Making entries in the invoice headertmws.tmwsystems.com/learningcenter/tmws/docs/Invoici… · Web viewTo copy a word or phrase from an existing note, highlight the portion you

4. Making entries in the invoice headerOverview..............................................................................................................................4.2Fields located at the top of the invoice header.....................................................................4.3Shipper, consignee, and Bill To sections...............................................................................4.4

Location of the Mail To indicator.............................................................................4.5Viewing comments from company profiles.............................................................4.5

Specifying which CmpMisc1-4 field values will be used....................................4.6Viewing the Address 2 line in company addresses........................................................4.8

Fields located at the bottom of the invoice header..............................................................4.9Setup options..............................................................................................................4.10

Making hidden fields visible..................................................................................4.11Preventing Invoicing from updating the RevType1 value on the order header.....4.12

[Invoice] SaveRevType1ChangesToOrder......................................................4.12Making the RevType2-4 fields editable directly on the invoice header.................4.13

[Invoice] EditRevType2To4............................................................................4.13Requiring entry of RevType 1 and/or RevType2 for an invoice.............................4.14

[Invoice] InvForceRevType1...........................................................................4.14[Invoice] InvForceRevType2...........................................................................4.14

Viewing IDs for resources assigned to split trips...................................................4.15InvoiceAssets.................................................................................................4.15

Displaying the total pay for a trip.........................................................................4.16StlmntAmountOnInvoiceScreen.....................................................................4.16

Using the invoice header function buttons..................................................................4.17Viewing remarks entered in the order header.............................................................4.17Entering remarks for the invoice.................................................................................4.18Viewing Load Requirements recorded for the order....................................................4.19Viewing ancillary events on an order...........................................................................4.19Checking in paperwork for an order.............................................................................4.19Viewing notes associated with an order......................................................................4.21

Adding notes.........................................................................................................4.22Inserting notes......................................................................................................4.24Deleting notes......................................................................................................4.24

Clearing the Fixed Chrg check box to re-rate an order.......................................................4.25Using the Additional Header Information feature...............................................................4.26

Modifying Revenue Types for an invoice......................................................................4.26Noting a different Shipper/Consignee for a printed invoice..........................................4.27Viewing/modifying other order header information.....................................................4.28

Viewing your customers' billing requirements....................................................................4.30Activating the billing requirements feature.................................................................4.30

CustomerBillingRequirements........................................................................4.30Recording a Bill To's billing requirements....................................................................4.31Designing the billing requirements report...................................................................4.32Embedding the report in Invoicing...............................................................................4.33

Invoicing 1 Revised: 10/2013TMWSuite Copyright TMW Systems, Inc.

Making entries in the invoice header

OverviewThe invoice header section of the Edit Invoice Folder displays general information that applies to all charges on the bill. The invoice header contains a combination of fields (both active and display only) and function buttons. These elements allow you to review and/or revise the order information passed from the Order Entry application.

The very top of the Edit Invoice Folder contains a tab with the fields that allow you to select the type of record you want to look up and enter the ID of the record type.

The default record type is Order #, but you can use the drop-down list to select another type. You enter the specific ID of the record you wish to open in the second field.In line with the tab, but located on the right half of the screen, the Edit Invoice Folder displays a notation of the number of invoices that have been created for the order.

If you create additional invoices for an order, the system updates the notation accordingly, i.e., Invoice 1 of 3. In addition, when you have one of the additional invoices in view, the notation reflects which invoice you are looking at, i.e., Invoice 2 of 3.Also in line with the tab, and located at the right of the screen, the Edit Invoice Folder displays Rate Mode information.

If your company uses the Rate by Total method only, the button will always read Rate by Total. If your company normally uses the Rate by Detail mode, but



occasionally enters an order in Rate by Total mode, the system updates the rate method information to match the currently displayed order.

Fields located at the top of the invoice headerThe first line of the invoice header, just below the tab, contains fields that provide basic information about the invoice.

Invoice# When you first look up an order in the Edit Invoice Folder, the Invoice# field is blank. When you save the invoice for the order, the system assigns an ID, which is displayed in this field.Every invoice has either an alphabetic prefix or suffix. This letter code is used to distinguish between multiple invoices for the same order.

Order# Most of the invoices you create will be based on an order. The system displays the order ID (if applicable) in this field. If the invoice is not based on an order, a zero (0) displays here.

Status The system displays the current status of the invoice in this field. Some statuses can be set manually; others are assigned by the system. The status options are:

On HoldThis status is assigned automatically the first time an invoice is saved. It denotes a record that may still need further review and modification. On Hold for AuditThe invoice is on hold for review. It denotes a record that still needs further review. CanceledThe invoice was created, but it is not going to be submitted to the customer. Ready to PrintThe invoice has been reviewed and is ready to be finalized. PrintedThe invoice has been finalized and a paper or electronic form of it has been (or will be) submitted to the Bill To company. TransferredThe invoice has been transferred to your accounting system.

Note: For more information about invoicing statuses, refer to the appendix, "Understanding invoice/master bill statuses."



Move# When an invoice is based on an order, the number of the movement with which the order is associated is displayed in this field.

Apply To This field is applicable only for credit memos and rebills. It displays the ID of the invoice for which the credit memo or rebill was created.

Shipper, consignee, and Bill To sectionsThe company information is contained in the:

Ship section comes directly from the shipper’s company profile Consignee section comes directly from the consignee’s company profile Bill section comes directly from the Bill To’s company profile as recorded in the File Maintenance application.

There are six selectable fields in this area of the invoice header. The fields are all selectable.Ship The shipper’s ID displayed in this field corresponds to the Shipper

field on the order header. The shipper’s name and address automatically display below the ID. If the shipper ID was incorrectly recorded in Order Entry, you can click in the Ship field to display a drop-down list of all company IDs and select the correct ID. The name and address of the shipper are automatically updated to reflect your selection.

Cons The consignee’s ID displayed in this field corresponds to the Consignee field on the order header. The consignee’s name and address automatically display below the ID. If the consignee ID was incorrectly recorded in Order Entry, you can click in the To field to display a drop-down list of all company IDs and select the correct ID. The name and address of the consignee are automatically updated to reflect your selection.



Bill The Bill To’s ID displayed in this field corresponds to the Bill To field on the order header. Note: If an Alt ID has been recorded for the Bill To, it is displayed in the field next to the Bill To ID field. The Bill To’s name and address automatically display below the ID. If the Bill To ID was incorrectly recorded in Order Entry, you can click in the Bill To field to display a drop-down list of all company IDs and select the correct ID. The name and address of the Bill To are automatically updated to reflect your selection.

Ship Date The date the pickup was made at the shipper’s location is displayed in this field. It corresponds to the Latest Pickup date and time recorded for the order in Order Entry. If the displayed date and time are incorrect, click in the field and enter the correct date and time.

Delivery Date

The date that the drop was made at the consignee’s location is displayed in this field. It corresponds to the Latest Drop date and time recorded for the order in Order Entry. If the displayed date and time are incorrect, click in the field and enter the correct date and time.

Bill Date The date that the invoice was first saved is displayed in this field. This date is printed on the invoice as the “Date Billed”. If you need to change the date, click in the field and enter the correct date and time.Notes:1. When an uninvoiced order is first retrieved, the system checks

the current system date on the SQL server (not on the user’s PC). It assigns the server’s system date as the Bill Date when the invoice for the order is saved.

2. When you use the Invoices Ready to Print queue, the system automatically resets the bill dates to the current system date. You can prevent the system from resetting bill dates using the OverlayBillDateInInvoiceQueuePrint setting in the TTS50.INI file. For details, refer to the chapter, "TTS50.INI settings that affect Invoicing".

Location of the Mail To indicatorWhen an invoice for a company with a Mail To address is retrieved, the Different Mail To address exists notation displays in red below the Bill To company’s name and address.



For more information, see the chapter, "Recording a mailing address for a freight payment service company".

Viewing comments from company profilesBy default, the Edit Invoice Folder displays the CmpMisc1 field entry from a company's profile when it is used as the Bill To, shipper, or consignee on an order. However, you can specify which of the CmpMisc1-4 field values should be displayed based on the company's role on an order. For example, you can have the CmpMisc2 field value show when the company is the shipper and have the CmpMisc3 field value display when the company is the consignee.

Comments appear in the Ship, Cons, or Bill sections of the invoice header. Only one comment for each company type can be displayed. Space constraints limit the amount of text that is shown. Although you can enter up to 69 characters, the maximum number of characters that can be shown is 27.

Specifying which CmpMisc1-4 field values will be used Three settings in the [Invoice] section of the TTS50.ini setting allow you to specify which comment will be used in the Bill, Ship, and Cons sections of the Edit Invoice Folder.



[Invoice]Setting Description BillCmpMiscFieldDisplay=

This setting determines which CmpMisc1–4 field value from the Bill To company profile appears in the Bill section of the Edit Invoice Folder header.Note: The CmpMisc1–4 fields are found in the Comments section of the Company File Maintenance window.The options are:

1Display the entry from the CmpMisc1 field in the Bill section. 2Display the entry from the CmpMisc2 field in the Bill section. 3Display the entry from the CmpMisc3 field in the Bill section. 4Display the entry from the CmpMisc4 field in the Bill section.

Note: When the Bill To company on an invoice has both a Mail To address and an entry in the CmpMisc1-4 field specified by this setting, the comment will display instead of the Mail To indicator. However, in such a case, the Bill To's address will display in red text to indicate a Mail To address exists.BillCmpMiscFieldDisplay=1 (default)

ShipCmpMiscFieldDisplay=

This setting determines which CmpMisc1–4 field value from the shipper company profile appears in the Ship section of the Edit Invoice Folder header.Note: The CmpMisc1–4 fields are found in the Comments section of the Company File Maintenance window.The options are:

1The CmpMisc1 field displays in the Ship section. 2The CmpMisc2 field displays in the Ship section. 3The CmpMisc3 field displays in the Ship section. 4The CmpMisc4 field displays in the Ship section.

ShipCmpMiscFieldDisplay=1 (default)



[Invoice]Setting Description ConsCmpMiscFieldDisplay=

This setting determines which CmpMisc1–4 field value from the consignee company profile appears in the Cons section of the Edit Invoice Folder header.Note: The CmpMisc1–4 fields are found in the Comments section of the Company File Maintenance window.The options are:

1The CmpMisc1 field displays in the Cons fields. 2The CmpMisc2 field displays in the Cons fields. 3The CmpMisc3 field displays in the Cons fields. 4The CmpMisc4 field displays in the Cons fields.

ConsCmpMiscFieldDisplay=1 (default)

To illustrate, we made the following entries in our INI file: BillCmpMiscFieldDisplay=1

ShipCmpMiscFieldDisplay=2

ConsCmpMiscFieldDisplay=3

We entered comments for three companies:

We used these three companies on order # 6152. When the order is opened in the Edit Invoice Folder, the appropriate comment for each company is displayed according to how the company was used on the order.



Viewing the Address 2 line in company addressesIn the Company File Maintenance window, the Address 1, Address 2, and Address 3 fields are provided for recording a company's street address. By default, the Ship, Cons, and Bill To sections of the Edit Invoice Folder show only the information from the Address 1 field. If you want, you can also have entries from the Address 2 field display in the Edit Invoice Folder header. To do so, you must have the DisplayCmpAddr2=Y setting in the [Invoice] section of your TTS50.ini file.[Invoice]Setting DescriptionDisplayCmpAddr2= This setting determines whether a company's Address 2 field

information will display along with the Address 1 field information in the Ship, Cons, and Bill To sections in the Edit Invoice Folder header.

YDisplay the Address 2 field information, as well as the Address 1 field information.Notes:1. If a Mail To address has been recorded for the Bill To

company, the standard address will display in red. 2. If the Bill To on the order is changed in the Edit Invoice

Folder, whether the new Bill To company has a Mail To address recorded for it will determine if the address displays in red.

3. When this option is used, the system does not display comments from the companies' profiles.

NDisplay only the Address 1 field information.Note: If a Mail To address has been recorded for the Bill To company, the "Different mail to address exists" message will display in red at the bottom of the Bill To section.

DisplayCmpAddr2=N (default)

With the system set up to show the Address 2 entries, a second address line displays in the Ship, Cons, and Bill To sections of the Edit Invoice Folder.



If you have an alternate mailing address specified for the Bill To company and DisplayCmpAddr2=Y, the Bill To company address text displays in red in the Edit Invoice Folder. The change of color indicates that there is a different address for the Bill To as the “Different Mail To address exists” message is removed from view to make room for the second address line in the Bill To section.

Bill To section of the Edit Invoice Folder displayed when an alternative mailing address is available and DisplayCmpAddr2=N.

Bill To section of the Edit Invoice Folder displayed when an alternative mailing address is available and DisplayCmpAddr2=Y.

Note: When the Address2 line is displayed, no comments from the companies' profiles show in the Ship, Cons, and Bill To sections of the window.

Fields located at the bottom of the invoice headerThe fields in this area of the invoice header contain information passed from the Order Entry and Dispatch applications.

RevType1 Initially this field displays the RevType1 entry recorded in the order header. However, it can be changed in Invoicing by entering a different value:

Directly in the RevType1 field. In the Additional Invoice Header Information window, which you can access by selecting Options > Header Info.

By default, a change in this field on the invoice header also updates the RevType1 value in the order header table.The names and options for these fields are user-defined; setup occurs in the Revenue Type 1 - 4 labels in the System Administration application.



Currency Currency in which the bill is to be paid.Ref# If reference numbers were recorded on the order header in Order

Entry, they display here. If multiple reference numbers exist, the Ref # button displays in red. To see all the reference numbers, or to record more, double-click on the Ref # button.

PPD/COL Displays the payment terms recorded in the Bill To company's profile in the File Maintenance application.

Miles Number of miles from the origin to the destination (e.g., first pickup to the final drop). Miles for interim stops are not included.

EDI Currently not operational.TractorDriverTrailer

By default, these fields display the IDs of the resources used to pick up the load. However, you can use the InvoiceAssets setting in the General Info Table to have them display the IDs of the resources used to deliver the load. For details, see Viewing IDs for resources assigned to split trips.

Rate# Two fields are shown to the right of this field name. When you use the Compute function to have the system calculate the charge for an order, the first field displays the system-assigned numeric ID for the primary rate used. The second field displays the second, user-defined ID assigned to the rate.

RevType2 - RevType4

Displays the Revenue Type2 - Revenue Type4 entries recorded in the shipper company's profile in the File Maintenance application.

Stop Offs Displays the number of stops for which the customer is to be billed. This number is determined by the total number of stops on the order and your company's entries in the StopOffEvents and FreeStopOffsPerOrder settings found in the [Invoice] section of the TTS50.INI file. For details, refer to the chapter, "TTS50.INI settings that affect Invoicing".

Note: Other fields in the lower section of the invoice header are not visible by default. However, you can use the Screen Designer to bring them into view. For details, see Making hidden fields visible.

Setup optionsThe following sub sections describe ways that you can:

Customize what you see in the lower section of the invoice header, and Change default functionality for some fields in that section.



Making hidden fields visibleDue to limited space on the invoice header area of the Edit Invoice Folder, some fields are not visible by default. You must use the Screen Designer feature to move them into view, the boxed area in this illustration shows the fields that are visible when you are in Screen designer mode.

The following table lists the fields that are hidden by default.Carrier ID of the carrier that was assigned to the load.

Note: By default, the system displays the IDs for the first segment of a split trip. However, you can configure it to show the IDs for the resources that made the final delivery. For details, see Viewing IDs for resources assigned to split trips.

Stlmnt Amt If your system has been configured to do so, this field displays the sum total of pay recorded for all resources on the order. Note: For orders that were consolidated onto a single movement, the settlement amount is determined by how payment was calculated:

If non-mileage based pay rates were applied, the system displays the dollar total for all pay details that are associated with the order for the invoice currently in view. If mileage based pay rates were applied, the system automatically associates all pay details with the base order, i.e., the order with the lowest numeric ID number. Therefore, the system displays the total settlement amount for the entire consolidated trip on the invoice for the base order. A zero dollar amount is shown on the invoices for the other orders that were on the trip.

For details on the General Info Table setting that activates this feature, see Displaying the total pay for a trip.



Order By Displays the company recorded in the Order By field on the order header.

Total Charges

Custom.

Loaded Miles

Total number of loaded miles for the order. For additional information, see the note in the field description for Empty Miles, listed below.

Empty Miles

Total number of billable empty miles for the order.Note: You can bill for empty miles; however, by default, the Edit Invoice Folder does not indicate how many miles are empty miles and how many are loaded. You can enable user to see this information by making the Loaded Miles and Empty Miles fields visible. This is useful if you frequently use these billable empty events on your orders: Billable Begin Empty (IBMT), Billable End Empty (IEMT), Billable Begin Bobtail (IBBT), Billable Begin Bobtail (EBBT).

InvBy Custom.Last HLT Date

Displays the date of the last Hook Loaded Trailer event for a split trip. If an order is not a split trip, then this field shows the ship date.

GL Post Displays the date that documents were posted to MicrosoftÒ Dynamics™ GP.

Pup Secondary trailer used to haul the load.Note: By default, the system displays the ID for the first segment of a split trip. However, you can configure it to show the IDs for the resources that made the final delivery. For details, see Viewing IDs for resources assigned to split trips.

Note: For instructions on using the Screen Designer, see the chapter Customizing window layouts with the Screen Designer feature in the System Administration guide.

Preventing Invoicing from updating the RevType1 value on the order headerFirst available in TMWSuite: 2005.04_10.0365

By default, when you change the RevType1 value on an invoice header, the RevType1 value on the order header is updated. You can use the SaveRevtype1ChangesToOrder INI setting to prevent update of the order header.



Making the RevType2-4 fields editable directly on the invoice headerFirst available in TMWSuite: 2012.11_07.0617

By default, the RevType2 - 4 fields are read-only; however, there may be times when you need to edit one of these fields for an order. By default, you must go to Options > Header Info to use the Additional Invoice Header Information window to make these changes. However, you can also use the [Invoice]EditRevType2To4 setting to make the RevType2 - 4 fields editable directly on the invoice header.Requiring entry of RevType 1 and/or RevType2 for an invoice First available in TMWSuite: 2005.04_10.0365

Revenue Types are user-defined classifications of orders. These classifications can be used for rating invoices and pay, reporting, restriction of records in queues, and General Ledger reset rules. Therefore, a setting of UNKNOWN in a Revenue Type field for an invoice could lead to problems in any of these areas. You can use the following INI settings to prevent a user from saving an invoice if the RevType1 and/or RevType2 fields are set to UNKNOWN.

[Invoice]InvForceRevType2

Applies to TMWSuite: 2005.04_10.0365 and laterDescription This setting determines whether an invoice can be saved if the

RevType2 field is set to UNKNOWN.Options N (default)

Do not prevent the user from saving the invoice. Y

Prevent the user from saving the invoice.

Viewing IDs for resources assigned to split tripsFirst available in TMWSuite: 2010.09_08.0174

By default for split trips, the invoice header area of the Edit Invoice Folder shows the IDs of the resources used to pick up a load. However, you can use the InvoiceAssets setting in the General Info Table to have it display the IDs of the resources used to deliver the load.

Displaying the total pay for a tripFirst available in TMWSuite: 2008.07_08.0637

To quickly identify the costs associated with an order, you can set up the Invoicing application to display the total amount of pay recorded for a trip. You use the StlmntAmountOnInvoiceScreen General Info Table setting to do this.



Using the invoice header function buttonsThe invoice header contains a number of buttons that allow you to view and/or enter additional information for the invoice.

In addition to the buttons shown in the illustration above, the Remarks button is located next to the Remarks field, located at the bottom of the invoice header.

The following subsections describe the functions initiated by these buttons.

Viewing remarks entered in the order headerRemarks recorded in the order header in Order Entry can be automatically copied to the invoice Remarks field. This copying is controlled by the CopyOrderRemark entry in the [Invoice] section your TTS50.INI file. When the entry is CopyOrderRemark=Yes, the remarks are automatically copied. If this entry is set to no, use the Cmts button to display remarks recorded in the order header. If remarks were recorded in Order Entry, the Cmts button text is shown in red, with an X displayed in the brackets. Clicking the Cmts button displays the Order Comments window, allowing you to view the remarks.



The window displays the currently selected order number in the upper left corner, and the text of the comments. Clicking the Paste button allows you to copy the comments from this window and paste them into the Remarks field in the invoice header.

Suppose no comments were recorded for the order you have displayed in the Edit Invoice Folder, but you know a comment you want to add was recorded for another order. Enter that order number in the Order# field in the upper left corner of the window and click the Retrieve button. The system displays the comments recorded in the specified order's order header.

You can paste them into the invoice Remarks field.

Entering remarks for the invoiceYou can record your own comments for the invoice using the Remarks field. In addition to placing the cursor directly in the field and typing the text, you can use the Remarks button to open the Invoice Remark window.

If you pasted the comments from the order header, they are shown in the Invoice Remark window. You can place additional text before or after the pasted comments.



You can also use the standard Windows keyboard shortcuts for copy (<Ctrl>+<C>), paste (<Ctrl>+<V>), and cut (<Ctrl>+<X>).

Note: When you use the Compute function to rate the order, comments in the Remarks field will be overwritten by any remark recorded for the rate in the Rate Schedules application.

Viewing Load Requirements recorded for the orderIf load requirements were recorded for the order, the Rqrmnts button text is shown in red, with an X displayed in the brackets. Clicking the Rqrmnts button displays the Load Requirements window, allowing you to view the requirements.

Viewing ancillary events on an orderIf ancillary events were recorded for the order, the Events button text is shown in red, with an X displayed in the brackets. Clicking the Events button displays the Ancillary Events window, allowing you to view the events.

Checking in paperwork for an orderYour company may require that certain paperwork be turned in before an order can be invoiced. This requirement is invoked by setting the RequirePaperwork entry to yes in the [Invoice] section of your TTS50.INI file. The paperwork that must be submitted is specified in the label file, using the System Administration application.



Note: Requiring paperwork before invoicing applies to all customers. It cannot be used for some customers and not others.

When your company requires paperwork before invoicing, the Pprwrk button text is displayed in red with an X in the brackets. Clicking the Pprwrk button displays the Paperwork Tracking window.

The top half of the window shows information about the order and/or trip segment. The bottom half of the window displays the types of paperwork that must be turned in, with radio buttons that allow you to indicate whether the paperwork has been received.

Note: If all paperwork for an order has been received, clicking the Check All button in the upper right corner of the window selects the Yes radio button for each specified type.

If none, or only some, of the paperwork is marked as received, the Pprwrk button text is displayed in red; if all of the paperwork is marked as received, the Pprwrk button text is displayed in green.The system will not allow you to save the invoice unless all required paperwork is marked as received.



Note: If you have paperwork for several orders that you need to check in, you can select another order while in the Paperwork Tracking window. As soon as you finish typing the order ID, the system redisplays the window to show the paperwork tracking status of the new order. If desired, you can display the new order in the Edit Invoice Folder by clicking the Open button.

Viewing notes associated with an orderFrom within the invoice header, you may record a billing note or view a note previously recorded for the order, or for a company or resource associated with the order. The Notes indicator is gray when there are no notes, or when there are only expired notes, attached to a particular company, resource, order, or movement. When an unexpired note is present, the Notes indicator displays in yellow. If a note has been assigned an Alert status, the indicator displays in red.Clicking the Notes indicator displays the Notes window.

The window displays existing notes. This example shows a note recorded for the company, as indicated in the Attached to column. The note also pertains to the company, as shown in the Regarding column.

Note: Notes recorded for company involved in the order, or for a resource assigned to the order, are also shown when the Notes window is accessed.



Adding notesIn addition to viewing existing notes, you can add a note for the order, or for a company or resource associated with it, from the invoice header. Notes allow you to send a message to other users who will process information later. They can be viewed by users of other applications, such as Order Entry, Dispatch, and Settlements. 1. Access the Notes window.

2. Before clicking on the Add button, select the Note Type from the drop-down list in the lower left corner of the window. The Note Type selection identifies the record for which a note is being added. Notes: 1. If you want to add a note about the order itself, be sure to select Order as the

Note Type. The note will be attached to the order so that other users in other applications can view it when they look up the order.

2. If you select Company as the Note Type, the note you enter will be attached to the company’s profile. It will show up whenever someone accesses the company profile, or any time the company is associated with future orders. Likewise, if you assign the note to a resource, it will show up in the resource’s profile, and on any orders to which the resource is assigned.

3. In the ID list shown to the right of the Note Type box, highlight the ID of the record for which the note is to be added. If you selected Order in the Note Type field, the system automatically

highlights the order ID for you. If you selected Company or a resource type as the Note Type, you will need

to highlight the ID of the entity for which you are adding the note.



4. Click the Add button. The system adds a new row. Make entries in these fields:

Attached To This display-only field shows the Note Type you selected in Step 2.

Key This display-only field shows the ID you selected in Step 3. Regarding Use the drop-down list to select the filter that will be applied

when someone retrieves the note in the future. The options are:

Company Carrier Driver Trailer NONE Tractor Settlements Pay To Billing EDI Commodity Order

For example, if you are entering a billing note for an order, select Billing as the filter. For a note meant for payroll personnel, select Settlements. If you do not want filtering applied to the note, select NONE.



Text Enter the text of the note in the field. You may enter up to 256 characters, but only 68 characters can display in the textbox at one time. Notes:1. If your note exceeds 68 characters, use the <Left Arrow> or

<Right Arrow> keys to scroll the rest of the note into view. You can also highlight the note, right-click the text box, and select Zoom Field to view the text in its entirety.

2. To copy a word or phrase from an existing note, highlight the portion you want to duplicate and press <Ctrl> <C>. Then position the cursor in the spot where you want to paste the text and press <Ctrl> <V>.

3. You can cut a word or phrase from an existing note and paste it in a different spot by highlighting the portion to be cut and pressing <Ctrl> <X>. Note that the word(s) are deleted from their original location. Position the cursor in the spot where you want to paste the text and press <Ctrl> <V>.

Note/Alert Use the drop-down list to specify the importance of your note. The options are:

NoteThe note is informational, but not of critical importance. AlertThe note is of critical importance, not merely informational.

The ranking determines how TMWSuite displays the Note indicator on screens associated with your note. For notes ranked as Note, a yellow indicator will display; for notes ranked as Alert, a red indicator will display.

Expiration Date

Enter the date and time the note is to expire, if applicable. Note: Once the expiration date has passed, the note no longer triggers the Note indicator to show as yellow or red. However, the expired note continues to display in the Note window.

5. Click the Save button to retain the note. Note: To cancel any changes, click the Retrieve button before you save. The system displays the previously existing notes.

6. Click the Close button to return to the invoice header.

Inserting notesNotes may be inserted between existing notes. You must first select the Note Type and ID. Then highlight an existing note before clicking the Insert button. The system adds a new note line above the one you highlighted. Complete the note as you normally would.



Deleting notesNotes may be deleted by positioning the cursor in any field in the note and clicking the Delete button.

Clearing the Fixed Chrg check box to re-rate an orderThe invoice header Fixed Chrg check box is related to the Fix $ check box in the Order Entry application.

A check mark entered in the order header’s Fix $ check box forces the system to retain the charges on a pre-rated order. You cannot re-rate the order using the Invoices Ready to Prepare queue or the Compute function in the Edit Invoice Folder.If you find you need to re-rate the order, clear the check mark from the Fixed Chrg check box. Once the check mark is removed, the Compute function is enabled. The order can then be re-rated, either using the Compute function, or by processing the order in the Invoices Ready to Prepare queue.



Note: For more information on the Fix check box in Order Entry, refer to the TMWSuite Order Entry guide.

Using the Additional Header Information featureSome fields in the invoice header are not selectable, and therefore cannot be changed. In addition, certain information from the order header is not displayed in the invoice header. You can use the Additional Header Information feature to view/edit some of this information.

Modifying Revenue Types for an invoiceSuppose you bring up an order to invoice and notice that the Revenue Type1 classification is incorrect. The incorrect Revenue Type1 classification could make the system pull the wrong rate when you compute the charges. You must specify the correct classification to have the correct rate applied.

1. Select Options > Header Info, or click the Header Info icon in the sheet toolbar. The system displays the Additional Invoice Header Information window.

2. Select the correct classification from the drop-down list next to the RevType field.

3. Click the Header icon again to close the window. 4. Use the Compute function to rate the order.

Note: The Revenue Type change applies only in the Invoicing application. The change does not back feed to Order Entry and is not applied in Settlements. If you need the change to be available in all TMWSuite applications, you must correct the order in Order Entry.



Noting a different Shipper/Consignee for a printed invoiceWhen you create an invoice for an order, the shipper and consignee automatically default to the company IDs entered in these fields in the Order Entry application.

Note: The system provides the names and addresses for the shipper and consignee, based on the information recorded in the company profiles in the File Maintenance application.

For some orders, however, you may prefer to list the names and addresses of the shipper and/or consignee differently on the invoice. In such cases, you can use the Additional Header Information window to define how the names and addresses are to print.

1. Select Options > Header Info, or click the Header Info icon in the sheet toolbar. The system displays the Additional Invoice Header Information window.

2. Do one, or both, of the following:a. In the Show As Shipper drop-down list, select the TMWSuite ID of the

company you want listed as the shipper on the printed invoice.b. In the Show As Cons drop-down list, select the TMWSuite ID of the company

you want listed as the consignee on the printed invoice.3. Click the Header Info icon again to close the window.When you print the invoice, it will show the name and address recorded for the company ID you specified.

Note: The shipper/consignee change applies only in the Invoicing application. The change does not back feed to Order Entry. If you need the change to be available in all TMWSuite applications, you must correct the order in Order Entry.



Viewing/modifying other order header information

Select Options > Header Info, or click the Header Info icon in the sheet toolbar. The system displays the Additional Invoice Header Information window. The following table describes its fields.RevType1 If the Revenue Type 1 classification shown in the invoice header

is incorrect, the wrong rate may be applied when you calculate charges for the order. You can change the classification in this field. For instructions on changing a revenue type classification, refer to the previous section, Modifying Revenue Types for an invoice.

RevType2 If the Revenue Type 2 classification shown in the invoice header is incorrect, the wrong rate may be applied when you calculate charges for the order. You can change the classification in this field. For instructions on changing a revenue type classification, refer to the previous section, Modifying Revenue Types for an invoice.



AR Currency This display-only field shows the currency in which the invoice must be paid.

Lead Driver If your company uses an invoicing format that lists the driver on the trip, you can use this field to select the TMWSuite ID of the driver you want to appear on the printed invoice.Note: If you select a different driver in this field, your selection applies only to the printed invoice; it is not passed to the Settlements application. The ID of the driver assigned to the trip in Order Entry or Dispatch is the one passed to Settlements. To make the change available in all TMWSuite applications, you must correct the assignment in Order Entry or Dispatch.

Co-Driver This field is informational only.



Carrier Displays the carrier assigned to the order.Note: If, the Tractor, Trailer, and Driver fields are shown as UNKNOWN, the order was assigned to a carrier. There is no Carrier field on the invoice header, so you would need to look in the Additional Invoice Header Information window to view the ID of the assigned carrier.

Rate Number This display-only field shows the system-assigned rate ID used to calculate the charges on the invoice.

Exchange This display-only field is not currently operational.Show As Shipper

When you create an invoice for an order, the shipper ID defaults to what was entered in the Order Entry application. For some orders, however, you may prefer to list a different shipper on the invoice. Use this field to specify a different company ID as the shipper. The system will print the new company's name and address on the printed invoice. For instructions on specifying a different shipper, refer to the previous section, Noting a different Shipper/Consignee for a printed invoice.

Show as Cons When you create an invoice for an order, the consignee ID defaults to what was entered in the Order Entry application. For some orders, however, you may prefer to list a different consignee on the invoice. Use this field to specify a different company ID as the consignee. The system will print the new company's name and address on the printed invoice. For instructions on specifying a different shipper, refer to the previous section, Noting a different Shipper/Consignee for a printed invoice.

Company Usually used to identify a subsidiary of a multi-company organization.Note: The options listed in this field are user-defined using the Company label in the System Administration application.

Ordered By Shows the ID of the company that placed the order. Note: You can select a different company, but any changes you make apply only in Invoicing. To make the change available in all TMWSuite applications, you must make the correction in Order Entry.

Mstr Bill # If the currently displayed invoice is part of a master bill, the master bill number is displayed in this field.

AR Charges This display-only field shows the total charges for the invoice.Click the Header Info icon again to close the window.



Viewing your customers' billing requirementsFirst available in TMWSuite: 2014.13_07.0242Some of your Bill To's may have specific billing requirements. Your billing clerks need this information available when processing invoices. To display Billing Requirements, you must:

Activate the feature Record requirements in Bill To profiles Create an integrated report to display the billing requirements Embed the report in the Edit Invoice Folder window.

Note: These requirements are for informational purposes only.

Activating the billing requirements feature To activate the feature, use the CustomerBillingRequirements General Info Table setting.

Recording a Bill To's billing requirements Use this procedure to add the billing requirements to each applicable Bill To company's profile.1. Open the Bill To's profile in Company File Maintenance.2. Go to Edit > Customer Billing Requirements.

The Customer Billing Requirements window opens.



Note: If the company is not identified as a Bill To, an error message is displayed. It states, "The selected company must be to a billto to have billing requirements." Click OK to close the error message, and then open a Bill To company's profile.

3. Add a requirement.a. To add a new row, click Add.

A blank row is added.Notes: 1. As each requirement is added, it is assigned a unique system ID. The

requirements are always listed in order of the system ID. 2. The Insert button is not functional.

b. Enter the text for the requirement.Note: There is a limitation of 256 alphanumeric characters.

4. Repeat Step 3 for each billing requirement for the selected Bill To company.Note: To remove a blank row or a requirement that is not needed, select the row, and click Delete.

5. When you are finished adding the billing requirements, click Save.6. Click Close.

Note: If you forgot to save before clicking Close, the Close message opens. It states, "You have unsaved changes. Do you wish to save them? Click Yes.

Designing the billing requirements reportUse the Integrated Report Designer to create a billing requirements report.

For details, see:Guide: Integrated Reporting | Chapter: Designing reports

When designing the report: Use the following SQL statement to retrieve the necessary data.



SELECT cbr_id, cmp_id, cbr_reqFROM customerbillingrequirementsWHERE cmp_id = :cmpidORDER BY cbr_id

cbr_id A unique system-generated number assigned to each billing requirement in the customerbillingrequirements database tableNote: It is suggested that you do not include the cbr_id when you design the look of your report. This is a unique system-generated number, and would be meaningless to the viewer of the generated report.

cmp_id The company ID that is used as a retrieval argument

cbr_req The requirement text that is added to the Bill To's Company Profile

Retrieval Arguments

The variable that will determine the data retrieved in your reportIn this sample, the cmpid identifies the Bill To company on the invoice with the Bill To's requirements.

Embedding the report in Invoicing

After you have designed and saved the report, follow this procedure to embed it in the Invoicing window.

For details, see:Guide: Integrated Reporting | Chapter: Embedding a report in a data window

When embedding the report, we suggest the following settings. You can make adjustments after you have tested the results.1. Open the Edit Invoice Folder window.2. Right-click anywhere in the window and select Report Setup from the shortcut

menu.3. Set up and save the report.4. To view the result, open an order for a Bill To that has Billing Requirements

added to their profile.



CustomerBillingRequirements

Applies to TMWSuite: 2014.13_07.0242Description Some of your Bill To's may have specific billing requirements. Your

billing clerks need this information available when processing invoices.This setting allows you to: Record Bill To companies' invoicing requirements in their profiles.

Your entries provide an informational checklist. Use Integrated Reporting to display the Bill To's billing requirements

when you open its orders in Invoicing.String1 No (default)

Do not enable the Customer Billing Requirements feature. Yes

Enable the Customer Billing Requirement feature.Note: When you use this option, the Customer Billing Requirements command is available in the Company File Maintenance window's Edit menu. The command opens the Customer Billing Requirements window, where you record the Bill To's requirements.



StlmntAmountOnInvoiceScreen

Applies to TMWSuite: 2008.07_08.0637 and laterDescription This setting applies to the Edit Invoice Folder. It determines whether

the system will retrieve and display the sum of all pay recorded for all resources on the trip.

String1 N (default)Do not display the pay amount in the Stlmnt Amt field in the Edit Invoice Folder.

YRetrieves the pay amount in the Stlmnt Amt field in the Edit Invoice Folder.Note: For orders that were consolidated onto a single movement, the settlement amount is determined by how payment was calculated:

If non-mileage based pay rates were applied, the system displays the dollar total for all pay details that are associated with the order for the invoice currently in view. If mileage based pay rates were applied, the system automatically associates all pay details with the base order, i.e., the order with the lowest numeric ID number. Therefore, the system displays the total settlement amount for the entire consolidated trip on the invoice for the base order. A zero dollar amount is shown on the invoices for the other orders that were on the trip.

Additional Notes

To move the Stlmnt Amt field to the viewing area in the Edit Invoice Folder, you can use the Screen Designer. For more information, see the chapter, "Customizing window layouts with the Screen Designer feature" in the System Administration guide.

InvoiceAssets

Applies to TMWSuite: 2010.09_08.0174 and laterDescription For split trips, determines whether the assets assigned to pick up the

load are listed on the invoice header in the Edit Invoice Folder.String1 Pickup (default)

The assets assigned to pick up the load are listed on the invoice header. (default)

DeliveryThe assets assigned to deliver the load are listed on the invoice header.



[Invoice]InvForceRevType1

Applies to TMWSuite: 2005.04_10.0365 and laterDescription This setting determines whether an invoice can be saved if the

RevType1 field is set to UNKNOWN.Options N (default)

Do not prevent the user from saving the invoice. Y

Prevent the user from saving the invoice.

[Invoice]EditRevType2To4

Applies to TMWSuite: 2012.11_07.0617Description This setting determines whether the RevType2-4 fields can be edited

directly in the invoice header.Options N (default)

The RevType2-4 fields are read-only. Y

The fields can be edited directly in the invoice header.Notes: 1. Options for the RevType2-4 fields are set in the System

Administration application. 2. Changes made in these fields do not get written onto the order

header.

[Invoice]SaveRevType1ChangesToOrder

Applies to TMWSuite: 2005.04_10.0365 and laterDescription This setting determines whether the system automatically updates the

RevType1 value in the order header when a change to the RevType1 value in the invoice header is saved.

Options Y (default)Saving changes to the RevType1 value in the invoice header will update the RevType1 value in the order header.



[Invoice]SaveRevType1ChangesToOrder

N Saving changes to the RevType1 value in the invoice header will not update the RevType1 value in the order header.


Documents

Making entries in the invoice headertmws.tmwsystems.com/learningcenter/tmws/docs/Invoici… · Web viewTo copy a word or phrase from an existing note, highlight the portion you