BOOKNET Getting Started with Direct Invoicing
Table of Contents Overview... 3 Setup... 3 Setting up a PC to work as a Direct Invoicing Terminal... 3 Adding a INVNO to the Transaction Processor... 3 Setup a default warning for Item Quantity... 3 Document Formatting...4 Invoices and Credit Notes Formats... 4 Setup Invoices options... 4 Setup Credit Note options... 4 Creating an Invoice... 5 Creating an Invoice (using the Special Order option)... 6 Creating a Credit Note (Adjustment Note)... 7 End of Day process... 8 Help! Logging a Support Request and Support Contacts?...10 V2010-02-03/wb03_directinv.docx - 2-2010 UniLink Data Systems Pty Ltd
Overview This module allows the user to create invoices and credit notes (otherwise known as adjustment notes). These documents can be created by scanning inventory, adding manually and/or by selling from a special order, reservation or an approval. A customer account must be setup by one of the nominated types and used when creating either an invoice or a credit note. If a customer is approved for credit then the account must be flagged a Regular Debtor during the setup process. All other account types will require payment for an invoice to be raised. These documents have been designed to print to A4 paper only. Importantly, to ensure that there is a comprehensive record of all invoices and credit notes issued, BookNet will store the details of any invoice or credit note raised in a database for further reference as well as maintaining a document registered when each document is issued. There are two separate types of formatting for BookNet Invoices, the first being the standard format (see page 3 fo r an example of this) or the second type which allows for a purchase order to be included against each line item sold (see page 3 for an example of this). It is important to note when setting up a Direct Invoice Terminal that it MUST be treated as a separate POS number and this POS number then updated to the Transaction Processor in order for the sales to be updated. Setup Setting up a PC to work as a Direct Invoicing Terminal 1. Ensure that BookNet is closed on the PC 2. Click on Start, select All Programs 3. Select BookNet, followed by BookNet Parameters (UGPARAM.INI) 4. Determine the INVNO required and replace the 0 with this number Please note: BookNet requires that all POS/INV numbers are unique. A POS or INV number can be selected from 1 49. 5. Select File, Save 6. Select File, Exit and restart BookNet [BookNet POS parameters] #..The POS number. Set to ZERO (or omit) if not applicable POSNO=1 INVNO=6 7. Refer to Transaction Processor setup as outlined below to add this number and ensure that ALL sales are updated Adding a INVNO to the Transaction Processor 1. Close down the Transaction Processor, if running in the foreground and/or background 2. Click Sales > Transactions Processor 3. Click Setup, double click on the shop line 4. Add the new POS number in the Active POS# s box 5. Click Apply, Go back, Quit REMEMBER to restart BookNet on all machines for these settings to take place Setup a default warning for Item Quantity 1. Click on Setup > Global Defaults > General 2. Select the Direct Invoicing folder 3. Click in the box Issue a warning if the quantity.., enter a number or change the existing quantity 4. Click OK, OK REMEMBER to restart BookNet on all machines for these settings to take place V2010-02-03/wb03_directinv.docx - 3-2010 UniLink Data Systems Pty Ltd
Document Formatting Invoices and Credit Notes Formats BookNet provides two printing formats: STANDARD format This default format is designed to have one purchase order for the entire invoice. Prices are displayed GST inclusive OPTIONAL format This layout includes a column which allows a purchase order for each line item to be printed. The extra Unit Price column and Extended Price column are displayed GST exclusive. This OPTIONAL format is set per customer. To set this up for each customer, please do the following: 1. Open BookNet menu Customers > Maintenance 2. Enter Account Number, then press Tab (or press F1 to search) 3. Click on More, followed by Preferences 4. Tick FormPrint invoices: must this customer s invoice include line or order numbers 5. Click Save Setup Invoices options 1. Click on Setup > Document formatting 2. Click on Invoice 3. Set or change the Dimensions, as required 4. Set or change the Printing controls, as required - If using the bookshop logo option, tick Formprint and ensure the.bmp is added 5. Set or change the Printing controls, as required 6. If using Delivery options, set or change this 7. Click OK Setup Credit Note options 1. Click on Setup > Document formatting 2. Click on Credit Note 3. Set or change the Dimensions, as required 4. Set or change the Printing controls, as required - If using the bookshop logo option, tick Formprint and ensure the.bmp is added 5. Set or change the Printing controls, as required 6. If using Delivery options, set or change this 7. Click OK V2010-02-03/wb03_directinv.docx - 4-2010 UniLink Data Systems Pty Ltd
Creating an Invoice This process is designed to assist the user in creating an Invoice 1. Open BookNet menu Sales > Direct Invoicing 2. Select Invoice 3. Select Cust 4. Enter Account#, press Tab (or press F1 to search) *Need to CHANGE customer details once selected:- Click Cust, change required details, Click OK *Need to ADD a customer:- Click Cust, enter new account or click New Account, enter required details, click OK 5. Enter Shipping requirements, if required 6. Click OK 7. Click on Item 8. Scan or Enter item (or press F1 to search) 9. Enter Quantity 10. Enter Order no. if required for this specific order line, or leave blank and enter on conclusion of invoice 11. Click OK 12. Repeat steps 8-11 until all items have been entered 13. Click Cancel to go back [Drop] deletes customer from invoice [Exempt?] makes Sales for this invoice tax exempt [Selling Disc] switches an items disc off for this sale 14. Click on Pay, select Payment method NB: Debtor account will default to Charge 15. Enter payment details, if applicable 16. Click Save 17. Click on End 18. Enter a Purchase Order number, if required 19. Enter any Customer Statistics, as required 20. Click on Invoice [Discount] allows user to alter price of title by applying a discount or entering a new RRP Additional options:- How to add DELIVERY ADDRESSES How to add NOTES - Click on Deliv - Enter Address details - Tick Add details to customer file, if required - Click on Notes - Make selection for position of note(s) are to appear - Enter Note V2010-02-03/wb03_directinv.docx - 5-2010 UniLink Data Systems Pty Ltd
Creating an Invoice (using the Special Order option) This process is designed to assist the user in creating an Invoice using a Special order, Reservation or an Approval. 1. Open BookNet menu Sales > Direct Invoicing 2. Select Invoice 3. Select S/Order 4. Enter Special Order No. 5. Click OK 6. Special Order box will appear To sell ALL stock available for sale, select Sell all, then proceed to step 9 to complete sale or To sell ONE item from the list 7. Highlight lines to hold 8. Click Hold 9. Highlight line to sell 10. Click Sell Highlighted 11. Click on Pay, select Payment method 12. NB: Debtor account will default to Charge 13. Enter payment details, if applicable 14. Click Save 15. Click on End 16. Enter a Purchase Order number, if required 17. Enter any Customer Statistics, as required 18. Click on Conclude as Invoice Key Summary [Discount] Applies % discount to highlighted item or all [Discard all] Cancels all order lines [Sell all] Sells all stock available for sale [Sell Highlighted] Sells only highlighted lines [Swap] Click to Swap highlighted items [Cust] Click to show Customer details (ESC to hide) [Sort] Sort stock available for sale list [Scan] Scan Item list for specific Item code [Cancel] Cancels S/O selection and returns to DI screen [View] Changes list view (APN, ISBN or Author) [Hold] Holds highlighted line for later processing Additional options:- How to add DELIVERY ADDRESSES How to add NOTES - Click on Deliv - Enter Address details - Tick Add details to customer file, if required - Click on Notes - Make selection for position of note(s) are to appear - Enter Note V2010-02-03/wb03_directinv.docx - 6-2010 UniLink Data Systems Pty Ltd
Creating a Credit Note (Adjustment Note) 1. Open BookNet menu Sales > Direct Invoicing 2. Select Credit Note 3. Select Cust 4. Enter Account#, press Tab (or press F1 to search) *Need to CHANGE once customer details once selected:- Click Cust, change required details, Click OK 5. Enter Shipping requirements, if required 6. Click OK 7. Click on Item, Scan or Enter item (or press F1 to search) 8. Enter Quantity 9. Enter Order no. if required for this specific order line, or leave blank and enter on conclusion of invoice 10. Click OK 11. Repeat steps 8-11 until all items have been entered 12. Click Cancel to go back [Drop] deletes customer from invoice [Exempt?] makes Sales for this invoice tax exempt [Selling Disc] switches an items disc off for this sale 13. Click on Pay, select Payment method 14. NB: Debtor account will default to Charge 15. Enter payment details, if applicable 16. Click Save 17. Click on End 18. Enter a Purchase Order number, if required 19. Enter any Customer Statistics, as required 20. Click on Conclude as Credit Note [Discount] allows user to alter price of title by applying a discount or entering a new RRP Additional options:- How to add DELIVERY ADDRESSES How to add NOTES - Click on Deliv - Enter Address details - Tick Add details to customer file, if required - Click on Notes - Make selection for position of note(s) are to appear - Enter Note V2010-02-03/wb03_directinv.docx - 7-2010 UniLink Data Systems Pty Ltd
End of Day process A Direct Invoicing Terminal is allocated a POS number and therefore is a part of the POS Register Report. End of Day (EOD) does not have to be done daily on Direct Invoicing, unless required. Once a Direct Invoicing POS EOD has been processed, the Z request must then be cleared from the POS Sales Register Report, this is generally done once all shop POS s required have a yellow Ready and a red Z assigned, this report can then be run. Process 1. Open BookNet menu Sales > Direct Invoicing 2. Click on End Of Day 3. Click on OK 4. Click Quit Example of an End of Day Report from Direct Invoicing (this is equivalent to the Z report from POS s receipt printer) ** Please refer to the Point of Sale workbook for more information on the POS Register Report and how to print this. V2010-02-03/wb03_directinv.docx - 8-2010 UniLink Data Systems Pty Ltd
Notes V2010-02-03/wb03_directinv.docx - 9-2010 UniLink Data Systems Pty Ltd
Help! Logging a Support Request and Support Contacts? To ensure that all Support issues are addressed and that we maintain a high level of service to each of our customers, we use a Support program called Footprints. This program is designed to assist in the tracking and reporting of all support issues. As a new issue is logged or additional information added, a copy of this will be sent to the user and our Support Team. The email contains details of the request or additional information as supplied; it will also have a support ticket number assigned to it. Please quote this ticket number when talking to the Support Team. It is essential that ALL issues are logged. 1. Open BookNet Menu, select Help > Support Centre 2. Click on Submit a support request 3. Enter Email Address, click [Logon] 4. Select [Submit Request] 5. Enter Contact Information - OR tick update information to make changes 6. Enter Brief Description 7. Enter Issue Information, including Current Version number 8. Enter Description 9. Attach any relevant files 10. Add any cc email address, as required 11. Click Go to submit UniLink Data Systems Support Contact 03 9809 6600 (press 1 for support) OR Open BookNet and select the following:- Help > Support Centre An email will be sent to you with the request number and details. A further email will be sent acknowledging that the Support Team have received it and then further action will be communicated. V2010-02-03/wb03_directinv.docx - 10-2010 UniLink Data Systems Pty Ltd