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OASIS Screens»Invoice Editor
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Last modified on 5/1/2015 1:29 PM by User.

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Invoice Editor

Top Buttons

  

Button Purpose / Action
Saves the Invoice.
Prints the currently invoice to either Print Preview, Printer, PDF, Excel or Send Message.
Places the Invoice in Change Mode.
Switches between full and spreadsheet views.

Displays or hides the blue sidebar with Find, Views, Filters and Locate functionality.

Opens the Invoice user guide.

Menus

File

Menu Item Purpose / Action
New Commissioned Invoice Creates a new blank commissioned invoice.
Save Saves the currently open invoice.
Save and New Saves the currently opened invoices and creates a new blank invoice.
Print Prints the current invoice to either Print Preview, Printer, PDF, Excel or Send Message.
Export Exports the current invoice to an oasisz file that can be imported into another database.
Find Opens the Find Toolbar (see below).
Find Next Repeats the find.
Edit Order Opens the order that the currently open invoice is attached to.
Receive Payment Now Opens the Payment Editor with the current invoice selected in the payment.
Preferences Allows selection of which columns will be shown on the items tab. The Other tab is explained below.
Close Closes the currently open invoice and returns to the Invoice Listing.

Find Toolbar

Button/Field Purpose / Action
Find Field to enter the text that needs to be found.
Next Finds the next instance of the text in the Find field.
Prev Finds the previous instance of the text in the Find field.
Checkbox Show / hide the find sub-panel.

Other Preferences

Button/Field Purpose / Action
Show All Descriptions Makes the description field visible on all line items.
Show All Line Notes Makes the Notes field visible on all line items.
Show All Internal Line Notes Makes the Internal Notes field visible on all line items.
Show Shipping information Makes the shipping line visible on all line items.
Show Invoice information Makes the invoice line visible on all line items.
Auto Price matching Parts Inactive for invoices.
Show price lookup if part not found Inactive for invoices.
Transaction View Shows the line items expanded into transaction view.
Spreadsheet Shows the line items in spreadsheet format.

Edit

Menu Item Purpose / Action
New Material Line Inserts a new material line in the item listing.
Next Tab Moves to the next tab.
Previous Tab Moves to the previous tab.
Toggle View Toggles between Transaction View and Spreadsheet view.
Shipping Toolbar Opens the Shipping Toolbar (see below).
Copy Copies the current selection into the clipboard.
Make Changes Places the invoice in change mode.
Remove Selected Deletes the selected line items.

Tools

Menu Item Purpose / Action
Invoice All Invoices all remaining open items and money associated with them.
Invoice None Clears all invoice quantities and values.
Create Matching PO If the matching PO was not found, use this feature to create the PO and the invoice at the same time.
Agency Splits Sets up commission splits between agencies.
Add to Spec Project Add the order to the selected spec project.
Memo Creates a memo (letter) from the open invoice (see above).
Packing Slip Print Creates a packing slip print from the open invoice (see above).
Submittal Letter Creates a submittal letter from the open invoice (see above).
Change Workgroup Opens a dialog where the workgroup that this invoice is assigned to can be changed.

Help

Header Information

Commissioned (Grey)

Field/Button Purpose / Action
Status Indicator Shows if the transaction is New, Released, or Changed.
Manufacturer Manufacturer of the parts invoiced.
Customer Customer that is paying for the parts.
PO Number Purchase order that this invoice is assigned to.
Invoice Invoice number.
Invoice Date Date the invoice was created.
Due Date Date the invoice is due.
Project Name of the project the PO came from.
Sell Total sell price for this invoice, for all invoices on the order, for any credits, from the order, and for any open items on the order.
Est Earnings Total estimated earnings for this invoice and the order in total.
SubTotals Total of any restock, misc, freight, tax and overall total.
Payments Total of payments receivable and payments received on this invoice.
Invoice Status Sets the status of the invoice based on Invoice configuration (see above).
Lot Bill If checked, the invoice will only be printed with a lot total (no units).
Close Sales On the order, check the "close sales" flag. OASIS will not expect more invoices for the order.
Order Entry Date Date the order was entered.
Created Date Date of and user that created the invoice.
Update Date Date of and user that last updated the invoice.
Workgroup Workgroup that this invoice is assigned to.
Quick Apply Lot Value Typing a value here will auto add a lot line at the bottom of the invoice bill of material with the value that was keyed. This is for quickly invoicing the order with specifying any (or all) the items that were shipped.

Resell (Yellow)

Field/Button Purpose / Action
Status Indicator Shows if the transaction is New, Released, or Changed.
Vendor PO PO number from the Vendor.
Vendor Manufacturer of the parts on the invoice.
Vendor Invoice Number for this invoice.
Vender Invoice Date Date the vendor was sent the invoice.
Vendor Due Date Date the invoice is due.
Vendor Invoice Status Status of the vendor invoice based on configuration settings (see above).
Vendor Totals Totals due to the vendor for this invoice (sell, est earnings, restock, misc, freight, tax, and total) and the totals for the order this invoice is attached to (sell and open totals only).
PO Number Number of the PO this invoice is attached to.
Customer Customer that is buying the items.
Customer Invoice Number of the invoice to the customer.
Customer Invoice Date Date the customer was invoiced.
Customer Due Date Due date for the customer.
Customer Invoice Status Status of the customer invoice based on configuration settings (see above).
Customer Totals Totals due from the customer for this invoice (sell, est earnings, restock, misc, freight, tax, and total) and the totals for the order this invoice is attached to (sell, est earning and open only).
Lot Bill If checked, the invoice will only be printed with a lot total (no units).

Vendor (Green)

Field/Button Purpose / Action
Status Indicator Shows if the transaction is New, Released, or Changed.
PO Number Number of the PO that this invoice is attached to.
Invoice Number of this invoice.
Invoice Date Date of the invoice.
Due Date Date the invoice is due.
Material Totals (Sell) Sell cost of all materials on this invoice, all invoices on the order, credits, for the order and any open items.
Material Totals (Est Earnings) Estimated earnings of all the materials on this invoice, all invoices on the order, credits, for the order and any open items.
Sub Totals
  • Restock - total of all restock lines.
  • Misc - total of all misc lines.
  • Freight - total of all freight lines.
  • Tax - total of all tax lines.
  • Total - total material and other lines above.
Payments
  • Payable - amount open to pay the vendor.
  • Paid - amount paid to the vendor already.
  • Receivable - amount open to receive from the manufacturer (commission / overage).
  • Received - amount received from the manufacturer (commission / overage).
Invoice Status Status of the invoice based on configuration settings (see above).
Batch Batch the invoice is assigned to.
Lot Bill If checked, the invoice will only be printed with a lot total (no units).
Close Sales Set the "close sales" flag on the order: OASIS will not expect more invoice for the order.
Created Date of and user that created this invoice.
Updated Date of and user that last updated this invoice.

Customer (Red)

Field/Button Purpose / Action
Status Indicator Shows if the transaction is New, Released, or Changed.
Customer Customer that is purchasing the items.
PO Numbers Number of the PO that this invoice is attached to.
Invoice Number of this invoice.
Invoice Date Date of the invoice.
Due Date Date the invoice is due.
Material Totals (Sell) Sell price total of material items on this invoice, all invoices, credits, order that this invoice is attached to, and open items.
Material Totals (Est Earnings) Est Earning total of material items on this invoice, all invoices, credits, order that is invoice is attached to, and open items.
Subtotals
  • Restock - total of all restock lines.
  • Misc - total of all misc lines.
  • Freight - total of all freight lines.
  • Tax - total of all tax lines.
  • Total - total material and other lines above.
Payments Total of payments received and receivable on this invoice.
Invoice Status Status of the invoice based on configuration settings (see above).
Batch The batch the invoice is assigned to.
Lot Bill If checked, the invoice will only be printed with a lot total (no units).
Close Sales Set the "close sales" flag on the order: OASIS will not expect more invoice for the order.
Created Date of and user that created this invoice.
Updated Date of and user that last updated this invoice.
Quick Apply Lot Value Typing a value here will auto add a lot line at the bottom of the invoice bill of material with the value that was keyed. This is for quickly invoicing the order with specifying any (or all) the items that were shipped.

Shipping Toolbar

Field/Button Purpose / Action
SO# Sales order number.
Date Date of shipping.
Date Checkbox Un-check if the date is not known.
LOC Ship from location (e.g. name or code of factory warehouse).
SCAC Standardized (if possible) carrier code.
Track Tracking number of the carrier.
Transit Number of days (estimated) that the product will take to ship from the factory to the job site.
Apply Assigns the entered shipping information to the line.
Apply checkbox Show/hide the shipping toolbar.

Tabs

Items (All Types)

Field/Button Purpose / Action
QI Quick Invoice: clicking this flag will copy the invoice open value into the invoice quantity.
Quantity Amount of the item.
Release How many of the items are being released.
Type Item Type.
Part Part number.
Net Price Net Price for the line.
Comm Commission percentage for this line.
Overage Amount of overage for this line.
%Over Percentage of overage for this line.
MFG Quote Manufacturer quote on the order.
Sell Sell price for this line.
Sel Select line for action (e.g. remove line).
Hold Quantity of the items that are on hold.
Shp Open Quantity open to ship.
Inv Open Quantity open to invoice.
MFG Manufacturer of the part on this line.
Ext Sell The extended sell for this line.
Open Sell Total sell value open to bill.
Estimated Estimated ship date on the order.
Account Account to credit the line to (from the order).
Yellow Line below Items Invoice line for this line item.
Shipping Line Shipping details for this line.
Desc Free text description tied to this line.
Note Free text note tied to this line (visible to customer).
INote Free text internal note tied to this line (visible only on internal prints).
Show/Hide Description Toggle button that will show or hide the Desc line.
Show/Hide Note Toggle button that will show or hide the Note line.
Show/Hide INote Toggle button that will show or hide the INote line.
Add Factory Item Add factory item (split the line) for billing. Example: splitting the "bolts" from a "pole" to bill separately.
Add Shipping Adds a shipping line to the item.

Accounts (Commissioned Only)

Field/Button Purpose / Action
Quoter Quoter that was on the order tied to this invoice.
CSR CSR that was on the order tied to this invoice.
Order Type Order type of the order tied to this invoice.
Specifier Type Blue text allows you to choose what type of specifier.
Specifier Type in the name of the specifier and if OASIS finds it in the customer list for that type, it will tie it to that entry.  You can also click the "..." to pull up a list of customers of that type.
Specifier Assigned To Pull Down Sales person assigned to the specifier on this order.
(no contact selected) Click to assign a contact for the specifier.
(+) Click to assign a contact for the specifier.
Checkbox and Influence Used to weight specifiers on an order. When checked, the specifier has influence and the wighting (greater than zero) is keyed.
Add Adds a specifier line.
Update Use the specifier assigned to sales person and the influence weightings to update the Sales Accounts receiving credit on the order.
Insert Sales Account Line Adds a new line in the Sales Account list.
Delete Sales Account Line Removes the selected Sales Account line.
Sales Account Where you enter the sales account(s) tied to this invoice.
Sales Account Percent Percentage of the share for that specific sales account.

Billing (Resell, Vendor, Customer)

Field/Button Purpose / Action
Quoter Quoter listed on the order that this invoice is attached to.
CSR CSR listed on the order that this invoice is attached to.
Batch (Resell Only) Batch the invoice is assigned to.
Order Type Type of the order that this invoice is attached to.
Close Sales (Resell Only) Set the "close sales" flag on the order: OASIS will not expect more invoice for the order.
Specifiers Allows the addition of specifiers to the invoice.
Add Adds a new specifier.
Update Use the specifier assigned to sales person and the influence weightings to update the Sales Accounts receiving credit on the order.
Insert Sales Accounts Adds a new line to enter a sales account.
Remove Sales Accounts Removes the currently selected sales account line.
Sales Account ID of the sales account.
Sales Account Percent Percent of the share that is assigned to that sales account.

Addresses (All Types)

Field/Button Purpose / Action
Sold To/Bill To/Ship To Self-explanatory.
Use Alternate Select the alternate address on the order as the ship to address for this invoice.
Use Primary Use primary address on the order as the ship to address for this invoice.

Disputes (All Types)

Field/Button Purpose / Action
Disputed Checkbox to designate if there is a dispute on the invoice.
Note Click the note button to create a commission request form to send to the manufacturer.
Reviewer User currently reviewing the invoice.
Disputed Amount Amount of the dispute.
Free Text Field Notes about the dispute (e.g. "Did not bill out overage").
Resolved Set when the dispute is resolved.
Resolved Date Date the dispute was resolved.
Fault Optional assignment of fault.
Free Text Field What was done to resolve the dispute (e.g. "Manufacturer will credit unpaid overage on invoice 235234.").

Accounting (All Types)

Commissioned

Field/Button Purpose / Action
Opens a dialog to control what columns are visible in the listing of invoices as well as what fields and order they are sorted on.
Prints the selected invoice(s).
Invoice Number of the customer invoice.
Date Date of the customer invoice.
Sell Total sell price of the invoice.
Freight Total freight on the invoice.
Overage Total overage on the invoice.
Comm Total commission on the invoice.
Earnings Total earnings on the invoice.
Received Total of payments received on the invoice.
Payments Lists the check number, date, and amount for any payments applied to the invoice.

Resell

Vendor PO

Field/Button Purpose / Action
Opens a dialog to control what columns are visible in the listing of invoices as well as what fields and order they are sorted on.
Prints the selected invoice(s).
Agency Earn Total earnings for the agency on the Vendor PO.
Comm Total commission on the PO.
Cost Total cost on the PO (For importers, this will be the landed cost - the cost after currency conversion and landing factor is applied).
Cust Open Customer material value open to bill.
FC Cost Factory cost - in the currency of the manufacturer and not including any landing fees.
GP% Percentage of the Gross Profit.
Gros Com Total Commission + Overage split.
Inv Frt Cost Total invoice freight costs.
Inv Frt Sell Total freight value billed.
Inv GP% Gross profit for the invoice (may be different that the order if money is being made on freight).
Inv Mat Cost Total cost of material that has been billed by the vendor.
Inv Rstk Cost Total restock cost that has been billed by the vendor.
Inv Rstk Sell Total restock cost that has been billed to the customer.
Over Split Total overage.
PO# Number on the vendor PO.
Profit Total profit for the material (sell less cost).
Sell Total sell value of the PO.
Vend Open Total open for the vendor to bill.
Vend Received Amount of money received on the invoice (e.g. commissions or overage).
Vendor Manufacturer on the vendor PO.

Customer Invoices

Field/Button Purpose / Action
Opens a dialog to control what columns are visible in the listing of invoices as well as what fields and order they are sorted on.
Prints the selected invoice(s).
Invoice Number of the customer invoice.
Vendor Vender on the customer invoice.
Date Date of the customer invoice.
Misc Cost Total miscellaneous costs.
Material Cost Total cost of materials on the customer invoice.
Restock Cost Total cost of restock on the customer invoice.
Freight Cost Total cost of freight on the customer invoice.
Misc Sell Total of all MISC lines on the invoice.
Material Sell Total sell price of the materials on the customer invoice.
Restock Sell Restock price billed tot he customer.
Freight Sell Total freight billed to the customer.
Tax Total Tax on the customer invoice.
Profit Total invoice profit.
GP% Gross Profit percentage.
Received Total of payments received on the customer invoice.
Receivable Total amount remaining to be received on the customer invoice.
Payments Lists the check number, date, and amount for any payments applied to the invoice.

Vendor Invoices

Field/Button Purpose / Action
Opens a dialog to control what columns are visible in the listing of invoices as well as what fields and order they are sorted on.
Prints the selected invoice(s).
Vendor Manufacturer on the vendor invoice.
Invoice Number of the vendor invoice.
Date Date of the vendor invoice.
PO# Number of the PO that the vendor invoice is attached to.
Material Cost Total cost of materials on the vendor invoice.
Restock Cost Total of restock costs on the vendor invoice.
Freight Cost Total of freight on the vendor invoice.
Material Sell Total sell value of the materials on the vendor invoice.
Restock Sell Total restock value billed to the customer.
Freight Sell Total freight value billed to the customer.
Tax Total of tax on the vendor invoice.
Profit Total profit on the vendor invoice.
GP% Gross profit percentage.
Paid Total amount that has been paid on the vendor invoice.
Received Total amount received from the vendor.
Payments Lists the check number, date, and amount for any payments applied to the invoice.

Notes (All Types)

Field/Button Purpose / Action
Notes Notes that will be included on any prints of the invoice.
Internal Notes Internal notes that will not be included on prints of the invoice.

Attachments

See Attachments Tab under Global Concepts

Bottom Buttons

Field/Button Purpose / Action
Save and Close Saves the open invoice and returns to the invoice listing.
Close Closes the open invoice and returns to the invoice listing.
Save and New Saves the open invoice, closes it and opens a new invoice for editing.
Print Prints the currently open invoice to either a printer, print preview, PDF, Excel, or send message.