Administering Invoice Settings

The settings menu for Invoice contains the settings options for creating new invoices in the Pay an Invoice function.

Note that the same options that appear in this menu also appear in the Options dialog that displays when you choose the New Invoice button in the Pay an Invoice function. (The Options dialog will not display and the defaults from this tab will be used if the Don't ask these questions option is selected.)

Don't ask these questions

If this check box is not selected, a dialog containing the following Invoice options will display each time you enter the Pay an Invoice function. Select this check box to choose default invoice options and prevent the dialog from displaying automatically.

Use Paid Date as Date Received?

This option is offered if your Acquisition Option Combine receiving and invoice entry is set to "Yes."

If this check box is selected, the system updates the RDATE for each order record on the invoice when the session is posted. The system also warns you if the order has already been received. If this check box is not selected, the system does not change the order record's RDATE (e.g., for separate receiving, prepayments, or partial receipts).

Warn if the item has not been received?

This option is offered only if the Use Paid Date as Date Received? option above is not selected.

If this check box is selected, the system warns you when you choose a record if it has not been received. If this check box is not selected, the warning is suppressed (e.g., for a pre-paid order).

Prompt for note for each line item?

If this check box is selected, the system prompts you to add a note as you key the line item. If this check box is not selected, you can add a note to the line item, but are not prompted to do so.

Are you going to be keying list prices?

This option is offered if your Acquisition Option Key both list price and net price on invoice is set to "Yes".

If this check box is selected, the system allows you to enter the list price for each order on the invoice (in addition to the net price). The system also shows list prices on EDIFACT invoices if your vendors include this information in the EDIFACT files you receive from them.

Display subscription dates on invoice?

If this check box is selected, the system displays the Sub From and Sub To columns during invoicing for entering subscription dates. Note that if this option is not selected, the Prompt for subscription dates? option below is grayed out.

Prompt for subscription dates?

This option is available if you select the option Display subscription dates on invoice above.

If this check box is selected, the system prompts users to enter subscription dates during the invoicing process.

Use currency

This option is offered if your Acquisition Option Library uses foreign currencies is set to "Yes."

The selected currency will be used as the default currency when entering invoices. The currencies and rates shown on the drop-down list are taken from the Foreign Currency Codes and Rates Table. No matter what default currency is selected here, you can change both the currency and rate used when you create an invoice.

Apply usetax

This option is offered if your Acquisition Option Library subject to use tax is set to "Yes" or "Yes (specify rate)." If your library is subject to use tax, no matter how the options are set in Invoice Options, you can change the use tax on the actual invoice form by choosing an alternate option in the Apply usetax pull-down menu:

• "None" - no use tax is charged for the invoice
• "All" - The use tax rate is applied to all line items on the invoice
• "Some" - for each line item on the invoice, check the Usetax check box to indicate that use tax should be charged for that item
• "As Coded" - the system checks for a coded field in the order record. If the field is coded with the value for use tax, the line item is charged for use tax. (Contact Innovative to set up order record encoding.)

Rate

This option is offered if Apply usetax is set to "All," "Some," or "As Coded." The rate options are set for your Innovative system and can be changed by calling Innovative.