System Values - Sales - Invoice Management

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WARNING: Changing these settings may cause unforeseen issues. If in doubt please check with KCSL's Support Team before making changes.

Invoice Management

The Invoice Management section allows you to configure how you wish the system to behave when dealing with sales orders and invoices in Staged Processing in the Sales Invoice Manager. System Values - Sales - Invoice Management - Invoice Management

  • Warn on Zero Stock Value checkbox (default=ticked):
    • a tri-state checkbox, set to the "on" setting.: When the sales invoice is issued, a warning will appear to inform the user if there are items on the invoice with a stock value of zero. This gives the user the opportunity to stop the sales invoice being issued so they can investigate why there is an item with a zero stock value.
    • a tri-state checkbox, set to the "off" setting: No warning is given that the stock value of an item on a sales invoice being issued is zero.
  • Warn on Zero Order Value checkbox (default=ticked):
    • a tri-state checkbox, set to the "on" setting.: The system warns the user before issuing an invoice when the total order value is zero.
    • a tri-state checkbox, set to the "off" setting: There are no warning if sales orders are issued with total order value of zero.
  • Display card preauths as paid checkbox (default=ticked):
    • a tri-state checkbox, set to the "on" setting.: Any preauthorised card payments against a Sales Order will be considered when assessing the amounts that have been paid in the associated sales invoice. In the Sales Invoice Manager the sales order will be displayed in black and the Paid checkbox will be ticked if any payments are equal to the Order Total, else the sales order will be displayed in red and the Paid checkbox will be unticked.
    • a tri-state checkbox, set to the "off" setting: Preauthorised card payments will not contribute to the ‘paid’ amount, consequently in the Sales Invoice Manager the sales order will be displayed in red and the Paid checkbox will be unticked.
    Note: Preauthorised card payments still need to be authorised before associated invoices can be moved past the Authorise Payment stage.
  • Cheque / BACS Authorisation Required checkbox (default=unticked):
  • Preview Reports in Sales Invoice checkbox (default=ticked): alters the behaviour of Preview Reports function in the Sales Invoice Manager.
    • a tri-state checkbox, set to the "on" setting.: the 'Preview' checkbox in the [ Sales Invoice ] screen will be ticked by default enabling users to preview reports prior to printing or emailing them.
    • a tri-state checkbox, set to the "off" setting: Displays the Print dialog allowing the user to print the reports. This is particularly useful for high volumes of reports / emails.
  • Highlight customers with open sales order(s) checkbox (default=unticked):
    • a tri-state checkbox, set to the "on" setting.: In the Released and Staging stages in the Sales Invoice Manager, customers with other open sales orders containing items fulfillable within [X] days will have a green highlight.
      • Number of days to fulfill the invoice(s) (default=7): This is the number of days that needs to be defined if using the above option.
    • a tri-state checkbox, set to the "off" setting: There is no indication in the Sales Invoice Manager if a customer has other open sales orders.


See How To: Highlight Sales Orders for Customers who have other open Sales Orders in the Sales Invoice Manager for more information.
  • Invoice Date Basis: This option sets the date of the invoice because invoices are always issued to the ledger / accounts with the invoice date (tax point). =
    • SOrder Delivery Date: The invoice date will be based on the delivery date defined on the Sales Order. If an order requires multiple despatches due to part fulfilment then all subsequent invoices will also use the original delivery defined on of the Sales Order as their invoice date.
    • Invoice Print Date (default): The invoice date will be based on the date the invoice is printed. If an order requires multiple despatches due to part fulfilment, then all subsequent invoices dates will also be based on the date the invoice was printed.
    • Confirmed Shipment Date: The invoice date will be based on the date when the shipment was confirmed, i.e. when the order is moved from the Awaiting Shipping grid to the lower Shipped grid in the Shipping dialog.
    Notes:
  1. An Invoice Date that has been defined by a previous System Values option can be overridden by the newly defined condition I.e. If the Invoice Date Basis is set as Invoice Print Date and the invoice has been printed. If the option is then changed to Confirm Shipment and the same invoice has the shipment confirmed, the date will update to the date the shipment was confirmed.
  2. When the invoice date is set, see How To: Understand the difference between Issued date and Sales Invoice date which explains the impact of the Invoice date on the accounts and reports.

Packing

System Values - Sales - Invoice Management - Invoice Management

  • Clear Barcode in Packing Dialog after scanning: (default=unticked)
    • a tri-state checkbox, set to the "on" setting.: The barcode field in the Pack Boxes dialog dialog in the Packing Stage in the Sales Invoice Manager will be automatically cleared after scanning each stock item.
    • a tri-state checkbox, set to the "off" setting: The barcode is not cleared. Note that this can lead to errors as additional barcodes are scanned into the field.

Picking

System Values - Sales - Invoice Management - Invoice Management

  • Sales Order edits retain picking information where possible: (default=unticked)
    • a tri-state checkbox, set to the "on" setting.: Where possible, if a sales order is edited and changes made, this will not impact the picking information. However, if the quantity of an item is changed then the picking information will be reset to reflect this change.
    • a tri-state checkbox, set to the "off" setting: If a sales order is edited the picking information will be reset.

Notes:

  1. New systems are normally supplied with (default) values shown.
  2. The system values dialog is created dynamically every time a new update is compiled and therefore some entries may not appear in the same order as they are listed above.
  3. The 'Manual Card Auth (Batch)' button may not be visible on your system due to PCI DSS Compliance. If required please email us.


See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team