Invoice Admin
- Alan Gilchrist
- Joe Wagner
- Andrew Stacey
What is on this page, it contains information on each of the tabs within the Invoice Admin tab
Imported Data Invoicing
When opening the tab you will be on the Imported data invoicing tab the page is broken up into a number of sections.
The key question on the page is whether this customer is set to have Invoices Emailed or Printed. Please set the following option.
If you select Email then remember to setup the customer contacts in the WMS system to receive the invoices. See Vision Warehousing - Contacts.
General Fields
Refers to fields which recur on the form
Payment Terms
There are two options that can be used.
Add days to the invoice date - you then need to enter the number of days.
End of the next month following invoice date.
These will be used to calculate the due date for the invoice which may be on your invoice template along and it may also be required of your finance system output.
Include VAT
It is not always 100% clear whether sales tax or VAT is to be charged on specific invoices, and customers outside of your home country may be exempt from sales tax / VAT for some charges.
Please ensure this is TICKED by default and only have this unchecked if you are 100% sure you can raise invoices for your customer without sales tax / VAT.
Run Invoice
Some of the report types have a flag to show whether to output this invoice for this specific customer, only if selected will this customers invoice data for this specific invoice type be used to generate an invoice.
If you leave this unticked and there are values which could be invoiced which could be invoiced then you will find that the global outstanding report does not drop to zero after producing the invoices and this customer will appear on the check reports available in the Report to zero after producing the invoices and this customer will appear on the check reports available in the Reports section
Stock Storage Invoices
Modification of an existing customer invoice Period will have unexpected results and is not recommended. Only set this for a new customer.
A potential solution would be to set up a new account for the Customer and migrate stock across to the new account.
If in any doubt please contact the Vision Support Team via the support portal.
Stock Storage Report Style
Most customers have at least two different outputs for their customers, generally these are.
Detailed Invoice - this will be an invoice with every single line for each charging period shown on the invoice. We would recommend you consider the summary invoice which groups everything.
Summary Invoice - it is advisable that is you are sending the summarised template that you also tick the email CSV option as this will generate a file you can open within Microsoft Excel file containing the invoice detail.
You may find you can see both the standard templates along with your specific templates, when it is your specific templates you will also find that these begin with your customer code.
You may also find that there is a report named “…..details with valuation” this report is for use when you utilise the LWIN valuation system (this is a seperate module) for annual invoice private customers whereby the system will retrieve the current mid market value for the LWIN products and place this onto the invoice for the customer. It is not designed for trade customers and may not work as expected. |
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Goods Out Invoices
Carton Charge
To have a Carton Charge set, the Customer must have 'Bottle Picking' enabled on their account. You can then specify a Carton Charge Per amount which would normally be set to either 6 or 12. Which is the size of the container used for any loose singles on an order.
Goods Out Invoice Types
This section is used in conjunction with the goods out charging tab, those options are displayed in the section below. Invoice Admin | Goods Out Charging
If you select “Invoice” for one of the goods out invoice types you need to use the goods out charging tab to setup the respective rates which will be charged.
Field Name | Explanation |
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Include VAT | Whether this item will have sales tax applied. |
Min Invoice Charge | If the calculated amount of this section of the invoice is below the value shown then this will be the minimum charged value. |
Accumulative | This is best explained with an example, imagine there are 18 singles to charge and your charge bands are setup as follows: 1-12 singles = £0.10 per bottle 12-24 singles = £0.09 per bottle
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Ignore EDI Band | As part of the charging mechanism you can separate charging for manually entered orders and those which are provided via EDI / VCIS, this allows you to give customers better rates when you are not having to provide resource’s to manually enter the orders. |
Charge Remainder only | If you have 5 pallets and 3 cases picked on a particular day, ‘Pallet picking’ will charge for the 5 pallets (providing you have ‘Round up’ unticked), you can setup ‘Case picking’ with ‘Charge Remainder only’ ticked to charge for the remaining 3 cases. Leaving ‘Charge Remainder only’ not selected, with both ‘Pallet picking’ and ‘Case picking’ charging enabled will result in 5 pallets being charged PLUS the full quantity of cases being charged on top (e.g 5 x 56 + 3 = 283 cases charged). |
Round up | With ‘Round up’ ticked against the ‘Pallet picking’ charge, in the above example 6 pallets would be charged instead of 5. With ‘Round up’ ticked for a ‘Case picking’ charge where you have 7 cases picked and 2 residual singles, this would be rounded up to charge 8 cases. |
Goods Out Charging
You will have to setup the charging for each type you selected on the previous tab, select the first of the available invoice categories and setup the charging.
From the example above you can setup banded charging or just a straight charge for all items, you only need enter a new line when you are banding the charges and you simply enter the start number and the system should default all the other fields to the correct ranges.
Charging can be separated here for manually processed orders and those which are received via EDI or VCIS to allow you to encourage customers to send orders electronically.
Document Charges option
If you select the Document Charges type, you will have to select which type of order the charge is to apply to. Using the drop-down control to choose an Order Type and then set up a different set of Charge Bands for each Order Type.
Manual Invoicing
This tab applies to those invoices which are generated from the invoicing system itself.
Options are the same as the Invoice Terms section above, please see the following link for more information | Invoice-Terms.
Other Tabs
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