Invoicing a rental agreement involves the following:
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Step 1: Create
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the invoice
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- From the Rental Agreement Entry window, choose the Invoice button to open the Rental Agreement Invoicing window.Most of the fields on this window fill in automatically.
- If you want to include this invoice in a batch, enter a Rental Batch ID.
- Change the remaining fields, if necessary.
Choose Invoice to open the Rental Invoice Entry window.
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Note The system will not create an invoice with a $0 amount, nor will it create one if the equipment is not "on rent." If you receive an error message instead of the Rental Invoice Entry window, check the invoice rate and equipment status.Most of the fields are filled automatically from the previous windows. You can change the information or amounts, if necessary.
- Choose Details to view information about the details of this agreement. This information fills from the Rental Agreement Details Entry window.
- Choose Misc. Entry to add miscellaneous items at this time. The Rental Invoice Miscellaneous Entry window is similar to the Rental Agreement Miscellaneous Entry window.
- The Commissions and Distribution fill from the corresponding windows on the Rental Agreement Entry window. You can choose these buttons to view and change information.
- If you are using Multi-Dimensional Analysis (MDA) for certain accounts, you can choose an account and choose the A button. This opens the Rental Invoice Transaction Profitability Entry window, where you can change MDA information.
- To change rental rates or enter credit lines, double-click the agreement line on the Rental Invoice Entry window; this opens the Rental Invoice Line Entry window.
- Change rental rates or enter credit lines, if necessary.
- Choose Save to save the Rental Invoice Line Entry window. Close this window to return to the Rental Invoice Entry window.
Step 2:
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Print and review the invoice
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You can print an invoice for an agreement directly to a printer, but not to a file. You can print individual invoices or several invoices included in a batch.
- Choose Transactions > Equipment > Invoice Entry.
- Choose an invoice number for the invoice you want to print.
- Choose the down arrow next to the printer icon, then choose the appropriate menu option to open the Print window.
- Choose the printing options and then choose OK. The invoice prints to the selected printer.
Step 3:
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Post the invoice.
- From the Rental Invoice Entry window, choose an invoice.
- Choose Post. You can view posted invoices using Sales Order Processing (SOP), or using Receivables Management (RM) if you posted through RM.
Printing an edit list for a rental invoice
You can print an edit list for rental invoice and rental invoice batch entries. Printing an edit list allows you to view the details of the invoice and check for errors before posting.
You can print the edit list from the Rental Invoice Entry window and Rental Invoice Batch Entry window.
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Printing the edit list from the Rental Invoice Entry window
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Printing an edit list from the Rental Invoice Entry window will display the details of a single invoice.
- Choose Transactions > Equipment > Rental Invoice Entry.
- Use the lookup field to choose the invoice entry you want to post.
- Choose the printer icon, then choose Edit List.You may be prompted to print the edit list to the screen, printer, or a file. Mark the appropriate check box checkbox and choose OK. The edit list will print to the selected destination.
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Printing from the Rental Invoice Batch Entry window
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Printing an edit list from the Rental Invoice Batch Entry window will display the details for all invoices assigned to the selected batch.
- Choose Transactions > Equipment > Invoice Batches.
- Choose the batch from the Batch ID lookup field.
- Choose Print, then Edit List.You may be prompted to print the edit list to the screen, printer, or a file. Mark the appropriate check box checkbox and choose OK. The edit list will print to the selected destination.
Checking the edit list for errors
A rental invoice edit list shows the details, items, and account distribution and tax information of either a single invoice or each invoice in a batch.
The edit list also summarizes the totals of the invoices without errors and the totals of the invoices with errors.
If there are no errors in the invoice:
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