Invoice Record Log

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TEXAS COMMODITY SYSTEM USER GUIDE

INVOICE MAINTENANCE

TABLE OF CONTENTS

Background Information ...................................................................................................1
Impact of Reconciled Invoices ....................................................................................2
Background Information ...................................................................................................4
Detail View..................................................................................................................4
Accessing the Invoice Maintenance Module ....................................................................8
Search Screen .................................................................................................................8
Example Search ....................................................................................................... 11
List View ........................................................................................................................ 12
Detail View ..................................................................................................................... 14

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Background Information

Invoice Generation and Maintenance Modules
The Invoice Generation and Invoice Maintenance modules in TCS hold all of the
invoicing functions. Users generate invoices from the Invoice Generation module, which
creates Invoice Maintenance records. An invoice can be viewed, printed, and
reconciled in the Invoice Maintenance module.
The printed invoice initially serves as a pick ticket to pull the inventory from the
warehouse storage. Either the warehouse delivers the commodity, or the site picks it
up. Someone at the site signs the pick ticket as a verification of receipt of the
commodity. Warehouse personnel return the signed pick ticket to the warehouse. A
warehouse user changes the invoice status in Invoice Maintenance to "Reconciled (R)"
and completes the invoice record by entering the number of units for: Actual, Short,
Damaged, Refused by Site (RBS), and Refused by Distributor (RBD). A warehouse
user prints the completed invoice, which now serves as an invoice to bill the recipient
agency for delivery charges.
For more information about the Invoice Generation module or the invoicing process,
refer to the Invoice Generation section of this manual.

Security Access
All Warehouse and Central users have access to the Invoice Maintenance module.
However, Warehouse users only have access to the invoice maintenance records of the
recipient agencies that they serve. Central users with the appropriate security level
have access to all invoice maintenance records. Only certain users have the ability to
update Invoice Maintenance records.

Forty Case Rule
The delivery rates are based on the "40-Case Minimum Delivery Rule", which prevents
the warehouses from losing money on small deliveries. The 40-Case Minimum Delivery
Rule states: The 40-case minimum, which could be all basic commodities, all processed
end products, or a combination of both, is applied when a recipient agency chooses
multiple deliveries in a month. After the first delivery in a month, each subsequent
delivery for the month will be billed for 40 cases if the delivery is for 40 cases or fewer.
If the delivery is for more than 40 cases, the RA will be billed at the appropriate rate
from the rate schedule.
The Forty Case Rule only applies to shipments that the warehouse delivers. It does not
apply to shipments that the recipient agency picks up.

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Background Information

Impact of Reconciled Invoices
When an invoice is reconciled, units entered into the fields Shrt, Dmgd, RBS, and RBD
impact the system as outlined below.

Short (Shrt)

 The warehouse delivers fewer units than shown as shipped on the invoice.
 The system automatically:
 Updates the appropriate inventory record to indicate the commodity is either
allocated but not distributed, or in private storage, depending on where the units
came from originally.
 Adjusts delivery charges.
Damaged (Dmgd)

 Creates a loss record.
 Adjusts the PAL/bonus record.
 Units do not return to Available for Distribution
 Creates a short for Group B commodities.
 Creates an order adjustment if the item is a Group A "max order" commodity.
 Adjusts delivery charges.
Refused by Site (RBS)

 A site can refuse units, but the Warehouse will still charge for delivery costs.
 The system automatically:
 Updates the appropriate inventory record to indicate the commodity is allocated
but not distributed, or in private storage, depending on where the units came
from originally.
Refused by Distributor (RBD)

 The site refuses units not requested.
 The Warehouse will not charge a delivery fee for refused items
 Updates the appropriate inventory record to indicate the commodity is allocated
but not distributed, or in private storage, depending on where the units came
from originally.

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Background Information
 Adjusts delivery charges.

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Background Information

Detail View
Invoice Header

 The information in the Route Nbr, Stop Nbr, and Invoice Nbr fields in the header
can be changed without changing the Invoice Status to "Reconciled".
 Route Nbr and Stop Nbr: The Route Nbr and Stop Nbr automatically appear if
there is a Route Nbr and Stop Nbr stored in the Site Maintenance record. The
Route Nbr and Stop Nbr can be changed on an individual invoice.
 If the Route Nbr or Stop Nbr is changed on the Site Maintenance record, this will
change the Route Nbr and Stop Nbr on all Invoice Maintenance records, except
those with unique numbers.
 If the Route Nbr or Stop Nbr is changed on an individual invoice maintenance
record, the Site Maintenance record is not affected.
 Invoice Nbr - The invoice number is automatically generated by the system in
number sequence, but can be changed by the user. If the invoice number is
changed, there is no control to make sure the number is unique. The system will
allow duplicate invoice numbers entered by the user.
 Invoice Status cannot be changed from "Reconciled (R)" to "Generated (G)".
 If the Invoice Status is changed to Reconciled (R), the system will offer to enter all
units in Ship to Actual.
 Invoice Date cannot be changed after the invoice has been generated.

Sold-To
 The recipient agency's name, address, and contact information stored in the
Recipient Agency Maintenance record appears in the Sold To section.

Shipped-To
 The site's name, address, and contact information, stored in the Site Maintenance
record appears in the Shipped To section.

Warehouse

 The warehouse's name, address, and contact information of the warehouse
assigned to the recipient agency in the Recipient Agency Maintenance record
appears in the Warehouse section.

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Background Information

Commodity Information
 The Commodity Information section lists all of the outstanding distribution requests
entered since the last invoice was generated for that site and warehouse.
 Each commodity distribution row must be reconciled with the following formula:
 Ship = Actl + Shrt + Dmgd + RBS + RBD
 The Pack Size and Weight stored in the Commodity Maintenance record
automatically appear.
 The Invoice Status must be set to "Reconciled" to save any data entered in the
Commodity Information Section.

Invoice Costs
 The Ship Method defaults to the Ship Method selected on the Site Maintenance
record, unless it was changed in the Invoice Generation module.
 The Ship Method can be changed if the site wants a different ship method than
usual. Ship Method cannot be changed once the Invoice Status is "Reconciled".
 Ship Method (Pick up or Delivery) determines the values for Rate and Calculated
Cost.
 Rate:
 Pick Up - Shipping Rate per unit if the site picks up the commodity. The
recipient agency's Pick Up Rate is stored in the County Maintenance record.
 Delivery - Shipping Rate per unit if the warehouse delivers the commodity to the
site. The delivery rate is determined by the recipient agency's rate schedule.
The Forty Case Rule only applies to the "Delivery" Ship Method.
 Calculated Cost is the System-calculated shipping cost. Calculated Cost does not
appear on the printed invoice.
 Before Actl units are entered: Calculated Cost = Rate * Ship Units
 After Actl units are entered: Calculated Cost = Rate * Actl Units
 Invoice Cost is the actual shipping cost charged to the recipient agency. By
default, Invoice Cost = Calculated cost, but Invoice Cost can be changed if
necessary. Invoice Cost appears on the printed invoice.

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Background Information

Printing
 Initial Print status:
Printed - The invoice has been printed at least once.
Not Printed - The invoice has not been printed.
 Initial Print Status changes from "Not Printed (N)" to "Printed (P)" when the invoice
is printed from the Navigation window and the record is saved.
 The Initial Print Date appears the first time the invoice is printed and the record is
saved.
 The record must be saved after the invoice is printed. If you do not save the record,
the Initial Print Status will not change to "Printed" and the Initial Print Date will not
appear.

Comments

 Delivery Comments: Directions to the site, stored in the Direction field on the Site
Maintenance record. The Delivery Comments information can only be changed in
the Site Maintenance record. The Delivery Comments information appears on the
printed invoice.
 Internal Comments: Comments related to the site, stored in the Comments field on
the Site Maintenance record. The Internal Comments information cannot be
changed on the Invoice Maintenance record. The Internal Comments information
does not appear on the printed invoice.
 Invoice Notes: Notes related to the specific invoice. The Invoice Notes information
appears on the printed invoice and can only be changed on the Invoice Maintenance
record.

Navigation
The Navigation Window includes the following links:

 Audit Log - The audit log keeps a history of all updates made to the record.
 View Printable Page - The invoice can be printed in a form.

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Background Information

Revising Records

 The information in the Route Nbr, Stop Nbr, Invoice Nbr, Ship Method, Invoice
Cost, and Invoice Notes fields can be changed without changing the Invoice
Status to "Reconciled".
 To save any data entered in Commodity Information, the Invoice Status must be
set to "Reconciled".
 The invoice maintenance record cannot be changed more than 30 days from the
generation date.

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Accessing the Invoice Maintenance Module

To open the Invoice Maintenance module:

1. Click Distributions on the menu bar.
2. Select Invoice Maintenance from the drop down list.

Search Screen

Selecting Invoice Maintenance from the menu bar opens a search screen, which
allows you to search for existing invoice maintenance records.
Warehouse users: Warehouse users with the appropriate security level only have
access to their own invoice maintenance records. The warehouse number and
name appear automatically in the Warehouse fields.
Central users: Central users with the appropriate security level have access to all
invoice maintenance records. Central users must enter or select the warehouse
name or number in the Warehouse field.

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Search Screen

Required Search Fields

You must use each of the following fields in your search:

Warehouse Warehouse Users: The warehouse number and name
automatically appear.
Central users: Enter a warehouse number in the first box,
or select a warehouse name from the drop down list in the
second box.

Invoice Status You must select the Generated and/or Reconciled invoice
status.
Generated - The invoice has been generated, but not
reconciled.
Reconciled - The invoice has been reconciled.

Init Print Status You must select the print status.
Printed - The invoice has been printed at least once.
Not Printed - The invoice has not been printed.

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Search Screen

Optional Search Fields

You may also use one or more of the optional fields listed below to perform a
search.
* You must enter a date in either the Invoice Date or Init Print Date fields. It is
recommended that you enter data in one or the other of the fields, but not both. If
you enter an Invoice Date and an Init Print Date, the search will retrieve only
those records that fall in both date ranges. This may be so restrictive that no
invoices are found.
The Invoice Date field works in conjunction with the Invoice Status field, and the
Init Print Date field works in conjunction with the Init Print Status field.

* Invoice Date Enter the invoice date range. The date range must be
between 1-31 days.

* Init Print Date Enter the date range that the invoice was first printed. The
date range must be between 1-31 days.

Invoice Nbr Enter the invoice number.

Agency Name Enter the name of the recipient agency.

Site Name Enter the name of the site.

Searching with Multiple Fields
If you use multiple fields in your search, the system will only retrieve records that
match the entire search criteria. For example, if you enter a warehouse, invoice
status, invoice date, and recipient agency, the search will retrieve only records that
match all of these fields. If your search does not retrieve any records, the criteria
may be too restrictive.

Command Buttons

OK Click to search for existing invoice maintenance records.

New Disabled since a new record cannot be created in the
Invoice Maintenance module.

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Search Screen

Example Search

For example, to search for the invoice maintenance records for warehouse 750
with both generated and reconciled invoice statuses and an invoice date between
April 16 and May 15, 2001, enter the search criteria as shown below. Click on OK
to go to the List View.

Searching with Multiple Fields

If you use multiple fields in your search, the system will retrieve only those records
that match the entire search criteria. For example, if you enter a warehouse,
invoice status, invoice date, and recipient agency, the search will retrieve only
those records that match all of these fields. If your search does not retrieve any
records, the criteria may be too restrictive.

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List View

After you conduct a search, the List view opens, as shown below. Each row on
the List view represents an invoice record that matches the search criteria.

Sorting the Columns

You can sort the rows on the List View. Click on a column heading to sort in
ascending order by that column. The sort is complete when the column header
appears depressed.

Accessing the Detail View

You can access the Detail View by double clicking on a row from the list view, or
by clicking on a row and clicking the Select button.

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List View

List View Columns

Agency Name Name of the recipient agency.

Site Name Name of the site.

Nbr Invoice number.

Stat Invoice Status: (G - Generated or R - Reconciled)

Date Invoice date.

PStat Print status: (P - Printed or N - Not printed).
Print status changes from "Not Printed (N)" to "Printed (P)"
when the invoice is printed from the Navigation window and
the record is saved.

PDate Date the invoice was first printed from the Navigation
window.

List View Command Buttons

Select Click on a row on the list view and click the Select button to
open the Detail View.

New Disabled since a new record cannot be created in the
Invoice Maintenance module.

Search Click to return to the search screen.

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Detail View

The Detail View opens when you select a row from the list view. This view has
several windows, which are illustrated below. Use the scroll bar on the right side of
the screen to scroll down and see all of the windows.

Invoice Header

Commodity Information

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Detail View

Invoice Costs

Printing

Comments

Record Statistics

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Detail View

Navigation

If you right click on the Detail View, the Navigation window appears, which allows
you to open other related areas of the application. Click on the link to access either of
the following:

 Audit Log - Opens the Audit Log, which contains a history of all updates made to
the record. For more information about the Audit Log, refer to the "Introduction"
section of this manual.
 View Printable Page - Opens the invoice in a printable form. The form must be
printed in Landscape orientation.
When you print the invoice for the first time, be sure to save the record after you
print. The Print Status will only change from "Not Printed" to "Printed" if the
record is saved. For more information on printing forms, refer to the "Introduction"
section of this manual.

Editable Fields

Gray Fields: Information in the gray fields cannot be changed.
White Fields: Information can be entered or changed in the fields with a white
background.
Notes:
 The information in the Route Nbr, Stop Nbr, Invoice Nbr, Ship Method, Invoice
Cost, and Invoice Notes fields can be changed without changing the Invoice
Status to "Reconciled".
 To save any data entered in the Commodity Information Section, the Invoice
Status must be set to "Reconciled".
 The invoice maintenance record cannot be changed after 30 days from the
generation date.

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Detail View

Invoice Header – Column Headings

Route Nbr and Stop Nbr:
 The Route Nbr and Stop Nbr automatically appear if there is a Route Nbr and
Stop Nbr stored in the Site Maintenance record. The Route Nbr and Stop Nbr
can be changed on an individual invoice, without affecting the Site
Maintenance record.
 If the Route Nbr or Stop Nbr is changed on the Site Maintenance record, this
will change the Route Nbr and Stop Nbr on all Invoice Maintenance records,
except those with unique numbers.

Route Nbr Identifies the delivery route assigned to the site.

Stop Nbr Identifies the site's stop on the delivery route.

Contract Nbr Recipient agency's contract number without the contract year.

Customer Nbr Recipient agency's customer number.

Invoice Nbr Invoice number. Invoice numbers are generated by the system
in number sequence, but can be changed by users.
IMPORTANT NOTE! Although the invoice number can be
changed, this is not recommended. Allowing the system to
generate the invoice numbers ensures that the numbers are
unique. If you change the invoice number, there is no control
to make sure the numbers are unique, because the system will
allow duplicate invoice numbers when entered by the user.

Invoice Status Invoice status: Generated (G) or Reconciled (R)
If you change the Invoice Status to Reconciled (R), the system
will offer to enter all units in Ship to Actual.
Invoice Status cannot be changed from "Reconciled (R)" to
"Generated (G)".

Invoice Date Invoice date. The Invoice date cannot be changed after the
invoice has been generated.

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Detail View

Sold-To

Sold To Recipient agency's name and address.

Contact Recipient agency's contact name, phone number, and fax
number.

Shipped-To

Shipped To Site name and address receiving the shipment.

Contact Site's contact name, phone number, and fax number.

Warehouse

Warehouse Warehouse name and address shipping the commodity.

Contact Contact name, phone number, and fax number at the
warehouse.

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Detail View

Commodity Information – Column Headings

The Commodity Information window lists all of the outstanding distribution requests
that were entered since the last invoice was generated for the site and warehouse.
To save any data entered in the Commodity Information windows, the Invoice Status
must be set to "Reconciled".

Year The Program Year of the invoice.

Nbr Commodity number.

Product Code Processed product-identifying code.

Commodity Commodity name.

Pack Sz Pack Size of the commodity.

Weight Weight of the commodity.

Lot Lot number assigned to the inventory.

Slot Field is currently not used.

Ship Number of units shipped.
Each row must be reconciled according to this formula:
Ship = Actl + Shrt + Dmgd + RBS + RBD
Actl Actual number of units received by the site.

Shrt Number of units received less than the expected shipment.

Dmgd Number of units damaged.

RBS Number of units refused by the site.

RBD Number of units refused by the distributor.

Totals Total units appear in the gray footer below, for each of the
following columns: Ship, Actl, Shrt, Dmgd, RBS, and RBD.

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Detail View

Invoice Costs

The Ship Method determines the values for Rate and Calculated Cost.

Ship Method Ship method selected for the invoice (Pick Up or Delivery). The
Ship Method can be changed until the Invoice Status is set to
"Reconciled".
Pick Up - The site picks up the commodity.
Delivery - The warehouse delivers the commodity to the site.
Rate Shipping rate per unit. The Ship Method determines Rate.
Pick Up - Shipping rate per unit if the site picks up the
commodity.
Delivery - Shipping rate per unit if the warehouse delivers the
commodity to the site. The Delivery Rate is determined by the
recipient agency’s rate schedule. The Forty Case Rule only
applies to the Delivery Ship Method.
Calculated Cost System-calculated shipping cost.

Invoice Cost Actual shipping cost charged to the recipient agency. By
default, Invoice Cost = Calculated cost, but Invoice Cost can
be changed if necessary. Invoice Cost appears on the printed
invoice.

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Detail View

Printing

Initial Print Status Indicates whether the invoice has been printed at least once. A
printable form is available in the Navigation window, which is
accessible by right clicking on the Detail View.
Printed (P) - The invoice has been printed at least once from
the Navigation window.
Not Printed (N) - The invoice has not been printed from the
Navigation window.
Print status changes from "Not Printed (N)" to "Printed (P)"
when the invoice is printed using the Navigation window and
the record is saved afterwards.
VERY IMPORTANT NOTE: You must save the record after
you print the invoice. If you do not save the record, the Initial
Print Status will not change to "Printed" and the Initial Print
Date will not appear.
Initial Print Date Date the invoice was first printed. Initial Print Date appears
after the invoice is printed from the Navigation window and the
record is saved afterwards.

Comments

Delivery Comments Directions to the delivery site, stored in the Direction field on
the Site Maintenance record. The Delivery Comments
information appears on the printed invoice.

Internal Comments Comments related to the site, stored in the Comments field
on the Site Maintenance record. The Internal Comments
information does not appear on the printed invoice.

Invoice Notes Notes related to the specific invoice. The Invoice Notes
information appears on the printed invoice, and can only be
changed in the Invoice Maintenance record.

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Detail View

Record Statistics

Created By Name of user that generated the invoice, date, and time
generated.

Updated By Name of user that last updated the invoice, date, and time
updated. If there have not been any updates, Updated By will
be the same as Created By.

Command Buttons

List Click to open the list view.

New Disabled since a new record cannot be created in the Invoice
Maintenance module.

Save Click to save any changes made to the record.

Search Click to open the search screen.

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