Invoice Manager
The Invoice manager is used for viewing and managing invoices. From this window, you can:
- View all of the invoice fields, like Ace number, description, price, and cost, as well as the quantity received or damaged,
- Monitor shortages and overages.
- Monitor items marked as damaged.
- View items that are new to the system, and print labels for them.
- View items that have a price on the invoice that is different that the price in your system, and print new labels for them.
- Monitor items that are special orders, and look up contact information for their respective customers.
- View Ace bulletin items by bulletin number. This includes promotions and orders by pallet.
- Send the invoice to the Receiving Client, and once it is all checked in, download it back to the server.
- Print a variety of different views.
For information on each of these topics, see the topics bellow, as well as the other subjects on Receiving.
Different Sorting Options for the Invoice Manager Window
The Invoice Manager allows you to view data from an invoice in 7 different ways.
Invoice
This view displays the invoice in its entirety. This is useful for looking over the invoice before receiving it.
Short/Over
This view will display all items on the invoice were the Received field (Recv) does not equal the Shipped field (Ship). Use this view after the invoice has been downloaded from the Client. It is recommend that you make sure the ship quantity is correct for each item in this view. You can print the list out using the “Print Current View” button, and then take the printout to the sales floor to check the numbers. To make an item disappear from this view, enter the correct Recv quantity. Once you refresh the view (by clicking on another view and then “Short/Over”) the items will be gone.
Damaged
This view will display all items were the “Damaged” field isn’t blank. This is useful for keeping track of items that came in but were damaged during the shipping process. The “Damaged” quantity is purely for tracking purposes: it is not updated into Cougar Mountain.
New Item
This view will display all items that are new to the Cougar Mountain database. This is determined by looking in the Inventory (IN) history file. These items will be marked as “New” in the Receiving Client. These items also have labels that will print out when you click “Print New Item/Label Labels…” New item labels have a large asterisk (*) on the right side of the label, while new price labels do not.
New Label
This view will display all items that have a different price on the invoice that the current “Price 1″ in the Cougar Mountain inventory database. They will also have a label printed when you click “Print New Item/Label Labels…”
Special Orders
This view will display each item on the current invoice that has a matching record in the Special Orders database. In order to have a matching record, three criteria must be met:
- There must be a record in the Special Order Database that has the exact same Ace number as an item on the invoice.
- The “Received” checkbox on that record must not be checked. If it is checked, the record is assumed to be old.
- The record must be in the Special Order Database before the Invoice Wizard is run. If the Special Order record is added after the Invoice is prepared, it will not show up as such.
Each of these items will have a label printed when you press “Print Special Order Labels”.
Note: To easily access the special order record for a particular item, press the button to the right of the record.
Bulletin
This view will display all items on the invoice that have a bulletin number. These items are often promotional, clip strip items, and pallets.
Sending an Invoice to the Receiving Client
Click this button to send the invoice that you are viewing to the Receiving Client, which is specified in the preferences. If you send an invoice, any data on the Client before you press send will be erased, so make sure the data is old! For more info on setting up your Receiving Client, click here.
Print New Item/Label Labels…
Use this button to print out New Item and Price Change labels. A dialog box will open, allowing you to choose where on the sheet of labels you would like to start printing.
Print Special Order Labels…
Use this button to print out labels for each special order on the current invoice. These labels are great for storing and organizing you special orders until your customers come and pick them up. The labels show product info, customer contact info, and a line for you to indicate the date the customer was called. This is useful for stores that put items out onto the sales floor if the customer doesn’t come to pickup the item after a certain amount of time.
Open Special Order Client
Use this button to easily access the Special Orders Database.
Download Invoice from Recv. Client
Use this button to down the data from the Receiving Client once the invoice has been checked in.
Note: If you send the invoice to the client, then change some info on the server, then download the client data back to the server, the data on the server will be overwritten. To prevent this, do not change any data on the server until the data has been downloaded from the client.
Update Completed Invoice into CMS
Press this button after the invoice is totally checked in and all labels are put up. This will update your on hand counts and retail prices. Make sure the Recv field reflects the actual number that came in off of the truck. If the data updated into Cougar Mountain is incorrect, your on hand counts will be off. This is a major problem that should be prevented whenever possible.