Invoicing Customer Orders—Exercises

Basic Data Setup

Customer

Purpose: The purpose of this exercise is to enter the records for customers that will be used in the main exercise.

Windows:
Customer

Hint: Start by entering the first customer record. Then right-click in the Customer Order window and click Copy Customer. Repeat this until all customers are entered. Then enter any supplementary information where needed.

1. Enter the following customers:

2. Enter the following record in the Message Setup tab to enable invoices created for the customer, to be sent as a message:

General exercise for Enter Customer

Document Class

Purpose: The purpose of this exercise is to enter document classes to be used for images and attachments when invoices are sent as messages to the customer. Note that this exercise is required only if the E-INVOICE media code is used to send an invoice since that is the only media code in IFS Applications that allows invoice images and attachments to be sent in messages.

Windows:
Document Basic/Document Classes

1. Enter the following document classes:

General exercise for Document Basic

Company

Purpose: The purpose of this exercise is to set up your company to send invoice images and attachments when invoices are sent as messages to the customer. Note that this exercise is required only if the E-INVOICE media code is used to send an instant invoice since that is the only media code in IFS Applications that allows invoice images and attachments to be sent in messages.

Windows:
Company/Invoice/Document Management

1. Enter the following information on the Document Management tab:

General Exercise for Company

Stored Sales Part

Purpose: The purpose of this exercise is to enter the sales parts that will be used in the main exercise.

Windows:
Sales Part
Inventory Locations
Inventory Part
Receive Inventory Part

1. Enter Race Car as a sales part, with XX10–100 as the sales part number.
2. Enter Street Car as a sales part, with XX10–300 as the sales part number.
3. Enter Blue Car as a sales part, with XX10-200 as the sales part number.
4. Create a picking location.
5. The inventory parts for the sales parts are automatically created. Enter an estimated material cost. Connect your picking location to your inventory parts.
6. Receive 200 parts of each into stock.

General exercise for Stored Sales Part
General exercise for Entering Inventory Locations
General exercise for Receive Inventory Part

Order Type

Purpose: The purpose of this exercise is to enter an order type that will automate all steps up to invoicing.

Windows:
Sales Basic Data/Order Types

1. Enter XXI as the order type, replacing XX with your initials.
2. Clear the Use Shipment Inventory check box.
3. Note that the order flow should be run automatically to Deliver Order, i.e., the first stop should be after Deliver Order and then after each subsequent event.

General exercise for Enter Order Types

Sales Charge Group

Purpose: The purpose of this exercise is to enter a sales charge group, to be used when you charge your customer for transportation insurance.

Windows:
Sales Basic Data/Sales Charge Groups

1. Create a sales charge group. Use XXINSUR, replacing XX with your initials, as the charge group ID.
2. Optionally, you can define a language code.

General exercise Enter Sales Charge Groups

Sales Charge Type

Purpose: The purpose of this exercise is to enter a sales charge type, to be used when you charge your customer for transportation insurance.

Windows:
Sales Charge Type

1. Create a charge type. Use XXINS, replacing XX with your initials, as the charge type ID.
2. Connect the charge group, XXINSUR.
3. Use PCS as the unit of measure.

General exercise for Enter Sales Charge Types

Required Data

Creating Customer Orders

Purpose: The purpose of this exercise is to show you the required data that is used in the main exercises below.

1. Enter the following customer orders:

For customer orders connected to collective invoices with closing dates:

For customer order lines blocked from being invoiced: 

2. Customer C.S.C. Tokyo will get one car free of charge as a demo unit. Enter a second order line for the same part (XX10–100), with a quantity of 1 and a zero price (demo unit).
3. Release all customer orders.

General exercise for Creating Customer Order

Main Exercises

Create Customer Invoice

Purpose: The purpose of this exercise is to show you how to create a customer invoice from a customer order.

Windows:
Customer Order
Create Customer Invoices
Customer Invoice

1. In the Customer Order window, query for your customer order from C.S.C Rome. To verify that the parts for the customer order have been picked and delivered, view the Order History tab of the Customer Order window. If the customer order requires delivery confirmation, you have to verify that the parts for the customer order has been delivery confirmed. 
2. In the Create Customer Invoices window, search for the customer order.
3. Select the order line. Create a customer invoice by right-clicking and then clicking Create Invoice.
4. Open the Customer Invoice window, and search for the customer order.

Batch Create Customer Invoices

Purpose: The purpose of this exercise is to show you how to create multiple customer invoices at a time.

Windows:
Customer Order
Batch Create Customer Invoices
Customer Invoice

Notice the remaining lines in the Create Customer Invoice window before you do the following steps. Adjust your user parameters in the following steps in order to create invoices for them.

1. Open the Batch Create Customer Invoices dialog box.
2. Specify the company to which the invoices belong. It is not possible to use the percentage sign (%) to create customer invoices for many companies.
3. Specify a site belonging to the above company or leave the percentage sign (%) to specify all the sites of the company.
4. Similarly, specify the order type, customer number, coordinator and salesman ID or leave the percentage sign (%) to indicate all.
5. Specify a priority or leave the field blank to indicate any priority.
6. Click OK.

To schedule batch create customer invoices as a background job:

1. Click Schedule to open the Create New Task Schedule window. Set the scheduling parameters as required and save. Scheduled tasks can be seen in the Scheduled Database Tasks window.

Create Collective Invoice Based on a Cycle Interval

Purpose: The purpose of this exercise is to show you how to create a collective invoice originating from multiple customer orders based on a cycle interval.

Windows:
Customer Order
Create Collective Customer Invoices
Customer Invoice

1. In the Customer Order window, query for your customer orders from C.S.C Vienna. To verify that the parts for the customer order have been picked and delivered, view the Order History tab of the Customer Order window. If the customer orders require delivery confirmation, you have to verify that the parts for the customer orders have been delivery confirmed. 
2. Open the Create Collective Customer Invoices window.
3. Search for the customer orders from C.S.C. Vienna. How many orders will be invoiced? Look in the Orders to Invoice field.
4. Select the appropriate customer line. Create a collective invoice by right-clicking and then clicking Create Collective Invoice.
5. Open the Customer Invoice window. Search for one of the customer orders. Review the collective invoice. Does it differ from the regular invoice?

Create Collective Invoice Based on the Closing Dates

Purpose: The purpose of this exercise is to show you how to create a collective invoice originating from multiple customer orders, based on the closing dates.

Windows:
Customer Order
Create Collective Customer Invoices
Customer Invoice

1. In the Customer Order window, query for your customer orders from C.S.C Italy. To verify that the parts for the customer orders have been picked and delivered, view the Order History tab of the Customer Order window. If the customer orders require delivery confirmation, you have to verify that the parts for the customer orders have been delivery confirmed. 
2. Open the Create Collective Customer Invoices window.
3. Select the appropriate customer line, right-click and then click Create Collective Invoice to create a collective invoice.
4. The Create Collective Invoices dialog box opens. It displays the 10th day of the month as the closing date. Do not change this value. Next, create an invoice.  
5. Open the Customer Invoice window. Search for one of the customer orders. Review the collective invoice. Notice that only one order is invoiced. (i.e. the order delivered on the 10th day of the month)

Note: To perform a similar exercise for individual orders in the Create Collective Customer Invoices window, select the appropriate customer line, right-click and then click Create Collective Invoice per Order.   

Create Collective Invoice per Order

Purpose: The purpose of this exercise is to show you how to create a collective invoice containing a selection of customer orders.

Windows:
Customer Order
Create Collective Customer Invoices
Customer Invoice

1. In the Customer Order window, query for your customer orders from C.S.C Pretoria. To verify that the parts for the customer orders have been picked and delivered, view the Order History tab of the Customer Order window. If the customer orders require delivery confirmation, you have to verify that the parts for the customer orders have been delivery confirmed. 
2. Open the Create Collective Customer Invoices window. Search for the customer orders from C.S.C. Pretoria.
3. Select the appropriate customer line, right-click, and then click Create Collective Invoice per Order.
4. Select the two uppermost order lines, right-click and then click Create Collective Invoice.
5. Open the Customer Invoice window. Search for one of the customer orders. Review the collective invoice. How does it differ from the collective invoice created in the above exercise?

Batch Create Collective Invoices

Purpose: The purpose of this exercise is to show you how to create multiple collective invoices at a time, based on the planned invoice date offset.

Windows:
Customer Order
Batch Create Collective Customer Invoices
Customer Invoice

Notice the remaining lines in the Create Collective Invoice window before you do the following steps. Adjust your user parameters in the following steps in order to create invoices for them.

1. Open the Batch Create Collective Customer Invoices dialog box.
2. Specify the company to which the invoices belong. Invoices should belong to one company, hence using the percentage sign (%) is not possible.
3. Specify a site belonging to the above company or leave the percentage sign (%) to indicate all the sites of the company.
4. Similarly, specify the customer number, currency and payment terms or leave the percentage sign (%) to indicate all.
5. Enter the planned invoice date offset. This number should be an integer. All invoices with the planned invoice date on or before the date taken by adding the offset to the system date, will be considered for performing the process. Notice what happens if you give an offset that is less than the number of days between the planned invoiced date and the system date. Similarly notice what happens if you give an offset greater than the number of days between the planned invoiced date and the system date.
6. Click OK.

To schedule batch create collective invoices as a background job:

1. Click Schedule to open the Create New Task Schedule window. Set the scheduling parameters as required and save. Scheduled tasks can be seen in the Scheduled Database Tasks window.

Invoice Block a Customer Order Line

Purpose: The purpose of this exercise is to show you how to block a customer order line from being invoiced.

Windows:
Create Customer Invoices
Customer Invoice

1. In the Customer Order window, query for your customer order from C.S.C Cairo. To verify that the parts for the customer order have been picked and delivered, view the Order History tab of the Customer Order window. If the customer order requires delivery confirmation, you have to verify that the parts for the customer order have been delivery confirmed. 
2. In the Create Customer Invoices window, search for the customer order.
3. Select the order, right-click and then click View Order Lines. Note that the order line for XX10–100 is not displayed. Select the order line for XX10–200, right-click and then click Block for Invoicing.
4. Go back to the Create Customer Invoices window, and search for the customer order. Select the order line, right-click and then click Create Invoice to create a customer invoice.
5. Open the Customer Invoice window, and search for the customer order.
6. Note that only the order line for XX10–300 is invoiced.

Note: A similar exercise can be performed in the Create Collective Customer Invoices window. 
(Select the relevant customer, right-click and click Create Collective Invoice per Order) 

Create Invoice for Sales Charges

Purpose: The purpose of this exercise is to show you how to create a customer invoice from a customer order with sales charges.

Windows:
Customer Order
Create Customer Invoices
Customer Invoice

One of your customers, C.S.C. Oslo, wants to buy a quantity of 15 race cars. The customer also wants us to arrange insurance on his account.

1. Create a customer order header, entering XX1001 as the customer ID and XXI as the order type.
2. Enter an order line by indicating XX10–100 as the sales part number and 15 pcs. as the sales quantity.
3. Click the Charges tab. Enter a charge line for the insurance using your charge type, XXINS. The price will be 125 USD per piece.
4. Release the order, and note the customer order number.
5. To verify that the parts for the customer order have been picked and delivered, view the Order History tab of the Customer Order window. If the customer order requires delivery confirmation, you have to verify that the parts for the customer order have been delivery confirmed. 
6. Open the Create Customer Invoices window, populate or query for your customer order. Select the order line. Create a customer invoice by right-clicking and then clicking Create Invoice.
7. Open the Customer Invoice window, and search for the customer order. Check the invoice lines. How many are there? What is the second line?

Issue Invoice to Another Customer

Purpose: The purpose of this exercise is to show you how to send the invoice to a company other than the customer on the customer order.

Windows:
Customer Order
Create Customer Invoices
Customer Invoice

One of your customers, C.S.C. Paris, wants to buy a quantity of 60 race cars, but C.S.C New York has agreed to pay for this particular order.

1. Create a customer order header, entering XX1002 as the customer ID and SGI as the order type.
2. Click the Misc Order Info tab. Select XX1000 as invoice customer using the List of Values.
3. Enter an order line by specifying XX10–100 as the sales part number and 60 as the sales quantity.
4. Release the order, and note the customer order number.
5. To verify that the parts for the customer order have been picked and delivered, view the Order History tab of the Customer Order window. If the customer order requires delivery confirmation, you have to verify that the parts for the customer order have been delivery confirmed. 
6. Open the Create Customer Invoices window, and select the order line. Create a customer invoice by right-clicking and then clicking Create Invoice.
7. Open the Customer Invoice window and search for your customer order invoice. Which company has been invoiced, and which company has actually received the order?

Modify Payment Term Base Date on Customer Invoice

Purpose: The purpose of this exercise is to show you how to use payment term base date to specify when the payment term due date will come into effect.

Windows:
Customer Order
Create Customer Invoices
Customer Invoice

One of your customers, C.S.C. Oslo, has foreseen a demand of cars at a date in the future and you agree to sign an order of 10 cars right away. However, the customer does not want to tie up his capital in advance. By entering a payment term base date coinciding with the time of actual delivery, the payment term will not come into effect until the goods have been delivered.

1. Create a customer order header, entering XX1001 as the customer ID and XXI as the order type.
2. Click the Misc Order Info tab. In the Pay Term Base Date field, enter a payment term base date that is two months in the future.
3. Enter an order line, specifying XX10-100 as the sales part number and 10 as the sales quantity.
4. Release the order, and note the customer order number.
5. To verify that the parts for the customer order have been picked and delivered, view the Order History tab of the Customer Order window. If the customer order requires delivery confirmation, you have to verify that the parts for the customer order has been delivery confirmed. 
6. Open the Create Customer Invoices window, and select the order line. Create a customer invoice by right-clicking and then clicking Create Invoice.
7. Open the Customer Invoice window and search for your customer order invoice.
8. Click the General tab. The specified payment term base date on the customer order should now have been passed on to the invoice. Check the due date.
9. Try changing the payment term base date and the invoice date on the invoice to earlier dates, and try later dates. Notice how they are affected by each other. Note that the invoice must be in a Preliminary state.

Create Invoice with a Zero Value Invoice Line and a Zero Total Amount

Purpose: The purpose of this exercise is to show you how to create a customer invoice with an invoice line with a zero value or an entire invoice with a zero value.

Windows:
Customer Order
Create Customer Invoices
Customer Invoice

1. Open the Create Customer Invoices window.
2. Select the order C.S.C. Tokyo. Create a customer invoice by right-clicking and then clicking Create Invoice.
3. Open the Customer Invoice window. Search for your customer order invoice. Click the Lines tab. Analyze the results. How does the second order line appear?
4. On the invoice lines, change the group discount so that the total discount amounts to 100%. Analyze the resulting amounts in the invoice header.
5. On the invoice lines, change the line discount so that the total line discount amounts to 100%. Analyze the resulting amounts in the invoice header.
6. Instead of changing the group discount or line discounts, change the sale unit price on the invoice lines to zero and analyze the resulting amounts.

Study Customer Order Invoice Postings

Purpose: The purpose of this exercise is to show you how to analyze the created postings and errors, if any.

Windows:
Customer Invoice
Customer Invoice Postings Analysis

1. In the Customer Invoice window, query for your first customer order invoice.
2. Right-click in the header and select Query Customer Invoice Postings. This will open the Customer Invoice Postings Analysis window.
3. Analyze the posting results.
4. Repeat this for all your customer order invoices.

Print Customer Invoices

Purpose: The purpose of this activity is to show how to print a customer order invoice.

Windows:
Print Customer Invoices
Archived Reports

1. Open the Print Customer Invoices window. Search for the created invoice, right-click and then click Print Invoice.
2. Open the Archived Reports window and print the invoice.

Reprint Customer Invoices

Purpose: The purpose of this activity is to show how to reprint an invoice that is already printed. If a change is made to the basic data (e.g. the customer's delivery address), IFS Applications allows you to reprint the modified invoice (which is updated with the changes) as well as the original invoice (which is not updated with the changes). Therefore, if you want to perform the exercise using both options, change the address information of the relevant customer before you carry out the Reprint exercises for easy identification purposes.

Windows:
Customer/Address
Customer Invoice
Archived Reports

1. Open the Customer window and query for the customer to which the invoice you previously printed belongs. In the Address tab, make some change to the address entered.
2. Open the Customer Invoice window and query for the customer invoice you previously printed.
3. Right-click anywhere in the header or the General tab and then click Reprint Original from Archive. The Print Report dialog box will open. Click Preview to view the invoice printout. Note that the address on the invoice is the same address that was there before you modified it for the purpose of this exercise.
4. Right-click anywhere in the header or the General tab and then click Reprint Modified. The Reprint Invoice dialog box will open. Select the Invoice Original option and then click OK to close the dialog box. The Print Report dialog box will open. Click Preview to open the invoice printout. Note that the address printed on the invoice is the changed address.

Send Customer Invoice

Purpose: The purpose of this activity is to show how to send a customer order invoice to a customer as a message. One or several vouchers will be created based on whether the Use Collective Voucher check box in the Customer Groups window is selected or not.

Windows:
Customer Invoice
Sent Invoices
Archived Reports

1. Open the Customer Invoice window and query for the customer order for which you just created an invoice. Note that the status of the invoice is Preliminary.
2. Right-click anywhere in the header or the General tab and then select Send Invoice to open the Send Customer Invoice Basic Data dialog box.
3. Select E-INVOICE on the Media Code list.
4. Connect a document to the invoice by adding it to the Additional Files field. This can be done by clicking Add and selecting the location where the relevant document is stored. (Any document may be used for the purpose of this exercise.)
5. Click OK to send the invoice.
6. Open the Sent Invoices window and query for the customer invoice you sent. Check whether the following information is available:

7. Select the invoice, right-click and then click Attachments to open the Attachments window. You will see the name of the file you attached to the invoice in step 4, and its original location displayed in the Attachments window.
8. Select the attachment, right-click and click View Attachment. The document that you attached to the invoice will be displayed and its title will be Invoice Attachment.
9. To view the invoice image, open the Archived Reports window or use the Attachments pane from the Customer Invoice window.

Resend Customer Invoice

Purpose: The purpose of this activity is to show how to resend an invoice that is already sent.

Windows:
Customer/Address
Customer Invoice
Archived Reports

1. Open the Customer window and query for the customer to which the invoice you previously sent belongs. In the Address tab, make some change to the address entered.
2. Open the Customer Invoice window and query for the customer invoice you previously sent.
3. Right-click anywhere in the header or the General tab and then click Resend Invoice. The Resend Customer Invoice dialog box will open. Select E-INVOICE on the Media Code list. Attach a document to the invoice in the Additional Files field by clicking and selecting the location where the relevant document is stored (any document may be added for the purpose of this exercise). Click OK to resend the invoice.
4. Open the Archived Reports window and query for the invoice you resent. Select the record that you queried for, right-click, and click Show PDF to open the invoice image. Note that the address printed on the invoice is the changed address.

Batch Print Customer Invoices

Purpose: The purpose of this activity is to show how to print and/or send multiple customer order invoices at a time.

Windows:
Batch Print Customer Invoices
Archived Reports

Notice the remaining lines in the Batch Print Customer Invoices window before you do the following steps. Adjust your user parameters in the following steps in order to create invoices for them.

1. Open the Batch Print Customer Invoices dialog box.
2. Specify the company to which the invoices belong to. Invoices should belong to one company, hence using the percentage sign (%) is not possible.
3. Specify a site belonging to the above company or use the percentage sign (%) to indicate all the sites of the company.
4. Specify the customer number, invoice customer and order type or leave the percentage sign (%) to indicate all.
5. Enter the planned invoice date offset. This number should be an integer. All invoices with the planned invoice date on or before the date taken by adding the offset to the system date will be considered for performing the process.
6. Optionally, click the Advance tab and select the invoice types which are needed to be included in this process. If you want to select rebate credit invoices, a specific site should have not been entered in the main dialog box. Select the Add Invoice Connected Objects check box if you want the documents connected to the invoice to be sent.
7. Select a print option. These options will behave as follows:

   Print Option	Behavior
   Print/Send	Send the invoices where the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab has been selected. Other invoices are placed in the Report Archive and are ready to be printed.
   Print Only	Considers the customer invoices where the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab has not been selected. Those are placed in the Report Archive and are ready to be printed.
   Send Only	Sends the invoices where the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab has been selected.
   Print and Send	Send the invoices where the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab has been selected. The same invoices are placed in the Report Archive and are ready to be printed.
   E-mail	Sends e-mails to the specified customers using IFS/Connect and the rules specified for the event PDF_REPORT_CREATED.

8. Click OK.

To schedule batch print customer invoices as a background job:

1. Click Schedule to open the Create New Task Schedule window. Set the scheduling parameters as required and save. Scheduled tasks can be seen in the Scheduled Database Tasks window.