The Invoice Items Master File is a place to store information about non-product items, which may be billed to a Delivery Point of Sale. This will include Monthly Rental charges, Delivery Fees, Repair Service Charges and Cleaning Services.
The Pricing for these Invoice Items is defined in exactly the same way as Products. See DeliveryMAX Pricing Strategies for a full explanation of pricing rules and strategy.
DeliveryMAX System Considerations
There are 3 Invoice Items that are needed for VendMAX system relates entries. The first 2 relate to Accounts Receivable. When Billing Terms are established and assigned to a Customer or Location, you can define Late Charges and Early Payment Discounts.
Before printing Statements or Invoices, you would normally choose to Generate A/R This is a request for DeliveryMAX to calculate discounts or finance charges which are due. When this is done, DeliveryMAX will create a new Delivery Sale to the Customer with the Invoice Item called “Early Payment Discount” or “Late Payment Finance Charge” that applies. Therefore, these two Invoice Items are system entries and cannot be deleted or edited.
The third System Consideration relates to Rental Billing. Rental Billing is defined for a piece of Non-Vending Equipment on the Non-Vend Equipment – General tab. Then when the Non-Vending Equipment is placed at a Delivery POS, the National Account, Customer or Location set as the “Bill-To” on the Products – Main tab will be responsible for the rental fee. However, Rental Bills are not produced automatically in DeliveryMAX. You will need to run the Rental Billing activity to generate the Rental Bills. When this activity is run, the dialog will ask what Invoice Item you would like the Rental Bill line item to appear under. You should create an Invoice Item for Rental Billing of equipment. This will give you the opportunity to select the Invoice Item you have created here for that purpose.
TIP: Within the VendMAX Warehouse Handheld and Route Driver Handheld applications, invoice items are currently not available through the Product Picker for a Delivery POS. In order to bill an invoice item from the handheld, the invoice item must be in the Standing Order or the recently ordered items (History) for the POS. If you occasionally have your driver’s bill for an invoice item, you should add it to the Standing Order with no quantity.
Invoice Items – Header
The following data fields are maintained at the top of the screen in the header area during the display of all Invoice Items Tab information. The fields are described in detail below.
Description
Descriptive name of Invoice Item. The description entered here will appear on Invoices and Statements sent to Customers when this invoice item is added to a Delivery Sale.
Code
This code, like all Master table codes in VendMAX, can be assigned by the user, or auto-assigned by VendMAX. If the field is left blank when creating a new Invoice Item, the system will auto-assign the next sequentially available code number when the SAVE button is selected. The CODE for an Invoice Item can be changed at any time in the future by any user with edit authorization of the Invoice Items table in Security Settings Codes can be alpha-numeric, and up to 16 characters. Codes are required for each record, and must be unique within each site in the database.
The DeliveryMAX system comes pre-configured with two Invoice Items that the Accounts Receivable module will use. These are “Early Payment Discount” and “Late Payment Finance Charge”. These Invoice Items cannot be edited or deleted, with the exception that you can assign a Pricing Family or a Product Family to them, and you can add Miscellaneous Information if needed.
Category is available as another way to group and sort Invoice Items records. The values which are entered are user defined, and no value needs to be entered.
This setting will have no effect in a single site installation. In a multi-site operation, there may be operations in several states. Under these circumstances, there will be ‘Regional” Invoice Items which are not used at all sites. When this check box is turned off, the invoice item belongs only to the Site which created it. This will prevent other sites from using the invoice item for their Delivery Sales, or even simply seeing it in their Invoice Items list when they are operating the DeliveryMAX client software.
Product Family is the primary method to group and sort Product records. Since Invoice Items are similar to Products in many ways, as they can be sold to customers, but without inventory implications, they can also belong to a Product Family. Product Families can be changed at any time if you decide to ‘group’ similar products at a later time.
It is recommended that you create a specific Product Family for Service related items.
Users are required to enter a value when creating a new Invoice Item. The creation and assignment of Pricing Families is an important part of creating DeliveryMAX pricing schemes. See DeliveryMAX Pricing Strategies for a full explanation of the implications of this setting.
Invoice Items – Misc. Info
Every Form View detail tab of Invoice Items data maintains the header information shown below. For more information on the data fields contained in this header area, see Invoice Item Header Details.
This field can be left blank. It is a place to record the date when an Invoice Item is first established.
Out of Service Date
In VendMAX, most Master File records cannot simply be deleted, because other table records in the VendMAX database refer to them. As an example, if there are Vend Visits, which have, been created against a POS that POS must remain in the database forever. However, Vending Operators sometimes lose an account, reduce the number of POS’ at an existing account, or sell a vending machine. Therefore, there needs to be a way to leave the record in the database, and still make it disappear from all reports and lists within the system. That is accomplished by entering a date into this field. This date will establish when this record is no longer to appear in these reports and other lists.
This record can be brought back into service simply by erasing the date from this field. In order to view this record, for reference, research, or to bring it back into service, see Configure Search for more information.
User Defined Fields
The Miscellaneous tab allows you to setup and maintain 10 User Defined data fields for Invoice Items. Most Master Tables in VendMAX provide a place to create and maintain 10 User Defined data fields. The use of these fields is optional. For information on activating and defining User Defined fields in VendMAX, see User Defined Fields.
Invoice Items – Price History
The Price History Tab simply provides a place to maintain a history file of List Price and Cost fields as they change for the Invoice Item. This is exactly analogous to the Packaged Product Pricing History dialog box in the Products Master File.
Every Form View detail tab of Invoice Items data maintains the header information shown below. For more information on the data fields contained in this header area, see Invoice Items Header Details.
Price History
This screen area contains a historical list of Price and Cost information for the Invoice Item, with associated effective dates. Choosing the button will create a new line item with today’s date. It then allows for the definition of a Price and a Cost. Both of these entries will only be used for Pricing Rules When “Cost +” or “List Price” options are defined.
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