Invoice Admin

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 an EMAIL or PRINT customer for their invoice.

If you select Email then remember to setup the customer contacts in the WMS system to receive the invoices. see Vision Warehousing - Contacts

Invoice Terms

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

Stock Storage Invoice Period

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 2 different outputs for their customers, generally these are

Detailled 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 an excel file for your customer which contains all the data.

Carton Charge

– needs updating --

Goods Out Invoices

This section is used in conjunction with the goods out charging tab, those options are displayed in the section below. https://visionsoftware.atlassian.net/wiki/spaces/VINVOICING/pages/2460975113/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.

The other fields above are explained further in the expansion box below

Goods Out fields ...... expand for further explanations.

Goods Out Invoice Options

Field Name	Explanation
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 Accumulative charging ticked £0.09 x 18 = £1.62 total Progressive charging (accumulative un-ticked) £0.10 x 12 = £1.20 + £0.09 x 6 = £0.54 = £1.74 total
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 to manually enter the orders
Charge Remainder only	Only available for ‘Case picking’ charges. Designed to be used in conjunction with ‘Pallet picking’. 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’ unticked, 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 5x56 + 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.

Charging Basis - when charging is implemented, the system will use the singles per case and cases per pallet from the product settings.

Goods Out Charging

BEFORE you switch on any existing Customer, BE AWARE that any charges not already processed will be processed with the next invoice run ! This could go back several years.

You can avoid this by either

Removing the unwanted charges in the Amend Invoices screen prior to the next invoice run.
Run an invoice manually and void prior to when you plan to start using this feature.

If the number of historical charges is likely to be very high, we recommend contacting the Support Team before adding any new charges.

You can only configure an item if it has been switched on in the imported data invoicing tab

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 seperated here for manually processed orders and those which are received via EDI/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, you can jump there by clicking this | Invoice-Terms