A. Getting Started                     This is a DATA ENTRY PROGRAM

 

         The Purpose of FUTURE BILLINGS is to be able to Enter and Store Billing Input
         which will be AUTOMATICALLY RECALLED AT A SPECIFIED FUTURE TIME and
         PRINTED along with other Miscellaneous Billings.

         

         This is especially useful for a SERIES of MONTHLY BILLINGS, like a SERVICE
         CONTRACT. Billings are entered once and produced AUTOMATICALLY EACH
         MONTH for the life of the Contract.
 

         On the A/R and Billing / Miscellaneous Billing Menu
          select #1 - Enter FUTURE Billings.
 

                 You will see an Input Screen with EMPTY BOXES. (The file was emptied when

                   you did the last Billing Print & Update).

 

                 If you see a filled in record on the screen, it means that:

 

                        A.  Some entries for this Billing Input Run were made at an earlier time.

                         (Click on Switch to ADD button to bring up an EMPTY Input Screen)

 

                                          OR:

 

                      B.  The LAST BILLING INPUT RUN was NOT updated.

                        Verify that these are the last Billing Input Run's valid entries, then Update & return)

 

B. Body of Billing Record.

         

    1. Enter Customer Code                                REQUIRED ENTRY

 

         Enter a VALID Customer Code, then Click on Job Code or Press TAB key.

         If the Code you entered was INVALID you will see the SCAN FOR WINDOW where
         you can search for the Correct Code.
 

         If you are not sure of the Customer Code, enter the FIRST LETTER of the FIRST NAME.

          Then Press TAB key to bring up SCAN FOR WINDOW.

         

         If the Customer Name is NOT IN THE LIST, you can ADD A NEW CUSTOMER by

          clicking on the WINDOWS MENU BAR.

 

    2. Enter Job Code (if this Billing pertains to a Job)

 

         Enter a VALID Job Code, then Click on Invoice # or Press TAB key.

         If the Code you entered was INVALID you will see the SCAN FOR WINDOW where
         you can search for the Correct Code.
         

         If you are not sure of the Job Code, enter the FIRST LETTER (usually indicates

          type of Job) Then Press TAB key to bring up SCAN FOR WINDOW.

         

         If the Job Name is NOT IN THE LIST, you can ADD A NEW JOB by clicking on the

          WINDOWS MENU BAR ,then clicking on the JOBS selection.

 
3. Invoice Number                                (LEAVE BLANK)

         For FUTURE BILLINGS the INVOICE NUMBER IS LEFT BLANK. Invoice Number is
         assigned during the PRINT BILLINGS Step at the time Future Billings are printed.

4. Override Invoice Date                (LEAVE BLANK)

         For FUTURE BILLINGS the OVERRIDE INVOICE DATE IS LEFT BLANK. Invoice Date
         is assigned during the PRINT BILLINGS Step at the time Future Billings are printed.

5.Override Due Date                                (LEAVE BLANK)

         For FUTURE BILLINGS the OVERRIDE DUE DATE IS LEFT BLANK. Due Date
         is assigned during the PRINT BILLINGS Step at the time Future Billings are printed.

6. Customer Reference

         Input Box for CUSTOMER PURCHASE ORDER or other CUSTOMER REFERENCE
         Notation.

 
7. Override LOCATION

         If this Invoice is for work performed at a DIFFERENT SALES LOCATION
         than the one setup in the Job Master Record or the Default Location
         enter an OVERRIDE SALES LOCATION.

8. Type of Transaction                                REQUIRED ENTRY

         TYPE OF TRANSACTION determines the General Ledger SALES, ACCOUNTS RECEIVABLE
         and OTHER ACCOUNTS that will be posted for this Billing Entry.

         Click on the down arrow and select the Type that fits this entry.

         If there is no type in the List Box that fits this entry you can ADD a New Type of
         Transaction by Clicking on the Windows Menu Bar at top left, then Click on Sales
         Transaction Codes.

9. Override CUSTOMER TERMS

         To OVERRIDE the CUSTOMER TERMS OF PAYMENT entered in the Customer's Master
         Record, Click on this Drop Down List Box and select TERMS from the List.
 

10. Override CUSTOMER NAME & ADDRESS

         CUSTOMER NAME & ADDRESS are filled in AUTOMATICALLY after the CUSTOMER CODE
         is entered. Information comes from the Customer Master Record. Click on any of these
         Input Boxes to make a TEMPORARY CHANGE for THIS BILLING ONLY. Changes here
         will NOT AFFECT the Customer Master Record.
 

11. Override FOR (Job Name & Address)

         JOB NAME & ADDRESS are filled in AUTOMATICALLY after the JOB CODE
         is entered. Information comes from the Job Master Record. Click on any of these
         Input Boxes to make a TEMPORARY CHANGE for THIS BILLING ONLY. Changes here
         will NOT AFFECT the Job Master Record.

12. SERVICE DATE

         (Not used for Future Billings)

13. DISCOUNT AMOUNT

         Input Box for DISCOUNT AMOUNT. If used, it will Print on the Billing and Subtract from
         Net Amount Due. Discount Amount is not used elsewhere. IF DISCOUNT IS TAKEN
         it is entered when PAYMENT IS POSTED.

 

C. LINE ITEM ENTRY

1. Display Grid

The Display Grid below shows Line Items as they are entered. Use this Grid to ACCESS a
previously entered Line Item to CHANGE or DELETE it.

Click on Line 1 or 2 to bring an existing Line Item up in the ENTER ITEMS Window.

Click on the BLANK LINE at bottom to bring up an EMPTY Enter Items Window for
entering a NEW RECORD:

         Click on the above BOXES and BUTTONS for explanations on HOW TO USE
         this LINE ITEM ENTRY WINDOW.

(Note - CONTRACT ENTRY and NEW RETAINED are NOT USED with FUTURE BILLINGS).

D. USING TEMPLATES

Templates allow you to SAVE and RECALL Line Items which are COMMONLY or
FREQUENTLY USED. Their Purpose is to REDUCE KEYED INPUT, saving time and
errors. Any LINE ITEM or SET OF LINE ITEMS can be saved as a TEMPLATE by Clicking
the Save Line Items as a Template button at the center right of the Screen. This causes
the Template Window below to appear:

After keying in the LINE ITEMS we wanted to SAVE AS A TEMPLATE we Clicked that
button and the above Window appeared.

Next, we keyed in a NAME for the TEMPLATE in the SAVE AS Input Box. After Clicking
the SAVE THE TEMPLATE button those Line Items will be added to our List of Templates,
available for Recall by using the above Name.

The REMOVE A TEMPLATE button allows us to Click on a Template Name we don't use
any more, then Click this button to REMOVE THOSE LINE ITEMS from our Template File
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TO RECALL A TEMPLATE use the Select a Line Item Template Drop Down List Box  at right
of Screen above the Line Item Display Grid, as in the below example:

                         

To bring the Line Items from the Template into the Display Grid, just Click on the Template
Name in the Drop Down List Box. The Line Items can then be EDITED as required..

 

E. VERIFY TOTAL INVOICE AMOUNT

See that the TOTAL DISPLAYED in the INVOICE TOTAL BOX at the bottom of the Price
Column MATCHES the TOTAL on your Source Document.
 

F. SPECIFY FUTURE BILLING PARAMETERS

After Clicking the Display Future Billing Instructions button, the Window below will appear:

The above Window is used to setup a NEW FUTURE BILLING by entering the NUMBER
OF MONTHS TO BILL and the BILLING START DATE. The FIRST TIME you run the PRINT
BILLINGS Program after the above Date, this Billing will be included.

The Window can also be used to CHECK or CHANGE the Status of Future Billings. The 2
lower DISPLAY BOXES will report the Number of Times Billed and the Date of the Last Billing.

Click on the Display Future Billing Instructions button AGAIN to REMOVE THIS WINDOW and
continue entering Billings.