Creating an Individual Invoice from the Agreement

Invoicing a rental agreement involves the following:

Step 1: Create the invoice

1. From the Rental Agreement Entry window, select the Invoice button to open the Rental Agreement Invoicing window. Most of the fields on this window fill in automatically.
2. If you want to include this invoice in a batch, enter a Rental Batch ID.
3. Change the remaining fields, if necessary.

4. Select Invoice to open the Rental Invoice Entry window. 

   

   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.

5. Select Details to view information about the details of this agreement. This information fills from the Rental Agreement Details Entry window.
6. Select Misc. Entry to add miscellaneous items at this time. The Rental Invoice Miscellaneous Entry window is similar to the Rental Agreement Miscellaneous Entry window.
7. The Commissions and Distribution fill from the corresponding windows on the Rental Agreement Entry window. You can select these buttons to view and change information.
8. If you are using Multi-Dimensional Analysis (MDA) for certain accounts, you can select an account and select the A button. This opens the Rental Invoice Transaction Profitability Entry window, where you can change MDA information.
9. 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.
10. Change rental rates or enter credit lines, if necessary.
11. Select Save to save the Rental Invoice Line Entry window. Close this window to return to the Rental Invoice Entry window.

Step 2: Print and review the invoice

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.

1. Select Transactions > Equipment > Invoice Entry.
2. Select an invoice number for the invoice you want to print.
3. Select the down arrow next to the printer icon, then select the appropriate menu option to open the Print window.
4. Select the printing options and then select OK. The invoice prints to the selected printer.

Step 3: Post the invoice.

1. From the Rental Invoice Entry window, select an invoice.
2. Select 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 invoices 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.

Printing the edit list from the Rental Invoice Entry window

Printing an edit list from the Rental Invoice Entry window will display the details of a single invoice.

1. Select Transactions > Equipment > Rental Invoice Entry.
2. Use the lookup field to select the invoice entry you want to post.
3. Select the printer icon, then select Edit List. You may be prompted to print the edit list to the screen, printer, or a file. Mark the appropriate checkbox and select OK. The edit list will print to the selected destination.

Printing from the Rental Invoice Batch Entry window

Printing an edit list from the Rental Invoice Batch Entry window will display the details for all invoices assigned to the selected batch.

1. Select Transactions > Equipment > Invoice Batches.
2. Select the batch from the Batch ID lookup field.
3. Select Print, then Edit List. You may be prompted to print the edit list to the screen, printer, or a file. Mark the appropriate checkbox and select 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:

• The Audit Trail Code will be displayed in the invoice details.
• The Error Description column in the invoice details will display nothing.
• The totals listed under Invoices with Errors will amount to zero.

If the invoice contains errors:

• The Audit Trail Code will not be displayed in the invoice details.
• The Error Description column in the invoice details will display the error message. The totals listed under Invoices with Errors will display a balance.