PRINT CUSTOMER INVOICES

 

 

 

This option produces a print file of invoices and posts customer invoices to both accounts receivable and general ledger.

 

If you are processing a cumulative billing payroll cycle, you should NOT process this option.  Instead, when all payrolls for this pay period are complete, go to Menu PBCMBL to process cumulative billing invoices.  Refer to document Menu PBCMBL, Item Invoices for assistance.

(Cumulative billing allows you to process checks WITHOUT processing billing until all payrolls for the period are complete)

 

You had the opportunity to verify invoice-printing information (beginning invoice number, invoice date, etc.) during the Begin Cycle.  You are given another opportunity during this option to verify and make changes, if necessary, before creating the print file of invoices.

 

If you have customer files that are set to sort timecards into groups by job order department, you will get a report to inspect before the invoice print file is produced.  If you find errors on the report, you can cancel the invoices and go back into the job orders to make changes to the department.  The system does not pick up the job order department until this menu option is processed. (ANY OTHER JOB ORDER CHANGES WILL BE IGNORED).

 

The system will also edit the invoices for potential errors.  Some errors will prevent an invoice from posting to A/R or G/L, some are just warning errors that will not prevent the invoice from posting.  Examples of “terminal” errors are duplicate invoices numbers, invalid customer codes, or G/L account numbers that no longer exist.  Example of an error that is a warning only is “will result in a credit balance”.  Credit balances will post anyway.

 

Your system may be set up to save invoice detail for reprinting purposes.  (If disk space is an issue, then your system probably is NOT set up for the invoice reprint option.)

 

“Create-A-Check” (CAC) is a software interfaced with SkilMatch to allow printing of invoices (as well as paychecks, A/P checks, W2s, and more) using specific types of laser printers.  You must purchase the CAC interface and SkilMatch staff must set it up for you before it will be active during your payroll.

 

SkilMatch customers are divided into 2 groups: those who lease space on the SkilMatch/E (SM/E) server, and those who own a server.  Make certain before proceeding that you know your group.  There is a separate set of steps for SM/E users.

 

During the Print Invoice option, the system will process the following:

            Step 1 - Verify invoice printing data

            Step 2- Check for cumulative billing

            Step 3- Check for New Jersey Voucher

            Step 4- Check for restored files

            Step 5- Check for invoices sorted by department

            Step 6- Check for existence of Create-A-Check invoice printing

            Step 7- Check Edit for errors

            Step 8– Post Invoices to A/R and G/L.

 

This option produces up to 5 reports:

          Invoices by Customer Department (PB451A)

          Actual invoices (REPRINTINV or PB450)

          Invoice Edit (AR120)

          Invoices Register (AR130)

          List of invoices not added to the Invoice reprint file (INVSAV)

 

 

If your invoices get added to the Invoice reprint file (INVSAV), you may reprint individual invoices at any time after they have been posted.  Click reprint for instructions.

 

 

HOW TO PRODUCE AND POST INVOICES

To begin, on the “Pay and Bill Master” menu, click [Payroll Processing].

 

 

Click [Invoices].

Note:  if you are re-running this option during the same payroll process, you will get an additional screen.  Please refer to documentation previous attempt for assistance.

 

The screen will display:

 

 

You should not be using this menu option if you have a custom written invoice program, or if this is a cumulative billing payroll.  Click [OK] to continue after reading the warning.

 

 

STEP 1:

The screen will display:

 

 

Custom Invoice Program or Cumulative Billing:

If you have a custom invoice program or if this is a cumulative billing payroll, you should NOT be using this option.  Click [Exit] to cancel the processing.

 

P/R Company Number:

Defaults to company 01.  If you wish to print invoices for a different payroll company, key the desired company number.  This company contains the employee, customer and job order files.

 

 

G/L Company Number:

Defaults to company 01.  If you wish to post the invoices to a different general ledger company, key the desired general ledger company number.  This is the company that will receive the journal entry for the costs associated with the payroll.  For most SkilMatch customers, the G/L company is the same number as the Payroll Company.

 

To continue, click [OK].

 

The screen will display:

 

 

Changes made on this screen affect this payroll only--they will not permanently change the system file.  Make any desired changes on this screen.

 

Refer to Menu PBMANT, Item Payroll Constant for assistance with fields on this screen.

 

Refer to Menu PBMANT, Item Payroll System Requirements for assistance with ‘Sort by Invoice Handling Code’ field on this screen.

 

To continue creating invoices, click [OK].

If you wish to NOT continue, but wish to try again with a different payroll company number and/or a different general ledger company number, click [Close].  You will be returned to the Verify Invoice Printing Data screen.

 

 

Step 2:

Cumulative Billing Valid For This Company:

If cumulative billing is NOT valid for this company number, proceed to New Jersey Voucher.

 

If cumulative billing is valid for this company number, the screen will display:

 

 

If these billing records should not be added to the current cumulative billing file, but should stand-alone as an independent set of invoices, key YES to continue printing invoices.

If this payroll should be part of cumulative billing, you should not have selected this option for processing.  Key NO to cancel the printing of invoices.

 

 

Step 3:

New Jersey vouchers:

The system checks next for the existence of the New Jersey voucher program.  If you print New Jersey payment vouchers, the screen will display:

 

 

Contract Number:

Will display the New Jersey payment voucher information from the New Jersey state file.  If this information is incorrect, make the desired change.

 

State Fiscal Year:

Will display the New Jersey payment voucher information from the New Jersey state file.  If this information is incorrect, make the desired change.

 

To continue printing invoices, click [OK].

To NOT continue printing invoices, and return to the “Paybill Payroll Processing” menu, click [Exit].

 

 

Step 4:
If previous attempt to print invoices was cancelled:

If you have to re-process the invoice option during the same payroll cycle, you will get a message during each attempt following the first (even if you did not post invoices in the first attempt) until a new payroll cycle begins.  The system will display:

 

 

If the invoices being re-processed are from a previous payroll and were restored from disk or tape (this means you restored old payroll files from disk or tape in order to reprint invoices), key Yes and press (enter).

 

If the invoices being re-processed are NOT from a file restored from disk or tape (this means you did NOT restore the payroll from disk or tape in order to reprint invoices), key NO and press (enter).

 

 

Step 5:

If at least one invoice is being sorted and printed by job order department, you will get the following screen:

 

 

Check your outqueue for a report (PB451A) that will display all invoices being sorted by customer department.  The report will display which temporaries are going to print on each invoice.  Inspect the report to make certain that the customer departments are correct and that each temporary is showing up under the correct department.

 

If you do not find any errors on the report and wish to continue with printing of invoices, key YES and press (enter).

If you find errors and need to change the department on the job order, key NO and press (enter).  You will be returned to the “PayBill Payroll Processing” menu.  After making the desired department changes to the job order(s), select this option again.

 

 

Step 6:

The next screen to display will depend on whether or not you have CAC installed. “Create-A-Check” (CAC) is a software interfaced with SkilMatch to allow printing of invoices (as well as paychecks, A/P checks, W2s, and more) using specific types of laser printers.  You must purchase the CAC interface and SkilMatch staff must set it up for you before it will be active during your payroll.

 

If you do NOT use CAC to print, click Next to move forward to your next step.

 

If you are an SM/E customer (leasing space on the SkilMatch server) using CAC to print invoices, click SM/E to move forward to your next step.

 

For SkilMatch CAC customers who own a server, the system will check to make certain that you do not already have invoices waiting to print.  If the system finds an existing invoice file, then the screen will display:

 

 

C - If you do not know why the file exists, key a C to cancel this job and go investigate.

R - If the file exists because you have not yet printed the invoices from the last payroll, go print the invoices, then come back to this screen and key R to retry the process.

D - If the file exists because you have processed this option but did not print or post the invoices created, and are re-creating the invoice file, key D to delete the existing file and create a new file.

 

Once the system does not detect an existing file of invoices, the screen will display:

 

 

When this screen displays, the system will have created a print file of CAC invoices.  If you prefer to hold off doing the actual printing until AFTER you have viewed the Invoice Edit, go ahead and key Y and press (enter).  Viewing and approving the edit BEFORE printing could save you from printing invoices that are not correct!

 

SM/E users:

The system will not check to see if the previous print file of invoices was ever printed. Instead, it will replace any existing invoice file with a new one.  Your screen will display:

 

 

When this screen displays, the system will have created a print file of CAC invoices.  If you prefer to hold off doing the actual printing until AFTER you have viewed the Invoice Edit, key Y and press (enter).  Viewing and approving the edit BEFORE printing could save you from printing invoices that are not correct!

 

 

Step 7:

Check edit for errors:

The next step in the invoicing process is to edit the invoices for errors.  Some errors will result in the invoice not being posted to Accounts Receivable or General Ledger.  Other errors are just warning messages, and the invoice affected will post anyway.

 

You should REVIEW the edit (AR120) and the print file of invoices (REPRINTINV or PB450) before proceeding!

 

The system will display one of the following 2 screens:

 

 

-OR-

 

 

Invoice Edit Contains Errors:

If your screen also has the words “EDIT CONTAINS ERRORS”, you will need to decide whether or not to continue with invoice processing.  Inspect the Edit report and the invoice file carefully.  Depending on the error shown on the edit, you will decide whether or not to proceed.  If the edit has the words WILL NOT BE POSTED, then you should be aware that the system will post everything on the edit except those invoice(s).  All invoices will be posted to accounts receivable and general ledger except the items in error.

 

If the edit has errors that do not contain the words WILL NOT BE POSTED, then the messages are alerting you to situations you should be aware of before you make the decision to post.

 

Again, you need to decide whether to continue based on the errors listed on the edit.  You may wish to call SkilMatch to discuss the problem before continuing.  There are some situations where it is appropriate to answer NO, make corrections, and try again.  There are other situations where you must continue, even with the errors.

 

If the error is a duplicate invoice number due to an incorrect starting invoice number, you should cancel the post, delete the invoice print file, and start the invoice option again.  If the problem is with a general ledger account number, you should cancel the post, delete the invoice print file, correct the account number problem and start the invoice option again.  If the error is with a timecard, you cannot do anything to the timecard once paychecks have been posted.  Call SkilMatch for assistance.

 

If you need to cancel the post, key NO and press (enter), and the screen will confirm the cancel.

 

 

Click [OK] to confirm that you know the job is cancelled.  You will be returned to the “Payroll Processing” menu.

 

After you have approved the edit report and have looked through the invoice print file, you are ready to post.  Many customers prefer to print the actual invoices before posting.  As long as you have approved the edit and reviewed the invoices, you may post before doing the actual printing.

 

If you wish to print your invoices before posting, you will temporarily leave the screen as is without responding, and will go to another document for instructions on printing.

For assistance with printing invoices not using CAC, click How To Print.

For assistance printing CAC, click INV.

 

Once you are ready to post the invoices to Accounts Receivable and General Ledger, key YES and click [OK].

 

 

Step 8:

Posting Invoices to A/R and G/L

This step not only posts the invoices to A/R, and the sales and A/R amount to the general ledger, but if you have the Invoice Reprint option, the invoices get added to the Reprint file at this time.

 

 

The fiscal period may be keyed (without punctuation) or may be selected by clicking the  button (prompt and select button) to the right of dates throughout SkilMatch2.  The  button will display a calendar from which you may click on a date to select, and then click [OK] to select the date.  If your accounting department has set up valid posting periods for Invoices, then the date you key must match a valid period/year or you will receive an error.

 

The screen will display:

 

 

If the date displayed in the top portion of the screen is correct, click [OK].  Do not re-key the date unless it is wrong.

(Each time you re-key the date, the date will re-display for verification.)

 

You will be returned to the “PayBill Payroll Processing” menu.

 

You will receive one or two reports as the result of posting.  The system will produce the Accounts Receivable Invoice Register (AR130), and if the Invoice Reprint option is active, a report named INVSAV.

(You do not need to keep the Invoice edit.)

 

If you delayed the actual printing of invoices until after you finished the posting step, you should print your invoices now.  Delaying the printing could result in someone accidentally deleting your print file!

For assistance with printing invoices not using CAC, click How To Print.

For assistance printing CAC invoices to a laser printer, click INV.

 

 

 

Reprinting An Original Invoice:

There are 2 possible ways to reprint an original invoice.

 

(1) If you print invoices to a laser printer using CAC, you may be able to reprint an invoice using the CAC PC laser printer program.

 

(2) If you do NOT print invoices using CAC, or if the invoice no longer exists in CAC, and IF your system utilizes the REPRINTINV file, you may reprint an invoice by keying INVRP on a command line.

 

If the file exists on your system and if you key INVRP on a command line and click [OK], the screen will display:

 

 

Company Number:

Defaults to company 01.  To reprint an invoice for a different company number, key the desired company number.

 

Invoice Number:

Key the number of the invoice you wish to reprint.  (If you have multiple invoices to print, you must process them one at a time.)

 

 

The system will display the customer code, invoice date, and invoice format so that you can verify that this is correct invoice number.  If correct, click [OK].  If incorrect, click [Exit].  From this point forward, use your standard procedure for printing the actual invoice.