Note

The New Supplemental Invoice screen is identical to the New Complete Invoice screen except that the source listing of the New Supplement Invoice includes only those items not currently listed on any active invoice.

Field/Function

Description

Send Invoice To

The customer and the address where the invoice will be sent display here.   Users can access the Select Customer screen () to choose a different customer or select a different billing address.

If the Remit-To is a van line or if the Invoice Manual Address Flag is set within System Wide Options, then a user can update the customer.

Invoice Date

This is the date of the invoice and will also be used to compute the late payment date assigned through the Invoice Terms.

Invoice Terms

Choose the terms that will display on the invoice as one of the following:

None

The due date and the payment after the due date will not appear on the invoices.

from customer

This setting will pull and display any terms from Microsoft Dynamics GP that have been defined for the customer selected through Send Invoice To. 

from System

This setting causes the application to compute the terms based on values set within Invoice Terms Setup (based on the branch assigned as the Header).

Header

Select a branch or van line to reference for the heading information to display at the top of the invoice.  Branches available within this field are those with an Address Type defined in their Branch Setup.

Technical Note:

Van lines are defined in Van Line Setup and must be linked to a VanlineAddress table record to display in this field.

Remit-To

Select a branch or van line as the location where the recipient should send the payment. Branches available within this field are those with an Address Type defined in their Branch Setup.

Technical Note:

Van lines are defined in Van Line Setup and must be linked to a VanlineAddress table record to display in this field.

Source Description

Select a source of revenue to import.  Once a selection is made, the grid below will populate with items from the source.  Note: Sources for invoicing in Revenue Entry differ from those in Claims. 

For invoicing through Revenue Entry (see Summary), the following sources will be available:

Quotes

Accepted quotes appear as sources with a title of “Quote” followed by the actual quote number.

Rating Sends

Van line rating sends will appear with a title of “Rating” followed by the date and time of the import.  The Amount of the send is the total dollar amount billed to the customer (not the distributed amount), i.e. the amount the moving company will invoice the van line for.

Revenue

The actual revenue items generated within MoversSuite appear with a title of “Revenue” for the source.  These are the only sources tied to an accounts receivable. 

TechMate Import

Estimates from TechMate appear with a title of “TechMate” followed by the date and time that the record was imported into MoversSuite.

Figure 4: Source listing

For invoicing through Claims (see Summary (Claims)), the following sources will be available:

Receivables

These sources are created through Receivables.

Handling Revenue

These sources are created by transactions defined within the Revenue tab in the Handling Revenue/Expenses pane in Claims (see Add Handling Revenue).

Source Items

Select items belonging to the source to include on the invoice.   Press the right-arrow button () to include selected items and press the left-arrow button () to remove items.

Selected items will appear grayed-out and a user will not be able to reselect them.

Figure 5: Source item selection menu

The application only allows one invoice item for revenue associated to a particular Item Code; duplicate line items tied to an actual transaction are not allowed. 

Additionally, the application will merge revenue items that contain the same service code (Item Code) together for all transactions for which the Invoice Flag is set (at either the Item Code level or Revenue Group level).

Invoice Note

Specify up to 1,024 characters for a note that will appear below the associated line item.  The first 45 characters of this note are included in the EDIInvoice view (Military EDI Invoice Integration).

EDI Code

Set an identifier for the line item to link rating information needed for EDI providers (from the list defined within EDI Customer Setup).

Edit

This function opens the data entry screen corresponding to the type of invoice item the user has selected.  Changing data through this function affects the transactions data.  The following screens can be accessed through this Edit feature (all in Edit mode):

Add Invoice Line Item

Add Revenue Item

Add Revenue Group

Group Options

Note: Users can double-click an invoice item record to evoke the View functionality.

Group

Opens the Group Options dialog allowing the user to group one or more invoice items.  Use the group option to allow related items to display under one, shared invoice listing.  A practical use of this logic is to lump commissions, along with standard transportation charges, into one group titled “Transportation” or to group all materials, such as containers, packing and unpacking (CPU), together to avoiding a confusing invoice. 

Invoice groups will automatically be created for revenue groups that have the Invoice Flag set and for those items that are linked to an Invoice Group

Un-Group

This function removes the selected grouping without prompting the user to confirm the request.

Add

Opens the Add Invoice Line Item screen where a user can create an ad hoc line on the invoice.

Delete

Removes the selected ad hoc line item without prompting the user to confirm the request.

Invoice Items

This section lists the items and groups that will appear on the invoice.  The order in which they display on the screen is how the items will appear on the generated invoice.  A user can move a selected entry by using the arrow keys appearing on the right.  The following item move options are available:

Moves the selected record to the top of the listing.

Moves the selected records up one record in the listing.

Moves the selected record down one record in the listing.

Moves the selected record to the bottom of the listing.

Sales Tax

If Sales Tax Integration functionality is enabled, a Sales Tax field will be available.

Figure 6: Sales Tax option

If the auto-calculating of sales tax is setup, then the system will compute and display the tax.  Otherwise, users will need to press the Calculate button to manually compute the tax. 

Each time the line item data grid is updated, such as when ad hoc items are added or a group is added, the Sales Tax will be recalculated.

If an error is generated when attempting to compute the tax through the Avalara system, users will be able to manually enter the tax amount.  The field will display a caption of “Click to Edit” where the manually computed dollar amount of the tax can be entered.  Additionally, users can click on the error icon () to see details of the error.

Figure 7: Sales Tax error icon

Address Validation

In order for Avalara to compute the Sales Tax correctly, it must validate the City, State, Postal Code, and Country of the address referenced as the Point of Service associated to the particular revenue item.  For example, if the Point of Service references the Origin address, then the Moving To address (Name, Address, Phone) will be validated.  Errors found attempting to find a matching taxable location within Avalara will produce an error dialog.

Figure 8: Sales Tax Errors dialog

Only United States addresses are validated; Avalara has no support for international addresses.

Users will receive a Sales Tax Address Validation dialog when invalid or incomplete addresses are encountered.

All states and countries must be setup within the Avalara system.  If not, then the Sales Tax will not compute (without error).

Tax Exempt Customers

If a customer is tax exempt and the “Send Invoices for Exempt Customers” flag is set within Avalara Interface Setup, then “Tax Exempt” appears next to the customer information and the application requires sales tax calculation prior to generating/posting an invoice.

See for Sales Tax Integration and refer to the Tax field description within Invoicing more information.

RELATED:

Refer to the Point of Service field description within Add Revenue Item.

Pre-Payment Amount

Enter the dollar amount received for items being invoiced.  This amount is deducted from the Invoice Total and the Amount Due that display on the invoice.  This amount does not generate transactions.

AR Amount

This field displays the dollar amount of items associated to accounts receivables.

Invoice Total

The total dollar amount of all items listed on the invoice, less any Pre-Payment Amount.  This amount is reflected on the invoice as Amount Due.

Invoice Note

This function opens the Invoice Notes dialog allowing a user to provide a message for the item on the printed invoice.

Invoice Report

Select a report to render the invoice with from the list of those defined in Report Setup; to appear here, reports must have a System ID of REVI (see System Report ID Setting for details).

Preview Invoice

This function creates a draft of the invoice and opens a Report Viewer window with the rendering of the Invoice Report document containing all related information for the invoice. The invoice number will be listed as “Draft.”

Generate Invoice

This function generates the invoice document and opens a Report Viewer window dipslaying the finalized invoice.

Close

This function closes the screen.  The user will receive a prompt requesting to save a non-generated invoice as a draft (Yes) or to discard it (No).   The saved draft will be available the next time the user opens the New Complete Invoice screen for the same customer. 

Figure 9: Save draft confirmation dialog

Note

Once the invoice is created a user has options to View the invoice document, to Copy the invoice (which will void the invoice being copied), or Void the selected invoice (see Invoicing).  Further, additional invoices can be created for each customer by changing the Send Invoice To option.