Debtors Administration - Standard Training Reference

Overview

This document covers administration functions relating to debtors including:

Transactions & Receipts
Managing Debtor Invoices
JAIX Projects
Overdue Notices
Debtor Quick Settings
Debtor Reports

View Transactions

This allows the user to see all transactions directly relevant to an individual debtor. Other functions can be performed through the View Transactions Grid including allocation of transactions, administrative hold and release of invoices, transaction reversal and more.

To see the transactions screen:

JAIX Accounts > Debtors Search & Setup > (Open a debtor by double clicking on its entry in the grid) > Information > View Transactions

Transaction Grid – Layout

Sort By Date Ascending or Descending:Allows the grid to be sorted going from most recent date to least, or the other way.
Date Range, From date, To date:Filter the results to show only transactions between these dates.
Refresh:Press this after filtering by a new date range, or just to refresh the list of transactions.
More Information:When an individual transaction is highlighted in the grid, this button will show any other journal postings including general ledger account allocations, date, time and user posting details relevant to the transaction, if any exist.
Unallocated Transactions View: Filter the list to show only transactions that have not been allocated.
Print List: Print the list of transactions displayed.
Find Scanned Images:Opens Imaging to see any documents stored against the debtor (if Imaging Plus is enabled in the system).
Hold/Release Invoice Transaction:Place an administrative hold on an invoice transaction or release one.
Reverse Transactions:Create the appropriate postings to reverse the selected transaction.
Auto Allocate: Allocates the transaction to the best matching transaction within the current allowable date range. Eg a receipt from a debtor may be allocated to an invoice. What the system chooses may not be what is required, in this case, allocate to a particular transaction with the Allocations type in the Transactions/Receipts screen instead.
Auto Allocate All: Automatically allocates all unallocated transactions to their best matches – use with caution.
Unallocate:Unallocates the allocations of the selected transaction, if any exist.
Unallocate All: Automatically unallocates all transactions for the debtor – use with caution.
Change Due Date:Modify the due date on applicable transactions, eg an unpaid invoice.
Prior Balance: If the Date Range is filtered in a way where there exists transactions for the debtor that occur before what is displayed, this will show the balance up until the first entry shown.

Transactions

Layout

The transaction grid starts with the Source and Type codes for the transaction, the transaction's date and if applicable a due date. Between the four reference fields are the credit/debit amounts and a running balance. Finally Description and Comment fields are on the right.

See "Appendix A - Transaction Source & Type Codes" at the end of this document for an explanation of the background colouring and Source/Type columns.

Right clicking on a transaction will bring up a menu that will allow an alternative way to get to the More Details and Find Scanned Images functions (also available in the Tool Bar) as well as a Reprint function for General Invoices.

Finding what is needed

At first view the transactions list will show all transactions for the debtor. If required the Sort By and Date Range filters can be set and the refresh button pressed to display relevant transactions.

Right clicking on the column headers will allow the 'Auto Filter Row' to be displayed. This will allow searching for specific types of transactions, text in reference fields, amounts and so on. Similarly the 'Find Panel' will allow searching for any text or number in the transactions grid. When the text is found, it is highlighted and transactions that don't include the found text are hidden. Clicking on the small X in the find panel will clear the search and return all the transactions to the grid.

Comments and references

The speech bubble icons on the right allow comments to be accessed on individual transactions. A black icon means no comments exist, an orange icon indicates existing comments. Clicking on the speech bubble icon will open the comment, if one exists and allow editing. Comments can be edited or removed.

Some transactions have linked references (blue text) clicking on these will open the item referred. For example an invoice transaction will link to the invoice in Accounts, additionally expanding the invoice transaction by clicking on the small arrow to the left will show sub transactions for the invoice. A Freight Invoice will link to Freight consignments (if the user has JAIX Freight open).

While they can't be edited, the transactions' details Reference1, Reference2 and Description can be selected and copied.

Scanned Documents

If any scanned documents have been saved against the transaction, a count of the documents can be seen in the second to last column. Right clicking on the transaction and selecting 'Find Scanned Images' or clicking on the transaction and pressing the 'Find Scanned Images' button in the toolbar will open Imaging and search using the references from the transaction. Note that Imaging Plus is required for this feature.

Transaction Allocations

If a transaction is selected in the Transactions list, the Transactions Allocations grid will show what other transactions have been allocated against it.

This grid can be shown or hidden with the small arrow in the middle above to give more room to the main Transactions Grid.

Print List:Will print the associated transaction allocations for whichever transaction is selected in the Transactions Grid above.

Transaction Grid – functions

Allocating

As an alternative to using the Transactions & Receipts function, transactions can be quickly allocated and unallocated via the Transaction Grid. However there is no control over which particular transactions are allocated against. To allocate more specifically, use the Transactions & Receipts function.

The Unallocated column shows amounts remaining to be allocated from the transaction. Select one transaction with an unallocated amount and press the Auto Allocate button. The system will match and allocate to the first, suitable transaction it can find. This may not always be exactly what is needed, so again use the Transactions & Receipts function in that case.

To bulk allocate amounts press the Auto Allocate All button. This will automatically allocate all unallocated transactions for the debtor. This is not a very precise operation so use with caution.

The Unallocate and Unallocate All work in a similar manner to the above, but remove the allocations.

The allocations or un-allocations above will not be committed until the Save or Save & Exit buttons are clicked.

Reversing transactions

If a single transaction has been posted in error, selecting it and clicking on the Reverse Transaction button will make a reversal transaction to bring the account back. A document will be produced depending on the transaction being reversed. Eg a credit note for a debtor's invoice. Note that this reversal will be committed even if the Save or Save & Exit buttons have not been clicked.

The reversal will show in the transactions grid with a yellow background. A transaction can only be reversed once like this. Additionally a reversal cannot be re-reversed.

Changing Due Dates

Some transactions have a due date. Eg invoices. This can be modified directly from the grid by clicking on the Change Due Date button and entering a new due date. Note that this will be committed even if the Save or Save & Exit buttons have not been clicked.

Transactions & Receipts

Transactions/Receipts

There are five kinds of transaction for debtors. Two that reduce the debtor's account, two that increase the debtor's account, and allocations to allocate one transaction to others.

The first step with any transaction type is to choose what account it is to be applied to, and then the transaction's date. Then the transaction type can be chosen.

Note: The Allowable Date Range and Transaction Days Back/Forward will restrict the range of transaction dates allowed to be entered. This is setup at Accounts > Tools > System Setup > General Settings.

Debtor Transaction – transaction details

Debtor Transaction – allocation

Reduce Account

(1) Receipt

This is to receive a payment against a debtor.

Start by entering the debtor's account to receipt against and the transaction's date (normally the date the payment was made). Then click on the Receipt button.

Tip for keyboard users: After setting the date and pressing enter, pressing '1' on the keyboard will select the transaction type.

For reference a list of unallocated transactions is shown to the right. This can be useful for finding references to add to the receipt.

Enter the Receipt Type and Amount.

Reference 1 will be set to the next available reference number, but can be amended or changed as needed.

Reference 2 will be set to the payment type and can't be altered.

Reference 3 & 4 and the Description field can be set to whatever is required by internal process.

Banking details should be set to what bank account the receipt has been paid into. Optionally the Account Name and BSB details of where the payment was made form can be added. If a receipt was made into separate bank accounts, two separate transactions will need to be made for each part.

Once all the above details are correct, press Next (or enter through). This will show the Allocations screen, where if required the receipt can be allocated to a transaction (eg an invoice).

A grid of unallocated transactions for the account will be presented. To help find the transactions to allocate, there is a date range filter available at the top of the grid. The transaction amount and unallocated amount is displayed in the top right.

The transaction can be allocated one of three ways:

Select a transaction to allocate the amount to, and press the Allocate button in the ribbon. This will reduce the unallocated amount. If the two amounts are the same, this is the end of the allocation. If there is a remaining amount to allocate, further transactions can be selected and allocated to until the amount is reduced to zero.
Alternatively, if the amount needs to be spread across several transactions, allocations can be typed into the Allocation column against each. The amount can be split across as many transactions as required. The total amount does not need to be fully allocated.
Instead of the above, a third option is to use the Auto Allocate button. This will try to match the amount to the first suitable transaction the system finds.

Finally if all is correct press the Save button in the ribbon. The transaction will be committed and a Receipt note will be printed.

(2) Credit Adjustment

This is to make an adjustment to the debtor's account to reduce the amount they owe, when there is not a corresponding receipt. For example a forgiven debt or an disputed invoice.

To start enter the account to be credited, the date of the transaction, and press the Credit Adjustment button.

Tip for keyboard users: After setting the date and pressing enter, pressing '2' on the keyboard will select the transaction type.

Enter the amount of the credit.

Reference 1 will be set to the next available reference number, but can be amended or changed as needed.

Reference 2 will be set to "Credit Adjustment" and can't be altered.

Reference 3 & 4 and the Description field can be set to whatever is required by internal process.

If Projects are in use, the transaction can be assigned to a project.

Once all the above details are correct, press Next (or enter through). This will show the transaction postings screen where how the credit is to be posted is set.

Select the General Ledger Account for the posts to be made against. Note which GL Accounts to post against should have been determined during Accounts setup when JAIX is first implemented. It is recommended to be consistent with how postings are conducted.

At this point the entire amount can be posted to the one GL Account, or split across several.

To post the entire amount to one account, leave the total amount in the Amount field and move to the Cost Centre part of the screen.
To split the posting between GL Accounts, enter the amount for the first part of the post and click the Split button before moving onto the Cost Centre part of the screen. Once this first part of the post is completed, the system will return to the top of the screen for any subsequent posts to be created.

Next select the cost centre for this part of the transaction. Note if the GL Account chosen above requires a GST component to be included this will automatically be calculated, reduced from the amount field, and posted below.

At this point, similar to above, the entire amount can be posted to one, or split across several Cost Centres.

To post the entire amount to one cost centre, leave the total amount in the Amount field and press enter. General Ledger posts that will be created will be added to the grid below.
To split the posting between cost centres, enter the amount for the first part of the post and click the Split button before pressing enter.

Posts in the grid below are not committed until after the next screen (Allocations) is saved. The intended postings can be reviewed to check that what is intended will be posted.

Using a combination of the General Ledger Account and Cost Centre parts of the screen with their Amount fields and Split buttons allows as complex a set of postings to be constructed as required.

When the intended posts have been constructed, press the Next button in the ribbon.

This will show the Allocations screen, where if required the credit adjustment can be allocated to another transaction (eg an invoice).

A grid of unallocated transactions for the account will be presented. To help find the transactions to allocate, there is a date range filter available at the top of the grid. The transaction amount and unallocated amount is displayed in the top right.

The transaction can be allocated one of three ways:

Select a transaction to allocate the amount to, and press the Allocate button in the ribbon. This will reduce the unallocated amount. If the two amounts are the same, this is the end of the allocation. If there is a remaining amount to allocate, further transactions can be selected and allocated to until the amount is reduced to zero.
Alternatively, if the amount needs to be spread across several transactions, allocations can be typed into the Allocation column against each. The amount can be split across as many transactions as required. The total amount does not need to be fully allocated.
Instead of the above, a third option is to use the Auto Allocate button. This will try to match the amount to the first suitable transaction the system finds.

Finally if all is correct press the Save button in the ribbon. The transaction will be committed and a Credit Adjustment note will be printed.

Increase Account

(3) Debit Adjustment

This is to make an adjustment to the debtor's account to increase the amount they owe, when an invoice is not appropriate. This is an uncommonly used transaction, but for example it could be used to apply a special interest charge to the debtor's account that does not need to be invoiced.

To start enter the account to be debited, the date of the transaction, and press the Debit Adjustment button.

Tip for keyboard users: After setting the date and pressing enter, pressing '3' on the keyboard will select the transaction type.

Enter the amount of the debit.

Reference 1 will be set to the next available reference number, but can be amended or changed as needed.

Reference 2 will be set to "Debit Adjustment" and can't be altered.

Reference 3 & 4 and the Description field can be set to whatever is required by internal process.

If Projects are in use, the transaction can be assigned to a project.

Once all the above details are correct, press Next (or enter through). This will show the transaction postings screen where how the debit is to be posted is set.

Select the General Ledger Account for the posts to be made against. Note that which GL Accounts to post against should have been determined during Accounts setup when JAIX is first implemented. It is recommended to be consistent with how postings are conducted.

At this point the entire amount can be posted to the one GL Account, or split across several.

To post the entire amount to one account, leave the total amount in the Amount field and move to the Cost Centre part of the screen.
To split the posting between GL Accounts, enter the amount for the first part of the post and click the Split button before moving onto the Cost Centre part of the screen. Once this first part of the post is completed, the system will return to the top of the screen for any subsequent posts to be created.

Next select the cost centre for this part of the transaction. Note if the GL Account chosen above requires a GST component to be included this will automatically be calculated, reduced from the amount field, and posted below.

At this point, similar to above, the entire amount can be posted to one, or split across several Cost Centres.

To post the entire amount to one cost centre, leave the total amount in the Amount field and press enter. General Ledger posts that will be created will be added to the grid below.
To split the posting between cost centres, enter the amount for the first part of the post and click the Split button before pressing enter.

Using a combination of the General Ledger Account and Cost Centre parts of the screen with their Amount fields and Split buttons allows as complex a set of postings to be constructed as required.

Finally once the posts have been constructed as required, the whole transaction can be saved, by pressing the Save button in the ribbon, or by entering through to the save requestor.

Once saved a debit adjustment note will be printed.

(4) Invoice

This is used to increase the amount a debtor owes by issuing a general tax invoice for the amount. Note that this is different to an invoice generated from JAIX Freight or WMS which come from an automated process.

If a more detailed general invoice with detail lines is required, see the section 'Manage Invoices > Create/View' below.

To start enter the account to be debited, the date of the transaction, and press the Invoice button.

Tip for keyboard users: After setting the date and pressing enter, pressing '4' on the keyboard will select the transaction type.

Enter the amount of the invoice.

Reference 1 will be set to the next available reference number, but can be amended or changed as needed.

Reference 2 will be set to "Invoice" and can't be altered.

Reference 3 & 4 and the Description field can be set to whatever is required by internal process.

Once all the above details are correct, press Next (or enter through). This will show the transaction postings screen where how the invoice is to be posted is set.

Select the General Ledger Account for the invoice to be posted against. Note which GL Accounts to post against should have been determined during Accounts setup when JAIX is first implemented. It is recommended to be consistent with how postings are conducted.

At this point the entire amount can be posted to the one GL Account, or split across several.

To post the entire amount to one account, leave the total amount in the Amount field and move to the Cost Centre part of the screen.
To split the posting between GL Accounts, enter the amount for the first part of the post and click the Split button before moving onto the Cost Centre part of the screen. Once this first part of the post is completed, the system will return to the top of the screen for any subsequent posts to be created.

Next select the cost centre for this part of the transaction. Note if the GL Account chosen above requires a GST component to be included this will automatically be calculated, reduced from the amount field, and posted below.

At this point, similar to above, the entire amount can be posted to one, or split across several Cost Centres.

To post the entire amount to one cost centre, leave the total amount in the Amount field and press enter. General Ledger posts that will be created will be added to the grid below.
To split the posting between cost centres, enter the amount for the first part of the post and click the Split button before pressing enter.

Using a combination of the General Ledger Account and Cost Centre parts of the screen with their Amount fields and Split buttons allows as complex a set of postings to be constructed as required.

Finally once the posts have been constructed as required, the whole invoice can be saved, by pressing the Save button in the ribbon, or by entering through to the save requestor. Once saved a tax invoice will be printed.

Manage Account

(5) Allocate

Note that most transactions can be allocated as they are created in the transaction types described above, however an unallocated transaction can be matched and allocated here.

Start by entering the account to allocate within, and the date of this transaction (normally the current date) then click Next in the ribbon (or press the Enter key).

A grid of unallocated transactions for the account will be presented. To help find the transactions to allocate, there is a date range filter available at the top of the grid.

Find the transaction to be allocated and press the Select button in the ribbon. Eg a receipt to match to an invoice. The transaction amount and unallocated amount is displayed in the top right.

Next select a transaction to allocate the amount to, and press the Allocate button in the ribbon. This will reduce the unallocated amount. If the two amounts are the same, this is the end of the allocation. If there is a remaining amount to allocate, further transactions can be selected and allocated to until the amount is reduced to zero.

Alternatively, if the amount needs to be spread across several transactions, each allocation can be typed into the Allocation column against each. The amount can be split across as many transactions as required. The total mount does not need to be fully allocated.

Finally if all is correct press Save & Continue.

Unpaid Invoices

The Debtor Unpaid Invoices screen allows an at-a-glance summary of all overdue invoices (or those that will be overdue in 7 days). Additionally it shows the unallocated amount of partially paid invoices. Using JAIX's grid functions, the listing can be grouped, sorted and otherwise searched and summarised. The listing shows all of General Tax Invoices, Freight Invoices and WMS Invoices.

The Due Date field at the top middle of the grid can be set to a point in time to limit what is shown or highlighted as overdue.

The default profile for the grid is grouped by Account Name. The Expand and Collapse buttons will expand or collapse all the groups in order to hide or show all the invoices' details. For example pressing Collapse will allow the summary of all debtors to be seen. Clicking on the small arrow to the left of each debtor group will expand or collapse just that group.

The View button allows the following to be seen in the list. Note that what is considered overdue is in reference to the date in the Due Date field.

All – Shows all invoices and highlights overdue invoices with a red background
Overdue – Only shows overdue invoices
Overdue in 7 days – Shows only invoice which will be overdue in 7 days.

Refer to the document 'Grids and Profiles STM Reference' for information on how to customise the grid and its totals.

Manage Invoices

There are three kinds of debtor invoice in JAIX Accounts, General Tax Invoices, Freight Invoices and WMS Invoices. Both Freight and WMS Invoices are generated from JAIX Freight and JAIX WMS from services provided. General Tax Invoices are raised manually by accounts staff and are created in JAIX Accounts from either the Transactions / Receipts function or in the Manage Invoices > Create/View function.

General Invoice

Create/View

Unlike creating a transaction style invoice (see Transactions / Receipts above) invoices created from this screen can have more details and information and can be staged through a draft process before issuing the invoice to the debtor.

On opening, this screen shows a listing of draft (created), pending, cancelled and finalised (invoiced) general tax invoices. What is included in the list can be changed by using the options in the View button in the ribbon, and the date range at the top of the list. Additionally the grid list allows filtering. Double clicking on any invoice will open it. Selecting one or more invoices in the list will allow them to be finalised, cancelled or copied to a new invoice; depending on their current status.

The general process for a new invoice is (although some steps can be skipped):

Draft – Newly created and incomplete invoice saved and waiting for further information. Any prints of a draft invoice will have "DRAFT" as a watermark over them.
Pending – Newly created and incomplete invoice saves and waiting for further information. Any prints of a draft invoice will have "DRAFT" as a watermark over them. Some fields are now locked, eg the choice of debtor.
Cancelled – Draft or Pending invoice that is no longer needed. Note invoices cannot be re-enabled once cancelled.
Finalised – All details have been entered and finalised, can no longer be modified, has been issued to debtor.

Note that there are further statuses for invoices after being issued. (Eg. Part Paid, Credit Issued, Paid)

Creating / Editing an Invoice

A new invoice can be created by pressing the New button in the ribbon. If a similar invoice already exists to what needs to be issued, to save re-entry a copy of an existing invoice can be made by pressing the Copy button in the ribbon.

Similarly an already existing invoice that has not been finalised can be opened and edited by double clicking on its entry in the list.

Either of the above methods will open the edit invoice screen allowing the invoice's debtor and other fields to be edited and detail lines added (some fields may be locked depending on status – see below). A new invoice can be saved as draft as long as there is at least a debtor selected and one detail line entered.

Attachments can be added to the invoice using the Attachments button in the ribbon after the invoice has been saved as Draft or Pending.

Invoice Header Fields

Account – The debtor to invoice.
Attention – Defaults to "Accounts Payable" but can be edited.
Address – This is sourced from the debtor's settings and cannot be edited here.
Invoice No. – The next available number is used, but can be edited.
Purchase Order No. – Optional debtor's PO number.
Invoice Date and Payment Terms – Set the date that the invoice should be issue on and the payment terms. The payment terms are sourced from the debtor's setup but can be edited.
Reference / Task & Project Ref – These can be used if project tracking is set up and in use.
Description & Comments – These can be filled in as required and appear on printed invoices.

Invoice Detail Lines

Schedule button – Under the header "Invoice Lines" is a button with a calendar icon. If a regular invoice is made for the same debtor with the same details each time, this can be used to produce a copy of the invoice on a schedule.

Invoice Line Items – Line items are predefined and can be set up in JAIX Accounts > Tools > System Setup > Invoices > Invoice Items. The definition includes a description, amount, links to Cost Centres and Departments, and which General Ledger Account to post to. These can speed the entry of invoices where regular items are used.

Detail Line Columns:

Ref – Individual detail line reference.
Item – Predefined line item code (see above).
Received & Received Date –
Description & Detail – Description is a short field for the line while Detail allows a longer text description and notes to be added to the line.
Qty – Line Item Quantity.
Each – Dollar amount for each item, can be adjusted from the definition.
Total, GST, Total (inc GST) – Automatically calculated from Qty & Each.
General Ledger Account, Cost Centre & Department– As set up in the Line Item definition, can be overridden.

Saving invoices and statuses

Once an invoice's details are entered, the buttons in the ribbon can be used to save it to certain statuses depending on how complete it is.

Save Draft – Allows the work in progress to be saved to be completed later. A print of an invoice in this status will have the watermark "DRAFT" across it. Almost all details of a draft invoice can be edited.
Save Pending – Allows the work in progress to be saved to be completed later. A print of an invoice in this status will have the watermark "DRAFT" across it. In this status the debtor can't be changed.
Finalise – Saves the invoice and sets it as due for payment.
Cancel – Cancels issuing of the invoice. Once cancelled an invoice can't be revived.
Close – Close the invoice without saving changes.
Copy – Copies the details of the invoice to a new invoice. Useful to make a similar invoice but with some details changed.

Freight Invoices

This section allows management of invoices generated from the Freight Invoice Process.

View

Entering a known invoice number or selecting one from the drop down list will display the details of that invoice. An important detail to note with a Freight Invoice is the 'Reference/Task' number which is displayed in the right hand side of the header on this screen. This number may be needed for some other functions below eg.

The Invoice Lines on the lower half show header details of the consignments that the invoice has been raised from. If the JAIX Freight application is also open in the background, clicking on a linked 'CN No.' will open the consignment if further details need to be referred to.

From the Invoice View, the invoice can be printed with brought forward details (Original Invoice), or a details only invoice can be printed (Invoice Detail Only) from the Reprint dropdown button in the ribbon.

Print/Export

This section allows a batch of invoices to be selected and issued via print or emailing directly to debtor contacts.

This can be done either by selecting 'All Accounts with balances' which allows a range of Debtors to be selected or by selecting 'Invoice Range Only' which allows a range of invoices, based on their 'Reference/Task' number and individual invoice numbers. Note that both these methods only allow a range to be selected from an alpha-numerical list. To target a specific set of choices, several batches may need to be run.

All Account with balances

This allows a selection of invoices from debtor accounts to be batched. This is useful if a large run is to be made, but broken up into smaller batches to lessen the load on the system and emails being sent at once.

Choose the accounts to include in the batch using the from and to dropdown menus, an as at date to issue from that date, and optionally edit the company message. The company message defaults to what was last entered into this field.

Once this section is completed, move on to Debtor Options below.

Invoice Range Only

This allows a selection of invoices from a particular Freight Invoice Process ('Reference/Task') to be batched. This might also be useful if a certain invoice or invoices need to be reissued.

Choose the Invoice Process from which the invoices will be selected from. If this is unknown refer to the 'Reference/Task' field mentioned in Freight Invoices > View above. When this is selected the from and to invoice numbers can be selected, and optionally edit the company message. The company message defaults to what was last entered into this field.

Once this section is completed, move on to Debtor Options below.

Debtor Options

Debtor options provide the ability to issue invoices as per their default settings or override those settings for this batch.

Use Debtor Defaults – This uses the contacts and setting set against each debtor. These settings can be found below.
- Accounts > Debtors > Search & Setup > (open a debtor)
  - Locations & Contacts
    - Any contacts set with an email option to receive CSV Invoices or PDF Invoices
  - Settings > JAIX Freight Invoice Options
    - 'Email PDF'
    - 'Invoice Format' form selection
    - 'Email CSV'
    - 'CSV Format' form selection
Override Debtor Settings – This allows debtor default settings to be temporarily overridden for just this batch. Selections include printing the invoices locally, emailing PDF and CSV invoices and which form to use in the emails. (An option to export the invoices via EDI is also available. This needs to be configured against a debtor's contact in their Locations & Contacts as a 'Consignment Invoice' EDI event.) Some of the options will also allow POD Sign On Glass or Scanned Images to be included with the invoices.
Charge-To Copy Scans – This will save the POD image file(s) (if any exist) saved on the invoices' consignments. Note this is not actually issuing invoices, just sending the POD images. It is here in case a customer requires these POD images.

Once the required options are selected, press the Print/Email button in the ribbon. A requestor will indicate how many invoices are going to be produced. If this is the expected amount click OK to continue. If only one invoice will be produced the destination email To, Cc and Bcc addresses can be overridden. If more than one invoice is to be produced, since there may be multiple recipients, this can't be overridden.

The printer for output (if there will be any) can be selected and OK pressed. The system will then produce all the required files and send emails / print them as required.

'Open in Preview Tab' generally will not function in this requestor due to the multiple print jobs produced.

Audit

The Audit screen lists all previous invoice processes, the invoices produced and the consignments on those invoices. This allows a review of previous processes and the totals invoiced. (See also Invoice History below.)

First select a date range from the top and press the magnifying glass icon.

This will show a list of invoice processes. These can be expanded to see the invoices involved, and the invoices listed can be expanded to show the consignments on them. A process that has been exported will have a green background, while those that have not will be grey.

The 'Posted Date' listed on the invoices is the date confirmed when processing the batch in JAIX Freight.

Double clicking on a process in the list, or pressing the View button in the ribbon with a process selected, will produce a PDF copy of the Invoice Audit report from when the process was completed.

Invoice History

Provides a record of printing and emailing of Freight invoice batches from Print/Export.

It includes details like what settings were used, which email addresses were sent to, and in what formats (PDF or CSV) the invoices were sent. It also indicates if a printed copy was generated.

Upon opening, a list of invoice process batches is displayed, with the date and who started the batch.

Clicking on a listed batch will show the details to the right. The list shows recipients for emailed PDF & CSV invoices or if only printed.

WMS Invoices

This section allows management of invoices generated from the WMS (Warehouse) Invoice Process.

View

Upon opening, a list of invoices are displayed for the last 30 days. To see others, the date range filters at the top of the screen can be used. Press the magnifying glass icon or the refresh button in the ribbon to apply the new date range. The default view shows all invoices within the date range, using the View drop down menu in the ribbon allows invoices to be filtered on different statuses.

Double clicking on an invoice will open it to view its details. Of note is the 'Reference / Task' which may be needed for exporting invoices below.

When one or more invoices are selected from the list, if the status of the invoices is 'Created', Cancel and Finalise buttons will appear in the ribbon. Right clicking on an invoice in the list also allows an invoice to be copied (in order to make a new invoice with the same details) or if the invoice is in status 'Created', cancel it.

See the section on General Invoices above for more details on editing an invoice.