B/I FLOW OF EVENTS

 

At this point, you are ready to process the Billing And Inventory module. Establish your own time frame for day to day procedures based on the volume of invoice activity in your office. The Flow of Events provides a general outline for these procedures.

Billing And Inventory processing can be divided into a few main activities:

1) maintaining the Master files

2) entering work orders

3) entering invoices and cash receipts

4) printing monthly reports

5) month/year end processing

 

The Flow of Events described below is a guideline of options to follow for Billing And Inventory processing. When you are using an option for the first time, please read the entire Option Description for detailed instructions on using that option.

 

Maintaining The Master Files:

As new Customers, Tax Codes, Terms Codes, Ship Via Codes, and sales personnel are encountered, add new records to the appropriate MASTER file through the appropriate Maintenance option on the B/I Master File Maintenance Menu. Whenever changes are made to a MASTER file, it is a good practice to reprint the master file report to have a current hardcopy on hand.

As new Tax Categories, Sales Tax Lines, Total Categories, Price Categories, Products, Product Prices, or W/O Statuses are used, add new records to the appropriate MASTER file through the appropriate Maintenance option on the B/I Master File Maintenance Menu. Whenever changes are made to a MASTER file, it is a good practice to reprint the master file report to have a current hardcopy on hand.

 

Entering Work Orders: (Options from the B/I PROCESSING MENU)

Use the W/O Work Order Maintenance to enter work orders as necessary.

Use the W/O Work Order Report to check for accuracy. This report should also be printed each time work orders are entered. If necessary, use the Work Order Maintenance option to make corrections.

Use the W/O Work Order Posting option to post the entries to the TEMPORARY SALES file or use the posting button inside the Work Order Maintenance program to post each work order individually.

 

Entering Invoices and Cash Receipts: (Options from the B/I PROCESSING MENU)

Use B/I Temporary Sales Maintenance to enter invoices as necessary.

Use the B/I Temporary Sales Report to check for accuracy. This report should also be printed each time invoices are entered. If necessary, use the Temporary Sales Maintenance option to make corrections.

Use the B/I Cash Receipt Maintenance option to enter cash receipts as necessary.

Use the B/I Cash Receipt Report to check for accuracy. This report should also be printed each time cash receipts are entered. If necessary, use the Cash Receipt Maintenance option to make corrections.

Use the B/I Temporary Sales/Cash Receipts Posting option to post the entries to the ACCOUNTS RECEIVABLE and B/I HISTORY files.

 

Printing Monthly Reports:

Reports in the Billing And Inventory module may be run at any point in time. However, we suggest reviewing reports each time invoices and cash receipts are posted. If this is not feasible, hardcopies of these reports should be printed, verified and filed at least once a month prior to month-end processing.

B/I Sales Report - is used to review the sales by Date, Customer, Salesperson, Invoice Number, or Product that were generated.

B/I Sales Tax Report - is used to review the sales tax information required to fill out your sales tax form.

B/I Product Stock Report - is used to review the quantities on hand and the value of inventory.

B/I Oversold Report - is used to review any inventory that has been sold but not received.

B/I Available Serial Numbers Report - is used to review the products with serial numbers that are currently in stock.

B/I Warranty Report - is used to review the warranty invoices.

B/I Commission Report - is used to review the salespersonís commission broken down by invoice number.

 

Month - End Processing:

To insure the integrity of the data in your Billing And Inventory files, the following steps should be completed before entering any new invoices for the next month.

Backup data - follow the instructions provided with your backup device.

 

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