Invoices and Other Documents
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Using this facility you can produce Invoices from EDNs or RFPs and create Special Invoices for items that do not appear on an EDN or RFP.
Invoices for EDNs are on a one-to-one basis. One Invoice per EDN. With Invoices for RFPs you have a choice of the one-to-one type or you can have a Customised Invoice.
The Customised Invoice in EdiSoft is similar to the Customised Health Certificate. It allows you to combine more than one RFP onto a single Invoice or you can split an RFP onto more than one Invoice (and combinations of the above). The nature of this task is complex but with EdiSoft we have tried to simplify it for you.
This type of Invoice is necessary where an RFP can have more than one Consignee (as for Grain).
To be eligible for an Invoice an EDN must have reached a Status of "CLEAR" or "CONFIRM". An RFP must have reached "HCRD" or "COMP" Status.
To create a Invoice from an EDN or RFP do the following steps.
Click on the "Invoices & Other Documents" button on the Banner screen. The method is the same for both EDNs and RFPs so where we refer to EDN you should also read (or RFP).
Using this facility you can produce Invoices from EDNs or RFPs and create Special Invoices for itmes that do not appear on an EDN or RFP.
Click on the "Create a new Invoice from an existing EDN" button.
Select one EDN from the list displayed. Let us call this one the Base EDN. You can only select one and this is the one you want to create an Invoice for. When you click OK the Invoice will be generated and data transferred from the EDN to the Invoice. The Details Screen will then be displayed.
When you get into the Details Screen you will notice that much of the information has been transferred from the EDN, including the Line Items and some of the detail has been added to each Line Item. You need to check that this is what you want and update the missing information. There may be some items you wish to add that were not on the EDN (Freight, Insurance etc.). These items can be added in two areas depending on the terms of the Invoice. If you want the item to appear before the sub-total then add a "Special Line Item". If you want the item to appear after the sub-total then add an "Invoice Extra". These can be added in any combination.
Click on the "Check It" button to see if any essential information is missing. This button is only a check. The Invoice can be printed if there is missing data. It is your responsibility to make sure it is all there so use the Print Preview feature.
Once an Invoice is printed it cannot be changed. The facility to correct errors is described later in this section.
To create a Custom Invoice do the following steps.
Click on the "Invoices & Other Documents" button on the Banner screen.
Click on the "Create a new Custom Invoice" button.
Select one RFP from the list of RFP's displayed. Let us call this one the Base RFP. You can only select one and this will be used as a basis for the data that must match when RFP's are combined. Some of the fields are Exporter, Consignee, Vessel, Voyage, Export Date.
If this RFP has more than one Consignee then a Invoice will be created for each of those Consignees, you will be advised of the number of Invoices that were created and the Summary Screen will remain displayed so that you can select the first one you want to edit.
If there is only one Consignee on the selected RFP then the Invoice record is created and the Details Screen is displayed.
When you get into the Details Screen you will notice that much of the information has been transferred from the RFP but there will be no Line Items. To generate Line Items you go to the Line Items folder and click on the button to "Combine RFP's onto a common Invoice." A list of RFP's that match the Base RFP will be displayed for you to select from.
Select those RFP's you want to combine with the Base RFP to make up this Invoice. If you are splitting an RFP then select that one. To select a RFP you hold down the "Ctrl" key on the keyboard and click the appropriate line with the mouse cursor. You can select more than one. Then press the OK button.
The system will now generate the Line Items for you. It will also generate a "sub line" record, one for each RFP you have selected. This "sub line" is necessary because the system needs to know how much of each RFP Line Item is to be recorded on a Invoice Line Item. You will notice that the initial values are the full amount of the RFP Line Item. If there was more than one Consignee on the original RFP then this Initial value will need to be reduced on each "sub line" to reflect the Weight, Number pf Packages and Invoice Value you want to allocate from the original RFP to this Invoice Line. Do this for each "sub line" on each Invoice Line.
This process can be tedious but only you know how the numbers are to be distributed.
When all the weights are entered, press the "Check It" button to see if any more information is required. Enter what is required and close the screen (or print the Invoice).
You can print this Invoice now but it is recommended that you wait until you have completed any other Invoices linked to RFP's on this Invoice. You might need to make changes.
If more than one Invoice was created because there was more than one Consignee, enter the details for these in the same manner. When you generate the Line Items you will notice that the "unallocated weight" is put onto the generated "sub line". If you have done the first Invoice (or Invoices) correctly then the last one will not need to be modified. This is a check to ensure the Total Weight on the Invoice agrees with the Total Weights on the RFP's.
"Fixing Mistakes" and Special Invoices
Once an Invoice has been printed it cannot be modified. If you have made a mistake then print a Credit Note. This will then enable you to make your changes. The next time you print this Invoice the Invoice Number will have a postscript of "/1" (or "/2" etc) depending on the number of times you have reversed the Invoice and made changes. The same applies to The Credit Note Number.
If you need to send an additional Invoice (i.e. for Additional Freight which has come in too late to put on the Invoice) then create a "Special Invoice" and send this Invoice.