Equipment Costing - Enter Invoice

Pgm: APEQPINV – Rental Equipment Invoice; standard Treeview path: Equipment Costing > Rental Equipment Invoice > Enter Invoice

Company

Enter/select company code; defaults to user’s default company. 

Batch

Enter/select a valid batch number or use the [Create Batch] button to create a new batch.

[Print Batch Report] – Button

Click on [Print Batch Report] to print the entire batch report.

Voucher Detail

Vendor

Enter/select the vendor code.  This is the vendor code of the owner of the rented equipment. 

Voucher Num (Number)

System defaults voucher number.

Series

System provides default invoice series code, but this can be updated.

Gross Invoice Amt

Enter gross invoice amount.

Invoice No.

Enter invoice number.

Equipment

Enter/select equipment code.  The equipment must be associated with the vendor or it will not be listed in the LOV.  Equipment is associated with a vendor on the Equipment Maintenance screen (standard Treeview path: Equipment Costing > Setup > Enter Equipment – General tab). 

Inv. Date

Enter invoice date. System defaults current date but it can be updated.

Due Date

The system will provide a default due date based on the invoice date and the vendor’s term code.

From Date

Enter starting date range of equipment transactions to include, if applicable.

To Date

Enter ending date range of equipment transactions to include, if applicable.

[Other Charges] – Button

Sample pop-up window launched from [Other Charges] button on Rental Equipment Invoice screen

Part of the invoice may be for non-rental charges, such as damages, tires and fuel.  Click on the [Other Charges] button to enter distributions against Job, Equipment or General Ledger.

The sum of all other charges is displayed in the Other Charges field and it reduces the Net Equip Charges amount.  The Net Equip Charges is used for prorating and the invoice cannot be saved if the equipment details’ total invoice amount does not equal the Net Equip Charges.

[Print Invoice Report] – Button

Click on [Print Invoice Report] to print a single invoice report.

Equipment Details

The Equipment Details section will display equipment transactions that are still outstanding and satisfying the selection criteria displayed.  It will show the transaction/work date, the cost distribution, the outstanding quantity and outstanding accrued rental cost.

Select – Checkbox

Select details to include in the invoice by checking the ‘Select’ checkbox.  Once selected, the fields Close, Inv Qty, Inv Cost, and Invoice Amt become enabled.

Close – Checkbox

Uncheck this checkbox if performing partial invoicing (i.e., only a portion of the outstanding quantity is to be allocated to the invoice.)  If checked, this detail will be considered fully allocated and closed to future invoices.

Inv Qty (Invoice Quantity)

Enter the Invoice Quantity.  The system will default this field with the outstanding quantity.  This quantity can be overridden if performing partial invoicing or if quantity needs to be adjusted.

Inv Cost

This field is the invoice accrued rental cost. This is a system calculated field based on the invoiced quantity and rental rate.  This field is display-only.

Invoice Amt

Enter the invoice amount allocated to this detail.  The System will default this field with the “invoice accrued rental cost”. The user can override this field with another value.

Memo

A memo can be entered for each selected equipment detail.

[Select All] – Button

Clicking the [Select All] button will select all equipment details not yet selected.  The system will populate Close, Inv Qty, Inv Cost, and Invoice Amt with default values.  This assumes that the outstanding quantity will be fully invoiced.  Details that were already selected will remain unchanged.

[Unselect All] – Button

Clicking on the [Unselect All] button will deselect all selected equipment details.

[Prorate Variance] – Button

Clicking on the [Prorate Variance] button will distribute any variance between the invoice header’s Net Equip Charges and the total selected invoice accrued rental cost, Total Inv Cost, across all selected equipment details so that the total invoice amount, Total Invoice Amt, sums up to the invoice header Net Equip Charges. 

Prorating is based on the ratio of the individual detail Inv Cost over the Total Inv Cost.