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Recurring Invoicing
Version 4.4
Reference Manual
Recurring Invoicing Contents i
Contents
Introduction........................................................................................... 1
New Features ........................................................................................ 6
Setup Considerations ............................................................................ 9
Helpful Hints ...................................................................................... 14
Frequently Asked Questions ............................................................... 28
Installation .......................................................................................... 30
Updating Your System ....................................................................... 35
Actions ................................................................................................ 38
Process Manager ................................................................................. 45
Audit Control ...................................................................................... 47
Calendar Entry .................................................................................... 49
Contract Audit Report......................................................................... 51
Contract Cleardown ............................................................................ 55
Contact Detail Presets ......................................................................... 58
Contract Filters ................................................................................... 64
Contract Maintenance ......................................................................... 68
Contract Details .................................................................................. 74
Contract Options ................................................................................. 82
Contract Price Uplift ........................................................................... 90
Contract Transfer ................................................................................ 94
File Backup /Restore......................................................................... 101
Recurring Invoicing Contents ii
File Create ......................................................................................... 104
Generate Invoices ............................................................................. 106
Generate Invoice Details................................................................... 109
Generate Invoice Definitions ............................................................ 114
InHowes Business Definition ........................................................... 120
Notes Editor ...................................................................................... 123
Operator Permissions ........................................................................ 127
Period Tables .................................................................................... 128
Recurring Invoicing Reports............................................................. 131
Release Invoices ............................................................................... 134
Report Definition .............................................................................. 136
Report Layouts.................................................................................. 157
Transfer Layouts ............................................................................... 165
Glossary of Terms............................................................................. 172
Index ................................................................................................. 173
Recurring Invoicing Introduction 1
Introduction
ACKNOWLEDGEMENTS
The InHowes’ Recurring Invoice System makes extensive use of Infor FMS SunSystems
(SunSystems) programs for file and screen handling, printing, security and menus. The
system is designed to look and operate in a similar fashion to all the other SunSystems
modules, which should enable anyone with knowledge of SunSystems to familiarise
themselves with Recurring Invoicing very quickly.
InHowes Computer Solutions would like to thank Infor Global Solutions Technology
GmbH (Infor) for all their help in developing this Recurring Invoicing. We would also like
to acknowledge their agreement to utilise their programs and the style of SunSystems
COPYRIGHT
The copyright of the Recurring Invoice System, this Manual and all associated materials
belong to InHowes Computer Solutions. No part of the software, this manual or any
associated material may be reproduced, transmitted, transcribed, stored in a retrieval
system, or translated into any human or computer language, in any form or by any means
without the express written permission of InHowes Computer Solutions.
TRADEMARKS
All trademarks mentioned are the products of their owners.
SunSystems, SunAccount and SunBusiness are trademarks of Infor.
NetExpress and Cobol/2 are trademarks of Micro Focus Ltd.
Recurring Invoicing Introduction 2
OVERVIEW
Recurring Invoicing from InHowes Computer Solutions is a complete repetitive invoicing
system that saves hours of effort and related costs producing the same invoices each month.
Once the invoice details are entered they are never forgotten and are billed on time and for
the correct amounts.
Recurring Invoicing records details of contracts, including start, end and review dates.
Amounts and rates may be site specific or taken from the SunBusiness product file.
Invoices may include hours/quantities multiplied by a rate or simple value amounts.
Calculations for invoices and postings use SunBusiness Calculation Codes and Calculation
Tables giving the same flexibility.
Each contract can be billed daily, on a particular day of the week, e.g. every Friday, or on
the same day of every month, the same date every year or according to user-defined
calendars or dates relative to the last invoice date. This gives complete flexibility to
invoicing schedules.
A contract can hold any number of lines and each line can be billed on a different basis.
One-off charges may be recorded and processed.
Part period calculations for changes to contracts part way through a period are catered for.
Deferred and accrued income can easily be calculated and posted to SunAccount.
Invoice runs can be fully automatic or prompted. You can also perform validation runs.
The prompted mode allows adjustment to contract hours/quantities/amounts. Full variance
reporting of amounts billed against contracted amounts is provided.
The format of Reports and Invoice documents are designed using the Sun Report Definition
facility.
Interfaces to and from other software are provided enabling both transactions and standing
information to be brought in from or exported to other software, and a special “Update
Mode” enables the invoice calculation basis to be imported from other systems such as time
recording or telephone line usage systems.
Recurring Invoicing Introduction 3
CONTACT DETAILS
For Further Information Contact us at:
InHowes Computer Solutions
Amherst House
22 London Road
Riverhead
SEVENOAKS
Kent TN13 2BT
Telephone +44 (0) 1732 466888
Fax +44 (0) 1732 466889
E-Mail mailto:sales@inhowes.com
Website http://www.inhowes.com/
Support Centre:
Telephone +44 (0) 1732 466866
Email mailto:support@inhowes.com
Documentation and additional tools for Recurring Invoicing can be found at: http://www.inhowes.com/download/_ri/420/documentation.htm
Updates for Recurring Invoicing can be found at:
http://www.inhowes.com/download/_ri/426
Recurring Invoicing Introduction 4
CURRENTLY AVAILABLE INHOWES PRODUCTS INCLUDE:
Time Recording and Job Costing - Builds on the time recording facilities of SunSystems
multi-currency to provide a full, integrated system at a realistic cost.
Recurring Invoicing - A sophisticated system which saves hours of effort entering the
same invoices for each period Once the details have been entered they are always billed
accurately and on time.
InterDatabase Postings - allows the user to enter a Journal in the source company and
automatically make the correct postings into any number of different databases.
Combined Records - Allows the creation of screens combining information from more
than one SunSystems Reference Maintenance screen. Typically this could be used for
maintaining Names and Addresses, Address Analysis and Chart of Accounts information
from just one maintenance screen.
Purchase Order Import - Allows the user to import Purchase Orders from a file. This file
can be produced by the SunSystems’ File or by a completely different package.
Recurring Invoicing is currently used by:
Information Providers to bill for their services and correctly calculate the revenue
attributable to the period;
Software Companies to bill for support services and correctly calculate the revenue
attributable to the period;
Security and Contract Cleaning Companies to bill for the hours of service provided;
Property Companies for billing tenants for rent and services.
Recurring Invoicing Introduction 5
HOW TO USE THIS MANUAL
The main purpose of this Reference Manual is to provide a definitive description of the
functions of the various Recurring Invoice programs. It should be read in conjunction with
the SunSystems Manuals. The sections “Setup Considerations”, “Helpful Hints” and
“Frequently Asked Questions” include many helpful pointers and answers questions
commonly asked by users. We recommend that the user read these sections before
attempting to implement Recurring Invoicing.
All Recurring Invoice programs are run from the Recurring Invoicing Menu. The
Recurring Invoicing Menu is displayed by entering <RI> from the SunSystems Menu.
For completeness the Recurring Invoicing Menu includes some options from the standard
SunBusiness Sales Invoicing Menu, which are likely to be required by the user. These
options are not explained in this manual as it is assumed that the user is already familiar
with the standard facilities of SunBusiness, and support regarding any of these features
should be obtained from your SunSystems supplier.
The Manual describes the functions of the Recurring Invoice programs in alphabetical order
(of function name, not two-character code), and where possible we have attempted to cross
reference to other relevant options within both this and the SunSystems manuals. We are
constantly trying to improve the usefulness of the manual, and any suggestions in this area
are greatly received.
Recurring Invoicing New Features 6
New Features
NEW IN VERSION 4.3
Version 4.3 of Recurring Invoicing incorporates the changes necessary to make it
compatible with Version 4.3 of SunSystems ’s Sales Invoicing/Order Processing and
SunAccount.
NEW IN VERSION 4.2.6
Version 4.2.6. of Recurring Invoicing incorporates the changes necessary to make it
compatible with Version 4.2.6. of SunSystems ’s Sales Invoicing/Order Processing and
SunAccount.
We have also introduced some additional functionality:
A Notepad can now be called up to allow text entry against the Contract Header and
reported via RR - Recurring Invoicing Reports and on documents such as invoices. This
feature uses new technologies and initially should be considered a beta version.
CM - Contract Maintenance supports Business Rules both at the header and detail levels.
These can be used for validating and presetting data entry.
CF - Contact Filters are now used with GI - Generate Invoices, DI - Contract Transfer, PU -
Contract Price Uplift as well as RR - Recurring Invoicing Reports. This feature allows
complex selection and leveling criteria to be built up against all reasonable combination of
fields. In most many cases the system will now remember each SunSystems Operator ID's
last run parameters.
"One-off" frequencies are now stored in standard SunSystems internal format
(YYYYMMDD). This allows viewing in different date formats. One-Off and Wild Date
formats can now be entered in abbreviated format and will be completed automatically as
elsewhere in SunSystems. Please Note, this may mean changing any external import
routines you use.
"One-off" frequencies are entered differently in CM = Contract Maintenance Details
screen. The frequency field is left blank and the Start Date box is used instead.
IMPORTANT. Users upgrading from previous versions of RI will need to run DC = Data
Conversion to ensure existing data is reformatted to support the new functionality
Recurring Invoicing New Features 7
mentioned above. We always recommend customers carry out a dummy upgrade in a test
environment to check all is well before upgrading their live system.
NEW IN VERSION 4.2
Version 4.2 of Recurring Invoicing incorporates the changes necessary to make it
compatible with Version 4.2 of Sun’s Sales Invoicing/Order Processing and SunAccount.
We have also introduced some additional functionality.
Improvements to screen layout on Contract Maintenance to include an analysis overlay to
show the 10 M-Code analysis codes. Fields are now enabled correctly making data entry
easier.
File Backup and Restore
The Contract file now consists of two files, one for header data and one for the detail lines.
The backup function backs up the files to just one file (RICR-xxx.BAK) and the Restore
reads this file to create the two separate data files.
The restore function no longer recalculates the “Next Charged Date”. If you wish to do this
run RI > CC=Contract Cleardown.
Contract Transfer
The Contract file layout has changed and therefore all tailor made TLFs (Transfer Layout
Files) will need amending. Also the method of import, updating and appending has
changed. Please see DI = Contract Transfer for more details.
WHAT WAS NEW IN VERSION 4.1
Instalment processing.
On the contract detail lines you can specify the number of instalments. The system will
stop billing when the number of instalments has reached zero.
One Period Billing
In GD=Generate Definitions you can specify one period billing. The system will then bill
for one billing period only. So, for example, if the Last Charge Date was 01/Jan/1993 on a
monthly invoice and you generated to 31 Dec 1996. With One Period Billing you would
only get one line (for the one month) not the 36 lines you get without setting this option.
Recurring Invoicing New Features 8
Proforma Order Date
Now you can specify that you want to update the Last Charge Date (on the contract line)
with the Transaction Date entered in PE=Proforma Entry (adjusted to the end of the Billing
Period) This is set in RD=Recurring Charge Definition.
Generate Invoices
We have rewritten this program to improve performance. This is particular noticeable
when not using calendars. It is better to use relative frequencies if possible.
Relative Frequencies
Relative frequencies are an efficient means to generate invoice for periods such as bi-
weekly, quarterly and so on. Calendar tables are not required. See Helpful Hints for
further information.
Contract Maintenance
You can now navigate backwards as well as forward through Contracts.
The system now maintains the “Next Charge Date”. This is displayed on the CM =
Contract Maintenance - Detail Screen. This date is used by GI=Generate Invoices to select
items for invoicing. Where the frequency is a calendar the next charge date needs to be
recalculated in case the calendars have been amended.
“Temporary Addresses” can now be entered on the contract.
Contract Numbers can be generated automatically.
Payment days on generated orders now takes the CA = Chart of Accounts days as a default
if no entry is made on the contract.
Relative Frequencies
Relative frequencies are a efficient means to generate invoice for periods such as bi-
weekly, quarterly and so on. Calendar tables are not required. See Helpful Hints for
further information.
“Temporary Addresses” can now be entered on the Contract.
Contract Numbers can be generated automatically.
Payment days on generated orders now take the CA=Chart of Accounts days as a default if
no entry is made on the Contract.
Recurring Invoicing Setup Considerations 9
Setup Considerations
SUMMARY
Recurring Invoicing as a system enables users to create Sun Sales Orders easily and
efficiently. Once the Sales Orders have been created it is possible to produce Sales
Invoices using the standard SunBusiness Print Invoices routine, which also creates the
postings for the accounting system using Ledger Interfaces.
This concept means that it is possible to create the majority of the set up of the Recurring
Invoicing system using the standard SunBusiness functionality, and then adding the
Contract details afterwards. For example if the Document required cannot be produced
using standard SunBusiness, Recurring Invoicing will probably not be able to help.
The chart below shows the relationship between Recurring Invoicing, SunBusiness and the
production of Invoices and postings
Recurring Invoicing Setup Considerations 10
Below is a graphical representation of the set-up requirements of Recurring Invoicing, each
item is discussed below.
Sun Business Setup Items
Recurring Invoicing Setup Items
Recurring Invoicing Setup Considerations 11
SunBusiness Setup Items
The following are the mandatory SunBusiness set-up screens that MUST be created before
Recurring Invoicing can be used :
Names and Addresses
The standard Names and Address and Address Analysis set-up screens as associated with
Sun Business. An Address Analysis must be created for any Address that can be used in a
Contract. SunBusiness requires both Site and Invoice address to have Address Analysis
set-up
Chart of Accounts
The standard Chart of Accounts set-up screen. Accounts are associated to Address Codes
by use of Address Analysis.
Sales Order Definitions
The standard Sales Order Definitions for SunBusiness. If you wish to produce documents
from Generate Invoices (See Dummy Invoices.) there MUST be a Document Format
specified as an Acknowledgement on the Sales Order Definition.
Item Records
The standard SunBusiness Item Records. This is mandatory unless all items are non-
stocked items and you can set the revenue account in LI=Ledger Interface. Normally you
would create item records for all services and products and for standard text items.
Ledger Interface
The standard SunBusiness Ledger Interface with some additional items that can be
transferred. See the Section on Report Layouts for details.
Calculation Definitions
The standard SunBusiness Calculation Codes.
Most features of SunBusiness calculations can be used in RI. This includes price books,
calculation tables etc. The Calculations are only performed at the time of Generate
Invoices (GI), and are not therefore available for viewing or editing in Contract
Maintenance. The mapping between the Contract "Quantity" and "Price" is set-up in the
Contract Option function. See below.
The following items are standard SunBusiness but are not mandatory for use in Recurring
Invoicing. However, they are useful in the same way as they would be for a standard
SunBusiness set-up :
Recurring Invoicing Setup Considerations 12
Calculation Tables and Price Books
The standard SunBusiness Calculation Tables. Usually used for VAT calculations etc.
Header Presets
The Standard SunBusiness functionality. For example, if “M” analysis codes are required,
and are the same for every line of the contract (e.g. Salesman) then they should be set up
here.
Analysis Codes
The standard SunBusiness functionality. The Contract Maintenance Header and Detail
screens include the 10 fields for the user to input SunBusiness ‘M’ analysis codes.
One additional feature to Recurring Invoicing is the ability to enter <..> in the Analysis
Code field of the header, and Generate Invoices will translate that to the value that is held
in the Header Preset for that Analysis Code. This is particularly useful where several
contracts have the same analysis and all can change from time to time. This facility enables
that to be done by amending one field instead of several.
The ID of the operator generating invoices can be automatically transferred to an analysis
code by entering <\OPID> in the Header Pre-set of the required SunBusiness M analysis
code. The contract must also have the analysis code <\OPID>.
Recurring Invoicing Set-up Items
The following are the Recurring Invoicing set-up screens. Not all are mandatory, but all
will usually be required for a successful implementation of Recurring Invoicing:
Contract Options
This screen allows certain extra options to be added to the set up of a Contract type, over
and above those defined on the Sales Definition. It is possible to create a Contract Options
for each Sales Definition if required. For example, the “Generate Without Hold” indicator
could be set here to create Sun Sales Orders that are released, not Held which is the system
standard.
Contract Maintenance
This is the screen that enables Contracts to be created. All Sales Definitions, Contract
Options and Header and Contract Detail Presets will apply. The contract number may be
automatically generated by setting Auto Generate in IB = InHowes Business Definition.
Contract Detail Presets
It is here that detail presets can be created for Contracts. These presets can be for:
Recurring Invoicing Setup Considerations 13
Sales Definition regardless of Items;
Items regardless of Sales Definition;
a combination of Item and Sales Definition; or
a systems wide preset of blank Sales Definition and Item.
The last preset of blank is important, as it will be used in all cases not otherwise defined.
For example, in most cases it is important to set a system wide Prorate Method which is
used for part period calculations.
Calendars
Calendars can be used to create non-regular billing cycles, e.g. Quarter Days for rental
purposes. The Calendar Code is entered into the Frequency field on the contract to enable
the calendar to be used. Please see the section Frequencies below. In more recent versions
of Recurring Invoices, the use of Relative Frequencies has limited the requirement to use
Calendars. It is more efficient to use relative frequencies – e.g. +3N produces quarterly
billings.
Generate Definitions
In order to run Generate Invoices, it is necessary to have a Generate Definition. It is
possible to allow certain fields that are required by Generate Invoices to be preset. Usually
there are many Generate Definitions, some used for Prompting, others producing Dummy
Invoices and others being the “real” Generate Invoices run. See the section on Invoice
Production. There are several useful aspects to Generate Definitions, discussed later in the
Invoice Production section, but important considerations include:
Setting a Contract Filter.
Using Prompting to check Orders before Posting.
Printing “Acknowledgements” to check Orders before Posting.
Showing only Invoice or Credit Lines.
Recurring Invoicing Helpful Hints 14
Helpful Hints
INTRODUCTION
The Helpful Hints Section is designed to point new and existing users of Recurring
Invoicing in the right direction when looking at the more difficult to grasp concepts. It also
includes descriptions of some of the less well-known features of the Product. The
following items are discussed. Where appropriate reference is made to the relevant part of
the Reference Manual:
Frequencies
Dates
Invoice Production
Prompting
Dummy Invoices
Pro-Rata (Part Periods)
Prorate Calculations
Credit Notes
Reporting
Deferred Income
Instalments
Proformas
Sundry
Daily Conversion Rates
It is worth reading these sections before attempting to install Recurring Invoicing, as these
sections may assist understanding of these critical areas and help with a smooth installation.
Recurring Invoicing Helpful Hints 15
FREQUENCIES
Contracts are generated by reference to the Next Charge Date or Start Date of the Contract
Detail Line, plus the Frequency. The frequency is therefore telling the Contract how
regularly it should be billed. The frequency can be different for each detail line of the
contract.
One important point to note on Frequencies is the difference between the Invoice Table on
the Header and the Frequency on the Detail Lines of the Contract. The frequency of the
line will default to the value entered in the Invoice Table of the header, but can be amended
to any valid frequency. The detail Frequency can also be preset in RP = Contract Detail
Presets.
However, the flexibility of the Invoice Table is valuable when linked to the Release Invoice
feature. It is possible to generate orders using a line frequency of a weekly type (MON,
TUE, WED, etc.) and consolidate them (see Contract Options) on to one held order for that
Contract. Release Invoices can then be run which will release these held orders, based on
the frequency held in the Invoice Table value. Using this feature, it is simple to bill weekly
while only raising invoices monthly.
There are several different methods of setting up the frequency.
Literals
Certain literals can be used these include "MONTHLY", "MON", "TUE" etc.
Relative Frequencies
Relative Frequencies are an efficient and powerful method of specify billing cycles. For
example +14 will bill every 2 weeks and +3N every 3 months at the month end. In general
terms:
<+nM> Will add n months to the “Last Charge Date”
<+nN> Will add n months and then move to the end of that month.
<+nn> Will add nn days
<+nB> Will add n months and move to the beginning of that month.
<+nM!m> Please note that prorata calculations should not be set for this
frequency type.
<+0M> is valid but not meaningful.
Recurring Invoicing Helpful Hints 16
You will need to enter a Reference Date which can be any anniversary of the end of a
billing period. So for a billing period of 01 January 1990 to 31 March 1990 the Reference
Date could be 31 March on any year.
Calendars.
It is possible to create a list of dates on which to bill this line or contract by creating a
Calendar. You should use other methods if possible. For example, don’t use Calendars for
quarterly billing use +3N.
As well as these “User defined” calendars there are some pre-defined calendars. These are:
MONTHLY - Charging is to be made on the last day of each calendar month. The system
takes account of the number of days in each month and allows for leap years.
MON, TUE, WED, THU, FRI, SAT, SUN - charging is to be made on the day of the week
specified.
Wild Dates.
Wild dates are used where an item is to be charged on the same day every month or year.
The system will deal with non-British date formats as SunSystems do, e.g. **/01/**** for
US date formats etc.
It is possible to enter a date with the month and/or year entered as the wild character ‘*’.
For example:
18/12/**** will result in a invoice line each year on 18th December.
09/**/**** will result in an invoice line on the 9th of every month.
If you wish to bill on the 30th of each month enter 30/**/**** and the system will
automatically reduce the billing date to the 28th (or 29th) in February each year. NB For
billing on the last day of each month use ‘MONTHLY’.
Once Off
Where it is required to charge an item once only, the date can be entered in the Start Date
on the Contract Details screen. The frequency should be set to spaces.
DATES
Where it is required to show on an invoice the range of dates covered by the billing period,
Recurring Invoicing provides a standard way of presenting them in the following fields :
Item Record Description.
Recurring Invoicing Helpful Hints 17
Text entered in the Contract Maintenance detail lines.
Extended Item Records.
The Customer Comments and Customer Reference on the Contract Maintenance (CM)
header screen can also hold the date codes, thereby allowing the billing dates to appear on
an invoice header. The Customer Reference has the advantage of being displayed on the
CQ=Customer Inquiry screen. However, it is worth noting that the dates calculated on
these will relate to the widest possible date range covered by the lines, each of which may
only relate to smaller periods. For example if the lines of a contract cover both weekly and
monthly periods, the date range on the header would be for the month, not the week.
If the Date Code Text ‘dd/mm/yy’ (lower case) is included in the items above then the first
day of the billing period is substituted. Similarly ‘DD/MM/YY’ (upper case) will cause the
last day of the billing period to be printed. It is therefore possible to enter:
"From dd/mm/yy To DD/MM/YY" in the description of a line and get it to produce, for
example:
"from 01/05/92 To 31/07/92".
The date text code described above can be specified in several formats, (all use lower case
for the start of the period and upper case for the end of the period). Using 31st of December
1992 as an example, it is possible to produce:
“MM/DD/YY” will print the date as 12/31/92
“YY/MM/DD” will print the date as 92/12/31
“DD/MM/YY” will print as 31/12/92
“DD/MMM/YY” will print as 31/Dec/92
“CCYY/MMM/DD” will print as 1992/Dec/31
“/MONTH-NAME/” will print as December
“/MONTH-NAME//Y”(sic) will print as December 92
“/MONTH-NAME//CYY”(sic) will print as December 1992.
“DD//MONTH-
NAME//CYY”(sic)
Will print as 09 December 1992.
These formats are irrespective of the date format on the Installation Data.
Relative Dates
In several places in the system it is possible to enter ‘relative dates’. A good example is in
GD=Generate Definitions. Here you can specify the “Charge To” date which you will be
presented with as the “Charge To” date for a run of GI=Generate Invoices. In GD you can
Recurring Invoicing Helpful Hints 18
enter the date as a normal date 01/05/92 or, more usefully, you can enter a relative date, for
example T+28.
The formats allowed will depend on the validation for a particular field, and these can be
changed by editing the validation file. The following are the possible formats for dates that
are relative to the system dates :
<T> will give system date itself (“Today’s” date)
<T+3M> will add 3 months to the “today’s” date
<T+3N> will add 3 months and then move to the end of that month.
<T+23> will add 23 days
<T+0B> will take the today’s date and move to the beginning of that month.
<T+2B> will take the today’s date and 1 month and move to the beginning of
that month.
- a minus sign takes the days or months from Today’s date, <T-3N>
etc.
In certain situations the date can also be made relative to another date. This is context
specific, so in the above example had you entered a “Charge From” date you can then be
presented with a date in the “Charge To” as follows:
<+3M> will add 3 months to the “Charge From” date when you actually run
GI.
<+3N> will add 3 months and then move to the end of that month.
<+23> will add 23 days
<+0B> will take the today’s date and move to the beginning of that month.
- a minus sign takes the days or months from the other date, <-3N>
etc.
If you need help on the format allowed for a particular field please consult the section for
the function.
INVOICE PRODUCTION
The Generate Invoices program posts orders into the SunBusiness order file where they can
be manipulated or printed. Once an order has been printed it becomes known as an invoice.
There are several options which affect how orders are posted. These are described in detail
in the Contract Options (CO). The options affect whether orders are put on hold or released
Recurring Invoicing Helpful Hints 19
immediately, whether new order lines are added to existing orders and how the order lines
are sorted.
In order to enable the Sales Orders in SunBusiness to be correct first time, it is possible to
run Generate Invoices in “Validate Only” mode. Using this, it is possible to either look at
each order in turn on the screen (Prompting) or produce a document (Acknowledgement)
that will be a dummy invoice. Both of these are discussed below :
Prompting
Once the invoice details are set up on the Contract Maintenance screen then invoices can be
produced automatically simply by running the Generate Invoice (GI) program. If you want
the option of looking at and/or amending the invoices as they are produced then this option
is provided. The Contract Options (CO) or Generate Definition (GD) functions asks for a
‘Prompt Method’. This can be set to :
space if no prompting is required, but will display messages;
“1” to generate all the invoice lines and then allows the user to scroll the lines. The amend
option on the prompting screen allows amendment of the calculation codes specified as
overrideable in the Sales Order Definition. Non overrideable codes are protected and
cannot be changed; or
“N” to prevent prompting and to suppress the screen messages that are created by Generate
Invoices.
The “N” must be set if the generate Invoice process is being run by a macro, otherwise the
macro will fail when it reaches the messages.
Dummy Invoices.
To produce Dummy Invoices, the following must be set :
Print flag in Contract Options (CO) or Print Override in Generate Definitions (GD) set to
Yes.
An Acknowledgement format is set on the Sales Order Definition (SD). This can be the
same document format as the invoice or a different one.
The Document will be Stored or Printed based on the value specifies on the Generate
Definition (GD).
The documents produced can then be examined and any changes made to Contract
Maintenance. This process can be repeated as many times as required.
By using the “Changes From” and “Changes To” fields in Generate Definitions (GD) it is
possible to remove the invoice processing from the busiest times. If the invoicing is
normally processed at the end of the month, it is possible to run Generate Invoices on say
15th of the month, and then change the Generate Definition so that the next time it is run it
will only include Contracts that have been changes or created after the 15th by setting the
Recurring Invoicing Helpful Hints 20
Changed To the 15th of the month. This will reduce the number of contracts processed,
leaving those that are already correct to be invoiced correctly at the end of the month.
When the result is satisfactory, run Generate Invoices again with Validate Only set to “N”.
PRO-RATA (PART PERIODS)
Calculating part period charges is an important part of Recurring Invoicing. It is used to
produce the correct value on the Invoice when charging is starting from a date that is not at
the start of a period, and it is used in the calculation of deferred revenue when it allocates
part period revenues .to the correct accounting periods.
In order to get invoices prorated, there needs to be a prorate method set up in Contract
Detail Presets (RP) which can be either a system wide or specific preset, whereas the
prorating on the deferred revenue calculations is set by the Report Layout (RL).
There are currently two ways by which the system calculates part period charges on an
invoice :
Where the invoice prices are picked up from the Item Record (IR), if the “Date Next Price
Applies” is within the billing period and the prorate Method on the relevant Contract
Detail Preset is set then two invoice lines will be generated. The first will be at the old
price up to (but not including) the next price date. The second will be from the next price
date until the end of the billing period. The amounts are calculated with reference to the
‘prorate Method’.
Alternatively, where the price is determined from the Contract Maintenance screen a pro
rata calculation is necessary if :
the ‘Start Date’ is not at the beginning of the billing period, where the calculation is from
the start date to the end of the billing period;
the ‘End Date’ is before the end of the billing period, where the calculation is from the last
charge date to the end date.
It is intended to be used when additional services or products are added part way through a
period.
Currently it is not possible to combine these facilities.
Prorate Calculations
The calculation of part periods is performed during invoice generation and in report
production. Recurring Invoicing provides several methods of part period calculation. The
method used is determined by the Prorate Method on the RP=Contract Detail Presets. In
Recurring Invoicing Helpful Hints 21
addition for RR=Recurring Invoicing Reporting you can use a different prorate method -
overriding the original method used on the invoice.
If the Prorate Method is set to spaces (the default) no prorate calculation is performed.
If the Prorate Method is set to D=Daily, the system will calculate part period charges based
on the number of days in the periods. For example if a new item which is being charged at
the rate of £10,000 annually on 31 December has a start date set to 25/6/91, then for 1991,
the system will calculate a charge of £10,000*(190/365) = £5,205.48. The 190 days
represents the number of days from 25 June to 31 December (inclusive). In a leap year the
calculation would be £10,000 * (190/366).
If the Prorate Method is M = monthly, the system calculates as many whole billing periods
as possible and any part periods use the Daily method with a ‘Normalisation’ to the number
of days of the opening month. In the example above, the system will calculate a charge of
(£10,000 x 6 / 12 ) being 1 July to 31 December + ( (1 / 12 x £10,000) x (6 / 30)) =
£5,166.67. The 6/12 represents the number of whole months to the end of the year, and the
6/30, the number of days the product should be charged for June. Note the result will be
the same for a leap year. No normalisation is required.
A more complicated example will demonstrate the effect of Normalisation. Assume that a
contract is billed on the 21 December each year for a annual sum of £12,000. The contract
starts on 25 June 1992 and terminates on 24 October 1992. The Daily method would
produce a result of £12,000 * (122/365) = £4,010.96. The monthly method gives (£12,000
x 4 / 12) being 1 July to 31 October + (( 1 / 12 x £12,000) x (6 / 30)) - ((1 / 12 x £12,000)
x (6/30)) = £4,000. The 4/12 represents the number of ‘months’ in the period 25/June to
24/October, and the first 6/30 the number of days the product should be charged for June.
And the second 6/30 is the normalised number of days (from 25 October to the 31 October)
for the 31 day month of October. The normalisation converts the number of days on the
end period to that of the start period, so in this case 7/31 is converted to 6/30. The net
result is £4,000 being 4 months at (£12,000 /12).
If the Prorate Method is A=Annual, the system will perform the same calculations as in the
Monthly method, but without Normalising. This will mean that the part periods will be
based on a daily rate calculated by dividing the annual charge by 365 ( Note even in a leap
year it is 365 days!).
Using the earlier example, the Annual method gives a value of (£12,000 x 3 / 12) being 1
July 1992 to 30 September 1992 + (£12,000 x 6 / 365) for June 1992 + (£12,000 x 24/365)
for October 1992 = £3,986.30.
If the Prorate Method is W=Weekly, the system will calculate a weekly rate. It will do this
by first calculating an effective yearly rate and then dividing by 52. For example, billing
£100 with a frequency of monthly would give a weekly amount of (£100 x (12) / 52). In
calculating revenue for a period the system will: determine the number of complete weeks
in the period and charge for these at the weekly rate; it will then charge for the odd days at
a daily rate which is calculated at 1/7 of the weekly rate.
Recurring Invoicing Helpful Hints 22
CREDIT NOTES
It is possible to get Recurring Invoicing to produce Credit Notes against a contract that has
already been invoiced by reducing the quantity of the line involved. For example, if the
detail line of a contract has been invoiced from 01/01/92 to 31/12/92 for a quantity of two
and a base selling price of £12,000, and the customer cancels one of the services from the
1st of August, the process to create a credit note would be :
Amend the detail line and reduce the quantity to 1. All future invoices will be correctly
raised on a quantity of 1.
Recurring Invoicing will ask you if you want to create a credit line. At that point answer
Yes.
You will be asked to enter an Effective Date for the Credit to start. In the example above
this will be 01/08/92.
At this point, a new Credit line will be created with a two digit suffix (e.g. 01) of the
original line.
The system will set the price basis to “I” for invoiced which ensures the value is based on
the original invoice.
The End Date will be set to the last day of the original invoice (e.g. 31/12/92)
You should check the amended line and the Credit Line. For example, you may wish to
change the Item Code or Description of the Credit.
There are then several options of how to produce this Credit .Note:
a) If nothing is done until the next run for this invoice, it will be produced as a credit line
on the invoice;
A separate Generate Definition can be created that will only create Credit Lines and this
can be produced as a Credit Note Document.
A totally separate Document Format can be used if on the Contract Options (CO) the
separate credit note format is set.
If there are some description or heading lines required on the document, they will need to
be created in the contract before the Generate Invoices is run. This new line must have the
correct start date, frequency etc. to ensure the lines are generated.
Recurring Invoicing Helpful Hints 23
REPORTING
There are two separate reporting methods that come with Recurring Invoicing. These can
be used in association with the standard SunBusiness reporting facilities (Sales Analysis,
Order Status etc.), and can be used for distinctly different requirements.
The Contract Reports (CR) are used to produce reports on the information sorted about the
contract itself. These are defined using Report Formats (similar to SunSystems Document
Definition) and can basically print any field on a contract in any position on a report. (see
Report Formats for more details)
The Recurring Invoice Reports (RR) are used to produce reports of what has happened to
the contract after generate invoices has been run. This is similar to the standard
SunBusiness Analysis Layouts but can also produce a posting file (see Deferred Revenue
below).
It is therefore possible to create reports listing all contracts that are supported by a
particular employee (say an “M” code) by using Contract Reports, while using Recurring
Invoice Reports a list of all Invoices raised against a contract could be produced. As a
general rule, reports including value information should be created as RR reports, not CR
reports.
DEFERRED INCOME
The Recurring Invoicing System is designed to account for invoices which cover a period
of time. Where invoices are raised in-advance, it has to account for income which has not
yet been ‘earned’ - deferred revenue. Currently the system uses SunSystems’ PI=Print
Invoices to post invoices to SunAccount, which can only be posted to one period. This will
typically be the total revenue, across the whole period the invoice covers. Therefore it
remains to calculate and post the element that relates to future periods, the deferred
revenue.
The calculation and reporting of deferred revenue is performed by RR=Recurring Invoice
Reporting and defined by RL=Recurring Invoicing Report Layouts.
One approach that you may wish to follow is to allow PI to post the total of the revenue to
the Profit and Loss account and then calculate the total deferred revenue of all invoices to
be reversed out from the revenue account in the current period to the deferred revenue
account.
This should use the Reverse in next period option so that reversing transactions are
produced to post to the subsequent periods. To achieve this, set up a RR=Report Layout
with FO=Future Orders(Invoices) as a column code with the Calculation Code set to the
code you wish to post. This must correspond to the Calculation Code specified on the
Recurring Invoicing Helpful Hints 24
LI=Ledger Interface. A Period Table is required covering all date ranges that are likely to
held on the order file. Run RR=Recurring Reporting with posting set to Y-Yes and a date
range with a ‘To date’ equal to the end of the current month. The From Date is not used but
should be before the To Date. The posting file will then contain the element of all invoices
that relate to future dates of all orders (or invoices) that are on the file.
The posting of revenue may be by period, so that the revenue is split. For example, a six
monthly invoice would result with one sixth in each of the six months. To achieve this use
PI to post all six months into the deferred income account in the Balance Sheet. Then use
RR to calculate and produce a posting file to reverse 6 lots of one months revenue from the
deferred income account and post the equivalent revenue transaction to the revenue
account, these transactions cover the current and following 5 months. To do this use a level
code of AP=Accounting Period in RL=Report Layouts. The Column Code should be set to
FO=Future Orders and the date range entered in RR should be the date prior to the period
concerned.
Therefore, calculating invoices raised in January 1992 for the coming year you would enter
a date range of <31/12/92> to <31/12/92>. As an alternative you can use PO=Period
Orders and the date range entered in RR should cover the whole period of the invoices
raised (<01/01/92> <31/12/92>). It is also important to select the invoices (or orders) for
inclusion. This can be done by setting a level code to be Transaction Reference (TR) in the
Selection Codes in RL=Report Layouts.
The posting may be restricted by using selection criteria. These are set up in RL. The
criteria include: Item Analysis categories (I codes), Customer Analysis Categories (C
codes), Movement Analysis categories (M codes), Item Record (IR) code, customer
invoice address (AD) code, Transaction Type (TT), Transaction Reference (TR) - order or
invoice number, contract number (RC), Accounting Period (AP), Location (IB), Contract
Header Hold Indicator (HI), Item Sales Account (IA), Order Date (O) or Invoice Date (I).
INSTALMENTS
The ability to process instalments has been added to Recurring Invoicing in version 4.1.6E.
This allows a number of tranches of charges to be made, regardless of the frequency of the
line.
In order to use Instalment Processing the following settings are needed :
a) On the Detail Line of the Contract that is to be billed in instalments, enter a “Y” in
the first instalment field, and enter the number of instalments in the second field.
b) When Generate Invoices is run, it will bill the line when it should based on the
start date and frequency, and will decrease the number of instalments by one.
c) If the billing of the line is not dependant on the frequency, it is possible to get the
Generation process to bill only one tranche, regardless of the number of periods involved,
Recurring Invoicing Helpful Hints 25
by setting One Period Billing on the Generate Definition (GD). So, for example, if the Last
Charge Date was 01/Jan/1993 on a monthly invoice and you generated to 31 Dec 1996.
With One Period Billing you would only get one line (for the one month) not the 36 lines
you get now.
d) If the Instalment to be billed is a Proforma, and the conversion of the Proforma
must reduce the number of instalments remaining, set the Proforma Instalment field on the
Contract Options (CO).
e) If the number of instalments are not to be reduced, even though the line is an
instalment line, this can be achieved by setting the No Instalments field on the Generate
Definition (GD).
The Detail Line will stop generating when the number of instalments is reduced to zero,
and the Hold Indicator will also be set to “C” for complete.
PROFORMA INVOICES
The following steps are required in the processing of Proforma Invoices:
The CM=Contract Maintenance details should be set with a Status so that the system can
identify them as ready for proforma invoicing. For example you can set them to <P>. Enter
a date to represent the last time a proforma was raised. The system will raise a proforma
invoice starting the day after this date. This date is subsequently maintained by the system.
Set up a GD=Generate Definition to select the Contract with the status showing that they
are ready for proforma invoicing. Also set the GD to Proformas and set the ‘New Status’ to
a status to identify that a proforma has been produced but no invoice. Be sure to change
the GDs of any invoice runs that you may be doing to ensure that the two status used for
proformas are excluded.
Set the CO=Contract Options Maintenance to specify the Document Definition to be used
when printing proformas.
You can now run GI=Generate Invoices to generate the Proforma Invoices. Many of the
invoice options apply to proforma runs too. So you can use prompting, consolidation etc.
GI will update the status and Date of Last Proforma of the CM=Contract Maintenance
Records.
The Proformas are now on the Proforma file. If you have not used the Print option of
GI=Generate Invoices you must use PP=Print Proformas to print them.
When the customer pays you can use the PP=Print Proformas <G>enerate option to convert
the Proformas to an order. This process will also update the CM=Contract Maintenance
details’ Status and Last Charged dates. You can then use PI=Print Invoices to print and
post in the normal way.
Recurring Invoicing Helpful Hints 26
SUNDRY
Contract Transfer
Using Recurring Invoicing it is possible to transfer data in from almost any other format
using the powerful Transfer Layout File concept. These are discussed in Appendix A.
Some of the useful things that can be achieved with this include :
Transfer of data from existing systems or from other databases such as Access or Excel
spreadsheets (Import)
Transfer to a spreadsheet to perform analytical analysis (Export)
Add new services to existing Contracts (Append)
Amend billing information (Update)
The Update mode is becoming increasingly useful where billing data can vary from period
to period. Examples of this include Security Companies that transfer hours worked
information from their rota monitoring systems, or Internet Providers charging for usage.
Consolidation
It is possible to maintain totally separate contracts, but get Recurring Invoicing to produce
only one Invoice if there are certain items that are the same on each contract.
Consolidation can be made on the basis of Invoice Address, Invoice and Site Address or
Contract. These will allow the creation of the following types of contract while producing
only one invoice :
A separate contract for each site address. Consolidate using “I” on the Contract Options
(CO)
A separate contract for each service, even though they are for the same site. Consolidate
using “S” on the Contract Options (CO).
A separate charge each week from the same contract, but invoicing is only done on a
monthly basis. To achieve this set Consolidation to “C” in RD, and ensure that the contract
has a frequency of monthly on the header, weekly on the detail and the orders are generated
on hold. Run Release Invoices (RE) to create the Invoices. See Release Invoices.
DAILY CONVERSION RATES
From MRQ001833, Recurring Invoicing (RI) supports the use of Daily Conversion Tables
for Invoice Generation and Reporting.
Recurring Invoicing Helpful Hints 27
RI detects Daily Conversion Tables are to be used from the appropriate CN = Conversion
Definition. The Pricing Base Date on the SD = Sales Order Definition defines whether the
Order Date (default) or Delivery Date is used to select the correct Conversion Table record.
When running GI = Generate Invoices, the Order Date is entered by the user; and the
Delivery Date on each Order line is either the billing Start or End Date if invoicing in-
arrears.
RI will select the appropriate Conversion Rate to apply, according to the following
hierarchy:
The effective date matches the entry. (RI like SE does not use the Account Code).
If the date is beyond the day limit on the CN=Conversion Definition then the next
oldest rate is used .
No effective date (i.e. default).
If no suitable Daily Conversion Table record can be found, RI will then search for a
matching CV = Conversion Table record using the same hierarchy as above. If no matching
record is found, zero is returned.
Always ensure Conversion Table records with blank effective date/accounting period and
account code ranges exist, so RI can find a suitable default rate to use.
GI = Generate Invoices is designed as a batch process requiring no user intervention once
initiated. So, unlike SE = Sales Order Entry, GI will not warn the user when no matching
rate can be found. Also, Conversion Rate Override is not supported from the Actual
Charges Entry screen when running GI with prompting enabled.
Recurring Invoicing Frequently Asked Questions 28
Frequently Asked Questions
INTRODUCTION
Why does Contract
Maintenance say "Loading
Business Rules" when I don’t
have any Rules set-up?
The Business Rules are loaded if you have a Event
Profile set-up even if there are no Rule Sets. If you
have no Rules then delete the Event Profiles too.
I keep getting a message
"Contract in use" but I know it
is not being amended by
anyone on the system.
The Contract is locked. Amend the contract and
you will get a similar message - enter the hidden
option <Z> to remove the lock. You can also do
this in GI=Generate Invoices. The Contract will
then get processed and the lock will be removed
(but not in Validation mode). Run Contract Reports
to identify the locked contracts, you need not print
the details.
The invoice generates a
charge for an extra day.
You have set the Date on the Calendar to the
beginning of the billing period. Or for Relative
frequencies you may not have set the Reference
Date to a date at the end of the billing period. The
Reference Date should be the end of the period. So
to bill from the 1 Jan 91 to 30 June 95 the reference
(or calendar) should have a date of 31/12/1990 or
30/06/97.
I have generated the invoices
but PI=Print Invoices says
“No Data Found” also
SE=Sales Order Entry says
the Orders are on Hold.
The RD=Recurring Charge Definition field
“Generate without Hold” has not been set to Y-Yes
Recurring Invoicing Frequently Asked Questions 29
I want to raise invoices every
quarter. Do I really need to
set up a calendar for each of
the three quarter cycles and
for every year?
Prior to version 4.1.2 E - yes!. But, from 4.1.2 E
you can use relative dates. For example, you can
enter a frequency of just +3N and a Reference Date
of say 31/12/95 the system will then bill at the end
of every third month.
Why does everyone have to be
logged out of the database
before I can backup the
Recurring Invoicing Files?
Because this is the only way to ensure that the data
is backed up in a consistent way. For example, if
Generate Invoices was being run at the time of a
Back up the records could be backed up with the
header invoiced and the details not!
Why do the warning messages
keep coming up when I press
return in the Contract
Maintenance details screen?
To move between fields in the GUI version you
should use the <TAB> key or the OK button, not
the return key. This will eliminate this problem.
When I try to log in RI says
"Login Prohibited Please Try
Later"
This usually means someone is backing up or
restoring a file in the database you wish to use.
Contract Cleardown will also prohibit Log-in. If
you are absolutely sure this is not happening them
you may ignore this message by entering the hidden
option, "Z" at the message.
Recurring Invoicing Installation 30
Installation
INSTALLATION GENERAL
If you are updating your system please refer to the Section “Updating Your System” first.
The install procedures overwrites and updates certain system files. In particular the
template file SS01TMPL.DAT (and .idx) and the SunSystems Report File
SSREPORT.DAT (and .idx) are updated. You should make sure you have these files
backed up before proceeding. Please also backup all data files as the installation
procedures make substantial changes to the Reference File and Report File. These are
backed up in SS FB = File Backup. You enter a database code of Blank to backup the
Report File. It is also a good idea to backup the Template File (SS01TMPL.DAT and
SS01TMPL.idx) using you operating system copy command..
It is important to follow the steps below in sequence:
Update Sun
Perform the complete Sun Update procedure (Please see the Sun Manuals).
You must have loaded version 4.2.6 of SunInvoicing before installing Version 4.2 of
Recurring Invoicing.
Install The InHowes Software
Load Version 4.2.6 of the Recurring Invoicing software:
InHowes’ CD
If you have an InHowes’ CD it should auto-load using a Internet Browser. You can then
navigate to the “download” pages. If it does not auto-load you can enter
“d:\Setup\default.htm” into your browser, d being your CD-ROM drive letter. Alternately
you can use file manager, file explorer , the run command or a command prompt to
navigate to the product you require to install. E.g. cd d:\PRODUCT\RI\426\32Bit.
For Unix installations you can then click on “Install Now ” and you should then save the tar
to your PC where you can then ftp to the UNIX machine. (See below).
For Windows run the InstallShield Corp.’s “Package for the Web” program
e.g.RI42632.exe.
Recurring Invoicing Installation 31
WINDOWS 95 AND WINDOWS NT (32 BIT)
Make sure you have permissions to write to the program directory and that files can be
updated. For Windows 95 & NT use the run command in the start menu and run the
executable file. This installation uses the InstallShield setup program. To install the
software you must install to the Sun program directory.
You will be asked what file system you want to install e.g. ISAM, MS SQL or Oracle. If
you have installed SunSystems from this PC then the install program will use the local
Registry (or .ini files on Window 3.1.x) to default to the correct file system (From version
4.2.5). You can change this. Please note you can only select one file system.
You will then be prompted for the SunSystems directory. From 4.2.5 the registry will be
used to show the SunSystems directory where you installed SunSystems.
If you select to install the Examples Reports the installation will ask you if you want to
overwrite them, if they already exist. Each time you say Yes you will then be asked if you
want to overwrite all of them. Saying Yes here will inhibit any further messages. You can
also say No to the update and subsequently No to all. In this case only reports that do not
exist will be added to the SunSystems Report File.
UNIX
Ftp or doscp the tar to the unix machine making sure you use binary mode. For example>
ftp machinename
binary
cd …./sun_directory
put rixxxnnn.tar
Then on the UNIX machine
cd…./sun_directory
tar -xvf ./rixxxnnn.tar
chmod a+x RIINSTAL
chmod a+x izrun
su root
Then run the install script:
Recurring Invoicing Installation 32
./RIINSTAL
You will need Supervisory Permissions.
Progress is logged to IH.LOG in the Sun directory.
You should then set the ownership of the files
chown correct_user *
The install script performs the following tasks:
unpacks the files the tar put in the InHowes sub-directories;
changes the Permissions of these file names in the Sun directories (if reinstalling) to
writable;
moves the InHowes files to the Sun directories and removes the InHowes directories;
installs the templates using IZTP
builds the help, message and Data Dictionary tables/files using IZHE, IZMR and IZDD.
Updates the SSREPORT file.
sets the program files to read only.
RECURRING INVOICING NOTES
If you wish to use RI Notes with Contract Headers then certain dlls need to be installed and
registered on every client needing to use the NotePad. (The NotePad is a Visual Basic 6
application requiring certain Microsoft dlls). If you are running “thick” or if you are using
the Graphical Thin client and have selected the Notes option then you need to install these
dlls by running the Setup.exe program in the directory "Inhowes\CM Notes" under the
SunSystems server directory.
You may be asked by the installation to "re-boot" the client machine.
If you wish to Report on Notes then you will need to create a SS UD = User Hook
Definition with the following information:
Calling Program SSRD
Description a description of your choice
Number: 970001 (this number must be unique for
SSRD and must match the Report
Definition entries – our Example Report
Recurring Invoicing Installation 33
CRN01 uses 970001 so that is what must
be entered here)
User Hook Program RICN
Further Information on using the NotePad can be found at Notes Editor.
GRAPHICAL CLIENT
The Recurring Invoicing Graphical Client is installed in a similar way as the server side
software. Run InstallShield Corp.’s setup.exe program in Disk1 of our Graphical Client
software. Or the InstallShield Corp’s “Package for the Web” program e.g. RI425CLI.exe.
The InHowes Graphical Client installs itself for either Unix or Windows servers
automatically.
We recommend you install our software to the “THINCLI” directory that is installed when
you installed SunSystems using the “(client and server)” option. When you then run
SETUPGC.exe from the “THINCLI” directory it will install the SunSystems graphical
client as well as Recurring Invoicing to the client directory specified.
Recurring Invoicing Installation 34
This also means you can use SunSystems’ “SETUPGC.PDF” to use Microsoft’s Systems
Manager Server (SMS) for installing and updating all SMS clients software.
If you have not installed the InHowes Contract Notes dlls then this must also be done. See
Recurring Invoicing Notes above.
GETTING STARTED
When you enter RI for the first time you will be put into “administrative mode”, this will
enable you to crate new files using FC=File Create
Use RI=Recurring Invoicing FC=File Create to create new:
Contract }
Cross Reference }
Audit } or each database
Notes and }
Proforma files. }
If you chose not to install the Examples Files you can install the Example Reports at any
time: use RI=Recurring Invoicing RD=Report Definition to transfer-in the standard
report formats. The formats supplied for Recurring Invoicing are currently CR01.REP,
CRN01.REP, DEF01.REP, ACR01.REP, DEF01.REP, AU01.REP and PU01.REP. These
Report Formats are system wide.
We also supply a file containing RL=Report Layouts that set-up some standard reports that
use the above formats. These need to be set-up for each database. To install these go to RI
RL = Report Layouts and T = Transfer. Accept all defaults except the file name which
should be RIRL-DEM.NDF. Enter T = Transfer to bring the records in.
See our Quick Start Guide for further information. These are on our CD at
d:\PRODUCT\RI\426\SUPPORT or on our Website: http://www.inhowes.com
Recurring Invoicing Updating Your System 35
Updating Your System
INTRODUCTION
Before beginning to install or update your system to version 4.2 of Recurring Invoicing
(RI) it is essential that:
a) A backup of the files, using the RI FB=File Backup is made. This must be done
using the previous version of Recurring Invoicing.
b) You are happy with the facilities of Version 4.2.6. There have been improvements
and changes to the facilities offered.
You may need to change any FreeFormat macros. Please read the section ‘New Features’.
Please ensure that you are familiar with the “New Features” section as this can impact the
way RI will operate.
We advise with any update that you run certain reports to enable you to compare the data
before and after conversion. So for SunAccount you would run a Trial Balance. For RI we
recommend that you run a detailed Contract Report. It is also advisable to perform a
validate only Generate Invoice run before and after the update.
If you are converting from 3.5 to 4.2.6 then we cannot convert the Prorate Method and
InArrears flags on the Item Records - these are lost by the Sun FB=File Backup/Restore
Function. These will need to be added manually after conversion. These items are now
held on the Recurring Charge Detail Pre-set screen. See RP.= Recurring Charge Detail
Preset.
If you are converting to 4.2.6 from 4.0 or before then the Sort Options on RD=Recurring
Charge Definition are lost, these will need to be re-entered manually. There are now 5
levels of sort.
Backup First
If updating RI - Backup the Contract File (408 M onwards), Audit and Cross Reference File
for each database. Use the FB=File Backup option in RI. All this must be done before
updating the Sun programs. Please also note that report formats will need setting up
again.
Install Recurring Invoicing
Install Recurring Invoicing as for a new system see the previous Section – Installation.
Recurring Invoicing Updating Your System 36
If you are converting from Recurring Invoicing 4.0 before Release M
If you are converting from Recurring Invoicing 4.0.n before Release M where there is no
separate Contract File, then:
Backup the Reference File in version 4.2 using SS=SS FB=File Backup.
In the operating system copy the reference file SSRF-nnn.BAK in the Sun backup directory
to the new Contract File, RIRC-nnn.BAK.
Then run RI=Recurring Invoicing FB=File Backup to restore the Contract file. The
System will restore the contracts to the new Contract File (RIR1-nnn.DAT and RIR2-
nn.idx), it will then detect the presence of any old contracts on the Reference File and ask if
you wish to delete them, you should say Y-Yes to this. If you have an SQL version it will
be quicker to say N-No and issue a SQL command to delete the old RCH and |RCD records
instead.
Add or amend the information held in the system to achieve your requirements. Please note
that we cannot convert the Prorate Method and InArrears flags on the Item Records - these
are lost by the Sun FB=File Backup/Restore Function. Another example is that you may
need to set-up HP=Header Presets to see the analysis codes in CM=Contract Maintenance.
You also need to set-up the sort criteria in CO=Contract Options Maintenance.
For more details please read the section ‘New Features’.
Restore
Rename the Backup Files:
File Description Name pre 4.2 Name 4.2
Contract File RIRC-aaa.BAK Remains unchanged
Contract Audit RIAU-aaa.BAK Remains unchanged
Cross Reference RICR-aaa.BAK RIR5-aaa.BAK
After installing the programs use the Recurring Invoicing FB=File Backup function to
restore the files listed above.
Use RI=Recurring Invoicing FB=File Backup to restore the Contract, Cross Reference,
Audit and Proforma files. (where applicable) If you are upgrading from Version 3.5 or did
not use the Audit Report function use RI=Recurring Invoicing FC=File Create to create
a new Audit File. If you are upgrading from Version 4.0.8 L or before use RI=Recurring
Invoicing FC=File Create to create a new Audit File.
Recurring Invoicing Updating Your System 37
Data Conversion
In each database run RI=Recurring Invoicing DC=Data Conversion. (Further details can
be found in the DC=Data Conversion Section.
It is recommended that you should run Contract Cleardown , in recalculate mode to
recalculate the Next Charged Date. This is essential if you are converting from Recurring
Invoicing 4.0 before Release M.
You should now run the Contract Report and a validate only run of GI=Generate Invoices
to check that the contract information has been converted correctly.
Recurring Invoicing Actions 38
Actions
INTRODUCTION
This section describes the Options, which are available in the Action pull down menu. You
can either highlight the option with your mouse or click to select it, or use the arrow keys
and press ENTER.
If you are using classic menus, choose these actions by entering the appropriate letter in the
selection box, and press ENTER.
Information entered for each database is stored in files. There are two main types of file:
the order/movement file and the reference file. The stock-take file, and various budget and
history files also store data.
Ledger files contain details of all transactions posted. Reference files contain the static
information that you have created in the reference functions. For example, account records,
journal types, and analysis codes. Though each reference record is concerned with
different data, the data is maintained in a consistent way. This allows for the same actions
to be available in all reference functions.
REFERENCE FUNCTIONS
The following is a list of Recurring Invoice Reference Functions. These are documented
in this Manual. Other Reference Functions are from SunBusiness and are covered in the
SunBusiness Manuals. The reference functions are presented in alphabetical order:
AC=Audit Control
CO=Contract Options
CE=Calendar Entry
CF=Contract Filters
GD=Generate Definitions
IB=InHowes Business Definition
PT=Period Tables
RL=Report Layouts
Recurring Invoicing Actions 39
RP=Contract Presets
Each reference function can comprise many records. For example, you may have
numerous accounts. Each record is identified by a unique code. Chart of account records
each have a unique account code; name and address records each have an address code, etc.
The following actions are available from all reference functions:
CREATE
This allows you to create a new reference record.
AMEND
Use this to amend an existing record. Select Amend and enter the code of the record you
want to change. Then, using your mouse, move to the box(es) which require change. On
completion of the amendments, press OK to accept the changes.
DELETE
If you want to remove an existing record, select Delete and enter the record code. You will
then be asked:
DELETE?
choose Yes if you wish to continue with the deletion.
To delete a range of records, press ENTER in the record code box. A window appears with
From and To boxes. Enter the range of record codes you want to delete. You are then
asked:
DELETE SELECTIVELY (WITH SCREEN ECHO)?
If you choose Yes each record is displayed, and you are asked:
DELETE?
If you want to delete all records within the range without seeing them, choose No. The
system prompts:
ENTIRE RANGE WILL BE DELETED?
If you choose Yes, the records are deleted. A message is displayed:
Recurring Invoicing Actions 40
DELETING ....
with the code of each record as it is deleted.
Some reference records are identified by two separate codes. For example, analysis codes
are identified by the analysis category and the analysis code. You cannot specify the
second code (the analysis code) so you might select a range of analysis categories C3-C3
and then ask for selective deletion.
Chart of account records and name and address records cannot be deleted if there are
transactions present. See the section Period Cleardown.
EXAMINE
Choose Examine to display reference record details. Enter the code of the record you want
to examine and details are then displayed.
You may Examine by Lookup code rather than the reference code. There are two ways to
do this:
· Select Examine, then in the record code box, e.g. Account Code box, enter
LOOKUP. The cursor moves to the Lookup Code box, where you can enter the lookup
code of the record you wish to examine.
· You can select Examine, and in the record code box, e.g. Account Code box, enter
Query. Once in QUERY, you can select the Lookup button. LOOKUP allows you to
determine whether the selection of items for display on the list is by code or lookup code.
On clicking the Lookup button, you are presented with a window. Select either Code or
Lookup to determine the item you wish to lookup. You can also enter a start code. On
pressing OK, the display will commence with the records matching the criteria entered.
NEXT
Enter Next to display details of the next reference record. If the screen currently shows no
record details, then Next will display the first reference record. The letter N remains in the
selection box so that you may press ENTER to display subsequent records.
REPORT
Use Report to produce reports showing all, or a range of records belonging to a reference
type. When you select Report, a further screen is displayed.
Recurring Invoicing Actions 41
SEE ALSO:
Report Entries
REPORT ENTRIES
Record Code From/To
nn characters
Enter the range of records to be reported. The description of the From and To boxes
depends on the reference function you are reporting. So if you are using NA=Names &
Addresses, the box description is Address Code From and To.
The range you select is printed at the top of the report. If you would prefer to report in
order of Lookup Code, rather than account code order, then enter Lookup in the From box,
and you are asked for a range of lookup codes.
Double Line Spacing
Y/N
A double spacing option is available. Enter Y-Yes to select double spacing. Press ENTER
or N-No to remain with single spacing.
Date Of Last Update From/To
date format
You may want to include only those records updated within the selected range of dates.
Having completed the entries to the screen, you may select to Print Report or Store on Disk.
TRANSFER
Transfer allows you to import or export reference records from, or to, a file. It is useful
when, for example, you have created a chart of accounts in one database and wish to
transfer it to a second database. The file which is imported does not have to be generated
within SunSystems, but can be any text file presented in the correct format.
Multi-lingual Module only. If you Transfer data when logged in as an operator whose
language is other than the base, a warning message to this effect appears.
An import creates new records and overwrites records with the same code on the reference
file. When you select Transfer, an additional screen is displayed:
Recurring Invoicing Actions 42
TRANSFER ENTRIES
Import Or Export
I/E
Enter I-Import or E-Export to send data to a file or retrieve it.
Transfer Format
maximum 5 characters
If you accept the default, NDF-Non delimited format is assumed. Otherwise, specify a
valid format:
Code Description
FLF Fixed length format
CDF Comma delimited format
BDF Bar delimited format
CDFQ Comma delimited format with quotes
LOTUS Lotus 123 file format
SYLK Multiplan format
Transfer File Name
maximum 40 characters
Enter the path and the name of the file containing the data to be imported or exported. The
automatically generated file name for a Contract Options file is SOCO-DEM.NDF. This is
made up as follows:
Code Description
SO SunBusiness Sales Order Processing
CO Represents the reference record type, i.e. CO=Contract Options
DEM Represents the database, i.e. DEM is the demonstration database
NDF NDF represents the file layout format non delimited format
Record Code From/To
nn characters
The range of records to be imported or exported.
Recurring Invoicing Actions 43
Date Of Last Update
date format
You can choose to import or export only those records updated within a selected range of
dates. Enter ENTER to select all dates.
Having completed the entries to the screen, select Process Transfer to perform the export or
import.
REPORT AUDIT TRAIL
If you have turned on AC=Audit Control for a particular reference type you will have
access to the option Report Audit Trail. When you select Report Audit Trail in CA=Chart
of Accounts the Report Audit Trail screen is displayed.
SEE ALSO:
Report Audit Screen and Report Audit Entries
REPORT AUDIT SCREEN
The function AC=Audit Control allows you to specify which reference types are to have
changes logged to an audit file.
Report Audit Trail prints an audit trail of any changes made to that file i.e. amendments,
creations, deletions etc. The full details of the record are pictured. If an amendment has
been made, the changes are underlined with inverted arrows and the new version is printed
below.
The date of the change is shown along with the operator Id of the person who made that
amendment, deletion or addition.
When the report is complete, you are asked whether the reported changes should be carried
forward and shown on the next reference audit report. If you select N-No, the current audit
file is cleared.
REPORT AUDIT ENTRIES
Report By Date Or Code
D/C
Recurring Invoicing Actions 44
Enter D-Date to print amendments in date sequence, or C-Code to print details in code
sequence. Remember that all analysis codes for analysis category A0 are shown before
analysis codes for analysis category A1, etc.
Record Code From/To
nn characters
Enter the range of record codes to be reported. Press ENTER to select all.
Transaction Date From/To
date format
Enter the range of dates for which changes should be reported. Press ENTER to select all
dates.
Recurring Invoicing Process Manager 45
Process Manager
BUSINESS RULES
Business Rules can be used on Contract Maintenance, both at the header and detail level.
To use business rules you need to set-up an Event Profile and a Rule Set.
Use SS Procedures Setup Menu EP=Event Profiles with the Data Item = 00051
(Contract Maintenance Header) or Data Item = 00052 (Contract Maintenance Details).
You can add other restraints if you wish. For example the following Event Profile restricts
any Rule Sets for RICMD to the "DEM" database.
Once you have defined any Event Profile for these two items the Business Rules engine
will load for both Contract Maintenance or Contract Maintenance Details and you should
see a message showing that the Rules engine is loading.
Recurring Invoicing Process Manager 46
SS Procedures Setup Menu RS = Rule Set The following is a example of a rule
to apply to Contract Details.
Recurring Invoicing Audit Control 47
Audit Control
AUDIT CONTROL - SCREEN
RI=Recurring Invoicing Maintenance Setup Menu AC=Audit
Control
AUDIT CONTROL - OVERVIEW
Audit control is an optional facility which improves the security of reference records. For
each reference record type an audit table (or file) is automatically created and a line is
added to it each time you change details on that record type, i.e. Create, Amend, Delete,
Transfer. Audit files should be printed and deleted regularly using the option Report Audit
Trail described in the section Actions. The option to Report Audit Trail is only offered in a
reference maintenance options when Audit Control is switched on.
Recurring Invoicing Audit Control 48
Please Note that you cannot change individual Reference Maintenace Options in RI(its
all or nothing).
AUDIT CONTROL - ENTRIES
Function Names
Enter Y-Yes against the reference record types for which you require audit trail.
SEE ALSO: Actions Operator Permissions
Recurring Invoicing Calendar Entry 49
Calendar Entry
CALENDAR ENTRY - SCREEN
RI=Recurring Invoicing Entry Setup Menu CE=Calendar
Entry.
CALENDAR ENTRY - OVERVIEW
See REFERENCE MAINTENANCE (general information)
Charging and invoicing can be governed by calendars. There is no limit to the number of
calendars that can be held on the system.
Recurring Invoicing Calendar Entry 50
This screen allows you to set up a series of dates for charging or invoicing.
The dates must be entered in ascending order on each screen and across each sequence
number . The table is not processed after any empty entries instead it looks at the next
highest sequence number. For charging: the system will check all dates and if any fall
between the “Last Charge Date”, on the Recurring Charge record, and the “Charge to
Date”, entered through GI, then when charges are generated a charge line will be generated.
The first entry on a calendar must be before the start date of any contracts that will be
entered using this calendar.
For invoicing: the system will check all dates and if any fall between the “Last Invoice
Date” on the Recurring Charge record and the “Invoice to Date”, entered when invoices are
released (through RE), then an invoice will be generated (in SunBusiness terms the order is
released).
CALENDAR ENTRY - ENTRIES
Calendar Code
maximum 10 characters
Enter a code to identify this calendar. For example “CLIENT-001”.
Sequence Number
maximum 4 characters
Enter a second code to identify the calendar. A typical code might be the year.
Lookup Code
maximum 10 characters
Dates
date format, 24 slots
For each slot enter a date for charging or invoicing. Enter <T> for today’s date.
The date must be the end of the billing period. For example if you were billing on a six-
monthly basis on 31 December and 30 June each year, you would enter 31/12/90, 30/06/91,
31/12/91... and so on in the calendar table.
Contract Maintenance
Contract Presets
Recurring Invoicing Contract Audit Report 51
Contract Audit Report
AUDIT REPORT - SCREEN
RI=Recurring Invoicing Reports AR=Contract Audit Report.
AUDIT REPORT - OVERVIEW
This screen asks for the information to run the Audit Report. The function allows you to
specify a format for this particular run of AR. These report formats are set up by
RD=Report Definition. This Report will only work if there is an Audit File and Auditing
has been turned on for CM=Contract Maintenance. The Report prints changes to the
Contract Header followed by the changes to the lines. The lines are printed in Line
Number sequence.
Recurring Invoicing Contract Audit Report 52
You can set two Control Sequences to underline the changes. SS > CS=Control Sequences:
Control Sequence Purpose Sequence for HP
AUDST Underline On 027 038 100 051 068
AUDEN Underline Off 027 038 100 064
AUDIT REPORT - ENTRIES
Layout Code
maximum 5 Characters
Enter the Layout Code for the report to be produced. Enter <QUERY> to lookup the
available report layouts.
Supplementary report name
maximum 30 characters
Enter an additional report name at the time of running the report.
Amend Selections
Y/A/Blank Enter A-All to select all contracts. Enter Y to amend the Contract Selections. Enter
SPACE to use the selections that may already have been entered.
Date of Update
date format
Enter the range of dates of the changes to be included. If no date selection is entered, all
information on the audit file will be reported.
Time of Update
time format
Enter the range of time of the changes to be included. If no time selection is entered, all
information on the audit file will be reported. Time is entered in the 24 hour format so
19:40 or (1940). You can enter 24:00 to signify the end of a day.
Period of Update
period format
Recurring Invoicing Contract Audit Report 53
Enter the range of periods of the changes to be included. If no period selection is entered,
all information on the audit file will be reported.
Operator From and To
3 characters
Enter the range of Operator Ids of the changes to be included. If no selection is entered, all
information on the audit file will be reported.
Function From and To
1 character
Enter the range of functions to be included. If no selection is entered, all information on
the audit file will be reported. Valid functions are:
Code Description
A Amend
C Created
D Deleted
T Transferred
G Generated
N New – Created when a a record is amended but
the original record is not on the Auidt File.
SPACE Created for a Contract Header when a detail is
amended that does not affect the header.
Report Transactions
Y/blank
Enter <blank> to print only Contract Header information - i.e. to suppress details of the
Contract Lines otherwise leave the field set to Y-Yes = Yes.
Movement Report Only
Y/N
This feature is only available in SQL versions. Enter Y-Yes= Yes to produce a movement
report. Two extra fields are provided in the RI Audit Report Data (Dtl Quantity Movement
and Dtl BSP Movement) within RD=Report Definition. These field show the “movement”
across the date range entered.
Recurring Invoicing Contract Audit Report 54
SEE ALSO:
Audit Control (Sun Business Reference Manual) and
File Create
Recurring Invoicing Contract Cleardown 55
Contract Cleardown
CONTRACT CLEARDOWN - SCREEN
RI=Recurring Invoicing Procedures CC=Contract Cleardown
CONTRACT CLEARDOWN - OVERVIEW
This function can re-calculate contract details (use Action C1=Recalculate Only) or deletes
old Contract details (use Action C=Cleardown). It does not (as yet) delete the contract
headers. If Contract Maintenance Audit is turned on (AC=Audit Control) the audit records
will be written to the audit file and marked as “Removed”. If you select the defaults the
records deleted will be those with a Hold Indicator of C=Completed and an End Date prior
to the date entered.
Recurring Invoicing Contract Cleardown 56
A report is produced showing contracts where details have been removed. The report can
request any one of a number of Report Formats. These formats can be created and changed
by using RD=Report Definition. Only layout type CR can be used in this program.
CONTRACT CLEARDOWN - ENTRIES
Contract Filter
maximum 10 chars
Enter the Contract Filter or use <QUERY> to select the filter you require to select the
contract lines for deletion. Only filters with a type of C(Contracts) are compatible with this
function
Selections From/To
maximum ?? characters
Enter the start of a range of Contract Codes to be included then enter the end of the range.
Enter <RETURN> to include a single contract.
Select By End or Last Charge Date
E/L/N
You can select contract details to be deleted by date. The date can be either the End Date
(E) or the Last Charged Date (L). The default is the End Date. Be careful if you select
L=Last Charge Date as this may delete lines that have not been completed. You can so
enter N=No to ignore any checks on dates.
Cleardown Between from/to
date format
Enter the beginning date of contract lines to be considered for deletion. This will be either
the End Date or the Last Charge date, depending upon the setting above. Press <RETURN>
to consider all lines up until the To Date.
Enter the last date for lines to be considered for deletion. This will be either the End Date
or the Last Charge date, depending upon the setting above. This date must be entered and
must be prior to the current month.
Hold Indicator from/to
maximum 1 character
Recurring Invoicing Contract Cleardown 57
Enter the first Hold Indicator to be included. Enter <RETURN> to only include
<C>completed lines. Enter another Hold Indicator to be the first or only Hold Indicator to
be considered for deletion. Enter the last of a range of Hold Indicators. Enter <RETURN>
to only include one Hold type. <-> means no Hold Indicator.
This is ignored in Calculate Only mode.
Delete Contracts
Y/N Enter <Y> if you want to delete contracts headers where all lines have been removed, either
by Contract Cleardown or via Contract Maintenance.
SEE ALSO: Contract Maintenance
Recurring Invoicing Contact Detail Presets 58
Contact Detail Presets
CONTACT DETAIL PRESETS - SCREEN
RI=Recurring Invoicing Entry Setup Menu RP=Contract
Detail Presets.
CONTACT DETAIL PRESETS - OVERVIEW
Recurring Charge Detail Pre-sets are used in a similar way to other Pre-sets in Sun. They
are used to pre-define information on the Recurring Charge detail screen for specified
invoice types and Item Codes. The Pre-set can be set for particular items and for particular
sales definitions.
Recurring Invoicing Contact Detail Presets 59
From 4.2 the pre-sets are cumulative. So pre-sets are loaded in the order: below and a entry
of space will not override any previous value that might be set. (NB This differs from pre
4.2 were the values were overridden).
Contract Header values (e.g. the start date and Frequency are used)
Pre-set with blank Sales Definition with blank Item Code (system default).
Sales Definition with blank Item Code.
Item Code with blank Sales Definition.
Item Code and Sales Definition.
CONTACT DETAIL PRESETS - ENTRIES
Invoice Type
maximum 5 characters
Enter the Invoice Type (Sales Order Definition) for the type of invoices that you want to
Pre-set information for. You can enter blank to provide a default for the Item.
Item Code
maximum 15 characters
Enter the Item Record code to apply the Pre-set to. You can enter spaces, in which case
this record will become a default for the Sales Definition, to be used where no Pre-set exists
for the particular Sales Definition/Item combination. If you also entered spaces in the Sales
Definition Field then this will became a systems default to be used where no other RP Pre-
set has been defined.
Item Description
maximum 25 characters
Enter the description required or <..> to Pre-set the description from the Item Record.
Frequency
maximum 10 characters
Enter the preset charge frequency for this line. You can enter a date with the year and/or
month wild e.g. 31/12/**** or 31/**/**** or you can enter a valid Calendar Code or a
Relative Frequency. Enter <&> to query calendars. Relative frequencies are applied to the
Recurring Invoicing Contact Detail Presets 60
last charge date (or start date if there is no last charge date). You can also enter the day of
the week upon which the client is charged: <MON>,<TUE>,<WED> etc. or enter
<MONTHLY> where charging is on the last day of the month.
Db/Cr
1 character
Enter <D> for invoice entry, enter <C> for credit entry. Regardless of the Sales Order
Definition and any Item Special Processes.
Quantity
maximum 9,999,999,999,999.99999
Enter the hours or quantity to be preset.
Operator
1 character
Normally the operator is <*> so enter a <SPACE> or <*> to preset the operator to *. Enter
a <-> to preset the operator to space to achieve notional quantities. This will require setting
Notional Quantities in CO.
Std Price Indicator
maximum 3 characters
Enter Y-Yes to preset the use of the standard price from the item record. Enter <-> to use a
special price. You can also enter IR1-4 to preset to the item record price when creating the
contract line. This will NOT be updated on generate.
Price
maximum 9,999,999,999,999.99999
Enter the preset special price for this customer for this type of contract line.
Start Date
date format
Enter the preset Start Date. Set to SPACE to use the start date from the contract header.
Enter "-" to force the operator to enter a Start Date when creating the contract. Enter a date
or a relative date (relative to the Contract Header Start Date).
Recurring Invoicing Contact Detail Presets 61
End Date
date format
Enter the End Date. You can enter a date relative to the Start Date e.g. +23B, +23N T+23
etc. This date is used to determine when the item should not be invoiced. It is also used to
determine accrued income values and any part period calculations.
Instalments
1 character
Enter Y-Yes if you want to preset the use of Instalments.
No of Instalments
maximum 999999
If you want to use Instalments set this to the number of instalments you typically want.
You must have set the use Instalments to Y-Yes
Reference
maximum 15 characters
Enter text which is carried forward to the invoice line Receipt Reference. The Receipt
Reference can be printed on the invoice.
Hold Indicator
1 character
If set to a character other than space this indicator will stop the generation of invoices for
the particular detail line. If the Recurring Charge header On Hold box is set then nothing
will be generated for the whole contract. A hold indicator of “C” is the standard for
deleting lines of a contract in Contract Cleardown..
Account
maximum 10 characters
Set the default for the account code per line. If you want to use the revenue account from
the Item record this should be left set to SPACE.
Location
maximum 5 characters
Enter the location code to be uses to issue items on for these lines. Leave blank if presetting
a non-stocked item, or if the transaction type does not adjust balances.
Recurring Invoicing Contact Detail Presets 62
Prorate Method
D/M/W
Enter the Prorate Method to be used or leave blank to suppress part period calculations.
Currently the methods are:
Code Description
<D> to use the Daily method
<M> to use the Monthly method - the monthly method is the most common
<W> to use the Weekly method
<A> to use the “Annual” method.
Status
1 Character
Last Proforma
date format
Sets the Last Proforma date on the Contract Details line.
InArrears
Y/
If set the lines are selected for invoicing if the Next Charged Date plus one billing period is
within the range specified when generating invoices. The due date is also determined by
this setting. If InArrears the Due Date is set to the end of the billing period otherwise it is
the start of the billing period.
Inhibit Price Change
Y/
If there is a Next Selling Price on the Item Record you can enter <Y> to ensure that Order
Lines are generated at the old price, if the Date Next Applies falls within the Billing Period.
Leave blank (or enter <->) to allow the line to be split into the element at the old price and
an element at the new price.
Analysis Codes
maximum 10 values, maximum 15 characters each
Recurring Invoicing Contact Detail Presets 63
Enter the M analysis codes to Pre-set. The first box is the code from M1 to M5 and the
second is the value to Pre-set. You can either enter a value e.g. 1, or <-> to force the code
to be spaces, or <..> to copy the HP=Header Pre-set value. Note that if <..> is used the
value will not be entered until GI is run. i.e. You will not see the code on the CM=Contract
Maintenance screen, only on the Order File or on information derived from the order file.
SEE ALSO:
Detail Presets (SunBusiness Reference Manual)
Header Presets (SunBusiness Reference Manual)
Contract Maintenance.
Recurring Invoicing Contract Filters 64
Contract Filters
CONTRACT FILTERS - CONTRACT FILTERS - SCREEN
RI=Recurring Invoicing Procedures Setup Menu CF=Contract
Filters.
Recurring Invoicing Contract Filters 65
CONTRACT FILTERS - CONTACT FILTERS - OVERVIEW
This function defines the selections to be applied when running certain functions.
Filter are currently used in:
CC = Contract Cleardown (Filter Type C)
DI = Contract Transfer (C)
GI = Generate Invoices (C)
PU=Price Update (C)
RL = Report Layouts. (R)
Recurring Invoicing Contract Filters 66
CONTRACT FILTERS - ENTRIES
Filter Code
maximum 10 characters
Enter the Code to identify the filter.
Description
maximum 30 characters
Enter a description for the filter.
Filter Type
1 characters
Enter the filter type. Currently this must be C=Contracts or R=Reports.
Selections
The Selections are used to restrict which orders or contracts are shown on the report and
optionally, posted to SunAccount. The selections also determine the sort order and whether
the user is asked to enter ranges of values when the report or process is run.
The order they are entered here is used to determine the order in which information is
displayed on the screen when running the report of process.
NOTE: The five Selections are not applied separately. A transaction will have to fall
within all the ranges of specified Selections if it is to be included in the report.
To amend or create a Selection enter A = Amend, to Delete enter D.
Item Reference
Data Dictionary Items
If you are creating a new item, the record description box appears when you press ENTER. If
you are amending an existing selection use QUERY to display the record description
window. The record description window shows record types available for the report type
under such headings as Contract Header, etc. Select the heading you require and then, from
the data item window, which appears, select the item you require.
From /To
You can enter any presets you want to apply to the selection here. Certain fields allow you
to Query the presets available.
Recurring Invoicing Contract Filters 67
Display
Y/N/Blank Enter Y-Yes to allow the field to be displayed and to allow the user to change the From and
To selections at run time. Enter N-No to hide the selections and leave blank to show the
selections but prohibit their amendment.
Sort
A/D/Blank Enter A-Ascending or SPACE. D-Descending will be added shortly. SPACE means this
item is used for selection only. For a Filter Type of C – this item must be SPACE.
Level
1-5
Enter the level for sorting. You must enter this field if the Sort is set to Ascending or
Descending. Conversely you may not enter this item if you are not sorting on this item.
Level 1 is the most important level, 5 the least. It is best to make the lowest level you use
5.
For a Filter Type of C – this item must be SPACE.
Start Character
1-99
This number specifies the first character of the data item to be printed. For example, if you
wish to exclude the first two characters of the account code, you would set the Start
Character to 3.
Length
1-99
You can use part of the item by specifying the number of characters in this box. For
example, if you want to sort only using the first 15 characters of the Customer name, enter
15. When creating a new item the full length of the selected item appears as a default.
Note: To find the default length of data items, at the Item Reference box, use
QUERY and then ENTER to select the record type you are using. Use ENTER again to see
the length of the data items on that record type. The item description list gives the default length of each item.
Recurring Invoicing Contract Maintenance 68
Contract Maintenance
CONTRACT MAINTENANCE - SCREEN
RI=Recurring Invoicing Entry CM=Contract Maintenance.
CONTRACT MAINTENANCE - OVERVIEW
This screen captures the main detail of the recurring charges for a customer. The line
details are entered on a separate screen.
Recurring Invoicing Contract Maintenance 69
CONTRACT MAINTENANCE - ENTRIES
Contract Code
maximum 10 characters
Enter the Contract Code to identify this recurring charge. The Contract Code must be
unique. Enter <QUERY> to lookup existing contracts.
If Automatic Numbering is turned on the number will be entered automatically for you. See
InHowes Business Definition Page 120.
Invoice Type
maximum 5 characters
Enter the Sales Order Definition Code for the contract. Enter <QUERY> to lookup Sales
Order Definitions. If you wish to create or amend Sales Definitions enter <QUERY> again
in the Query Code box.
Invoice Code
maximum 10 characters
Enter the code for the invoice address - this code becomes the ‘customer address’ in Sales
Order Processing. The address should have already been set up by NA. Enter <QUERY> to
lookup names. If you wish to create or amend Names and Addresses enter <QUERY>
again in the Query Code box. This code can be Pre-set in HP=Header Pre-sets.
Site Code
maximum 10 characters
Enter the code for the site address - this code becomes the ‘delivery address’ in Sales Order
Processing. The address must have already been set up by NA. Enter <QUERY> to lookup
names. If the invoice and site address are the same, press return to copy the Site Code. If
you wish to create or amend Names and Address enter <QUERY> again in the Query Code
box. Enter <DUPLICATE> to copy the code from the Invoice Code. This code can be
Pre-set in HP=Header Pre-sets.
Make the code spaces to allow a special address to be entered for the contract. This will
become a “temporary address” for each order generated.
Lookup
maximum 10 characters
Recurring Invoicing Contract Maintenance 70
Enter a useful code to provide an alternative way of finding your entry. This can be a
duplicate, i.e. it is possible to have 50 contracts for BT each with a different contract
number but each with a look up code of BT
Account Code
maximum 10 characters
Displayed from the Address Analysis field for the Invoice Address Code.
Start Date
date format
Enter the Start Date of the Contract, you can enter <T>=today’s date. This date must be
entered. It is used as a default for the Start Date on the Contract Detail lines. It is also used
to determine if this contract is to be included in revenue and billing reports. This date can
be Pre-set as the Transaction Date in HP=Header Pre-sets.
End Date
date format
Enter the End Date of the Contract, you can enter <T>=today’s date. This date need not be
entered, in which case invoicing will continue for ever, unless individual lines have their
end date set. The end date is also used to determine if this contract is to be included in
revenue and billing reports.
Review Date
date format
Enter the Review Date. <T>=today’s date. This date is for information and reporting only.
Payment Due Date
relative date field
Enter a relative date (e.g. +31) or an absolute date. This field only appears if the “Enter
Payment Date” is set on the SD=Sales Order Definition record. The date entered here will
be used to change the due date passed to SunAccount. If left blank will add the Chart of
Account payment days to the Invoice date entered in Print Invoices.
Invoice Table
maximum 10 characters
Recurring Invoicing Contract Maintenance 71
Enter the default invoicing frequency. This will be used to determine when invoices are
produced and also act as a default to the charge frequency when you enter the detail lines of
the contract.
Enter one of the following:
Frequency Type
A Relative Frequency +nN, +nM, +nM!m or +nn - e.g. +3N or 3M or +14.
See Relative Frequencies in the Helpful Hints Section of this Manual
Page 15.
<MON>, <WED> etc The day of the week upon which the client is invoiced. Please note this
should be the last day of the billing period.
<MONTHLY> where invoicing is on the last day of the month.
A “wild date” A date with the month and/or year entered as the wild character “*”.
For example:
01/12/**** will result in an invoice each year on 1st December.
01/**/**** will result in an invoice on the first of every month.
(Enter **/01/**** for US date formats etc.)
Please note this should be the last day of the billing period
A Valid Calendar Code Enter <QUERY> to query the calendars. If you wish to create or
amend Calendars enter <QUERY> again in the Query Code box.
A One Off
Leave Frequency as <SPACE> and enter the date in the Start Date on
the detail. The item will then be charged only the once.
The Invoice Table frequency and the Charge Frequency on the detail lines may need to be
different if you want to show services rendered in the week, but only want to produce
invoices once per month. In this case the Invoice table would be set to a monthly frequency
(such as MONTHLY) and the frequency on the detail lines set to a weekly frequency (such
as +7 or FRI). Orders would need to be generated with a status of hold, and you would
then release them using Release Invoices (RE) to allow the invoice to be printed.
Generate Multiple
maximum 6 numeric
If the Multiple Generate Option is set to Y = Yes on the Advanced overlay of CO =
Contract Options, then this field shows the generate multiplier. This feature allows a
contract to be generated a specified number of times. It will also increment the last
numeric field (if any) in the Customer Reference for each Order generated.
Recurring Invoicing Contract Maintenance 72
Released To
date format
The Last Released date is maintained by the system. It is display only. This box contains
the date that Release Invoices (or Generate Invoices) was last run up until OR it should be
the same as the Last Generated To date (see below).
Generated To
date format
The Last Generated To Date is maintained by the system. It is display only. This box
should contain the date that Generate Invoices was last run up until. Typically this
corresponds to the last day of the last invoice period.
Delivery Ref
maximum 10 characters
Text entered here will be transferred to the “Delivery Reference” in Sun Invoicing. Leave
this field blank for the system to automatically enter the contract number in the Delivery
Reference when Generate Invoices is run. This code can be Pre-set in HP=Header Pre-sets.
Customer Ref
maximum 25 characters
Text entered here is transferred to the “Customer Reference” in Sun Invoicing. If required,
you may enter DD/MM/YY for the end date of the period covered by the invoice. The
DD/MM/YY will be replaced by the actual date in the format specified. Similarly
dd/mm/yy can be entered for the start date. The dates can be entered in other formats or
the short month name can be printed. See Dates in the section Helpful Hints – Page 16.
This code can be Pre-set in HP=Header Pre-sets.
Comments
maximum 25 characters
The text entered here is transferred to the “Comments” in Sun Invoicing. If required, you
may enter a date format such as DD/MMM/CCYY, see Customer Ref above.
Hold
1 character
If set to a character other than space this indicator will stop the generation of invoices for
the particular contract. A report of contracts on hold may be produced from the
RR=Recurring Reports option (this can be accessed from CM=Contract Maintenance by
Recurring Invoicing Contract Maintenance 73
entering R=Report in the Action Box. Individual lines may be stopped by setting the Hold
Indicator on the detail lines. RR=Recurring Reporting allows selection by Hold Indicator.
Data Access Group
maximum 5 characters4
Identify the data access group, which is applicable to this contract. This allows you to
prohibit or limit access to a specific selection of operators. See Operator Permissions and
Data Access Groups (SunSystems Reference Manual)
Analysis
maximum 10 codes, 1-15 characters each but maximum of 50
Enter an M analysis code. There are also special codes that can be entered or set up in
HP=Header Pre-sets:
Header Preset Code Result
<\OPID> ‘\OPID’ will be entered into the analysis code and
the operator id (login initials) will be copied into
the analysis code when an invoice is generated.
<\RC> - this no longer Supported it has
been superseded by setting the Contract
Analysis Code See Analysis Code for Contract
<\FREQ> the billing frequency will be entered as the
analysis code.
Enter <\An> (where n is a number from 0
to 9)
the nth. Account Analysis Code will be entered as
the analysis code.
<\Cn> (where n is a number from 0 to 9) The nth. Analysis Code from the Invoice Address
details will be entered as the analysis code. The
site (delivery) analysis codes are used if the Analysis Address is set to Y-Yes.
<\S> The Status from the Contract Details is copied to
the analysis code when generating.
Please note that if you use SE=Sales Order Entry for an order then normal Sun validation
will occur.
After entering any Analysis you will then be offered the choice of entering or amending the
line details. If you enter N-No you can still proceed with the line details by entering <I> at
the Selection Box.
Recurring Invoicing Contract Details 74
Contract Details
CONTRACT DETAILS - SCREEN
RI=Recurring Invoicing Entry CM=Contract Maintenance
I=Items
CONTRACT DETAILS - OVERVIEW
This screen shows the details for the Contract header already selected. It allows the user to
input Contract Details lines which will be billed on a regular basis as specified by the
frequency on the individual lines.
Recurring Invoicing Contract Details 75
If there are no detail lines then “Auto Create Mode” is entered. The user is positioned at
line 100 in the Item box. Press <Alt>+<B> if you want to go back to change the line
number. If there are details already, then by default the Inquiry screen is shown this allows
scrolling of all the details for the contract. Pressing RETURN or clicking with the mouse
selects the line for amendment. This Auto Inquire feature can be turned off by setting Auto
Inquire to N-No in Contract Options. See Auto Inquire - Page 89.
CONTRACT DETAILS - ACTIONS
Select – Items
Enter the From and To Item codes to restrict the Items selected. Subsequently the action of
First, Last, Next, Back and Inquire will be restricted to the Selected range. You can still
enter a particular Line, even outside of the range, to Examine, Amend, or Delete.
To turn the selection off enter the action Select Off.
Recurring Invoicing Contract Details 76
QUERY ITEMS - ITEMS
Enter the From Item Code to show a Query Window of Contract Detail Lines sorted by
Line Number within Item Code. Subsequently the action of First, Last, Next, Back and
Inquire will NOT be restricted.
QUERY ITEMS – LINE
This operates in the same way as Query Item but allows you to sort by Line Number and
Suffix starting a particular Line No and Suffix.
Recurring Invoicing Contract Details 77
CONTRACT DETAIL - ENTRIES
Item Code
maximum 15 characters
Enter an Item Code or a “-” to enter a contract text line. Enter <QUERY> to lookup
products from the Item Records.
Description
maximum 25 characters
When creating item lines, this box will default to ‘..’ and the description from the Item
Record is shown in the message line. When an invoice is generated with ‘..’ in the
description box, the system will take the description from the Item Record and apply that in
place of the ‘..’. Alternatively, you can enter special text, which will apply to the current
contract only.
Frequency
maximum 10 characters
See Invoice Table in Contract Maintenance above.
Reference Date
date format
If using a Relative Frequency then this date must be entered. It is the end of the billing
period from which the relative period must be added. For example, if billing from 1 Jan to
31 March then the frequency would be +3N and the Reference Date would be 31 Dec to 31
March etc.
Debit / Credit Indicator
D/C
Enter either <D> for a debit (invoice) line or <C> for a credit line. The default is obtained
from the Sales Definition. Note: If you are creating a credit line on an invoice and the item
you select for that line does not have an Item Special Process for credits you will not be
able to use the standard SE=Sales Order Entry to amend the line after generation. This is
because the standard Sun system will assume that all lines are invoice lines unless specified
on an IP=Item Special Process.
Recurring Invoicing Contract Details 78
Quantity
99,999,999.999
Enter the quantity of the item to be charged. If you enter a quantity of <0> then the system
will warn you that the line is a text line. This will appear on the invoices unless you set the
End Date.
If you are amending a line that has already been invoiced, and you amend the quantity, then
you will be asked if you want to create a credit or debit line depending on whether you are
increasing or decreasing the quantity. If you reply Y-Yes the system will ask you for the
Effective Date. This must be after the Start Date of the current line. If is equal to the Next
Charged Date then no additional processing is required.
If the Effective Date entered is before the Next Charge Date the following occurs. After
confirming the Credit (pr Debit), the system will amend the current line and create a credit
(debit) line from the Effective Date to the Last Charge Date. You should check the
amended and the new line. For example you may wish to change the item code. See Db/Cr
Indicator above. Or if the quantity is now zero you may want to enter a End Date. But
please note this is not necessary as after the Credit is processed by GI=Generate Invoices
the parent line will be put on Hold (marked as C=Complete).
If the Effective Date entered is after the Next Charge Date the following occurs. After
confirming the change the system will amend the current line to start at the Effective Date
and at the new quantity. It will then crate a new temporary charge continuing to the day
before the Effective Date. You should check the amended and the new line.
Effective Date
date format This is only asked for if you have requested a Credit (or Debit). See Quantity Above.
Enter the date you want the credit (or debit) to start. It must be after the Start Date.
Operator
1 character
If Allow Notional Quantities is set on the CO = Contract Options then you can override the
<*> here with space. This will inhibit any multiplication of the BSP=Base Selling Price by
the Quantity. But note this override should only be used if the Calculation Codes do
multiply the BSP by Quantity.
Standard Price Indicator & Rate
Y/blank, 999999999.99
Enter the Standard Price Indicator. This should be left as Y-Yes if you wish to use the
prices from the Calculation Codes set up in SunBusiness. If you want to enter a contract
Recurring Invoicing Contract Details 79
price, enter <SPACE> in the Std Price Indicator. The box will then change and you can
enter the Base Price yourself rather than the system taking the Base Price form the IU or IR
Record. The system will insert “I” (=Invoice Price) if the line is a credit or debit note
generated by amending the Quantity. When using the IR1-5 from the IR=Item Record, the
system takes into account the Next Selling Price field on the Item Record if the Date Next
Selling Price applies is older than the charging date.
If the Prorate Method field on the Recurring Charge Presets are set, and the Date Next Price
Applies falls within a charging period then two invoice lines are generated. One at the old
price and one at the new price. The “from” date (dd/mm/yy) and the “to” date
(DD/MM/YY) are set accordingly. If you are using a special price and wish to calculate
part periods, a start date can be entered.
The Base Selling Price (BSP) and the Next Selling Price together with the date the next
price applies from are displayed for information.
Start Date
date format
The Start Date can be left blank when creating new entries, in which case the header’s Start
Date is used. Care should be taken, as this date will be used in preference to the Last
Charged Date when calculating accrual reports. Item lines will not be included on an
invoice until the Generate Invoice request is run with a ‘Generate To’ date after the Start
Date. If the start date does not fall on a billing frequency date then a part period charge will
be calculated if the Pro Rata Method box on the IR=Item Record is set.
End Date
date format
Enter the end date. This determines when the item line will cease to be included on
generated invoices. If the end date does not fall on a billing frequency date then a part
period charge will be calculated if the Pro Rata Method box on the IR=Item Record is set.
Instalments
1st Box Y/space,
2nd Box 000000-999999
If instalment processing is required for this detail line, enter a “Y” in the first box, followed
by the number of instalments to be processed. Otherwise leave blank. The number of
instalments is reduced by one each time the line is invoiced, until it is zero.
Hold Indicator
1 character
Recurring Invoicing Contract Details 80
If set to a character other than space this indicator will stop the generation of invoices for
the particular detail line. If the Recurring Charge header On Hold box is set then nothing
will be generated for the whole contract. A hold indicator of “C” is the standard for
deleting lines of a contract in Contract Cleardown, and lines invoiced to their End Date are
automatically set to “C”.
Next Charge date
date format
This is a display only field. It shows the day that billing will next start from. If the End
Date of the Line has been reached the date will be the same as the End Date and will not
bill.
Reference
maximum 15 characters
A Reference can be entered. This can be printed on a line-by-line basis on the documents
(for example invoices and acknowledgements). This information in this box is transferred
to the Sun Receipt Reference.
Last Charge Date
date format
The Last Charged Date is maintained by the system except when setting up the contract for
the first time and where Relative Frequencies are used. For a Relative Frequency this date
is the Reference Date for calculating billing dates. For example, where a Frequency is
<+14> the fourteen days are added to the Last Charge Date to arrive at the Next Charge
Date, and if the start date is between the Last and Next charge dates and a pro-rata method
is set in Recurring Charge Presets then the invoice will be for the period Start Date to Next
Charge date less one.
This shows the next date that the contract will be invoiced from.
Internal Reference
999999
The system generates a reference number for each line created. This number cannot be
amended and is displayed here for reference. It is unique within a contract and is used by
the Audit Report program to cross-relate audit records to the Recurring Charge records.
Period
period format
Recurring Invoicing Contract Details 81
This records the current period of creations and amendments to the detail lines and is used
by the RR=RI Reporting module to determine when changes were made. Some Column
Codes use this period to determine whether to look at the audit file or the current data files.
Status
1 character
Enter a Status. This can be any letter or number. It can be used to allow GI=Generate
Invoices to select particular lines for processing. The Statii selected by GI are specified in
GD=Generate Definition.
Last Proforma Date
date format
This date should only be set to control the production of Proforma Invoices. It shows the
last time GI=Generate Invoices processed this line in a Proforma run, and must be manually
set on the creation of a line requiring Proforma Invoices to be raised. A Proforma run is
controlled by GD=Generate Definitions.
Account Code
10 characters
If the Account Code Per Line on the Sales Definition is set to Y-Yes then you can enter an
Account Code here. If set to O then an Account code must be entered.
SEE ALSO:
Data Access Groups (SunBusiness Reference Manual)
Detail Presets (SunBusiness Reference Manual)
Header Presets (SunBusiness Reference Manual)
Generate Invoice Definitions
Generate Invoices
InHowes Business Definition
Item Records (SunBusiness Reference Manual)
Item Special Processes (SunBusiness Reference Manual)
Operator Permissions (SunBusiness Reference Manual)
Contract Options
Contact Detail Presets
Recurring Invoicing Contract Options 82
Contract Options
CONTRACT OPTIONS - SCREEN
RI=Recurring Invoicing Entry Setup Menu CO=Contract
Options
Recurring Invoicing Contract Options 83
CONTRACT OPTIONS - OVERVIEW
See REFERENCE MAINTENANCE (general information) in the SunBusiness Reference
Manual. This function holds parameters which control how a particular invoice type is
processed when GI=Generate Invoices is run. Note that some of the features in this function
can be overridden by GD=Generate Definitions. The Transaction Type must have already
have been set up by SD=Sales Order Definition.
CONTRACT OPTIONS - ENTRIES
Transaction Type
maximum 5 characters
This is the Code set up by SD=Sales Order Definition (a standard SunBusiness program)
describing the processing of the invoice by Sun Invoicing.
Recurring Invoicing Contract Options 84
Prompt Method
1/Blank
If left blank GI=Generate Invoices will generate the invoices without any user intervention.
If you want the option of looking at and perhaps amending the invoices as they are
produced then this box should be set. Currently this box can only be set to 1, or left blank.
Method 1 generates all the invoice lines and then allows the user to scroll the lines
changing the items that the Sales Definition allows to be changed.
Generate Without Hold
Y/Blank
Enter Y-Yes to force Recurring Invoicing to generate invoices and put them on the order
file with a status of Released. If you leave this box blank, invoices will be generated with a
status of hold and they will need to be released either individually using SE=Sales Order
Entry or automatically using RE=Release Invoices.
Sort Sequence
1 to 3
Enter the method to be used to sort the lines on the order: There are 3 levels the first being
the highest level of sort. The following are currently available:
Code Description
I Sorts by Item code
D Sorts by Due Date
Space Sorts by the position by line reference
R Sorts by the line Reference (Receipt Reference)
M0 to M9
Separate C/N Definition
maximum 5 characters
The GD=Generate Definition function allows the production of credit notes as a separate
run. If you are using this facility you may need to set a different Sales Order Definition
(and hence a different document type and Ledger Interface) for the credit note run. This is
achieved by specifying the Sales Definition for the credit note run in this box.
Validate Only Trans Type
maximum 5 characters
Recurring Invoicing Contract Options 85
When GI=Generate Invoices is run as a validate only run (See GD=Generate Invoice
Definitions) a different Sales Order Definition may be used by specifying that code here.
This allows different document formats to be produced for different types of GI run.
Qty Calculation Code
This tells Generate Invoices where to put the Quantity entered in Contract Details. Leave
blank to use QTY.
Price Code
Set to valid Calculation Code or IR1-4 or a valid Calculation Code. Please note that USV
or ISV can’t be used here. This is because the dates of any price book increase need to be
determined and a Price Book code is required.
. If blank then IR1 is assumed.
If a contract line uses a special price (i.e. the price is entered through CM=Contract
Maintenance) then that price is used wherever this code is specified on a Calculation.
Qty Variance
maximum 3 chars, % maximum 99.999
By entering a Calculation Code here, when generating Invoices and using prompting, the
system will check the value entered in Qty and in this Calculation Code and warn you if
they disagree by more than the % Allowed. If the % Allowed is zero then the system will
warn you if the value entered is greater than Qty.
BSP Variance
maximum 3 chars, % maximum 99.999
By entering a Calculation Code here, when generating Invoices and using prompting, the
system will check the value in BSP and in this Calculation Code and warn you if they
disagree by more than the % Allowed. If the % Allowed is zero then the system will warn
you if the value entered is greater than BSP.
Temporary Charge
Y/Blank
If you want the system to ask if you wish to use a Temporary Sales Definition after
entering or amending the Recurring Charge then enter a Y-Yes in this field. This can be
useful if you need to set-up contracts with one-off amounts, which then become the
recurring details. By setting this field to Y-Yes, the first Generate run for the contract will
use the specified Temporary Sales Definition and thereafter use the Sales Definition
specified on the contract. In this way it is possible to bill a customer for the purchase of
products and then maintenance as a percentage of the purchase or list price.
Recurring Invoicing Contract Options 86
Sub Total Method
Y/Blank
Enter Y-Yes to override the default method of calculating subtotals. Normally Sun will
calculate sub-totals back to the previous occurrence of the item. If this field is set to Y-Yes
then the sub-total is calculated from the previous occurrence of the item special process not
the item.
Y/Blank
To print Acknowledgements while running Generate Invoices enter Y-Yes in this box. You
must have set Acknowledgements to Y-Yes and specified a document format in SD=Sales
Definition.
Currency Validation
M*
This box allows currency validation when entering CM=Contract Maintenance detail lines.
It is used where the system set up needs to have currency defined in two different analysis
codes. The system looks at the Business Definition to determine the analysis code being
used as the main conversion code and, if this is an M analysis code it will check that the M
code entered for the contract is the same as the analysis code determined by the entry in this
box. For example, if M5 is defined in the Business Definition as the conversion code and
I3 is entered in the currency validation box, then a value for M5 (USD say) will be entered
in the RC header screen. The system will then check the value of I3 for each product
entered on the contract and if the value is not USD the user will be asked to enter a
different product. This facility is useful where different price lists are maintained for
different currencies. The system will be able to ensure that the product entered is in the
correct currency.
Consolidate
I/C/S/N/Blank
When you generate Orders in GI and an order already exists for the same Sales Order Type
and Invoice Address then GI will not add the details to the existing Order unless this field is
set: <I> will add the lines to an existing order for the same Invoice Address Code only. <S>
will add the lines to an order if the invoice and Site Address are the same. <C> will
consolidate if the contract is the same.
Description Display
I/O/Blank
Recurring Invoicing Contract Options 87
Enter <I> to display the item description in the scroll area of CM=Contract Maintenance
Details. Enter <O> to display the order description; this is the default if you leave this field
blank.
Ledger Interface
maximum 5 characters
Enter the Ledger Interface code for RR to use for any posting runs. Leave blank if you
want to use the Ledger Interface in RL=Report Layouts.
Prorate Calculation Code
maximum 3 characters
If you want the system to calculate part period charges then enter the calculation code,
which you would like to be pro-rated. All calculation codes before this code in the Sales
Definition will be unaffected by any part period calculations.
Use Proforma Date
Y/Blank
Normally leave blank. Proforma conversion to orders will then update the Contract Line’s
Last Charge Date to the end of the billing period for that line. If set to Y-Yes then the
Proforma Date entered in used taking it to the end of that billing period.
Allow Notional Quantities
Y/Blank
Enter a Y-Yes to allow notional quantities. This will allow the user to override the normal
multiply operator (*) in CM=Contract Maintenance Details, thus allowing quantities to be
input which are not multiplied by the BSP=Base Selling Price. But note this should only be
used if the Calculation Codes do multiply BSP by Quantity.
Proforma Instalments
Y/Blank
Not currently used. Normally leave blank. Enter Y-Yes to have Proforma Conversion
update the No. of Instalments on the Contract Line. If the number of instalments is updated
to Zero then the Line is marked as C=Completed.
Proformas
Y/Blank
Recurring Invoicing Contract Options 88
Not currently used. Leave this blank. In the future you will be able to enter a Y-Yes to
print the Proforma immediately , N-No to ensure that proformas must be printed by PP =
Print Proformas or blank to get the system to ask.
Final Status
maximum 1 character
Not currently used. Enter the Status to be used when the proforma is finally converted to
an Invoice by PE=Proforma Entry. This status is then put on the Recurring Charge detail
record so that it can be selected by the proforma run of Generate Invoices. See Hints and
Tips - Proforma Invoices.
Document Format
maximum 5 characters
Enter the Document Format for Proformas. This is then used by PP=Print Proformas.
Large Order Lines Option
Y/Blank
Set this to Y to have GI = Generate Invoices generate Order Lines with number starting at
001 01 and incrementing by a suffix of 1 so 001 01, 001 02, 001 03 etc.
This is intended to be used where you need more than 999 line on any one order.
Increment Contract Line by
1 to 999999
This is used by Contract Maintenance and DI = Contract Transfer to increment successive
contract detail lines.
Generate As Quotations
Y/P/O/Blank
Enter Y-Yes=Yes to generate Quotations rather than Orders. This works for normal order
Generates as well as for Validate Only and Proforma runs.
Enter <P>=Proformas to generate Quotations for Proforma runs only.
Enter <O>=Orders to generate Quotations for Order runs only.
Quotation Status
J/A/blank
Recurring Invoicing Contract Options 89
Enter J=Reject, A=Approve or SPACE=unapproved for Quotations. This sets the
conversion status of the generated Quotation. This is only used if “Generate As
Quotations” is set to Y-Yes.
Auto Inquire
Y/N/blank Enter Y-Yes or SPACE to automatically enter Inquire mode when maintaining
Contract Details in CM = Contract Maintenance. Enter N-No to start at the Action box
(unless there are no details in which case “Auto Create Mode” is started).
Auto Period
Y/N/blank
Enter Y-Yes or SPACE to automatically have the entry period updated when amending
Contract Details in CM = Contract Maintenance. Enter N-No to allow the user to enter the
period.
Auto Popup Analysis Header
Y/N/blank
Enter a Y-Yes to have the Analysis window display automatically when amending Contract
Headers. Enter N-No or leave blank to use the default behaviour, whereby the Analysis
window appears on create but needs the overlay to be switched-on to amend.
Auto Popup Analysis Detail
Y/N/blank
Enter a Y-Yes to have the Analysis window display automatically when amending Contract
Details. Enter N-No or leave blank to use the default behaviour, whereby the Analysis
window appears on create but needs the overlay to be switched-on to amend.
Multiple Generate
Y/N/blank
Enter Y = Yes to show the generate multiplier field on the Contract Header Screen in CM =
Contract Maintenance. This feature allows a contract to be generated a specified number of
times. It will also increment the last numeric field (if any) in the Customer Reference for
each Order generated.
Recurring Invoicing Contract Price Uplift 90
Contract Price Uplift
CONTRACT PRICE UPLIFT - SCREEN
RI = Recurring Invoicing Procedures PU = Contract Price Uplift
CONTRACT PRICE UPLIFT - OVERVIEW
This program uplifts billing prices held directly on Contract Lines (i.e. Lines that do not use
a standard price sourced from the IR=Item Record and/or Price Books) by the percentage
entered. Contracts Lines can be selected for processing by the use of a Filter. For example
you can set the filter to select by an M-Code category or to select by the Start Date.
Contract Lines will be processed regardless of the Hold Indicator on the Contract Header,
but individual Lines marked as on hold or completed are not processed.
Recurring Invoicing Contract Price Uplift 91
Qualifying Contract Lines are processed in one of three ways depending on the relationship
between the Uplift Effective Date and when the Contract Line has already been billed to:-
1. If the Uplift Effective Date is the day after the Contract Line has been billed to, the
Line price is simply uplifted ready to be billed with immediate effect.
2. If the Uplift Effective Date is before the day the Contract Line has been billed to, the
Line price is uplifted for billing at the new price immediately. In addition, a Child
Contract Line will be generated to bill the difference between the old and new prices
from the Uplift Effective Date to the day the Contract Line has already been billed to.
3. If the Uplift Effective Date is after the day the Contract Line has been billed to, the
Line price is uplifted, and the Line Start and Next Charge Dates are rolled forward to
the Uplift Effective Date ready to commence billing at the new price. The system will
generate a Child Contract Line to bill the remaining period at the current price.
Any Child Contract Lines generated will be numbered to follow immediately after the
parent Line when viewed in Contract Maintenance and preserve line sequencing when
generating Sales Orders and Invoices etc.
CONTRACT PRICE UPLIFT - ENTRIES
Report Layout Code
maximum 5 characters
Enter a Report Layout Code (of type RIC) or enter <QUERY> to select from a list of all
available Codes. The default Code is PU. We supply sample RD=Report Definition
transfer files PU01.REP and PU02.REP which can be found in the SunSystems program
directory if you opt to install our example data. Either of these can be used directly, or one
transferred in as PU to become the default. Alternatively, you can refine them or design
new Layouts to meet your reporting requirements.
Report Additional Heading
maximum 30 characters/blank
Enter additional text as required to appear on the report.
Filter
Maximum 10 characters
This must be a Filter set up in CF = Contract Filters. You can enter SPACE for no
selections.
Recurring Invoicing Contract Price Uplift 92
Effective Date
date format
Enter the date from which you want the price uplift to apply. Please refer to the Overview
above for a guide to how qualifying Contract Lines are processed in relation to this date.
Uplift Percentage
0.001% - 999.999%
Enter the percentage to uplift qualifying Contract Line prices by.
Inhibit Retro Adjustments
Y/N/Space Enter <Y> to inhibit the generation of adjustments for contract lines that have already been
billed for the billing period, which includes the Effective Date. Set to <N>o or space to
generate the adjustments.
Report Only
Y/N Enter Y if you do not want to Post any Contract Line price uplifts or generate Child
Contract Lines, but merely generate a report. Enter N to instruct the system to proceed with
Posting price uplifts and generating child Lines. Please note that In Report Only mode, the
line numbers on generated Child Contract Lines will all be set to the next line number for
the Contract.
Report Totals
The following Totals can be used in the RD=Report Definition.
These values are available at the Contract Detail, Contact Sub Total and Report Totals
levels. And, of course you can use standard RD=Report Definition totalling too.
Total Number Description
1 Contracts Selected
2 Contract Lines Selected
3 Contracts Updated
4 Lines Updated
Recurring Invoicing Contract Price Uplift 93
5 Original BSP
6 BSP after Uplift
7 Qty of Uplifted Lines
8 No of Transition Lines
9 Value of Transition Lines
10 Qty of Transition Lines
SEE ALSO:
Actions
Contract Maintenance
Report Definition
Contract Filters
Recurring Invoicing Contract Transfer 94
Contract Transfer
CONTRACT TRANSFER - SCREEN
RI = Recurring Invoicing Procedures DI = Contract Transfer
CONTRACT TRANSFER - OVERVIEW
Contract Transfer is a facility to Import, Export or Update data relating to contracts. Thus
data can be generated by another system and then this data can be imported and used to
create or amend the information needed by the Recurring Invoicing System. Data can also
be exported, updated in some way and then imported.
Recurring Invoicing Contract Transfer 95
If transferring-in please backup first and test the import. The changes are irreversible.
Also please note that Version 4.2 works differently from 4.1. Layouts are changed and the
functionality has changed.
Contract Transfer uses a “Transfer Layout File” (TLF), which allows the user to restrict and
format the data exported or to specify the data imported and its location on the import file.
The layout of the default import file is provided by the RIRC.TLF in Appendix A. The
format of the data on the transfer file can be changed by editing or creating different TLF
files. For example, a TLF can be set up to export and import in CSV (CDF) format for
direct input to a spreadsheet. The records imported must consist of order ‘header’ records
and up to 999 detail lines per header. For the Update mode you need not have headers.
The format expected can be modified by a Transfer Layout File. These are explained in
more detail in Appendix A.
In general, when importing, the system will use the data imported first. If a particular item
is spaces it will then use the appropriate Pre-set. These are HP=Header Pre-sets for
contract headers and for detail lines RP=Recurring Charge Pre-sets. If the Pre-set is spaces
or does not exist then the system will use built in options where feasible. Transfer
Layouts lists the data items and the substitution that the system will perform. ‘Mandatory’
identifies those fields that must be present on the import file, others can be spaces (or
absent if you are using a different TLF).
Mode Description
Export Lines are exported in the format specified by the tlf and
selected by the details entered on the Screen.
Import If the Contract Code imported is blank then that set of details
is rejected unless Auto Numbering is set on. See InHowes
Business Definitions. If the imported header is accepted then
the header information is replaced by that being imported.
The detail lines are replaced if the Line Number (including
suffix) matches an existing line. If the line does not match
and is valid it is added. From Version 4.2 the line number and
suffix must be unique on the contract. If no line number is
present then the line is added at the next highest Line Number
sequentially in steps of 100
It the line is replacing an existing line the existing line is
ignored and any presets applied before importing.
Recurring Invoicing Contract Transfer 96
Append Append mode is intended to be used for adding new lines to
existing contracts.
Where headers are present on the input file they will be
rejected if they already exist.
If a detail being imported has the same Line No as an existing
line then the line is updated. If the imported line has spaces in
the line number then the line is added to the end of the
existing lines.
Normally you should set up the import file with contract codes
but no line numbers on the detail lines. The import process
will set up the contract header and allocate line numbers
sequentially in steps of 100.
No attempt is made to match to existing lines for overwriting
existing details. Matching lines are added with a numeric
suffix.
You can leave the Contract Codes as spaces if Auto
Numbering is turned on.
Update The Update mode will update any fields on existing contract
details, provided the Contract number and Item code or Line
number are included on the import file. The line number can
be generated by the tlf. This is particularly useful when
billing for usage (e.g. Internet Providers) or time worked
(Security Guards).
If a Line Number (including suffix is present) then the system
will match on that. If the line number is spaces the system
will update on the first match on the Item Code if that is
imported or set on the tlf.
See the Example below.
Example 1:
You want to set up the contracts with standing charges such as rental and the have an usage
line. The usage is produced by another system which can supply a file consisting of the
Contract and the number of units used (Quantity).
Use the Update Mode and set up a tlf consisting of:
Recurring Invoicing Contract Transfer 97
X000310, //
C00013060000001 // adds the line number of 010000
587819 // Qty
The input file would look like this:
ABC001,334.555 // Contract ABC001 quantity of 334.555
BCD001,22.44 // Contract BCD001 quantity of 22.44
…… and so on
The usage line must have a line number of 01000 (or whatever you have set in the tlf).
The Update mode will match on the line number and update the Quantity. There is no need
to set dates as these are controlled by the Generate Invoice procedure.
Example 2:
You want to export a range of contract lines and then use a spreadsheet to change the
charges.
We supply an example tlf to do this: “RCD2” (the file is called RIRCD2.TLF). Use the
update mode.
There is also a tlf “RCD1” (the file is called RIRCD1.TLF) this exports all the details.
You can use this tlf as a basis, removing lines for items you don’t want exported.
Using Microsoft’s Excel. To export contract details to Excel use RCD1
(RIRCD1.TLF) or EXCEL (RIEXCEL.TLF). This is a format that uses <,> to separate the
data items. But we recommend saving the export file as a txt file (e.g. TEMP.TXT). When
you open this in Excel you can then use the parsing options: Specify “Delimited” text and
then set the delimiter to “Comma” and the “Text Qualifier” to <”>. Then you will need to
specify formatting for some of the columns. If any or your codes start with zeros e.g. Item,
Contract, Address or Analysis Codes then set these columns to “Text” rather than general –
Excel will strip off leading zeros in with “General” formatting.
Embedded characters. For example, if you have Contract Line Descriptions
which contain “,” and you want to export in comma separated format (i.e. CDF or CSV)
then you can enclose the fields in quotation marks by changing the tlf file. We ship an
example file RIRCD3.TLF which uses this facility.
Report Totals
The following Totals can be used in the RD=Report Definition.
Total Number Description
1 Total Counted
Recurring Invoicing Contract Transfer 98
2 Total Rejected
3 Total Accepted
4 Headers Counted
5 Headers Rejected
6 Headers Accepted
7 Details Counted
8 Details Rejected
9 Details Accepted
10 Hash Quantity Counted
11 Hash Quantity Rejected
12 Hash Quantity Accepted
13 Hash Price Counted
14 Hash Price Rejected
15 Hash Price Accepted
16 Header Writes
17 Header Rewrites
18 Detail Updates
CONTRACT TRANSFER - ENTRIES
Import/Export
E/I/A/U
Enter <I> = Import to bring data into the system, enter <E>=Export to extract data from the
system and write it to a text file or enter <U> to update Contracts already in the system.
Format Code
maximum 5 characters
This code identifies the TLF used. Enter <RETURN> to use the default of RC. The full
TLF name is RIxxxxx.TLF where xxxxx is the code entered. Enter <QUERY> to see a list
Recurring Invoicing Contract Transfer 99
of RI TLF’s. But remember some TLF are defined for JX=Journal Export and some for
SO=Sales Order Export and will not work with this function.
Report Code
maximum 5 characters
Report Code identifies the Report Layout to use for the report. Reports can be set-up and
amended using RD=Report Definition. The example data includes a Report DI01 which
can be used. This prints totals of the records transferred as well as the record details.
Contract Filter
maximum 10 characters Enter A-All to select all contracts. Enter Y to amend the Contract Selections. Enter
SPACE to use the selections that may already have been entered. See Business Rules.
Selections From/To
Report Transactions
Y/N
Enter Y-Yes if you wish the system to report on transactions as well as the header
information.
Report Errors Only
Y/N
Enter Y-Yes to restrict the report to show only those entries that are in error. Otherwise
leave set to N-No = No. But please note that warnings are not shown if you use Report
Errors Only. In particular Analysis codes can be rejected and presets used without any
messages being printed.
Posting Required
Y/Blank
Enter N-No if you wish to produce a report only. Enter Y-Yes to update the system or to
create the export file.
Transfer File Name
maximum 30 characters
Enter the file name that holds the data to be imported/exported. The system will display the
file you used last for this format code. A path can be specified.
Recurring Invoicing Contract Transfer 100
Delete Import File
Y/N
Only for import/update and append modes where Posting is set to Y-Yes. Enter Y-Yes if
you wish to delete the import file at the end of processing. The file will NOT be deleted if
there are any rejections.
SEE ALSO:
Transfer Layouts
Report Definition
Recurring Invoicing File Backup /Restore 101
File Backup /Restore
FILE BACKUP /RESTORE - SCREEN
RI = Recurring Invoicing Procedures Setup Menu FB = File
Backup/Restore
FILE BACKUP /RESTORE - OVERVIEW
RI=Recurring Invoicing Procedures Setup Menu FB=File Backup/Restore
Backing up involves making a copy of he information on your computer. Restore is used
when something has gone wrong with your computer and you must revert to one of the old
backups. Users of SunSystems have two methods of backing up and restoring and it is
extremely important to be aware of the differences and benefits of each:
Recurring Invoicing File Backup /Restore 102
The operating system backup/restore is used to make a copy of your information away from
your computer to safeguard against the day your computer breaks down. It is normally a
fast and efficient backup system which can be used for daily and weekly backups
The InHowes Systems backup/restore can be used as a safeguard against computer failure
but is really a file reorganisation utility with very special benefits described below.
Appendix B: Security and Appendix E: Period/Year End Procedures in the SunAccount
Appreciation Guide, discuss issues crucial to successful backups.
Certain computers, particularly those with cartridge tape backup facilities, provide
operating systems software to perform backups. It is usually quicker and more convenient
to use the operating system backup routine instead of FB=File Backup/Restore. Ask your
systems manager and/or supplier to advise you.
When transactions are deleted and summarised by PC=Period Cleardown, blank spaces are
left in the files which are reused as you subsequently enter new records or transactions.
Consequently, you often have transactions for a single account scattered over different parts
of the disk.
The file backup reads, for example the Contract file and, ignoring blank entries, writes a list
of the transactions to a backup file (.BAK). This is consequently much smaller than the
original file. File restore reads the backup file and uses it to reconstruct the data (.DAT)
and index (.IDX) files.
If you decide to backup your data files to diskette, then you will most likely have to use the
multi-volume backup facility available in FB=File Backup/Restore. You must specify in
DB=Database Definitions that this facility is required. See the section Database
Definitions (SunBusiness Reference Manual).
It is important to note that when using the multi-volume backup facility within SunSystems,
you are asked to enter a new set of disks for each file. In other words, backing up the
reference file may take disks 1, 2, 3, and 4. If you are backing up the ledger file also, you
are then asked for disk one for the ledger file.
If you have very large files it is worth doing a FB=File Backup/Restore after each
PC=Period Cleardown.
There is a hidden function BI-Backup Indexed. If you are using file backup /restore for file
reorganisation, using BI-Backup Indexed will cause the index to be created more efficiently
when you restore. When upgrading to a new version of SunSystems, it is necessary to use
file backup/restore to backup your old version then restore into the new version. See the
section Upgrading (SunSystems Installation Manual).
First make sure that the identifier for the backup drive is set correctly on database
definitions. If you have Y-Yes in the multi-volume backups box in DB=Database
Definitions, it is recommended that you backup each file separately. You will be prompted
to enter a succession of diskettes called volume 1, 2, etc. These prompts return to volume 1
for each different file
Recurring Invoicing File Backup /Restore 103
MULTI-LINGUAL MODULE
If you are using the Multi-Lingual Module, you must restore files in the same language in
which they were backed up. For example, if you backed up a database when logged in as a
French operator, you can only restore that data base when logged in as an operator whose
operator language box, in OD=Operator Definitions, is set to French.
FILE BACKUP /RESTORE - ENTRIES
Action
a) Select B-Backup, BI-Backup Indexed or R-Restore
Enter the database code to be backed up or restored. If you leave this box blank then you
are asked if you wish to backup the installation file, data dictionary file, or/and document
format file
SEE ALSO:
Database Definitions (SunBusiness Reference Manual)
File Backup/Restore ( SunBusiness Reference Manual)
File Create
Recurring Invoicing File Create 104
File Create
FILE CREATE - SCREEN
RI=Recurring Invoicing Procedures Setup Menu FC=File
Create
FILE CREATE - OVERVIEW
In addition to the standard Sun data files, Recurring Invoicing maintains four data files
which are used only for Recurring Invoicing. These are the Contract File, Cross Reference
File, Audit File and the Proforma File.
Recurring Invoicing File Create 105
FC=File Creation is used to create these files for a Database. You are asked to specify the
Database Code and which files are to be created. Note that this function is additional to the
standard SunSystems FC = File Create.
You must ensure that the reference file and the Database Definition have been set up before
proceeding.
FILE CREATE - ENTRIES
Database Code
maximum 3 characters
Type the code for the database which you want to create the files for. Note that at least the
Reference File must already have been created using the SunSystems FC=File Create
program.
File Names
Y/N
A list of file names appears on the screen. Enter Y-Yes <Return> against the files that you
want to create.
The files will depend upon the system you are in, for example for Recurring Invoicing the
following files are available:
The Contract File must be created for all databases, it contains the contract header and
detail information maintained by CM=Contract Maintenance.
The Cross Reference File must be created for all databases.
The RC Audit File must be created if you want to use the Recurring Invoicing AR=Audit
Reports function and also for certain reports produced by RR=Recurring Invoicing
Reporting.
The Proforma File must be created if you are using the proforma facilities.
The Contract Notes and Sales Order Notes must be created.
SEE ALSO:
Database Definitions (SunBusiness Reference Manual)
File Backup/Restore
File Create (SunBusiness Reference Manual)
Recurring Invoicing Generate Invoices 106
Generate Invoices
GENERATE INVOICES - SCREEN
RI=Recurring Invoicing Procedures GI=Generate Invoices
GENERATE INVOICES - OVERVIEW
This program identifies those Contract detail lines which are due and, if prompting is set,
presents the generated ‘order’ lines for acceptance or amendment. (Sun calls un-printed
invoices ‘orders’.) This program then generates the orders from the Contract details. The
orders are posted to the SunBusiness Order file where they may be further modified by
Sales Order Entry (SE). The order lines are either added to any existing un-invoiced order
of the same type on the SunBusiness order file or a new order is created. This process can
be changed by the ‘Consolidate’ Option in RD=Recurring Charge Option.
Recurring Invoicing Generate Invoices 107
If the ‘Prompt Method’ on the RD=Recurring Charge Definition is set to “1”, then this
program prompts the user with the charges the system calculates as being due. Otherwise
the orders are generated without further intervention.
If the ‘Generate Without Hold’ flag (on the RD=Recurring Charge Definition) is set to
space then the orders are put on hold and need to be released by Release Invoices (RE) or
by Sales Order Entry (SE) and then printed by Print Invoices (PI).
GENERATE INVOICES - ENTRIES
Generate Definition
maximum 5 characters
Enter the code of the Generate Definition that you wish to run. This will have been defined
in GD=Generate Definitions. Enter <QUERY> to produce a list of available definitions.
If a Contract Filter has been specified in GD=Generate Definition then you can enter
Selection criteria.
Selections From and To
Invoice To
date format
Order Date
date format
Enter the date to use as the order date when the system posts orders to the order file. This
can be used by the RR=Recurring Invoicing Reporting module to select orders within date
ranges and may be posted to Ledger Accounting as the Transaction date or the Due Date
depending on the Ledger Interface. RR also uses it to determine the period of an order for
inclusion in period calculations performed.
Validate Only
Y/blank
Enter Y-Yes to perform a validate only run of Generate Invoices or N-No to perform a
‘normal’ run. A ‘validate only run’ means that Generate Invoices will perform as normal
except that dates on the Contract records are not updated and orders are not posted onto the
Sales Order File. A ‘validate only run’ may be used to print Acknowledgements if the
Sales Definition includes Acknowledgements and the RD=Recurring Invoice Definition or
the GD=Generate Invoice Definitions are set to include Acknowledgements.
Recurring Invoicing Generate Invoices 108
File Name
maximum 30 characters
If you specified to produce a ‘Validate Only’ run then you will be asked to enter a file
name. If the file exists you will be asked if you wish to overwrite it. If you respond N you
will be asked if you wish to append to the file, if you say no you will be asked to re-enter
the file name or to abandon the request. See GD=Generate Definitions for uses of this file.
SEE ALSO:
Contract Maintenance
Generate Invoice Definitions
Recurring Invoicing Generate Invoice Details 109
Generate Invoice Details
GENERATE INVOICE - DETAILS SCREEN
RI=Recurring Invoicing Procedures GI=Generate Invoices
G=Generate
GENERATE INVOICE - OVERVIEW
When prompting is specified in the Recurring Charge Definition (RD) or the Generate
Invoices Definition (GD), this screen will present invoices in turn where charges are to be
generated.
The invoice lines are shown in the middle scroll box. Further information, for the item
pointed to, is shown in the bottom section of the screen. The cursor keys (or <B>=Back
Recurring Invoicing Generate Invoice Details 110
and N-No=Next) can be used to scroll up and down. There can be several pages of items,
when the last item on the screen is passed, a new page is presented. Similarly, when you
scroll up above the top item on a page the previous page is displayed. The details that the
user is allowed to amend and the detail shown in the scrolling area is controlled by the
Sales Order Definition (SD). (Please see the SunBusiness Reference Manual for more
details).
GENERATE INVOICE - ACTIONS
Items are entered a line at a time. You can use NEXT, BACK, FIRST, and LAST to page
through existing lines. You can also use the cursor and cursor down keys.
Some of the headings vary according to their sales order definition.
Amend
As well as creating new item lines, the details screen is also used to EXAMINE and AMEND
existing lines.
<Cursor Up>
Moves up a line or, if positioned at the first item on a page, the previous page (if any) will
be displayed.
<Cursor Down>
Moves to the next line or, if positioned at the last item on a page, the next page (if any) will
be displayed.
Back
Moves to the first item on the previous page (if any).
Create
Allows the creation of new item lines. Detail Pre-sets can be used. This option is intended
for adding miscellaneous charges to an invoice. (Note, it does NOT update the Contract
record, and any subsequent checking of dates will not include items created here. Also no
date format string updating takes place. i.e. if you have dd/mm/yy in the item description
this will NOT be replaced with the appropriate date.)
Next
Moves to the first item on the next screen (if any).
Recurring Invoicing Generate Invoice Details 111
Next Reference
This will not post the current contract’s details but will move on to the next contract where
prompting is required and charges are due. You will
be warned that the current details will not be posted and given the chance to change your
mind.
Post
Will post the recurring charges shown to the invoice file. If an un-invoiced order is present
the lines will be added to that order
Split
Allows a single item line to be split into two separate lines. After selecting split, the system
displays the original line for amendment. After, a copy of the original line to be amended
is used as the new (split) line. The quantity presented is the remaining quantity after the
first line has been split off.
As with creations, the Contract record is not updated, and any subsequent checking of dates
will not include items created here. Also no date format string updating takes place, i.e. if
you have dd/mm/yy in the item description this will NOT be replaced with the appropriate
date.
This option may be useful to manually control price changes of products by splitting a line
and entering the price up to the price change and then on the split part of the line, the price
after the change. Note that where standard prices are used, price changes can be dealt with
automatically by using the Next Selling Price field on the IR=Item Records screen.
GENERATE INVOICES - DETAIL ENTRIES
The next available line number is displayed with any Pre-sets that you have set up in
DP=Detail Pre-sets. If no line number is displayed, enter a number between 001 and 999.
Lines need not be entered in sequence but are printed on documents in sequence. Line
numbers may be changed by using <BACKTAB> and entering a new line number.
Comment lines are given a line number followed by a letter. For example, to attach
comment lines to line 005 you would create lines 005AA, 005AB....005ZZ, which will be
printed whenever line 005 is printed. Comment lines may not have quantities or values but
text can be entered in item code and the description areas. Comment lines 000AA to 000zz
are for general comments. These will be printed preceding the first item lines on all
documents which include item code and/or item description as part of the transaction line,
except picking documents.
Recurring Invoicing Generate Invoice Details 112
A numeric line number is produced when you use SPLIT to divide an item line. These are
given a numeric suffix. For example, 00501, 00502 would be printed after line 005, not
after line 050.
Item
maximum 15 characters
Enter the code identifying the item, as defined in IR=Item Records. The box may be Pre-
set using DP=Detail Pre-sets. The <QUERY> and <LOOKUP> facilities may be used.
For a non stocked item enter ‘-‘ hyphen. Inventory movements are not posted for such
items.
Item Description
maximum 30 characters
Text entered in this box overrides the item description from the item record. Enter ‘..’ two
dots, to copy the item description from the previous line. Enter ‘-‘ hyphen, to replace the
description from the item record, with spaces. If you use this facility remember to select
the correct data item when designing related documents in RD=Report Definition. Ensure
that you select the item description as data item ORD-DT-ITEM-DSC, rather than the item
record data item ITEM-DESCRIPT’N.
Leave this box blank if you wish to use the description from the item record.
Location Code
maximum 5 characters
Enter the location code to be used to issue the items on this line. Leave blank if Pre-setting
a non-stocked item, or if the transaction type does not adjust balances. By default, the
location code entered on the first line is copied onto subsequent lines.
Quantity
maximum 99,999,999.999
Enter the Pre-set quantity to appear on the sales order detail screen. You may specify
integer quantities on your BD=Business Definition.
Due Date
date format
Leave blank if the sales order definition does not use due dates, or if you prefer to enter it
manually. You may also enter T-Today’s date.
Recurring Invoicing Generate Invoice Details 113
Account Code
maximum 10 characters
Leave blank if the associated SD=Sales Order Definitions has the ACCOUNT CODES PER LINE
set to blank. Otherwise, you may Pre-set the account code for the current line.
SEE ALSO:
Contract Maintenance
Generate Invoice Definitions
Item Special Processes (SunBusiness Reference Manual)
Sales Order Definitions (SunBusiness Reference Manual)
Sales Order Entry (SunBusiness Reference Manual)
Sales Order Header Pre-sets (SunBusiness Reference Manual)
Sales Order Import (SunBusiness Reference Manual)
Recurring Invoicing Generate Invoice Definitions 114
Generate Invoice Definitions
GENERATE INVOICE DEFINITIONS - SCREEN
RI=Recurring Invoicing Procedures Setup Menu
GD=Generate Invoice Definition
GENERATE INVOICE DEFINITIONS - OVERVIEW
See REFERENCE MAINTENANCE (SunBusiness Reference Manual - General
Information). Maintain Generate Invoice Definitions allows the user to create definitions,
which are used when Generate Invoices is run. The user will not be asked to enter any
fields, which are fully completed, on the Generate Invoice Definition screen when Generate
Invoices is run.
Recurring Invoicing Generate Invoice Definitions 115
GENERATE INVOICE DEFINITIONS - ENTRIES
Option Code
maximum 5 characters
This code identifies the definition and is entered when running GI = Generate Invoices.
Enter <QUERY> for a list of definitions.
Description
maximum 25 characters
This describes the type of Invoice Generation. It is for reference only and is not used by
the system.
Filter
maximum 10 characters Enter the Filter created by CF = Contract Filters to select the contracts for consideration in
the GI run.
Exclude Credit Notes/Invoices
Y/Blank
If you want to ensure that credit lines are printed on a separate Credit Note and are not
included as a credit line on an invoice you can enter a Y-Yes in these fields. Typically you
would set up a GD=Generate Definition for the invoice run, excluding credit notes, and a
second run, excluding invoices, to produce the separate Credit Notes. If you do not do this,
invoice and credit lines will both be included on the same document. If using separate
Credit Notes you will typically also want to set a Sales Order Type for separate credit notes
on the RD=Recurring Invoice Definitions screen
Proforma
Y/Blank
Enter Y-Yes if the run of GI=Generate Invoices is to produce Proformas rather than orders,
otherwise leave this field empty.
In Arrears
Y/Blank
Recurring Invoicing Generate Invoice Definitions 116
Enter Y-Yes if you only wish GI=Generate Invoices to select ‘In Arrears’ contracts. A
contract is in arrears if the InArrears indicator is set on the RD=Recurring Charge
Definition.
Charge To
maximum 10 characters
Normally the Charge To field would be left blank so that GI will request the Charge To
Date. You can enter a date relative to the Charge From date. <+3M> will add 3 months.
<+3N> will add 3 months and then move to the end of that month. <+23D> will add 23
days to the Charge From date, <+1B> will add 1 month and then move back to the
beginning of the month. The date can also be made relative to the current date when
running GI by entering <T+3N> etc. in this field. See Relative dates in the Setup
Considerations and Helpful Hints section.
Order Date
date format
GI=Generate Invoices requires an order date. Leave this field blank so that GI requests the
date from the user, or enter a date here so that the order date is not requested when GI is
run. You can enter <T> to get GI to use the system date. The date can be entered in relative
format to the system date for example <T+31> or <T-3M>, <T+3N> <T+0B> etc. You can
also enter a date relative to the Charge To date by entering <+31> or <+0B> etc.
One Period Billing
Y/Blank/C
Normally leave blank. If set to Y-Yes then billing will only be performed for one cycle. If
blank the line will be billed up to the date specified in the Generate Run. If set to C =
Current then
No Instalments
Y/ Blank
Normally leave blank. If set to Y-Yes then the Number of Instalments on the Contract Line
will not be updated - even if instalments are used on the Contract Line.
Prompt Override
maximum 1 character
Prompt Override can be set to “1” to force prompting for all contracts included in a GI run,
even though the RD=Recurring Charge Definition does not specify prompting.
Alternatively, enter N-No to stop prompting regardless of the setting on the RD. Leave
Recurring Invoicing Generate Invoice Definitions 117
blank to use the setting on the RD. See CO=Contract Options Maintenance for a
description of the prompt methods available.
Enter Y-Yes if you want GI=Generate Invoices to ignore the checking on what has been
previously invoiced. You would do this if you wanted to produce, for example, a billing
schedule for the next year.
Validation Run
Y/Blank
Enter Y-Yes to always use this definition as a validation only run of GI. This means that
dates are NOT updated on the Contract records. If the print field above, or on the
RD=Recurring Invoice Definition, is set, Acknowledgements will be printed. A file name
is requested when GI is run, or can be entered in the File Name field below. This file can
be posted to a SunBusiness Sales Order file using SI=Sales Order Import for validation and
reporting. Enter N-No to update the Contract records, or leave blank to request the option
when running GI.
One common use of this file is for budgeting. Generate Invoices is run as a validate only
run for the complete year and a file is produced. This file is then imported into a new Sales
Order file and then invoices are printed and the SunBusiness transfer file is then imported
into a SunAccount Budget file to provide a budget of expected revenue for the coming year.
Batch Update
Y/Blank
Enter N-No to have the system update the SunBusiness Sales Order file directly when
invoices are generated or Y to produce a file which can be imported using Sales Order
Import.
Output File
Y/Blank
Set to Y-Yes if you don’t want to produce a file during a Validation Only run.
File Name
maximum 30 characters
If you have specified that the Definition is a validation run, enter the file name here or leave
blank to request a file name when running GI.
Display File Name
Y/Blank
Enter Y-Yes to display the file name when entering the GI options.
Recurring Invoicing Generate Invoice Definitions 118
Overwrite File
Y/Blank
Enter Y-Yes to always overwrite the file when running a Validate Only or Batch Update
run of GI.
Print Override
Y/Blank
If you want to force the printing of Acknowledgements while generating Invoices in GI,
even though the CO=Contract Options Maintenance does not specify printing, enter a Y-
Yes in this field. You must have set Acknowledgements to Y-Yes and specified a
document format in SD=Sales Definition.
Store/Print
S/P/Blank
If you have entered Y-Yes in Print Override enter either S=Store on disk or P=Print here.
Last Charge Override
Y/Blank
Enter Y-Yes to allow the Last Charge Date to be ignored on a run of GI=Generate Invoices.
This allows invoices to be regenerated or, by using a validate only run, it allows documents
to be printed showing invoices that have or will be raised. When using this option you
should also leave the Charge From and Charge To dates blank on this screen. GI will then
ask for a range of dates. Although an invoice might have been billed passed the From Date
entered, because the Last Charge Date Override has been set the invoice will be generated
regardless. This is all right if you are using the validate only option, but could result in
billing a customer twice!
The facility is allowed for posting runs in cases where you may wish to reverse invoices, or
restore the order files without restoring the reference files. In these cases extreme caution is
recommended.
Charge From
maximum 10 characters
Normally enter a <-> in the Charge From field to signify that you do not wish to enter a
Charge From Date. In this case GI will use the Last Charged date on the Contract Record.
Or you enter a date in this box in which case the system will charge for a specified range of
dates, ignoring the Last Charged Date. You can enter a relative date in the format <T+nnX>
or <T-nnX>, where nn is a number 1-99 and X can be N,M or B. Please see ‘Relative
Dates’ in the Helpful Hints Section.
Recurring Invoicing Generate Invoice Definitions 119
New Status
maximum 1 character
Enter the New Status which GI is to put on the RC detail record after an invoice or
proforma invoice has been generated. Leave blank to leave unchanged. Enter “-“ to update
to a status of space.
Open Date From
date format
This provides a check on the ‘Charge-From-Date’. Enter a relative date in the form <-nn>
or <-nnN >or <-1M> (See Relative Dates). If you enter a date more than nn days (months)
etc. prior to the current date then the system will warn the user.
Open Date To
date format
This provides a check on the ‘Charge-To-Date’. Enter a relative date in the form <+nn> or
<+nnN >or <+1M> (See Relative Dates). If you enter a date more than nn days (months)
etc. after the current date then the system will warn the user.
Data Access Groups
maximum 5 characters
Identify the data access group which is applicable to this generate definition. This allows
you to prohibit or limit access to a specific selection of operators. See Operator
Permissions and Data Access Groups (SunBusiness Reference Manual)
See Also:
Contract Filters - Page 64
Contract Maintenance
Contract Options
Data Access Groups (SunBusiness Reference Manual)
Generate Invoices
Helpful Hints
Operator Permissions (SunBusiness Reference Manual)
Recurring Invoicing InHowes Business Definition 120
InHowes Business Definition
BUSINESS DEFINITION - SCREEN
RI=Recurring Invoicing Maintenance Setup Menu
IB=InHowes Business Definition
BUSINESS DEFINITION - OVERVIEW
InHowes Business Definition specifies the initial Proforma Number and if required, the
Default Order Transaction Type and the default Proforma Transaction Type. If Proformas
are not being used all fields on this screen can be left blank.
Recurring Invoicing InHowes Business Definition 121
BUSINESS DEFINITION - ENTRIES
Next Proforma Reference
99999
Enter the next Proforma number to be used for the next Proforma Invoice generated by GI
or entered by PE=Proforma Entry. This number will increment by one each time a new
proforma is generated.
Default Order Trans. Type
maximum 5 characters
Enter a code identifying a SD=Sales Definition. This will be used as the default
Transaction Type in Sales Order Entry. This Transaction Type may be overridden at the
time of entry. (Currently this option is only available on InHowes’ SE=Sales Order Entry
which is not supplied as standard in Recurring Invoicing).
Default Proforma Trans. Type
maximum 5 characters
Enter a code identifying a SD=Sales Definition. This will be automatically displayed as the
Transaction Type in PE=Proforma Entry. This Transaction Type may be overridden at the
time of entry.
Auto Contract Codes
Y/N
Set to Y-Yes if you want the system to automatically set the next Contract Number. If yes
you must set the Next Contract Number as explained below.
Next Contract Code
4 characters + 6 numbers
Enter an optional 4 character prefix and a 6 digit number to be used as the next contract
code. . The code must not already be used as a contract code.
Analysis Code for Contract
0-9 Enter an M analysis code for the Contract Code.
SEE ALSO:
Recurring Invoicing InHowes Business Definition 122
Business Definition (SunBusiness Reference Manual)
Proforma Entry
Recurring Invoicing Notes Editor 123
Notes Editor
NOTES EDITOR – SCREEN
NOTES EDITOR – OVERVIEW
The NotePad can only be used from a Window 95/98 and NT workstation. It cannot be run
on a Unix system without a Graphical Client.
Before you can use NotePad you must install the Client software – even if you are not using
the Graphical Client. If you receive error messages saying "Component xxxx or one of its
dependencies not correctly registered … " then the dlls are not installed and you should
reinstall the dlls. See Installation: Recurring Invoicing Notes.
Recurring Invoicing Notes Editor 124
Notes can only be added to Contract Headers at the moment. Use RI CM = Contract
Maintenance Overlay Notes.
The NotePad is a simple editor that uses RTF (Rich Text Format). This means the Note can
be formatted in different fonts and styles and so on. The note itself can be printed to any
Windows printer installed on the particular client. (This includes local and network printers
as well a fax printers etc). If a "MAPI" compliant email system is installed then you can
email the Note. But printing from within SunSystems will only print the text equivalent.
Printing
As well as printing the notes from within the Editor you can add the Notes to reports and
documents within SunSystems. But before you can report on Notes you must set-up a User
Hook Definition. See Installation: Recurring Invoicing Notes.
Notes can be printed on any RI reports that print Contracts. The Notes are added in RD =
Report Definition.
Below shows the entry to add a line of Note. Note that we print only 79 characters of the
80 possible. This is to ensure that the SunSystems formatter correctly aligns the Note.
Also notice that we are suppressing the line if it is empty. To print lines 1 to 10 say we add
10 entries that are identical to the screen below. The system knows that the 2nd occurrence
prints the 2nd line and so on. The printed line is the next 79 characters up to any "hard
carriage return".
Recurring Invoicing Notes Editor 125
NOTES EDITOR – MENU
File
Save – Ctrl+S You can only Save after you have "Saved As". Save will
overwrite the Note you previously "Saved As". Save does not
save it back to the SunSystems database. To do this click on
the <OK> button.
Save As Save As saves a copy of the Note to a specified file name on
your computer or on a network drive. It does not save it back
to the SunSystems database. To do this click on the <OK>
button. By default the Note is stored in Rich Text format, you
can change this to text format by changing the "Save as type" to
Text in the Save As dialogue.
Print – Ctr+P Prints the Note to a printer defined on the local machine. This
can be a local or network computer or a fax printer. If you have
selected a portion of the note then only this portion will be
printed by default. The standard Windows print dialogue is
used.
Email – Ctrl+E If the client machine has a MAPI compliant email system you
can email the note.
Exit Exits the Notepad without saving the Note.
Edit
The normal edit functions are available using the right mouse button, menu options or
keyboard shortcuts.
Cut - Ctrl+X To cut text you highlight the text using a mouse or using
Shift+Cursor then you can use Ctrl+X or Shift+Delete or
(Alt+E then Alt+T).
Copy - Ctrl+C To copy text you highlight the text using a mouse or using
Shift+Cursor then you can use Ctrl+C or Shift+Insert or
(Alt+E then Alt+C).
Paste – Ctrl + V To paste text you can use Ctrl+V or Shift+Insert or (Alt+E then
Alt+P).
Delete – Del Deletes the character after the cursor.
Recurring Invoicing Notes Editor 126
Select All – Ctrl+A Highlights/ selects all text in the note.
Undo -Ctrl+Z Reverses the last edit operation. Only available from the right
mouse button menu.
Search
Find Brings up a find dialogue. You can step thru using the dialogue
using the Find button or Alt+F.
Find Next – F3 Use F3 to find the next item that was last selected in the Find
Dialogue – but without using the find dialogue.
Insert
Date & Time Inserts the system date and time in the note. This is the date
and time as set on the PC ruining the NotePad - it is not
necessarily the date used when logging-in to SunSystems.
File Inserts a RTF or text file into the body of the note at the cursor
position.
Format
Font Enables the font, size and style to be changed.
Help
Help Topics Runs the RI help system positioning at the NotePad Section.
About Provides details about the version of the NotePad and license.
Note
Maximum 8000 characters and formatting characters
You can enter any text required up to 8,000 characters, but this includes the RTF (Rich
Text Formatting) characters. The more complex the formatting the less characters can be
entered.
The Options that can be used for editing the text, searching, saving and so on are described
in the Menu Section under Overviewabove.
Recurring Invoicing Operator Permissions 127
Operator Permissions
OPERATOR PERMISSIONS - SCREEN
SS=SunSystems Maintenance Setup Menu OP=Operator
Permissions
From version 4.2.6 Recurring Invoicing Permissions are handled within SunSystems. See
the SunSystems Documentation.
Recurring Invoicing Period Tables 128
Period Tables
PERIOD TABLES - SCREEN
RI=Recurring Invoicing Reports Setup Menu PT=Period
Tables
PERIOD TABLES - OVERVIEW
See REFERENCE MAINTENANCE (general information).
Recurring Invoicing Period Tables 129
This record is used by RL=Report Layout and RR=Recurring Invoicing Reporting to
allocate generated invoice details and accrued and deferred income to the appropriate
Accounting Period when posting to SunAccount.
If you use periods based on the calendar months, i.e. Period 1 = 1 Jan to 31 Jan, Period 2 =
1 Feb to 28 Feb then you do not need to use a Period Table - leave Period Codes blank in
RL etc.
The entries (both dates and periods) should be entered in ascending order and in ascending
order across sequence numbers. The tables can be continued from one screen to another by
using the ‘Sequence Number’. There must not be any blank entries between entries but
there can be empty entries at the end of any screen. It is easier to put entries for one year
on one screen and use the year as the Sequence Number.
PERIOD TABLES - ENTRIES
Period Calendar Code
maximum 5 characters
Enter the Code to identify this particular Period Table or enter <Query> to list existing
period calendars.
Sequence Number
maximum 4 characters
Enter the Sequence Number of the table. This is used to group several continuation tables
together.
Description
maximum 10 characters
Enter a description for the table.
Lookup
maximum 10 characters
Enter a lookup code as an alternate search key.
Period
maximum 8 characters, 14 boxes
Enter the Period in ascending sequence.
Recurring Invoicing Period Tables 130
Period Start Date
maximum 10 characters, 14 boxes
Enter the Date corresponding to the period. The date entered should be the beginning of
the accounting period.
SEE ALSO:
Deferred Income
Report Layouts
Recurring Invoicing Recurring Invoicing Reports 131
Recurring Invoicing Reports
RECURRING INVOICING REPORTS - SCREEN
RI=Recurring Invoicing Reports RR= Recurring Invoicing
Reports
RECURRING INVOICING REPORTS - OVERVIEW
This function provides both reporting and the ability to generate transactions for posting to
the budget or actual ledgers of SunAccount or indeed to other external software. This
function can calculate information about the income accrued or income which has been
billed. The information can be consolidated at various levels.
Recurring Invoicing Recurring Invoicing Reports 132
The information produced is specified via Report Layouts (RL). The postings produced are
controlled through Ledger Interface (LI), a standard SunBusiness program. See Report
Layouts for the details of the data that is transferred.
Consolidation
If the Report Layout specified that consolidation is required on the report, this can be
amended in the consolidation table by entering <C>=Amend Consolidation at the selection
box. Note that the consolidation table to be used is specified on the Report Layout and if
you make any changes to the table it may affect other reports too. When using
consolidation, you must include the current database code if its data is required on the
report. The screen consists of a series of 30 boxes into which you enter the database codes
of the data to be consolidated.
RECURRING INVOICING REPORTS - ENTRIES
Layout Code
maximum 5 characters
This is the Code specified when the report was designed with RL=Report Layouts.
Post
Y/blank
Enter Y if you wish to create a postings file. Leave blank if you want to produce a report
only.
Date From
date format
This is required for Revenue, Order and Billings Reports. It is the date from which
calculations will be made. It defines the start of ‘This Period’.
Date to
date format
This is required for Revenue, Order and Billings Reports. It is the date up until which
calculations should be made.
Selection Code from / to
Various sizes dependant on items selected
Recurring Invoicing Recurring Invoicing Reports 133
The headings of the Selection Codes defined on the Report Filter RL=Report Layouts are
displayed. If you want all the selection criteria selected press <RETURN> and ALL will
be assumed. Otherwise enter the range of codes required. Enter <-> to request a blank
code. If your RL=Report Layout does not have a Filter then all will be assumed.
Output File
maximum 30 characters
Enter the full name of the file to hold the exported orders. Include any prefix necessary to
identify the location of the file on disk and any suffix identifying the file type. The system
will display the file you used for the last export. The system will warn you if the file
already exists and will give you the option of overwriting it or, if you reply no, of
appending to the file.
SEE ALSO:
Ledger Interface (SunBusiness Reference Manual)
Period Tables
Report Layouts.
Recurring Invoicing Release Invoices 134
Release Invoices
RELEASE INVOICES - SCREENS
RI=Recurring Invoicing Procedures RE= Release Invoices
RELEASE INVOICES - OVERVIEW
This program takes orders off hold so that they can be printed by the Sun Print Invoice
program (PI). It only needs to be used if the Generate with Hold option on the Contract
Options is set to Generate With Hold.
Recurring Invoicing Release Invoices 135
It selects orders based on the “Released To” date on the Contract Maintenance Header
record (see CM=Contract Maintenance) as well as the standard Contract Selections.
One major benefit of using this option is for the situation where, for example, Invoices are
issued Monthly but charges are generated Weekly. Using this option, each detail line could
be set up with a weekly frequency (e.g. MON, TUE, +7 etc.) while the frequency on the
header is MONTHLY. Release Invoices will allow the generation of a line each week, but
will release the orders each month, thus correctly generating the invoice.
RELEASE INVOICES - ENTRIES
Amend Selections Enter Y-Yes to amend the contract selection details. Enter A-All to select all contracts.
Leave blank to use the existing selections. See Business Rules.
Value From/To
99999.99999
Enter a lower limit to the Credit Value of Orders to be selected or enter blank to include all
values.
In the “To Selection” enter <RETURN> to restrict the Credit Value range to the exact value
entered in the “From Selection” or enter the upper value to be selected. Enter all 9s to
include all orders values from the lower limit.
Release To
date format
Enter the date for which you wish to release invoices up to.
Enter the date for which you wish to release orders for. The system will look at the
"Released Date" on each selected Contract and if that date is before the date entered here,
then all orders for that contract will be released.
SEE ALSO:
The following sections:
Business Rules.
Consolidation
Contract Options
Recurring Invoicing Report Definition 136
Report Definition
REPORT DEFINITION - SCREEN
RI=Recurring Invoicing Reports Setup Menu RD= Report
Definition
REPORT DEFINITION - OVERVIEW
RD=Report Definition allows you to design the reports and documents produced
in Recurring Invoicing.
Reports designed in RD=Report Definition are used in the following functions:
RR = "Recurring Invoicing Reports"
Recurring Invoicing Report Definition 137
DI = "Contract Transfer"
AR = "Contract Audit Report"
PU= "Contract Price Uplift"
Documents designed in RD=Report Definition are used in the following functions:
PI= Print Invoices
GI = "Generate Invoices"
Before you create or amend a report, you should ensure that you know about the structure
of a report and about the eight different areas of the report. In particular, you should know
how to use the Control Parameters screen, how to use the Format Details screen, how to
move around reports, and how to create one of the three types of data items on your report.
You can also use RD=Report Definition to transfer reports into and out of Recurring
Invoicing.
Report Definition - Report Structure
In RD=Report Definition, each report is divided into two parts: the Control Parameters
screen and the Format Details screen. You use the Control Parameters screen to set general
information about the report, for example, the size of the report, and the printer used for the
report. The Control Parameters screen is displayed when you first select RD=Report
Definition. You use the Format Details screen to set the detail of the report. The Format
Details screen is displayed when you select Format Details from the Control Parameters
screen selection box.
Recurring Invoicing Report Definition 138
Report Definition - Report Format
Areas
Each report is divided into eight areas:
Report Heading
The report heading is where you specify items to be printed at the top of the first page of
your report, for example the report name, and the date.
Page Heading
The page heading is where you specify items to be printed at the top of pages other than the
first page.
Subheadings
There are up to nine subheadings.
Transaction
The transaction area is the main body of the report. It is where the detail of the report
appears.
Filler
Recurring Invoicing Report Definition 139
The filler area is designed as one line. This line is repeated to fill any unused space in the
transaction area.
Subfootings
There are up to nine subfootings. These can be used for subtotalling.
Page Footing
The page footing area is printed at the bottom of every page, except the last. It may contain
a subtotal or a carried forward figure.
Report Footing
The report footing area is printed at the bottom of the last page of the document. You can
specify totals and general text messages.
Report Definition - Working With Reports
Report Definition - Working With Reports: Selecting an Area of Your Report
Having chosen Format Details from the selection box on the Control Parameters
screen, use QUERY to select one of the eight report areas to work on.
Report Definition - Working With Reports: Defining Data For Your
Report
On the Format Details screen, when you have selected the area of the report you wish
to work on, use LOOKUP to define data for that area of your report. The Format Details
screen operates as a grid on which you define the location of the content of each area of
your report. Use line and column numbers to specify the exact position of each data
item on your report - the location is shown in the top left of the window. There are
three types of data you can include on your report:
S String items are pieces of text or narrative which you create, such as
Thank You, Report Prepared By, and so on.
D Data items are taken from the data dictionary file.
T Total items are accumulated values, for example amounts from
transaction lines. They are normally used in the subfooting and report
footing areas.
Report Definition - Working With Reports: Creating New Reports
To create a new report, enter the code you want to use to identify the report in the
Format Code box . You are prompted with the following:
Recurring Invoicing Report Definition 140
NEW REPORT FORMAT - CREATE?
Choose Yes to proceed.
Use the Control Parameters screen to create the general settings you want for this
report. See the subsection Control Parameters Entries for details. Having created
general settings, use Format Details for access to the Format Details screen, where you
can set the detail for each area of the report. See the subsection Format Details Entries
for further information.
Report Definition - Working With Reports: Selecting Existing Reports
Enter a code in the Format Code box to identify the report. If you are moving from one
report to another, use Start for access to the Format Code box. See the subsection
Transferring Report Formats for details of how to import an existing report from an
external file. You can use QUERY to produce a list of available reports. Highlight the
code of the report you wish to work on, and use ENTER to select it. When you enter a
format code, it is retrieved and control parameter information is displayed. You can
then select an action such as Amend, Examine Format, and so on. See the subsection
Report Definition Actions for further information. If you enter a format code that does
not exist, you are prompted with the following:
NEW REPORT FORMAT - CREATE ?
Choose No and then re-enter the code of the report format you want to select. When
you enter a format code you may see the warning message:
REPORT FORMAT IN USE BY ANOTHER USER - RETRY?
You should first check all other operators, to see who is using the same report format.
If no one else is using the report format, you can clear the warning by typing Z instead
of choosing Yes or No.
Note: You may find that this warning appears after a system failure, or if
an operator has not logged out correctly.
Report Definition - Working With Reports: Amending Reports
To amend a report, you first select the code of the report you want to amend. From the
selection box on the Control Parameters screen you can then choose Amend to amend
the report’s control parameters, or Format Details to amend the details on the report.
Report Definition - Working With Reports: Deleting Reports
To delete a report, select the code of the report you want to delete and then use the
action Delete. A message is displayed:
Recurring Invoicing Report Definition 141
THIS FORMAT WILL BE REMOVED FROM THE REPORT FORMAT
MASTERFILE - OK?
If you choose Yes, the report is deleted.
Report Definition - Working With Reports: Previewing Report
Formats
You can use the action Examine Format to see what the format will look like when it is
printed. When previewing, the following actions are available for viewing the report:
Page Up
Moves the display up a page.
Page Down
Moves the display down a page.
Top
Displays the top of the document.
Bottom
Displays the bottom of the document.
Left
Moves the display to the right.
Right
Moves the display to the left.
Scales
Displays the document with/without scales.
Parameters
Moves to the Control Parameters screen.
Format Details
Moves to the Format Details screen.
SEE ALSO:
The subsection Amending Reports for information about amending reports.
Recurring Invoicing Report Definition 142
Report Definition - Working With Reports: Printing Sample Reports
You can use the action Report to print a sample report. To print a sample report, select
the code of the report you want to print and then use the action Report. You can choose
either to print the report, or to store it on disk. If you select Store on Disk, you can then
use VR = View Stored Reports to preview the report.
Report Definition - Working With Reports: Transferring Report
Formats
You can import and export report formats using the actions Transfer In and Transfer
Out. Although transfer files are named with the format code and a suffix of .REP, you
can rename them. If the selected file name already exists, a message appears at the foot
of the screen asking whether or not you wish to overwrite it.
Importing Report Formats: Transfer In imports the chosen format from a file. In the
Format Code box on the Control Parameters screen, enter the code of the report you
want to import. You can then enter the path and the name of the file in which the report
is stored.
Exporting Report Formats: Transfer Out exports the chosen format to a file. By
default, the file is stored in the SunSystems program directory. You can transfer out to
another directory, or drive, by entering the full path and transfer filename in the File
Name box on the Control Parameters screen.
REPORT DEFINITION - ACTIONS
Once you have completed the entries on the Control Parameters screen, the cursor
returns to the selection box. You can then choose one of the following actions:
Amend
Enter Amend if you wish to amend the details for a report.
Delete
Delete allows you to remove a report definition from the report format master file.
Examine Format
Recurring Invoicing Report Definition 143
Examine Format displays the current document format as it will look when it is printed.
When you choose Examine Format, you are able to select any of the actions detailed in
the subsection Previewing Report Formats.
Report
To print a sample report, use Report.
Start
When you have finished working on a report, use Start to select a different report. The
cursor moves to the Format Code box where you enter the code of the report format
you now wish to work on.
Format Details
Format Details displays the Format Details screen, where you specify the position of
each item on the page.
Transfer In and Transfer Out
These actions enable you to import and export report formats. Before you choose
Transfer Out, you must have selected a report to transfer. See the subsection
Transferring Report Formats for further information.
CONTROL PARAMETERS ENTRIES
Main Control Parameters Entries
Format Code
maximum 5 characters
Enter the code of the report format you wish to work on.
File Name
maximum 30 characters
If you are transferring a file in to, or out of, SunSystems, enter the name of the file that
contains the format. You should enter the full path of the file. See the subsection
Transferring Report Formats for further information.
Recurring Invoicing Report Definition 144
Report Description
maximum 25 characters
This description is for information only. It is not printed on the report.
Report Type
maximum 3 characters
This identifies the type of report. Report types available in SunBusiness are:
Code Module Report Type Associated Functions
I Recurring Invoicing
and Sales Order
Processing
Invoice
Acknowledge
GI = Generate Invoices
PI = Print Invoices
PA = Print
Acknowledgements
RIA Recurring Invoicing Audit AR = Contract Audit Report
RIR Recurring Invoicing Recurring
Reports
RR = Recurring Invoicing
Reports
RIC Recurring Invoicing Contract
Reports
DI = Contract Transfer
RR = Recurring Invoicing
Reports
RIP Recurring Invoicing Price Uplift PU = Contract Price Uplift
Printer Control Parameters
Printer Code
maximum 5 digits
This PD = Printer Definitions printer code is used whenever this report format is
printed. SunSystems changes back to the default printer when the print run is
completed. Leave this box blank to use the current printer.
Suppress Control Totals
Y/blank
Documents only. Unless you enter Y-Yes in this box, a control totals page, which
summarises the current batch of documents, is printed at the end of a batch. Leave
Recurring Invoicing Report Definition 145
this box blank if you want the control totals page to be printed.
Suppress Line-Up
Y/blank
Documents only. If you want to print a dummy page to test the alignment of the
report before printing the whole report, leave this box blank. If do not want the
dummy page to be printed, enter Y-Yes in this box.
Document Control Parameters
Number Lines Per Page
1-300/blank
Enter the number of lines on your stationery (not the number you wish to print). The
maximum size of a document is 300 lines by 999 columns. Leave this box blank to use
the lines per page specified in PD = Printer Definitions. If you change your printer to
one with an incompatible number of lines per page, a warning message is displayed
when you run the report. If you entered a printer code in the previous box, the lines per
page is taken from that PD = Printer Definitions record. This appears automatically and
you cannot amend the selection.
Note: Computer listing paper, printing at six lines per inch, is normally 66
lines per page.
Report Width
80-999
Enter the number of characters to be printed across the page. These are defined as
column numbers. See the Start Column box in the subsection Format Details Entries for further information.
Footer at Foot of Page
Y/N/blank
Recurring Invoicing Report Definition 146
Reports only. If you want to print the report totals after the last transaction line on the
report, leave this box blank or enter N-No. If you want to print the report totals at the
bottom of the last page of the report, enter Y-Yes in this box. If the report total is
printed at the bottom of the page, the filler line is printed in any space left between the
last transaction line and the report total.
FORMAT DETAILS ENTRIES
Enter Format Details in the Control Parameters screen selection box for access to the
Format Details screen.
Use the Format Details screen to create or amend the detail of your report. If you use
LOOKUP when your pointer is positioned on the Format Details screen, another window
appears in which you can specify the items you want to include in your report and
where, within the report area you are currently in, you want to position them. The area
you are working on is shown in the top left of the screen. You can also enter text
directly on the format details screen.
Recurring Invoicing Report Definition 147
Line Number
1-300
The first line of each document area is line number one. Enter the number of the line
on which the data item you want to define is located. This line number must fall within
the document controls set on the Control Parameters screen.
Start Column
maximum 999
The left-most character on a line is in column one. Enter the column in which you want
to start printing the item you are including in your report or document. The line number
and start column identify a grid position on the page.
Note: Text items are left aligned; numeric items are right aligned.
A report can be 999 characters wide and 300 lines long. You can use the Start Column
box to include a value in your report calculations without printing it. For example, you
might want to include an accumulator in your report without printing it. To do this,
enter a start column value that exceeds the report width specified on the Control
Parameters screen. If you need to Amend, Examine or Delete such an item, you must
increase the report width on the Control Parameters screen, before making the
necessary changes to the item on the Format Details screen. You should then return the
report width to its original setting.
Sequence Code
0-9/A-Z/blank
If you want to use more than one item in the same location on your report or document,
enter a sequence character for the item. This is particularly useful if you are using the
Only If Item box or the Suppress Item Indicator box. The value of the sequence
character determines the order in which items are sorted through . You might want to
use this facility if, for example, you have two different phrases that you want to appear
in the same place on a report or document depending on the status of an account, the
size of an account balance, and so on. When you use the F2 key for access to the Data
Items window, if there is more than one item in the same location of a report or
document, an Item Selection window appears. This allows you to choose which of the
items at that location you want to work with. If you want to create a second item for a
particular location on a report, use F2 for access to the Data Items window and then use
the UPARROW key or ALT+B to move from the Start Column box to the
Create/Amend/Delete box, and enter C-Create. When you return to the Column Item
Identifier box, enter the sequence character you want to apply to the new item.
Recurring Invoicing Report Definition 148
Item Type
S/D/T
There are three types of item: S-String, D-Data Item, and T-Totals. Your choice of
item type determines the boxes shown in the rest of the window.
Start Sequence Code
maximum 5 characters
You can print items in a specific font, for example Bold. Enter the relevant control
sequence definition code to activate the required print style. See the section Control Sequence Definitions for more information.
Stop Sequence Code
maximum 5 characters
For each item type, enter the control sequence definition code to return to normal print.
Only If Item
Item from Data Dictionary
You can limit the inclusion of items on your reports or documents to specific
situations. For example, you may want an item to appear only on the third page of a
report. Use this box to select the data dictionary data item you want to test. You can
use QUERY. If you wanted an item to appear only on the third page of a report you
would use QUERY to select the record type in which the data item is stored. In this case,
the Common Fields record type contains the Page Number data item. You would then
set the Is box to E-Equals, and the Value box to 3. See the online manual for a
complete list of data dictionary items.
Is
(E/G/L/R)
Use this box to apply a condition to the data dictionary item entered in the Only If Item
box. For example, if you wanted an item to appear only on the third page of a report or
document, you could set the Only If Item box to Page Number, then set this box to E-
Equals and the Value box to 3.
E Print if item is equal to the value
G Print line if item is greater than the value
L Print line if item is less than the value
Recurring Invoicing Report Definition 149
R Print if item falls within the range specified
Value
maximum 15 digits
If you entered values in the Only If Item box and in the Is box, use this box to set the
value to be tested. For example, if you wanted an item to appear only on the third page
of a report you could set the Only If Item box to Page Number, the Is box to E-Equals,
and this box to 3.
Note: You can use the Only If Item Is Value boxes, for example, to print either
FULL or SUMMARY depending on the setting of the Suppress Details box on the report request.
Text Box
maximum 78 characters
String items only. If you selected S-String Item, then the display at the foot of the
screen changes. Enter the text you wish to appear on your document. The numbers
should help you position your text.
Note: If you want to enter a text string of more than 78 characters, set two text
strings to run consecutively.
Item Reference
Data Dictionary Items
Data items only. If you are creating a new item, the record description box appears
when you press ENTER. If you are amending an existing report use QUERY to display the
record description window. The record description window shows record types
available for the report type under such headings as Common Report Fields, Chart of
Accounts, etc. Select the heading you require and then, from the data item window
which appears, select the item you require.
Start Character
1-99
Data items only. This number specifies the first character of the data item to be
printed. For example, if you wish to exclude the first two characters of the account
code, you would set the Start Character to 3.
Recurring Invoicing Report Definition 150
Accumulator Number
1-50
Totals only. Enter the accumulator number.
Clear After Print
Y/Z/N
Totals only. If this box is Y-Yes, the accumulator is set to zero once the total item is
printed. Enter Z for the accumulator to be set to zero automatically without printing.
This feature works with the Only If Item box. The Z is ignored if the line has already
been suppressed.
Print Length
1-99
Data items and totals only. You can print part of the item by specifying the number of
characters in this box. For example, if you want to print only the first 15 characters of
the account name, enter 15. The full print length of the selected item appears as a
default. When designing a report layout, if you allocate fewer characters than the total
length of the data item, it will be truncated; numeric items could lose the left-most
characters, and text items the right-most characters. Allow extra characters for the
decimal point and prefix or suffix in numeric items.
Note: To find the default length of data items, at the Item Reference box, use
QUERY and then ENTER to select the record type you are using. Use ENTER again to see the length of the data items on that record type. The item description list gives the
default length of each item.
Suppress Line Indicator
E/G/L/blank
Data items and totals only. This box, combined with the Value box, allows you to
specify a test that you want to perform on the value of each item. Normally, the line is
suppressed and all items on the line are excluded from the accumulators if the
condition is met. Note that items on this line before the current item have already been
added to the accumulator totals. This is a method of accumulating something without
printing it.
You can leave this and the Value box blank.
E Suppress line if current item is equal to the value
Recurring Invoicing Report Definition 151
G Suppress line if item is greater than the value
L Suppress line if item is less than the value
Note: You can also use the suppress line indicator to, for example, suppress blank
lines that are only printed when the report’s Double Line Spacing box is set to Y-Yes. As an item has to be printed to use the suppress line indicator setting, you should use
the Control Parameters screen to extend the width of the report beyond its normal
setting. You should then print the item beyond the report’s normal width. Once you have set up the report, you can reduce the width back to normal.
Value
maximum 15 digits
Enter the value against which the suppress line indicator test is carried out.
Note: Debits are negative and credits positive.
Number Of Decimal Places
0-9/blank
Recurring Invoicing Report Definition 152
Numeric data items and totals only. Enter the number of decimal places to be
printed. Enter a ‘-’ hyphen and the default is determined as follows: • Total items use
the number of decimal places of the last value accumulated into this total • Data items
of base amounts use the number of decimal places specified in DB=Database
Definitions
Data items of other amounts use the decimal places from the transaction record
Suppress Item Indicator
A-E/blank
Numeric data items and totals only. This box is used to specify when the item should
be printed.
You can leave this box blank and the item will always be printed. Entry Result
A print if item is positive
B print if item is negative
C print if item is zero or positive
D print if item is zero or negative
E print if item is not zero
To print debits and credits in two columns, you might define two data items, one with
indicator A and the other B.
Sign Print Indicator
A-D, N/blank
Numeric data items and totals only. This box is used to specify how to print credit
and debit values. You can leave this box blank.
Entry Result
A print in brackets if negative
B print in brackets if positive
C print CR after amount if negative
D print DR after amount if positive
N no signs to be printed
Recurring Invoicing Report Definition 153
Edit Code
1 character each
Data items and totals only. This box allows you to refine the presentation of values
and text on your report. The options which are available for numeric and data items are
different, and are therefore listed separately.
Entry Result
Blank leading zeros suppressed, thousand separators used
1 APACS standard: left aligned, prefix and suffix of **, decimal
separator of ‘-’ hyphen, thousand separators omitted
2 French standard: right aligned, asterisks inserted in place of
leading zeros, thousand separator of ‘.’ Full stop, decimal
separator of ‘,’ comma
3 (alphanumeric items) APACS standard: all trailing spaces after
the first replaced with ‘*’ asterisks 9 leading zeros suppressed,
thousand separators omitted * asterisks inserted in place of
leading zeros, thousand separators used
N leading zeros shown, thousand separators omitted
Important note: If you use an edit code of 1 and the combined length of the value, prefix, and suffix exceeds the print length of the item, a row of asterisks is printed. To
avoid this, you should allow an extra four characters for the prefix and suffix asterisks
when you calculate the print length of the item. If you use an edit code of 3, to ensure that each item is followed by at least one asterisk, you should check that the item’s
print length is at least one character longer than the longest value to be entered.
Convert to Words
maximum 2 characters
Numeric data items, totals, and dates only. Use this box to convert amounts and
dates from digits to words. The words are stored as data items which you must then
select for inclusion on your report or document. You can convert digits into sentences,
for example £2805.65 becomes TWO THOUSAND EIGHT HUNDRED AND FIVE
POUNDS AND SIXTY FIVE PENCE. You can also convert digits into factors of ten
which, for £2805.65, would appear as TWO EIGHT ZERO FIVE .65 i.e. two
thousands, eight hundreds, no tens, five units, .65 in figures. Each of the language
versions print VOID (in the correct language) if the value is zero or greater than
999,999,999. If you want to convert amounts into factors of ten, enter W-Words. The
Recurring Invoicing Report Definition 154
words into which the amount is converted are held in the Common Fields record as the
following data items, which are each 10 characters long:
• Hundred Millions
• Ten Millions
• Millions
• Hundred Thousands
• Ten Thousands
• Thousands
• Hundreds
• Tens
• Unit
• Decimals in Figures
As stated above, once you have converted an amount into words you must specify in
your report the data items in which the words are held - if you actually want the words
to appear. If you want to convert amounts into sentences, rather than into factors of
ten, enter a language code. The sentences into which the amount is converted are held
in the Common Fields record as Amount in Words Sentences 1, 2, 3, and 4. Each of
these data items is 80 characters long. The text starts in Amount in Words Sentence 1
and flows from there into sentences 2, 3, and 4, if required. Each amount that you
convert to words must be followed by the Amount in Words Sentence before you try to
convert another amount into words. As stated above, once you have converted an
amount into words, you must specify in your report the data items in which the words
are held - if you actually want the words to appear.
Leave this box blank if you do not want the amount to be converted to words.
Note: If you enter a language code, you can control the format of the sentence by
changing the settings of the Include Currency Subunit Name and the Other Sentence Change boxes in RD=Report Definition.
Include Currency Subunit Name
Y/B/blank
Numeric data items and totals only. If you set the Convert to Words box to a
language code, you can determine how the amount appears on your report by entering a
value in this box. The values you can enter, and their results, are shown in the
following table.
Recurring Invoicing Report Definition 155
Entry Result
Y-Yes Subunit name used, denominator not shown (20 cents)
B-Both both subunit name and denominator shown (20/100 pence)
Blank Subunit name not used (20/100)
Note: If decimals are printed and the decimal value is zero, the number of zeros
printed depends on the number of decimal places specified either in the Number of Decimal Places box or in DB=Database Definitions. For example, setting three
decimal places results in 000/1000.
Other Sentence Changes
0-9
Numeric data items and totals only. The standard word sentence for a currency
whose unit is pounds is:
TWO THOUSAND EIGHT HUNDRED AND FIVE POUNDS AND 65/100
PENCE
If you set the Convert to Words box to a language code, you can use the setting in this
box to refine country specific uses of the word ‘and’. The values you can enter, and
their results, are shown in the following table. Entries 0 and 1 are applicable to all
languages; entries 2 and 3 are only applicable to English; entry 4 is only applicable to
Spanish. In the table, a higher level ‘and’ is one that falls between words within the
currency units, for example, two thousand eight hundred and five pounds. A lower
level ‘and’ falls between the currency units and subunits, for example, five dollars and
sixty five cents.
Entry Result
0 all languages: no change
1 all languages: exclude lower level ‘and’ or language equivalent
2 English only: exclude higher level ‘and’s
3 English only: exclude both higher and lower level ‘and’s
4 Spanish only: use ‘CON’ (with decimals) rather than ‘Y’ (and
decimals)
5-9 not used
Recurring Invoicing Report Definition 156
Date Format Code
1-8, A-C
Dates only. If you set the Convert to Words box to a language code, you can determine
how the date appears on your report by entering a value in this box. The values you can
enter, and their results, are shown in the following table. If you do not enter a date
format code, the date is printed in the format (A, B, or C) specified in DB=Database
Definitions.
Entry Result
1 01 January 1998
2 1 January, 1998
3 January 1, 1997
4 1-Jan-1997
5 January 97
6 Jan, 97
7 1st January 1997
8 January 1st 1997
A mm/dd/yyyy
B dd/mm/yyyy
C yyyy/mm/dd
Relevant Accumulators
50 characters +/-
Numeric data items and totals only. There are 50 accumulators into which you can
add numeric items. Place a plus ‘+’ or minus ‘-’ beneath the accumulator number. The
current item could be added to several accumulators, some of which may be printed in
the page footing and some in the document footing area. Accumulators might hold
different item totals. For example, analysis or tax values. These accumulated values
can be printed as a total item. For a list of items available in RD=Report Definition,
use the on-screen QUERY facility.
SEE ALSO: Actions
Recurring Invoicing Report Layouts 157
Report Layouts
REPORT LAYOUTS - SCREENS
RI=Recurring Invoicing Set Up Reports RL=Report Layouts
Recurring Invoicing Report Layouts 158
REPORT LAYOUTS - OVERVIEW
Recurring Invoicing Report Layouts are used to define the layout of the Recurring
Invoicing Reports, and RR=Recurring Invoicing Reporting is used to print them. Each
report has a unique layout code in the same way as Sales Analysis and the other Sun Report
Writers. This report writer also uses PT=Period Tables to allow mapping of dates from
Recurring Invoicing to periods in SunAccount.
The RR report can also produce a posting file. For example, this can be used to post
deferred income to Ledger Accounting or to produce projected billing by month for posting
to a SunAccount budget file. In this case a LI=Ledger Interface must be defined to specify
the posting to be made.
Recurring Invoicing Reporting allows you to report on contracts from the Recurring Charge
database and from information on billed contracts which is held on the SunBusiness Order
file. The report writer can be used in two different modes:
a) to show Accrued Income; or
b) to show amounts billed or Revenue earned in a particular range of dates
or periods.
The data to be shown on the report is defined by the use of column codes and calculation
codes. Each column shows the data requested for a particular calculation code. The report
may be analysed by any of the items listed in the Selection Codes section below. In
addition to the reports, there is the option of producing a posting file of transactions
reported which can be imported into SunAccount.
REPORT LAYOUTS - ENTRIES
Layout Code
maximum 5 characters
This code is used to identify the Recurring Invoicing Report and must be unique.
Format Layout
Enter the code as set up in RD=Report Definition.
Recurring Invoicing Report Layouts 159
Report Name 1 / 2
maximum 25 characters
Enter two lines of report heading as a title for the report.
Column Codes 1 - 10
box 1 Maximum 2 chars, box 2 Maximum 3 characters , box 3 Maximum 1 char
Three boxes are used for each of the ten columns on the report:
In the first box specify a column code. These are listed below.
<YO> Orders Year to Date - for Revenue reports this shows the revenue ‘earned’
from the start of the year until the To Date entered when running RR.
<PO>
Current ‘Period’ Orders.
<RO> Orders raised for prior periods
<FO> Orders raised this for future (deferred) periods
<BD>
Back dated - the element applicable to prior periods of orders raised in this
and all future periods.
<PP> The element in this and prior periods of orders raised in this or future
periods. Note this column code is not implemented for billings.
<RC> To include data from Recurring Invoicing. Typically, this is used on accrual
reports to show the amount of income earned but not yet billed. It can also be
used on Billing and Revenue reports but you must remember that this only
shows the current recurring charge position. So if you have reduced the price,
the RC column will show the reduced prices even though they would have
been billed at the higher price. Use the Order column codes to show what has been billed.
<EX> & <PX>
From 4.2 these "Exit" rates are not supported.
Calculation Code
In the second box specify the calculation code to be included in this column. Commonly
this will be;
Recurring Invoicing Report Layouts 160
QTY=Quantity,
BSP=Base Selling Price,
NET etc.
but any calculation code used by any Sales Definition may be used. Note that a calculation
code specified must hold comparable figures across all Sales Order types which are
included in the report for meaningful figures to be obtained.
Calculations between columns may be specified in the format n?m where n and m are
previously defined columns in the range 1 to 9 and ? is one of the following operators: +, -,
*, / or %.
In the third box enter a number in the range 1 - 6 if you want the value converted to the
base currency of the ledger. The numbers 2-6 represent the reporting rates entered in
SunAccount. 1 is the standard rate entered in SunAccount. The system will look for the
correct rate for the current period if it exists, it will not select the rate for the particular
account.
Column Codes specify the nature of the information reported for the calculation codes
specified. In the list below the period is specified by the range of dates entered when
running RR.
Accrued / Revenue or Reference
A/R/F
Enter <A> to produce a report and/or file of accrued income.
Enter <R> to produce a report and/or file of revenue for a particular period.
Enter <F> - Reference to produce a reference report.
Billed
Yes/Blank Enter Y-Yes to produce a report and/or file of bills raised in a particular period.
Note that this option will show the full amount of any invoices raised in the range of dates
specified when the report is run. If left blank it will only show the amount of the invoice
which relates to the specified period. For example, if an invoice is raised on 1 January
1993 covering the complete year from 1 January 1993 to 31 December 1993 and you
specify Y-Yes in the Billed field on the Report Layout. When you run a report with a
From Date of 1 January 1993 and a To date of 31 March 1993 the report will show the full
amount of the invoice because it was billed (raised) in the range of dates entered. If you
had specified <blank> on the Report Layout the report would show 3/12 of the invoice
amount which is the proportion relating to the three months January to March
Recurring Invoicing Report Layouts 161
Orders/Invoices/ All
O/I/A
Enter <O> to report on Orders only (this only reports on uninvoiced orders), <I> to report
on Invoices (i.e. orders where invoices have been printed), or <A> to report on both orders
and invoices. This option is only relevant if your Column Type codes obtain information
from the order file although you must always enter something here.
Prorate Method Override
1 characters
Leave blank to use the Prorate Method on the appropriate RP preset or for orders, the
Prorate Method used during invoice production. Or you can enter a Prorate Method to use
as an override. A <-> can be use to force prorate not to be used. This can be useful in
Reference Reports.
Line Zero Suppress
Y/blank
Enter a Y-Yes here to suppress the printing of lines with zero balances.
Transfer Period
Maximum 7 characters
If you are sorting by AP = Accounting Period then the periods on the transfer file is taken
from the period table and then adjusted by this Transfer period. Otherwise the following
occurs. For orders the period used will be obtained from the Period in which the order was
entered. For invoices the period is the period the invoice was printed. In both cases the
period will ten be adjusted by this Transfer Period.
You can enter an absolute period in the form mm/yy or an adjustment as a relative period
in one of the following formats:
a) a relative period in the form +/- nn. This will be used to adjust the period of the
transactions on the posting file produced by RR=Recurring Invoicing Reporting by the
number of periods specified. This option will determine the period as above and then
make the adjustment specified or
b) a period relative to the current period in the form C+/-nn (e.g. C or C+2).
Page Level
1/2/3/blank
Recurring Invoicing Report Layouts 162
Enter the Level Code number at which you would like a new page printed. Page Level
must be 1, 2, 3 or blank. For example, if an analysis code for Customer Type were at Level
2 and you would like a new page for every Customer Type enter 2. Leave blank for
continuous printing.
Include Transactions
Y/ blank
Enter a Y-Yes if you want to include .
Include Held
Y/blank
Enter a Y-Yes if you want to include held Orders and/or Contract Lines.
Consolidate
Y/blank
Enter Y-Yes if you want to consolidate different databases and enter the consolidation table
code in the second box. The databases to consolidate are set-up from RR=Recurring
Invoicing Report Request. Several reports may use the same consolidation table, or you
can enter the report code in the Consolidation Table box to have a unique consolidation
table for each report.
Period Table
maximum 5 characters
Enter the Period Table code set up by PT=Period Tables. This specifies the relationship
between the Recurring Invoicing dates and the periods used by Ledger Accounting. This
option is only necessary if Accounting Period is included as one of the Level Codes.
Leaving the entry blank will use calendar periods i.e. Period 1 – January and so on.
Ledger Interface
maximum 5 characters
Enter the Ledger Interface code set up by LI=Ledger Interface. LI specifies the accounts
posted to as well as the consolidation required. If specific accounts are specified in LI then
only system totals by analysis code will be produced. This can be further consolidated by
entering Y in the LI analysis categories (see Ledger Interface in the SunBusiness Reference
Manual).
Ledger Interface - transfer data codes
Recurring Invoicing Report Layouts 163
These codes are used to specify what data is transferred as the SunAccount Description,
Transaction Reference, Transaction Date and Payment Due Date. The following are
available:
(see ledger interface)
Code Description Order Columns
(e.g. PO, YO etc.)
Contract Cols
(RC)
A Trans Type Sales Definition
B Trans Type Description
C Interface Description
D Journal Type
E Trans Reference Order or Invoice
Number
Contract Number
F Invoice Address Code
G Order Number
H Delivery Reference Del Ref
I Delivery Address Code
J Order Date Next Charge Date
K Acknowledgement Date Start Date
L Picking Date End Date
M Delivery Date Next Billing Period
End
N Invoice Date See Note 1
O Customer Reference
P Comments
Q Account Name
R Due Date
S Line Description (from item record)
T Item Code
U Invoice Number
V “Report To” date “Report To” date
X Interface Code
Z Today’s Date
Note 1 This will be the item from the last invoice or order raised from the contract line in
the report date range. If there is no invoice raised in this date range then the item will be
posted as spaces.
Recurring Invoicing Report Layouts 164
Next Period Reversal
Y/Blank
Enter Y-Yes if you wish the system to produce transactions for the next period to reverse
the entries. This option works in exactly the same manner to Reversing Journals in
SunAccount - i.e. the original journal is posted in the specified period and an equal but
opposite transaction is posted to the next accounting period at the same time.
Contract Filter
Maximum 10 characters Enter a Report Filter setup in CF = Contract Filters.
See Also:
Ledger Interface (Sun Reference Manual)
Period Tables
Recurring Invoicing Reports
Recurring Invoicing Transfer Layouts 165
Transfer Layouts
TRANSFER LAYOUTS - OVERVIEW
The Transfer Layout Files enables you to describe in detail the contents of the export or
import file. These files are currently used by the following programs:
Journal Export - to write the SunBusiness Transfer file journals to a file for
reformatting for other systems or to make a copy of it for use in other SunAccount
Databases. The default format is RISAF.TLF and is shown later in this section.
Sales Order Export - to write SunBusiness Orders or Invoices to a file for reformatting
for other systems or to make a copy of certain orders for use in other SunBusiness
Databases by using Sales Order Import. The default format is RISBF.TLF and is shown
later in this section.
Contract Transfer - to import data from other systems to create or amend Recurring
Charge details. The default format is RIRC.TLF and is shown later in this section.
The layout file is a text file that may be created using a text editor such as Notepad or
EDIT with MS-DOS, vi with Unix or a word processor in non-document (ASCII) mode.
The layout file name must be in the form Rixxxxx.TLF Where xxxxx may be up to 5
upper case letters or digits and is the name specified on the appropriate screen.
Sample layout files have been supplied with your software. You may wish to use these
as they are supplied or else to help setting up your own TLF files.
The mechanism of the TLF file is similar to that used in SunAccount but several
extensions have been made to facilitate the import and export of order/invoice data.
These extensions are described below.
The layout file consists of a series of parameter records describing the format of the
output or input record. The sequence of the records in the layout file dictate the order in
which data is written to the output record. There are several types of parameter records
in the layout file denoted by the first character on the line. Only one parameter record
may be defined per Layout file line.
Layout: rbooollee
Recurring Invoicing Transfer Layouts 166
Where:
R Record Type X, A, N, P, C, H, D or = (see below)
B Start of field Delimiter (optional)
O Offset of the data within the file being exported or imported Where order
detail lines are being export, the offset starts at 501.
L Number of characters (or numbers) to be read
E End of field delimiter(optional).
Record Type X Text Formatting
Copies the data exactly as it is held on the record.
Record Type N Numeric Formatting
Leading zeros are removed. If the whole field is zero then one zero is written.
Record Type 1 – 6 For COMP-3 Fields
Certain items on the Contract Detail file are held in a ‘packed’ numeric format. These
include the BSP and Quantity values. To use these fields you must describe them as
Record Type 1, 2 to 6 which specifies the number of decimal places required.
Record Type A Alphanumeric Formatting
Trailing spaces are removed.
Record Type C Constants
This Record Type inserts text into the file. For import Layout Files this text becomes part
of the record. For example, if you want to set the year field to ‘****’ in the Charge Table
then you would use this record type.
The layout is : rbooollxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Where:
R Record Type C
B Start of field delimiter (optional)
O Offset
L Number of characters to be inserted
Xxx Up to 30 characters or l whichever is the smaller
E End of field delimiter(optional).
For example: C04608 / /****
Recurring Invoicing Transfer Layouts 167
Record Type H Order Header Record Type
This record type is used by Recurring Charge Import to signify which lines are header
information or detail line information.
The layout is : Hooollxxx
Where:
H Record Type H
O Offset of the data
L Number of characters in the identifier
Xxx The Record Type on the import file that signifies header information.
For example: H00101O
An example of the supplied TLF file RISBF.TLF is given later.
Record Type D Order Detail Record Type
This record type is used by Recurring Charge Import to signify which lines are header
information or detail line information.
The layout is : D000llxxx
Where:
D Record Type D
O Offset of the data
L Number of characters in the identifier
Xxx The Record Type on the import file that signifies detail information.
For example: D00101D
Copy Record Type
This record type is used by Recurring Charge Import to copy imported data into more than
one field.
b) The layout is : =oool
Where:
Recurring Invoicing Transfer Layouts 168
= Record Type =
O Offset of the data
L Number of characters in the import file to be copied.
For example: =03110
THE RIRC.TLF LAYOUT FILE
Header Record
H00103RCH /location and value of header record indicator
X00103 /RCH-RECORD-ID set to RCH
X00410 /RCH-CONTRACT-CODE Mandatory
X01451 /RCH-KEY-FILLER spaces
X06503 /RCH-LOOKUP-ID set by system to RCH so can be spaces
X06910 /RCH-LOOKUP-CODE
X07808 /RCH-DATE-UPDATED set by system so can be left as spaces
X08610 /RCH-INVOICE-ADDRESS Mandatory - valid Address Code
X09610 /RCH-SITE-ADDRESS If blank invoice address code is assumed
X10605 /RCH-TRANS-CODE Mandatory - valid Sales Definition Code
X11110 /RCH-INVOICE-FREQ Mandatory - valid Frequency code
X12125 /RCH-CUST-REF
X14615 /RCH-DELIVERY-REF
X16125 /RCH-COMMENTS
X18615 /RCH-ANALYSIS-CODE 0 If present must be valid codes
X20115 /RCH-ANALYSIS-CODE 1 If present must be valid codes
X21615 /RCH-ANALYSIS-CODE 2 If present must be valid codes
X23115 /RCH-ANALYSIS-CODE 3 If present must be valid codes
X24615 /RCH-ANALYSIS-CODE 4 If present must be valid codes
X26115 /RCH-ANALYSIS-CODE 5 If present must be valid codes
X27615 /RCH-ANALYSIS-CODE 6 If present must be valid codes
X29115 /RCH-ANALYSIS-CODE 7 If present must be valid codes
Recurring Invoicing Transfer Layouts 169
X30615 /RCH-ANALYSIS-CODE 8 If present must be valid codes
X32115 /RCH-ANALYSIS-CODE 9 If present must be valid codes
X33608 /RCH-PAYMENT-DUE DATE (Relative Date)
X34407 /RCH-ENTRY-PERIOD Set by system so can be left as spaces
X35105 /RCH-TEMP-TRANS-CODE
X35606 /RCH-NEXT-REFERENCE Set by system so can be spaces
X36208 /RCH-LAST-CHARGE If blank will be set to the day before the
RCH-START-DATE
X37008 /RCH-LAST-INVOICE If blank will be set to the day before the RCH-START-DATE
X37808 /RCH-START-DATE Mandatory
X38608 /RCH-END-DATE
X39408 /RCH-REVIEW-DATE
X40201 /RCH-HOLD
X40301 Spare Was used up to 4.0.9 - No longer used
X40401 /RCH-SOURCE Set by system to <T> ransfer
X40503 /RCH-OPERATOR-ID If spaces set by system to Operator
X40801 /RCH-TRANS-PRESENT Set by system
X40901 /RCH-RECORD-LOCK Set by system to RCH so can be spaces
N41006 /RCH-GEN-MULTIPLE
X41605 /RCH-DAG
Recurring Invoicing Transfer Layouts 170
Detail Record
D00103RCD /Defines Detail record Type as RCD
X50103 /RCD-RECORD-ID set by system to RCD so can be
spaces
X50410 /RCD-CONTRACT-CODE Mandatory
X51406 /RCD-LINE-NUM
X52002 /RCD-LINE-SUFF
X52243 /FILLER
X56503 /RCD-LOOKUP-ID set by the system to RCD so can be
spaces
X56810 /RCD-LOOKUP-CODE
X57808 /RCD-DATE-UPDATED - set by system so should be spaces
X58630 /RCD-DESCRIPTION
X61601 /RCD-HOLD
X61719 /RCD-ALLOCATION-REF
X63615 /RCD-RECPT-REF
X65108 /RCD-START-DATE Taken from header if not present
X65908 /RCD-END-DATE
X66708 /RCD-LAST-CHARGED Date
X67515 /RCD-ITEM Mandatory
X69001 /RCD-BSP-INDICATOR System sets this to Y if it is space and there is no RCD-BSP
X69105 /RCD-LOCATION
X69606 /RCD-CROSS-REFERENCE Set by System for new records
X70219 /RCD-ORIG-QTY See Note 1
X72107 /RCD-ENTRY-PERIOD Set by system
X72815 /RCD-ANALYSIS-CODE-0 If present must be valid codes
X74315 /RCD-ANALYSIS-CODE-1 If present must be valid codes
X75815 /RCD-ANALYSIS-CODE-2 If present must be valid codes
X77315 /RCD-ANALYSIS-CODE-3 If present must be valid codes
X78815 /RCD-ANALYSIS-CODE-4 If present must be valid codes
X80315 /RCD-ANALYSIS-CODE-5 If present must be valid codes
X81815 /RCD-ANALYSIS-CODE-6 If present must be valid codes
Recurring Invoicing Transfer Layouts 171
X83315 /RCD-ANALYSIS-CODE-7 If present must be valid codes
X84815 /RCD-ANALYSIS-CODE-8 If present must be valid codes
X86315 /RCD-ANALYSIS-CODE-9 If present must be valid codes
X87819 /RCD-QTY See Note 1
X89719 /RCD-BSP See Note 1
X91601 /RCD-DC D or C
X91710 /RCD-FREQ
X92701 /RCD-OPERATOR * or space
X92815 /RCD-ACCOUNT-CODE
X94301 /RCD-STATUS
X94404 /FILLER
X94808 /RCD-LAST-PROFORMA
X95608 /RCD-NEXT-CHARGED
X96401 /RCD-FREQ-TYPE
X96501 /RCD-INVOICED
X96601 /RCD-USE-INSTALMENTS
X96706 /RCD-NO-INSTALMENTS
X97308 /RCD-REFERENCE-DATE
N98106 /RCD-REFERENCE set by system if not present or
spaces
Notes
1 In COBOL these are S9(13)V9(5) Sign Leading Separate fields. This mean the fields are input and exported as. For example +000000000123400000 - this represents the number 1,234.00000.
The first character of the 19 is a “+”. There are 5 decimal places and a decimal point should not
be present. However in csv formats the import can format most forms: e.g. 23.45 or 12.00 or 12.
Use a prefix of 5 rather than X for update modes.
2 Periods are in the internal format CCYYPPP.
3 Dates are in the internal format CCYYMMDD.
Recurring Invoicing Glossary of Terms 172
Glossary of Terms
Prorate Calculations
The system will calculate the charge or credit for a part period. This is called "proratering"
and the way the calculation is done can be varied by the Prorate Method.
Deferred Income
Income which has been invoiced but which has not yet been "earned" - this income should
be held in the Balance Sheet not the Profit and Loss Account.
Proforma Invoices
Invoices that have no legal implications but act as a request for payment. Normally they
would not be posted through to SunAccount. These are usually handled by the production
of Quotations.
Prompting
A way of generating orders that shows each order as it is generated. It therefore enables
changes to be made.
Recurring Invoicing Index 173
Index
<
<+nN> 15, 36, 41, 42–44, 71, 118, 119,
162
<BD> 112, 160
A
accrued 2, 61, 129, 131, 159, 161
Auto Contract Codes 121
Auto Create Mode 75, 89
Auto Inquire 75, 89
Auto Period 89
Auto Popup Analysis 89
B
Billed 2, 4, 15, 21, 24–25, 24, 74, 91,
116, 118, 131, 159–61, 159–61,
159–61, 159–61
BSP 78–79, 85, 87, 92, 161, 171–72,
171–72, 171–72, 171–72
C
Calculation Code 23, 85, 87, 159–61,
159–61, 159–60, 159–60
Calculation Definitions 11
Calendars 2, 8, 13, 16, 49, 59, 71, 129
Changed 7, 18, 19, 56, 84, 95, 106, 111
Consolidation 25–26, 25–26, 132, 135,
163
Contract Detail Presets 12, 20, 58
D
Deferred 2, 14, 20, 23–24, 23–24, 23–24,
129–30, 129–30, 129–30, 159, 160
Description Display 86
E
Excel 26, 97
F
FO 23–24, 23–24, 23–24, 160
G
Generate As Quotations 88–89, 88
H
Hold Indicator 24–25, 24–25, 24–25, 55–
56, 55–56, 55–56, 61, 73, 79–80,
90
I
InArrears 35–36, 35–36, 35–36, 62, 116
Increment Contract Line by 88
Instalments 7, 14, 24, 61, 79, 87, 116,
172
INSTALMENTS 24
L
Large Order Lines Option 88
Last Charge Override 118
Ledger Interface 11, 24, 84, 87, 107,
132–33, 132–33, 132–33, 159, 163,
165
M
MM/DD/YY 17
Multiple Generate 71, 89
Recurring Invoicing Index 174
O
Once Off 16
One Period Billing 7, 25, 116
Open Date 119
Order Date 7, 24, 107, 116, 164
P
PART PERIODS 14, 20–21, 79
Period Table 24, 129, 162–63
PO 24, 160, 164
PP 25, 88, 160
preset 12–13, 20, 35, 59–61, 73, 162
Price Code 85
Proforma 25, 34, 36, 62, 81, 87–88, 104–
5, 120–22, 172
Prompt Method 84
Prompt Override 116
Prompting 13–14, 19, 25, 85, 106, 109,
111, 116
PRO-RATA 14, 80
Prorate Calculation Code 87
Prorate Calculations 14, 20
Q
Qty Calculation Code 85
Quotation 88, 97
Quotation Status 88
R
RC 24, 73, 86, 98, 105, 119, 160, 164
Reference 4–5, 14–17, 20, 24, 28–30,
34–36, 38–43, 47, 49, 61–63, 71–
73, 77, 80–81, 83–84, 89, 102–5,
110–11, 113–15, 119, 121–22, 133,
149–50, 161, 163–65, 170–72
Relative 2, 13, 16–18, 28, 59–61, 70–71,
16–18, 77, 80, 118–19, 162, 170
Relative Dates 17, 28, 116, 119
RO 160
S
Standard Price Indicator 78
Status 23, 25, 62, 71, 73, 81, 84, 88, 147,
172
Sub Total Method 86
T
TLF 95–98, 166–69
Transfer 7, 26, 34, 47, 88, 91, 94, 99,
117, 94
TRANSFER 41–42
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