13 Work with Final Invoices

This chapter contains these topics:

• Section 13.1, "Working with Final Invoices,"

• Section 13.2, "Reviewing the Billing History,"

• Section 13.3, "Printing Invoices from History,"

• Section 13.4, "Voiding a Final Invoice."

13.1 Working with Final Invoices

After you create the A/R and G/L entries for your billings, the system moves the workfile transactions that have completed the billing process into the Billing Workfile History (F4812H) table. You can work with final invoices to access these transactions.

When you work with final invoices, you can review the invoices on an as-needed basis. You can reprint invoices using the transactions in the Billing Workfile - History table. You can also void final invoices. When you void a final invoice, the billing transactions that were included on the invoice return to the active Billing Workfile with a status of not billed. You can then reprocess these unbilled transactions, or change them to a status of nonbillable.

13.2 Reviewing the Billing History

Navigation

From Work Order / Service Billing Processing (G48), choose Service Billing

From Service Billing (G4821), choose Invoice Generation

From Invoice Generation (G4824), choose Invoice History Inquiry (P48250)

When you access the invoice history, the system displays the invoice number first. This is particularly helpful if you need to review the billing information for a specific customer. You can also review the billing detail history for transactions if the associated invoice has not been voided.

To review the billing history for transactions

On Invoice History Inquiry

Figure 13-1 Invoice History Inquiry screen

Description of "Figure 13-1 Invoice History Inquiry screen"

1. To locate invoices, complete one or more of the following fields:

   • Subledger

   • Account

   • Customer Number

   • Batch Number

   • Invoice Number

   • From Date

   • Thru Date

   Invoices that display on the Invoice History Inquiry form with R in the Retainage Release Only field do not have invoice amounts or billing detail history.

2. Choose Invoice History (Option 1) to review the billing detail history for the workfile transactions associated with the invoice.

See Also:

• Section 13.4, "Voiding a Final Invoice" for more information about billed transactions.

13.3 Printing Invoices from History

Navigation

From Work Order / Service Billing Processing (G48), choose Service Billing

From Service Billing (G4821), choose Invoice Generation

From Invoice Generation (G4824), choose Reprint Invoices (P48506H)

The system moves the workfile transactions that have completed the billing process into Billing Workfile History (F4812H). You can access these transactions from history and reprint invoices using the Reprint Invoices (P48506H) program. For example, if an invoice gets lost in the mail, but you have already completed the billing process, you can print the invoice from history.

For the transactions related to an invoice, the value in the Printed Flag (PRTF) field in Billing Workfile History identifies:

• Whether or not the transaction has been printed

• The invoice type you used to print the last copy of the invoice

Caution:

The system does not store a copy of the printed invoice. If you change the layout associated with the invoice type, the reprinted invoice will not look the same as the invoice you previously printed.

13.3.1 What You Should Know About

Topic	Description
Printing invoices from multiple batches	You can use the Restricted Global Invoice Print (P48506G) program on the Service Billing Advanced Operations menu to print selected invoices from multiple batches or all the invoices in multiple batches.
Invoice Types	The layout type you choose in the Invoice Print (P48504) processing option when you run the Print Invoices program must correspond to the invoice type for the layout design you assign to the invoices. If the layout types do not match, the invoices do not print.
Invoice Layouts	You must assign a key type and table key combination to an invoice layout on the Format Cross-Reference form (P4858), which you can access from within Invoice Layout Revisions (P4850). If invoices do not print, you must revise the cross-reference information for the layout.
Printing selected invoices in a batch	You can print selected invoices rather than an entire batch. To do this, use the data selection for the DREAM Writer version you specify during the printing process. For example, you can limit the print selection to a business unit or an invoice number.

See Also:

• Section 13.2, "Reviewing the Billing History,"

• JD Edwards World Technical Foundation Guidefor information about running, copying, and changing a DREAM Writer version.

13.3.2 Processing Options

See Section 27.8, "Print Invoices from History (P48506H)."

13.4 Voiding a Final Invoice

Navigation

From Work Order / Service Billing Processing (G48), choose Service Billing

From Service Billing (G4821), choose Invoice Generation

From Invoice Generation (G4824), choose Invoice History Inquiry (P48250)

After you create A/R and G/L entries, you can void invoices. When you void an invoice, the transactions that were included on the invoice return to the Service Billing Workfile (F4812) with a status of not billed. You can then reprocess these transactions or change them to a nonbillable status.

This section includes instructions for the following:

• Section 13.4.1, "To void a final invoice without retainage"

• Section 13.4.1, "To void a final invoice with released retainage"

Caution:

If you have applied unposted cash receipts against a posted invoice, you must void or reverse the receipts before you void the posted invoice. If you have applied posted cash receipts against a posted invoice, you must void the cash receipts and post them to the general ledger before you void the posted invoice.

When you void an invoice, the system updates the following information:

• Creates credit information in the A/R Ledger (F0311) table

• Creates credit information in the Account Ledger (F0911)

• Updates batch header information in Financials (F0011)

• Updates the Invoice Summary Workfile (F4822) to indicate that the invoice was voided

• Updates the Billing Workfile - History (F4812H) to indicate that the invoice was voided

• Returns the voided transactions to the Billing Workfile (F4812) and resets them for further processing

• Resets retainage amounts withheld for the invoice

Caution:

You must use the void process in the Service Billing system if you created the invoice in that system. If you void the invoice in the Accounts Receivable system, the system does not update the applicable Service Billing records.

If you void an unposted invoice, the system deletes the A/R and G/L records without creating an audit trail for the A/R and G/L transactions and the invoice number. The system does not delete the batch header. You must run the Batch to Detail and Out of Balance (P007031) G/L integrity program to delete the empty header.

13.4.1 What You Should Know About

Topic	Description
Alternate displays	You can toggle (F13) to review invoice and retainage amounts. See Section 10.6, "Releasing Retainage" for more information about retainage amounts.
Voiding posted invoices	When you void a posted invoice, the system creates adjusting A/R and G/L entries to reverse the original entries and changes the G/L batch status to Pending or Approved. You must post these adjusting entries for the batch number that the system displays in Invoice Void Window.
Voided invoices	You cannot void an invoice that has already been voided. Voided invoices display with V in the Void field.

See Also:

• Working with Batch Headers in the JD Edwards World General Accounting II Guidefor more information about deleting batch headers.

To void a final invoice without retainage

On Invoice History Inquiry

1. To locate a specific invoice, complete one or more of the following fields:

   • Subledger

   • Account

   • Customer Number

   • Batch Number

   • Invoice Number

   • From Date

   • Thru Date

2. Choose Void (Option 6) for the invoice.

   Figure 13-2 Invoice Void screen

   
   Description of "Figure 13-2 Invoice Void screen"
   
   

3. On Invoice Void Window (P48VW), complete the following optional field:

   • G/L Date

4. Choose Void (F6).

   The system places V in the Void field for the invoice.

Field	Explanation
Void Flag (VOID)	A code that indicates whether the billing detail transactions associated with the invoice have been voided. Valid codes are: V Voided blank Not voided
Retainage Release Only (RTRE)	A one byte flag that indicates whether the invoice pay item is used specifically for the release of retainage. Also, it indicates that the retainage has been released from the invoice. R or 0 - The invoice pay item will be used for retention release only P or 1 - Retention release has been processed for this invoice

To void a final invoice with released retainage

When you void a final invoice with released retainage, you must also void the retainage release invoice that you created to release the retainage.

On Invoice History Inquiry

1. To locate a specific invoice, complete one or more of the following fields:

   • Subledger

   • Account

   • Customer Number

   • Batch Number

   • Invoice Number

   • From Date

   • Thru Date

2. Choose Void (Option 6) for the invoice with retainage.

   The system displays P in the Retainage Release Only field for the invoice with retainage.

3. On Invoice Void Window (P48VW), complete the following optional field:

   • G/L Date

4. Choose Void (F6).

   The system places V in the Void field for the invoice with retainage.

5. Choose Void (Option 6) for the retainage release invoice.

   The system displays R in the Retainage Release Only field for the retainage release invoice.

6. On Invoice Void Window, complete the following optional field:

   • G/L Date

7. Choose Void (F6).

   The system places V in the Void field for the retainage release invoice.

13.4.2 What You Should Know About

Topic	Description
One retainage release invoice for multiple invoices	If you create only one retainage release invoice that releases the retainage for multiple invoices, and then void one of those invoices, you must also void the retainage release invoice. Then, you must release the retainage again for the invoices that you did not void. See Section 10.6, "Releasing Retainage" for more information.