Creating an Invoice - Split Invoice

Overview

Use this job aid to create a split invoice. When a Ship to Name Id is selected during invoicing any splits associated with that name (relationships for splits are maintained in the Name and Address package in V9) are automatically applied to the items on the invoice. However, you may adjust the split percentages to be applied to all items on the invoice at the beginning of the invoicing process. Alternately or in addition, to this overall change in the splits, you can also adjust splits for each line item on the invoice individually. Any changes made to split percentages during invoicing do not effect the master record for the Name Id permanently. V9 recognizes that these adjustments are pertinent only to a specific invoice.

Note: To view more detailed information about buttons and features not covered in this job aid, refer to the Creating an Invoice - Charge on Account topic link below.

To create a split invoice:

From the Toolbar, click INV for Inventory.
From the Inventory menu, select Invoices.
From the Invoices menu, select Invoice Entry.
In the Location Code box, click Lookup or type * and press Enter, and then select the location code where you want to maintain the invoice, or type the location code where you want to maintain the invoice.
In the Ship To Name Id box, click Lookup or type * and press Enter, and then select the customer ordering the merchandise from your company, or type the customer ordering the merchandise from your company.
In the Pickup/Delivery box, type P for pickup or D for delivery. An entry P will apply state/county taxes from pickup location. An entry of D will apply the state/county taxes associated with the customer Name ID.
Click OK.
If you need to adjust splits, Click Splits.
If the user has security privileges to see A/R balances, the Balance Due displays on the right side, and a Balances appears. The user may click on Balances to view all AR balances for all splits. It should be noted that access to this information is controlled by system security.
If a billing split is over the credit limit, an ! appears next to that split.
In the Name Id boxes, click Lookup and select the name Id(s) you want to have splits on the invoice.
Now enter the amount of the split percentages (must total 100).
In the Bill to Pricing box, a value of N means that pricing will be applied to the Name Id according to the bill to Name Id for this invoice. A value of Y means that pricing will be applied according to that Name Id's set up, not by the bill to Name Id for the invoice.
Click OK.
Note: All items entered on the invoice will automatically split according to the percentages you just set up. Changes made to the splits only effect the invoice you are creating. To make permanent changes to splits, go to the _________ topic in Name and Address.
In the Item Number box, click Lookup or type * and press Enter, and then select the item number, or type the item number and Click OK. Note: Each inventory item on an order is referred to as a "line item".
In the Quantity box, type the quantity to be purchased of that item.
In the UOM box, click Lookup or type * and press Enter, and then select the unit of measure, or type the unit of measure.The unit of measure mus share a common unit of measure with the sales unit of measure.
In the Price box, if no price defaults for the item, type the selling price per unit of measure.
In the Per GAL box type, click Lookup or type * and press Enter, then select the unit of measure, or type the unit of measure.
In the Activity Loc box, the current location defaults, or you can click Lookup or type * and press Enter, and then select the location code, or type the location code that will record the line item activity. The ledger account assigned to the CS system account code for cost of goods sold in SJI is affected at the location identified by the activity location code.
In the Other Reference box, type reference or leave blank.
In the Scale Ticket# box, click Lookup or type * and press Enter and choose ticket number or leave blank.
To view on-hand quantities for the item available at other locations, Click Inventory.
To toggle the second column in the line item display to show either Item Description or Item Loc and Number, Click Alt Display.
Click OK.
If a specific line item needs a different split from what was setup in steps 8-15, Click Bill-To.
In the Billing Relationship window, edit the splits as needed for the line item by typing over the percentage value. EXAMPLE: The invoice is split between a farmer and his landlord. The charges for fertilizer are split 50/50, and the farmer paying 100% of any delivery or application charges. The relationship is defaulted from the Agris Name/Address System and may be accepted or overridden. The operator must edit the bill-to relationship on the line item for delivery charges and change the percentage on the farmer's name ID to 100%.
Click OK.
If you need to adjust splits on individual line items you can do so by clicking on the Edit button.
To adjust the splits for a specific line item, highlight the line item and Click Bill-To, and adjust the splits as discussed in steps 26 and 27.
The Weights button is provided so you can total weights of line items and apply that total to a freight service item on the invoice if needed. This would typically be done after adding last item to the invoice. The last item added to the invoice would typically be freight if freight charges are invoiced as a separate line item.
Once all desired line items are added to the invoice, leave the Item Number box clear of all characters and Click OK.
You are now ready to complete the invoice for each split.
Make any changes necessary relative to Repricing, Tax Discounts, and/or apply prepayments. For more information on the activities relevant to these buttons review steps 30-45 on the topic Creating an Invoice - Charge on Account.
Click Continue.
In the Invoice Number box, the defaulted invoice number appears. You may type over this invoice number and enter a new one as long as it does not repeat an invoice number that was previously used in the system. Blank out the invoice number box if you want to use the next control number. Control numbers are sometimes used for manual invoices in AR/AP, and the system generated invoice number is used with item invoices.
Click OK.
In the Due Date box, select or type the due date for payment.
User Field #1 and #2 are miscellaneous boxes, the use of which is determined by your particular setup.
In the Description box, the default description of the item displays, if the description is not correct, type a new description.
In the Xref Document box, type a cross-reference document number, or use the Lookup to locate the document number you want to associate with the invoice. This is typically used when issuing a credit for a specific invoice and that invoice needs to be referenced to the credit invoice being created.
You now have two choices for continuing the invoice, which are described in the next two steps.
Choice #1, to continue to the miscellaneous reporting fields. In these additional boxes you can enter information such as Agent/Broker, Farm, Shipper Name ID, etc. for use in reporting additional details. After entering the miscellaneous reporting information, Click OK, to proceed to the next split on the invoice.
Choice #2, Click Save/Exit, to proceed to the next split without entering information in the miscellaneous reporting fields.
Repeat this process as needed for each split on the invoice (steps 35-45).
THE LAST SPLIT ON THE INVOICE: You will again have two options but with a different result from what was listed in steps 44 and 45.
Choice #1, Click OK, to continue to the miscellaneous reporting fields. In these 10 boxes you can enter information such as Agent/Broker, Farm, Shipper Name ID, etc. for use in reporting additional details. After entering the miscellaneous reporting information, Click OK, to proceed to the comments/remarks windows. Two windows containing eighteen boxes of remarks are displayed. Type any pertinent information in the desired box. These input boxes reflect the descriptive titles assigned in Setup Information. The values in the any of these remark boxes can be carried forward to a delivery ticket and/or invoice if the descriptive titles match. To change this amount, type over the current value. Remarks: With the Forms Design module, the remark boxes can be tailored to the needs of the individual site. For example: the first screen of remarks may be reserved for the vendor's copy of the order and the second screen of remarks could be printed on an in-house release form.
Choice #2, Click Save/Exit, if the invoice is complete and you want to proceed to printing.
For Split Invoices where part of the split will be a zero dollar invoice, you can set the default to either print that invoice or not. (Inv, Setup Information, Invoicing Setup Options, General Information)
At the Do You Want To Print This Invoice? prompt, Click Yes.
Select an invoice form.
In the Shipping and Billing Name and Address boxes, verify the information. If the information is not correct, type new information.
In the Message Line #1 - #4 boxes, the standard messages display, if the information is not correct, type a new message to print on the invoice form.
A maximum of four standard message lines can be defaulted on each invoice form. The same messages are output on all invoices forms. Overridden message lines appear on all succeeding invoices until the user escapes to, or returns to, the Invoices Menu. The standard message lines are not permanently changed by overriding them on this window. To make the changes permanent, the system manager should change the default message lines in Setup Information.
Click OK or Remarks to add any if necessary.
In the Printer box, type the number associated to the place you want your report to print.
In the Copies box, type the number of copies of the report you want to print.
In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
Click OK.

Creating an Invoice - Split Invoice

Overview

To create a split invoice:

Learn more about Invoices feature: