Invoicing Overview

Need more info or you couldn't find what you were looking for, let us know by sending an email to: support@dancik.com.

All orders must go through the Invoicing program to close the order and update accounts receivable. The Invoicing program allows you to create invoices for orders through the following methods:

The first thing the system does when you invoice, whether by order by order or by batch, is copy the order into the invoicing program. Any changes made to the order after it is copied into the invoicing program do not affect the original order.

We recommend that you make changes on the order first and then invoice the order. Once you pull the orders into the invoicing program and review it via the available reports, you can then print the invoices. The printing of invoices generates consecutive invoice numbers for all orders within the requested parameters by account number. During the printing of invoice documents, the system checks for quantity breaks, split terms, pricing, minimum order charges, and delivery charges.

Note: You can combine the counter sales and deliveries so that invoice documents print for your accounts receivable customers and not for your non AR customers. This is accomplished through the Customer’s Preference File.

The Invoicing menu contains all the options necessary to perform invoicing. It it accessed via menu option IVC. The Recurring Invoice Menu is accessed via menu IVR on the Dancik Menu System.

The following table gives a brief description of the options that comprise the Invoicing Menu.

Option	Description
Entering Invoices From Orders	This option enters invoices one order at a time by order number. You can limit the invoices to certain status codes and other parameters. Furthermore, you can use this option to invoice specific lines on an order or the whole order.
Invoicing by Status Codes - IVC 2	This option lets you establish invoicing procedures by using status codes. This program combined with efficient warehouse procedures, can virtually eliminate the Invoice by Order invoicing function in all wholesale sales environment. Invoicing by status codes works as follows: The program automatically invoices the line items that are at the selected statuses and match your parameter entries. It then prints a list of the orders invoiced. You should proceed only after reviewing this report. The program either cancels or leaves open (back orders) any uninvoiced line items on invoiced orders according to the Order Status Code. The orders are then ready to print and are accessible within option 1 (Enter Invoices) as if you'd entered them order by order. You can make changes or add freight at this time. Note: We advise that you set a password for this option.
Printing Invoice Edits - IVC 3	An invoice edit is a printed working copy of unprocessed invoices. Run an edit when you need preliminary printed verification of invoices, or to list all unprocessed invoices. An edit does not cause any processing to occur. The order still remains accessible via the Invoice Entry program for corrections and printing. The main purpose of the review function is review orders that are waiting to print as invoices.
Printing Invoices - IVC 4	Invoice numbers and invoices are printed using this option. You can choose to print all orders as invoices on your system or you can specify specific orders to print as invoices.
Void and/or Reinstate Today's Invoices - IVC 5	This option is used as a simple mechanism for voiding invoices before they are posted by the night jobs to statistics and AR. Use this program to discard invoices only on the day they were printed.
Printing Invoice Registers - IVC 6	Use this option to print all the orders pulled into invoicing. The register can be customized to only show certain invoices.
Order Pricing Analysis Report - IVC 7	The Order Pricing Analysis Report allows you to monitor potentially problematic pricing issues before you print the invoice, such as orders with promotional prices that have expired between the time the order was entered and invoiced. There are two versions of the Pricing Analysis Report: The Order Pricing Analysis Report can be run automatically from within the Invoicing By Status Code Program. This version analyzes the orders being invoiced. It is activated from the Systems Wide Settings Program. The Order Pricing Analysis Report can be run from the Invoicing Menu on demand for any span of ship dates.
Invoice Inquiry - IVC 8	This option lets you inquire into the specifics of an invoice on your screen.
Inventory Inquiry - IVC 9	This program enables you to see past and current inventory levels, outstanding customer and purchase orders, and much more. Understanding the multitude of options included in this program is essential to using the system to its full advantage and to maximize turns on your inventory.
Open Order File Inquiry/Search - IVC 10	The Open Order File Inquiry and Search can be used to perform many different search and inquiry functions related to customer, purchase, and transfer orders. All processed orders can be accessed by this program. Processed orders include open and closed orders. Processed orders are orders that have been printed as pick lists, purchase orders, acknowledgments, or invoices, or processed via F12 which processes orders without printing them. A history of closed orders is kept in this file according to the disk space you have available. Generally, a one- to two-year history remains in file. Open orders remain in the file until closed, regardless of how long they are open. Once closed, the orders become eligible for purging. The Open Order File is purged by your data processing department.
Quick Quoter - IVC 11	You can use the Quick Quoter to easily check prices and availability, and to convert between units of measure. The Quick Quoter includes the following features: Only regular prices are quoted (use the Order Entry program to quote promotional or other special pricing). It ignores the Promotional Pricing File, which usually contains temporary special pricing. The Quick Quoter converts displays weight and pick units of measure for any quantity entered.
Printing Copies - IVC 12	This program offers a complete alternative to daily batch printing of invoices. You can store invoices for multiple days, and print them in a large combined batch optimized for easier mail room handling. You can sort by customer, by zip code, and many other options. There is a sort by Number of Pages per Address, which enables you to separate larger stacks (for larger envelopes) from smaller stacks. Additionally, the copy program can access the Customer Preferences File parameters which can control the number of copies on a per customer basis.
Recurring Invoices - Menu IVR	This system enables you to create “model” invoices, referred to as “recurring invoice formats”. These formats can be used to create invoices for a group of customers simultaneously. One use of this feature could be for sample billing and/or other repetitive tasks. For example, you could create a format for a quarterly service fee and assign the format to all customers who get the service. Then you can run invoices automatically for all customers in that group. All invoices would basically be the same, except the account number, billing address, tax rates, etc.