Recommendations for Your Invoicing Processes

1. Recommendations for Your Invoicing Processes Cindy Bishop 205-879-3282 cbishop@commandalkon.com

2. This session is geared toward existing users of COMMANDinvoicing. The session will include a review of the recommended invoice process, define recommendations for improving the efficiency of your invoice runs, review the processing of Credit and Debit Memos, and discuss what happens when you print and update invoices. We will also take a look at how to correctly edit the GL as part of the invoicing process and learn how to properly restart a halted or incorrect Invoice Run. (Intermediate/Advanced) Recommendations for Your Invoicing Process

3. Recommendations for Your COD Invoicing

4. Recommended Invoicing Procedure Update Costs for orders & tickets. Recommendations for Your Invoicing Processes

5. Update Costs & Prices for Orders & Tickets • Two utilities on one screen • Update Costs • Update Prices • Update Costs • Attaches cost information to tickets • Necessary in order to see costs on Invoicing prep reports • Necessary in order to see costs in COMMANDexecutive • Recommend to run as part of Invoicing process so costs are updated daily • Update Prices • Revalidates price to the best price possible • Intended to be run on daily dispatch work • Should not be run on Credit and Debit Memos • Update Prices and then enter CM/DM • Perform invoice run for CM/DM, then Update Prices Recommendations for Your Invoicing Processes

6. Credit and Debit Memos

7. Processing Credit & Debit Memos Separate from Invoices • Expedite authorization/review of Credit/Debit Memos • Approval on Invoicing Side • Approval on Receivables Side • Provides better control • Can print on different color paper if mailing to customers Recommendations for Your Invoicing Processes

8. Processing Credit & Debit Memos Separate from Invoices • Approval on Invoicing Side • Use report parameters to separate by Order Type • Unapproved CM/DM – remove/suspend order • Demonstration Note the Type of “SL” Recommendations for Your Invoicing Processes

9. Processing Credit & Debit Memos Separately • Approval on Receivables Side • Set Configuration Flag (Files>General Information>Configuration>Invoicing Tab) “Separate/Suspend Credit/Debit Memos” • Invoice all orders together, regular sales, credits and debits • Unapproved CM/DM – post transaction and make adjustment Recommendations for Your Invoicing Processes

10. Processing Credit & Debit Memos Separately Recommendations for Your Invoicing Processes

11. Processing Credit & Debit Memos Separately • Note: With this configuration, the Type has changed from “SL” for “Sale” to “IN” for “Invoice”. Recommendations for Your Invoicing Processes

12. Processing Credit & Debit Memos Separately Recommendations for Your Invoicing Processes

13. Processing Credit & Debit Memos Separately • User option for releasing CM/DM • Transaction batch type • IN (Invoice), CM (Credit Memo) DM (Debit Memo) vs. SL (Sales) • Set Credit Memo to print “Credit Memo-Do Not Pay” • Print on colored paper if mailing out • Question – Credit and Debit OR Credit and Rebill? Recommendations for Your Invoicing Processes

14. Credit & Debit vs. Credit & Rebill Credit and Debit Maintains integrity of original invoice number Recommendations for Your Invoicing Processes

15. Credit & Debit vs. Credit & Rebill Credit & Re-bill Recommendations for Your Invoicing Processes

16. Credit & Debit vs. Credit & Rebill Credit Re-bill is actually the process of producing a new “Charge” order which produces a totally new invoice number & Re-bill Recommendations for Your Invoicing Processes

17. Credits, Debits & Effects on Quantities • “How should all quantities affect inventory and sales analysis?” • Quantities on hand should be adjusted for all products • Quantities should be handled as damaged goods for all products • No adjustment to quantities should be made for any products • Prompt for this information with each product code entered • How do you tell what choice has been made? • Prep screen indication of which option has been chosen • Priced Orders Report & Preliminary Invoice Register – “Values with * do not effect sales analysis” Recommendations for Your Invoicing Processes

18. Credits, Debits & COMMANDexecutive • Must use Credits and Debits from COMMANDinvoicing in order for data to show on Executive reports. • Executive is a “Sales” Reporting tool and only recognizes orders and tickets • Receivables is not a “Sales” module, therefore adjustments made in Receivables do not affect Executive • Executive posts data based on order date, not ticket date • Example: Order is credited for price adjustment only • CM is created and “No adjustment to quantities” is chosen • Once posted to Executive, sales dollars will be affected but sales quantities will not • Example: Order is credited using Price Adjustment product • System does not know which product is getting credited • Executive will only show information for the product “Price Adjustment” Recommendations for Your Invoicing Processes

19. Credit & Debit Memos – Balancing to Executive Does not update Recommendations for Your Invoicing Processes

20. Order Types

21. Recommendations on Order Types • Order Types determine if an order will be invoiced. • Order Types determine what sort of inventory transaction takes place. • Order Types • Regular Sale • Job Transfer • Material Transfer • Incoming Material Dumped • Incoming Material Received Recommendations for Your Invoicing Processes

22. Recommendations on Order Types Recommendations for Your Invoicing Processes

23. Concrete & Aggregate Order Types • Order Types • Regular Sale (CC & CA) • Represents all orders for which shipments are made and for which invoices will be created. • Job Transfer (CC & CA) • Represents the shipment of inventoried materials to job sites for inter-company, construction related activity. • No invoice will be created. • Material Transfer (CC & CA) • Represents inventoried materials shipped from one inter-company plant to another. • No invoice will be created. Recommendations for Your Invoicing Processes

24. Concrete & Aggregate Order Types • Order Types • Incoming Material Dumped (CA) • Covers the receipt of various types of materials dumped at the plant for which an invoice will be created. • Incoming Material Received (CA) • Supports the receipt of inventoried materials from vendors. • No invoice will be created. Recommendations for Your Invoicing Processes

25. Order Types • Transfer Orders Register • For orders/tickets in the system with Order types of • Job Transfer • Material Transfer • Demonstration Recommendations for Your Invoicing Processes

26. Prep and Invoice Reports

27. Invoicing Reports • Price Source Codes • Indication of origination of pricing • Visible on reports and prep screens Recommendations for Your Invoicing Processes

28. Invoicing Reports • Price Source Codes • Indication of origination of pricing • Visible on reports and prep screens DEMONSTRATION Recommendations for Your Invoicing Processes

29. Invoicing Reports • Priced Orders Report • Exceptions • Automatic suspend/release • Run by invoicing status • Orders will show whether invoiced or not Recommendations for Your Invoicing Processes

30. Invoicing Reports • Preliminary Invoice Register • Can be run in Detail or Summary • Groups information as it will be grouped when invoiced • Only prints orders that have not been invoiced Recommendations for Your Invoicing Processes

31. Invoicing Reports • Invoice Run Totals Report • Intended for use by those who do not use COMMANDreceivables • Use for balancing invoice run Recommendations for Your Invoicing Processes

32. Invoicing Reports Recommendations for Your Invoicing Processes

33. Set up Reports for Different Invoice Runs • Set up what you consider to be useful standard reports for your business • “COD Invoice run” • “Zero Priced run” • “Credit/Debit run” • “Regular Invoice run” • Remove Reports • Pull up report selection screen • Tab to pull in parameters • Shift + F5 to remove Recommendations for Your Invoicing Processes

34. COD Invoicing

35. Why run COD invoices separately? • Avoid printing a “COD” invoice to expensive forms • Can print to plain paper • Can specify different invoice formats if needed • Avoid printing altogether by running to the screen Recommendations for Your Invoicing Processes

36. Invoicing COD Orders Separately • Use report parameters to separate by Payment Method • Can print them on plain paper or just print to screen if not mailing out to customers • If have all “COD only” customers assigned to unique accounting category, can use a unique invoice format and unique next number sequence Recommendations for Your Invoicing Processes

37. Accounting Category Usage in Invoicing • Separating by Accounting Category in Invoicing • Allows you to select invoice runs by accounting category • Allows for unique invoice formats • Allows for unique number sequences for each category • Demonstration Recommendations for Your Invoicing Processes

38. Suspending and Void/Remove Options

39. Suspending Options • Suspend – Withholds the Order/Ticket from invoicing until issue is resolved. • Suspend Order • Suspend Product • Demonstration • Suspend Ticket • Demonstration • Invoicing a suspended ticket on an invoiced order. • Demonstration Recommendations for Your Invoicing Processes

40. Void Ticket Reason Code Options • Removed Ticket reason codes can be configured to: • Don’t Create/Create Cartage for this ticket • Don’t Invoice/Invoice this ticket • Remove/Keep Inventory Transactions for this ticket • Don’t Include/Include this ticket in Executive Reports • All existing reason codes are defaulted with all four options set to “Don’t Create Cartage”, “Don’t Invoice”, “Remove Inventory Transactions” and “Don’t Include in Executive Reports”. • These are the defaults of how the system has always worked when tickets are voided/removed. Recommendations for Your Invoicing Processes

41. Void Ticket Reason Code Options Recommendations for Your Invoicing Processes

42. Void Ticket Reason Code Options Recommendations for Your Invoicing Processes

43. Impacts of Removed Tickets on Balancing Recommendations for Your Invoicing Processes

44. Void Ticket Reason Code Recommendations • Recommendations • Keep your existing reason codes • Add new reason codes that reflect your business scenarios and the need to update various parts of the system • As part of prep review all voided tickets and their reason codes • Run ticket report by Report Sequence “Only Removed Tickets” Recommendations for Your Invoicing Processes

45. Printing, Updating, Canceling Invoice Runs

46. Filling Out the Invoice Print Screen • Invoice date determines the current month for the invoice • Including previous days released orders/tickets • Invoice run with today’s date could include past days released orders • If invoice daily these invoices would have a grace period as far as how the system ages them due to invoice date • Can also choose past days released on the Preliminary Invoice Register Selection Screen • Backdating a separate invoice run for past day released • Past days released orders could be invoiced on the actual day they were meant to be invoiced • Customer would be penalized by amount of payment days left if invoice date is backdated Recommendations for Your Invoicing Processes

47. Printing, Updating or Canceling Invoices Recommendations for Your Invoicing Processes

48. Printing, Updating or Canceling Invoices Recommendations for Your Invoicing Processes

49. Editing missing GL information

50. Editing Missing GL Information found during Updating of Invoices – Error Message Recommendations for Your Invoicing Processes