AR: Update Scheduling to AR Invoices

Overview

The Update Scheduling to AR Invoices screens updates schedules from Personnel Scheduling Billing Review and Edit to AR invoices.

Invoices can be created separately for each Job or grouped by Jobs.

For those clients who create invoices from Personnel Scheduling, you can also group invoice items by Additional Tier Descriptions. For more information, see Grouping PS Invoice Details by Additional Tier Description.

Invoices can also be grouped by Purchase Order Numbers. For more information see Grouping Invoices using Purchase Order Numbers.

Taxes are computed on each Invoice Detail line based on the Billing Review and Edit Job.

You can filter, group, and print by Tiers, allowing for total customization of the report. To make filtering easier, for any Tier, you can include All, Pick/Create or Exclude parameters. Using Tier Templates to set up and save report templates makes it easy to generate a specific report each time you need it, without having to recreate the criteria. See Using Tier Templates for more information.

Key Functionality

Security

The Update Scheduling to AR Invoices screen is part of the SYS All security group. It has two screen features:

  • Can Override Valid Dates for Data Entry - This allows for an Invoice date to be outside of the fiscal period.
  • Cannot Assign Invoice Number - This prevents a user from assigning an Invoice Number.

Custom Settings

Section Item Value Module and Purpose
Jobs InvoiceDistACB Yes This setting enables the Invoice Distribution add/edit list, adds an Invoice Distribution Type field to the Job Master File (Accounting Info tab), and allows you to filter by Invoice Distribution Types when Printing Invoices, Updating PS Schedules to AR, and Updating Invoices to the General Ledger.
InvoiceDate UseYYYYMMDDFormat Yes This setting will format the date field of the Invoice as yyyy/mm/dd. If this setting is in place, the date format in the Update Schedules to File will import the invoice details (if the Include Daily Details on Report is selected) program to use the yyyy/mm/dd format too.
Jobs InvoiceDistACB Yes This setting enables the Invoice Distribution add/edit list, adds an Invoice Distribution Type field to the Job Master File (Accounting Info tab), and allows you to filter by Invoice Distribution Types when Printing Invoices, Updating PS Schedules to AR, and Updating Invoices to the General Ledger.
PSWizard SortByShiftTimes True

This setting changes the order of the Billing Description that is updated when the Personnel Scheduling Wizard is run when you have selected to included both the Employee Name and Shift Times on the invoice. If you are using the Update Schedules to File program and select to "Show Daily Details on Report", the invoice details will be created in "shift time order" within each day and Billing Description.

If the Employee Name is also selected to append, it will come after the shift time on the invoice description.

If this Custom Setting is not used, the employee name will come before the shift time. This happens because the normal sort order is by employee last name first.

UpdateSchedulesToAR ExcludeOpenPOs Yes This setting displays an Exclude Open PO's check box on the Update Schedules to AR screen once the Special Customer Grouping check box is selected.

When this check box is selected, the system will wait to create the invoice until all the PO's are finished.

The system determines if the PO is still open, by first finding all the Billing Review and Edit records that have a PO/Ref # entry. Then the system looks in the Post Setup screen for any Post/Shifts for this Customer with the same PO # that have a Shift End Date greater than or equal to the TO Date specified on the Update screen, and whose Shift End Date is not blank. If any records are found then those POs are considered 'open' and are not invoiced.

When the Exclude check box is selected, any PO that has an end date that is about to be included on the invoice, will override the From Date on the update screen and bill everything that is associated with this PO.

Also, if the Exclude check box is selected, and there is Hourly Billing that is still open, we will not include any Other billing for any PO that is open due to Hourly Billing for the Customer.

Add Other Billing Methods to AR Invoices

Group PS Invoice Details by Additional Tier Description

Go to Accounts Receivable Menu