Order Entry Concepts

With the new (text-based) multiple credits feature, you can create multiple credits for a specific invoice during the same day’s business. Each credit has its own unique number, all linked to the original accounts receivable invoice number.

 

Note: This feature is not included in all software packages and may require authorization. For more information, contact ECi sales.

 

Previously, when performing (GX) credits, there were some restrictions if you had to issue multiple credits to the same original invoice number.

 

If your previous naming structure utilized the original invoice number with a C in front of the number to indicate a credit, you were unable to perform multiple credits in the same day unless the previous credit transaction was at a billed status. When the credit transaction was billed, it would automatically post a credit memo to the original invoice number in A/R. When you created multiple credits in the same day using this method, all credits would appear on the same ticket every time you printed it. This could be confusing to the drivers because there might be items on the ticket that they had picked up previously under the same credit invoice.

 

To avoid this confusion, instead of using the original invoice number, you could assign the next sequential ticket number from the (LGØ) screen with the leading C to indicate that it was a credit. However, in accounts receivable, you would have to manually apply the credit to the original invoice. The system did not automatically apply a credit memo to the original invoice.

 

With Multiple Credits, you can create multiple credits for a specific invoice during the same day’s business, even if the previous credit was not at invoice status. Each credit has its own unique number, all linked to the original invoice number. Therefore, each return prints on a separate ticket.  When you complete the credit transaction in order entry, the system  automatically writes the original invoice number to the new A/R Orig Invoice# field in the order entry files.  By using this new field, the system is able to automatically post the credit memo to the original invoice in A/R. The original invoice number also appears on the credit invoice in Order Entry.

 

When the original charge invoice is at billed status, the system posts the invoice to the A/R screens as a charge. When you create a credit invoice for this original charge invoice, it posts the new credit invoice as a reference. Since it is a different invoice number than the original charge invoice, it appears on a separate line in A/R with an adjusting entry to make the balance zero, applying the credit amount to the original charge invoice. An informational A/R special is written as a cross reference. (The special line for multiple credits always begins with 900.)

 

To use this feature, you must set two parameters.