Contract Invoicing - Two, Three and Four Yearly Invoicing

Premier Only

Where the Sales Order Processing application accessory for Contract Processing is in use then when entering a contract the system allows for Monthly, Bi-Monthly, Quarterly, Six Monthly or Yearly invoicing.  This new feature adds the ability to invoice for 2, 3 or 4 yearly blocks.

Contract Entry

When entering the contract line and selecting frequency new options are available for selection of two yearly (Y2), three yearly (Y3) or four yearly (Y4) invoicing periods.

Set Period for Invoicing

This, optional, process flags the contract to be invoiced as part of the current run.  When processing the 2-4 Yearly invoices the system reviews the last invoice date to determine whether the contract is to be flagged for processing.

If the invoice date is 15/06/2015 then would only pick up two-yearly invoices due this month with a last invoice date earlier than 01/07/2013, three-yearly invoices due this month would only be picked up with a last invoice date of 01/07/2012 and so on.

Invoicing

If not using the ‘Set Period for Invoicing’ control but instead are processing contracts based on the invoiced period then when processing contract lines with two, three or four yearly invoice frequencies the system will apply the criteria check for the last invoice date automatically.

Again, if the invoice date is 15/06/2015 then would only pick up two-yearly invoices due this month with a last invoice date earlier than 01/07/2013, three-yearly invoices due this month would only be picked up with a last invoice date of 01/07/2012 and so on.

When printing the contract date range against each product line on the invoice the system will update the dates to a two, three or four yearly period as appropriate.

Installation

Database Changes

Changes are required to the Contract Details database to increase the size of the Invoice Frequency lookup item to 2 characters.  To amend this item, select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Sales Order Processing application. Elect to update the Live Files and then select the Sales Order Detail file.

The existing data items are then displayed on screen, scroll-down to the FREQ data item and press <Enter> to amend to a size of two characters.

Once the required items have been recorded press the <ESC> key and select the UPDATE button to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.