Accounting Finance:Manual Invoicing in DIS (Drop Shipment/Enclosure)

General Rules

• Open accounting\common\ap\2013-2014\templates\checklists\processing expenses checklist (DropShipment sheet)
• Enter into A/R first so that when you enter the invoice in A/P both documents can have the same document number.
• Invoices are as specified on invoice (A/R terms always start with “Z”)

Credits are Net 10 terms (no administration fees)

• IMPORTANT: if the store is the “end user”, you must self assess and charge the store PST even when the vendor has not charged.

Item Numbers

• Drop shipments

- 02000156 – 3% upcharge (GP)

- 02000164 – 3% upcharge (GST)

- 02000172 – 3% upcharge (No Tax)

- 02000842 – 5% upcharge (No Tax)

- 02000271 – 0% upcharge (GP)

- 02000255 – 0% upcharge (GST)

- 02000289 – 0% upcharge (No Tax)

• Enclosures

- 02000180 – 7% upcharge (GP)

- 02000206 – 7% upcharge (GST)

- 02000198 – 7% upcharge (No Tax)

- 02000230 – 3% upcharge (Hallmark)

- 02000248 – 3% upcharge (Hoffman)

• Maximums

- Shareholders have a maximum fee of $25.00 while customers have NO MAXIMUM FEE

- If there is a combination of 3% and 5% items, use different upcharge and item #

Sales

• Select Home (ASW "Splash" screen)
• Select Sales
• Select Work with sales orders
• Click add

Sales Order Maintenance

• Enter customer # (or press F4 to search for customer name, type name and click on correct name)
• Enter order type – enter:

- DS drop shipment inv

- EN enclosure invoice

- D2 drop shipment credit

- E2 enclosure credit

• Enter MAI (main warehouse)
• Click enter to confirm

Work with Sales Orders

• To change payment & terms - click header

1. Enter supplier invoice #
2. Change “TOP” –enter new payment terms (if it is a credit leave terms Net 10)
3. Note: all A/R payment terms start with “Z”
4. Click Text

- Enter text vendor and invoice#

- Click enter three times

• See general rules for instructions on specific suppliers
• Enter item # (see chart)
• Enter Quantity 1
• Enter Price (DO NOT PUT ANY NEGATIVE SIGNS IN CREDIT AMOUNT)
• Click enter twice

• Make sure the order value is correct (does it contain the proper taxes)
• Note: if it does not come out the same as the invoice, you must highlight item and delete it
• To complete order - click right green arrow

• Enter applicable admin fee (see administration fees)
• Note – you should calculate the admin fee on the sub-total.
• Click enter, Stamp invoice when finished with the “Smiley stamp”
• Enter next customer (goto FIN/AR/INV-AR-DS/EN/3.)
• OR Click F12 to return to previous panel when you have no more invoices to enter.
• Enter handler name (your name plus last initial)
• Click enter

Invoice printout

• Note – all your invoices that you have created will appear
• Check your invoices against the computer total
• Highlight all your invoices
• Click invoicing

• Click enter to print selected invoices
• Click enter again
• Change printer queue lp05
• Click enter
• Make a photocopy of supplier invoice and attach to UWD invoice and place in customer mail slot or outgoing mail.
• Forward original supplier invoice to Gauss scanning station for scanning.