will default from the setup.

6. The Payment Type is for specifying a regular payment or a prepay payment.

Enter Payment Amount

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1. Payment Amount – actual cash amount received from the customer

2. Check Number – the check number of the payment

3. Balance Due – shows the unpaid invoice amount for the account

4. Account Balance – the total of unpaid invoice plus payments/prepayments on hold

Apply Option: (defaults from A/R Setup)
Recommend using Option 1) Apply amount to selected invoices. This way you choose which invoices will be paid.
Option 2) Apply Entire Amount to Balance Due. This will apply to the oldest due date first, unless you are paying finance charges before anything else.
Option 3) Leave Remaining as Unapplied Payment. This will leave a payment on hold.
Option 4) Apply Entire Amount to JDF Multi-Use. An extended option that allows farmer to pay his John Deere Financing bill at the coop.

You must enter through an invoice selection criteria screen. Recommend that you blank out all the fields. Then you will be able to see all invoices available for payment. Once you can see all the invoices, choose the invoice that you wish to apply the payment to.

The invoice that is to be paid will appear showing a payment and discount allowed amount.

• The user must okay the amount of the receipt that is applied to this invoice.

• The user may give a discount to the customer, even if there was not an original discount setup.

• There may be multiple receipts on an invoice, but only one unique receipt number can be applied per invoice. This is the answer to the question, why can I not apply this receipt. Check to see if it has been applied once before.

A/R Balance Inquiry

To Inquire on a Customer Balance via A/R

• From the Accounts Receivable menu, choose Account Balance Inquiry.

• Select a customer or search if you do not know the customer number..

• Select the location or all locations you want to inquire on.

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• The following options will now be available for inquiry:

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1. Address/Phone - displays the address, phone number, and any miscellaneous fields from the Name Address system.

2. Aged Balances - displays the customer's age analysis.

3. Invoices - displays all invoices for a particular customer. The invoices may be looked at by viewing all invoices, unpaid invoices, paid invoices, or void invoices. Each invoice can then be looked at individually for further information.

4. Payments - displays all payments for a particular customer. The payments may be looked at by viewing all payments, unapplied payments, applied payments, or voided payments. Each payment can then be looked at individually for further information.

5. Sales Orders - displays all sales orders for a particular customer. The sales order may be looked at by viewing all orders, active orders, filled orders, underfilled orders, canceled orders, or any of the 9 user-defined pending order statuses. Each order can then be looked at individually for further information.

6. Delivery Tickets - displays all delivery tickets for a particular customer. The delivery tickets may be looked at by viewing all tickets, estimated tickets, invoiced tickets, or voided tickets. Each delivery ticket can then be looked at individually for further information.

7. Sales Bookings - displays all sales booking documents for a particular customer. The sales bookings may be looked at by viewing all bookings, unapplied bookings, applied bookings, or voided bookings. Each sales booking can then be looked at individually for further information.

8. Account Balance Analysis - displays a comparative analysis between the accounts receivable and accounts payable balances.

9. Budget Billing Agreements - displays all budget billing agreements for a particular customer. The agreements can be looked at individually for further information.

10. Calculate Amount Due - allows you to enter in an As of Date. The customer's balance is then calculated as of that date.

11. Invoices/Payments - displays all invoices and receipts for a particular customer. The transactions may be looked at by selecting a date range and all, non-void, or void transactions. This option allows the user to see everything that affected a statement.

To Inquire on a Customer Balance from Any Package

From the Name/Address, INV Invoicing, Commodity Accounting shipment entry…From any screen that contains a name ID entry, you can now JUMP_JUMP_JUMP to other package functions.

• In the example shown above, the user is in Name/Address package > View/Edit Name ID.

• Without escaping back to the main menu of AGRIS, they can jump to the ACR – Account Balance inquiry for this customer.

• Or they could jump to payment entry for this customer

• More functions are being added all the time, so be sure to check these after each AGRIS service pack update.

End of Day Reports

Your business is only as good as its last backup.
Every business should have a backup system in place that is backing up the system on a nightly basis. But we've all been in the situation where:

• the tape backup was corrupted

• the raid drive had a disk that goes out and only a portion of the data can be recovered

• flood water got to the server and backup tapes

• the grain bin next to the office collapsed, destroying equipment

• a former employee caused some mischief upon existing the business

Because of "life circumstances" it never hurts to have some additional backup. Therefore, a recommendation to print end of day reports is being made. These are not reports that you have to keep forever. But it's a quick, fast way to recover from data disasters. If it's printed out, then it can be rekeyed.
Also, if it's printed out, the daily entry of information can reviewed for errors and corrected in a timelier manner.

A/R Reports

• A/R Invoice report DAILY SALES SUMMARY for a list of invoices keyed that day.

Be sure to answer YES to print G/L and Item Invoice detail.

• A/R Payment report A/R PAYMENT RECEIVED REPORT for a list of payments received that day.

~ Documentation Written By Janet Krumholz 03/19