B/I IMPLEMENTATION GUIDELINES
Before you begin regular invoice processing with the Billing And Inventory module, some initial steps must be followed to build the PRODUCT MASTER file, enter current invoices, and set up values in the B/I CONTROL file. These default values determine how some processing and updating of files will take place. If you intend to integrate Billing And Inventory information to the General Ledger module, you should implement the General Ledger before Billing And Inventory.
If you intend to print invoices on pre-printed forms from the computer, see the Recommended Supplies list in the Guide To Operations manual.
A) Defining Values In The B/I CONTROL File
Use the B/I Control Maintenance option on the B/I Master File Maintenance Menu to setup system defaults for this module.
B) Building The Tax Category File
Use the B/I Tax Category Maintenance option on the B/I Master File Maintenance Menu and setup the different sales tax breakdowns used in the B/I Sales Tax Report option on the B/I Reports Menu.
PREPARATION HINTS:
Before beginning, compile a list of tax categories that you wish to separate the products by.
C) Building The Sales Tax Line File
Use the B/I Sales Tax Line Maintenance option on the B/I Master File Maintenance Menu to setup the different sales tax lines used in the B/I Sales Tax Report option on the B/I Reports Menu.
PREPARATION HINTS:
Before beginning, review the last sales tax report that you filed and associate each line with a product tax category and customer tax code.
D) Building The Total Category File
Use the B/I Total Category Maintenance option on the B/I Master File Maintenance Menu to setup the different totals that you wish to generate on the work order and invoice screens.
PREPARATION HINTS:
Before beginning, compile a list of totals that you wish the products to be broken down by (i.e. Taxable, Non-Taxable, etc.)
E) Building The Price Category File
Use the B/I Price Category Maintenance option on the B/I Master File Maintenance Menu to setup the different pricing categories that you wish the products to use.
PREPARATION HINTS:
Before beginning, compile a list categories for your products. Each price category should share the same method of determining prices (i.e. One category for all supplies that receive a 10% discount off price.)
F) Building The B/I Product Master File
Before you begin processing work orders and invoices, you must create your PRODUCT MASTER file. Enter all the products that you currently use on a regular basis. Also, set up any products you intend to use in the future. This saves time having to stop and add products later when you receive orders from customers.
Use the B/I Product Maintenance option on the B/I Master File Maintenance Menu to setup Products in the PRODUCT MASTER file.
PREPARATION HINTS:
Before beginning, compile a list of products that you wish to sell. Include each product's description, size, category, minimum/maximum qty, location in your warehouse, total category, tax category, price category, inventory status, taxable status, G/L sales, cost, and inventory accounts, price, and method of computing the price (if applicable).
You may wish to use the B/I Product Report option on the B/I Master Files Report Menu to print a hardcopy of your products. You may then distribute copies to all staff who will be operating the Billing And Inventory module.
G) Building The Product Price File
Use the B/I Product Price Maintenance option on the B/I Master File Maintenance Menu to setup the special pricing for your products.
PREPARATION HINTS:
Before beginning, compile a list of pricing methods for each price code, product and/or price categories.
H) Building The W/O Status File
Use the W/O Status Code Maintenance option on the B/I Master File Maintenance Menu to setup the statuses used on the work orders.
PREPARATION HINTS:
Before beginning, compile a list of statuses that you wish break down the work orders by.
I) Defining Values In The W/O CONTROL File
Use the W/O Control Maintenance option on the B/I Master File Maintenance Menu to setup system defaults for this module.
J) Entering Current Invoices
Use the B/I Temporary Sales Maintenance option on the B/I Processing Menu to enter invoices for all currently unpaid invoices.
PREPARATION HINTS:
Gather all the original invoices or statements which you billed. Indicate on each document, the Customer Number to be billed, the invoice amount and the date of the invoice.
Use the B/I Temporary Sales Report option on the B/I Processing Menu to review the invoices for accuracy. If necessary, use the B/I Temporary Sales Maintenance option to make corrections.
Use the B/I Temporary Sales/Cash Receipts Posting option on the B/I Processing Menu to post the invoices to the ACCOUNTS RECEIVABLE files.
Use the A/R Open Invoice Report option on the A/R Reports Menu of the ACCOUNTS RECEIVABLE module to verify all the invoices that were posted. This report should now include all of your current unpaid invoices.