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The Invoice Category invoice type provides individual line items summarized to the invoice category level. This type does not show individual billed items, so no rates are shown. Figure 4-45 is a worksheet to specify the format for Invoice Category invoices.
_____________________________________________________________ +-----------------------------------------------------------+ | Date: __/__/__ Administrator: _________ | +-----------------------------------------------------------+ Format Options for Invoice Category Invoices Format name ===> ________ Format description ===> ______________________________ Supplemental reports ===> ________ If ROLLUP, number of levels of reporting ===> _ Line item format ===> Print subtotals at cost center level ===> ___ Print invoice category group subtotals ===> ___ Print year-to-date amounts at bottom of invoices ===> ___ Print budget information at bottom of invoices ===> ___ Print totals in euro and national currency ===> ___ Language ===> Print footnote as shown below: _____________________________________________________________ _____________________________________________________________
Figure 4-45. Invoice Category Invoice Options Worksheet
Use the worksheet to define the following parameters:
o FORMAT NAME
Description: The name of this invoice format entry.
Accounting and Chargeback stores the options you select
as a set that can be referenced by its format name. You
can produce invoices with these same options by
specifying this format name.
Default: None
Values: Character, length 8
Note: This is a required field.
o FORMAT DESCRIPTION
Description: A short description identifying this
invoice format.
Default: None
Values: Character, length 30
o SUPPLEMENTAL REPORTS
Description: This option specifies the type of
supplemental charge reports that will be produced for
subordinate cost centers. DETAIL reports list the
charges incurred by each individual cost center. ROLLUP
reports summarize charges by cost center level.
Default: NONE
Values: NONE, DETAIL, and ROLLUP
o NUMBER OF LEVELS OF REPORTING
Description: This entry is valid only for ROLLUP
supplemental reports. It specifies the last COSTCTRn
value for which intermediate invoice summary pages will
be printed. Specify a higher COSTCTRn value than the
invoice level specified in the Cost Center Attributes
file. For example, if you are invoicing at COSTCTR2,
specify ROLLUP at COSTCTR3 or higher.
Default: 1
Values: Numeric, 1 to 9
o LINE ITEM FORMAT
Description: The format in which invoice line items
will be printed. Valid values are CHARGE, BUDGET, YTD
and BUDYTD. Refer to Sections 6.1.1 and 6.1.1.1 for
additional information.
CHARGE This format provides lines designated by
invoice category codes and their associated
descriptions. The columns are invoice
category code, invoice category description,
and charge.
BUDGET This format adds a monthly budgeted amount and
a variance from budget column to the CHARGE
format.
YTD This format adds a year-to-date billed
quantity and a year-to-date charge column to
the CHARGE format.
BUDYTD This utilizes the basic CHARGE format but
combines the BUDGET and YTD options. The
columns are current month charges, current
month budget, variance from current month
budget, year-to-date charges, year-to-date
budget, and variance from year-to-date budget.
Default: CHARGE
Values: CHARGE, BUDGET, YTD and BUDYTD
o PRINT SUBTOTALS AT COST CENTER LEVEL
Description: This option specifies whether subtotals
will be printed at a specified cost center level.
Default: blank (for no subtotals)
Values: Numeric, 1 to 9
o PRINT INVOICE CATEGORY SUBTOTALS
Description: This option specifies whether subtotals
will be printed for each invoice category group (nXXX).
Default: NO
Values: YES and NO
o PRINT YEAR-TO-DATE AMOUNTS
Description: This option specifies whether year-to-date
amounts will be printed at the bottom of invoices.
Default: NO
Values: YES and NO
Note: This option has no effect if the YTD or BUDYTD
line item format has been specified. Year-to-date
information is always printed for these formats.
o PRINT BUDGET INFORMATION
Description: This option specifies whether budget
information will be printed at the bottom of invoices.
Default: YES
Values: YES and NO
Note: This option has no effect if the BUDGET or BUDYTD
line item format has been specified. Budget information
is always printed for these formats.
o PRINT TOTALS IN EURO AND NATIONAL CURRENCY
Description: This option allows you to specify that
totals are to be printed in both the euro and national
currency. See Appendix C, Section 1 for instructions on
enabling this option.
Default: NO
Values: YES and NO
Note: Should one or more of the invoices in the run
specify that totals are to be printed in both the euro
and national currency, the grand total page will reflect
both currencies.
o LANGUAGE
Description: This option allows you to specify that the
charging element units and charging element descriptions
and the invoice category descriptions on the invoices
are to be taken from a language translation table
created using the Special Requirements Language
Translation Tables option.
Default: The descriptions in the Charging Elements
Table.
Values: The one-character identifier of a language
translation table created using the Special
Requirements Language Translation Tables
option.
o PRINT FOOTNOTE AS SHOWN BELOW
Description: This option provides a place to enter a
one- or two-line footnote that will print at the bottom
of invoices.
Default: None
Values: Any alphanumeric characters. Two lines
maximum.
The example shown in Figure 4-46 specifies an invoice format
named DEFAULTI. This format will print line items at the
invoice category level in the CHARGE line item format.
DETAIL supplemental reports will be produced. Invoice
category group subtotals will be shown. The footnote entered
will appear at the bottom of the invoice. Refer to Figure
6-2 for an example of an invoice printed using these options.
_____________________________________________________________
+-----------------------------------------------------------+
| Date: __/__/__ Administrator: _________ |
+-----------------------------------------------------------+
Format Options for Invoice Category Invoices
Format name ===> DEFAULTI
Format description ===> Invoice Category Format
Supplemental reports ===> DETAIL__
If ROLLUP, number of levels of reporting ===> _
Line item format ===> CHARGE
Print subtotals at cost center level ===>
Print invoice category group subtotals ===> YES
Print year-to-date amounts at bottom of invoices ===> YES
Print budget information at bottom of invoices ===> YES
Print totals in euro and national currency ===> NO
Language ===>
Print footnote as shown below:
Note: Your charges are in dollars. You may pay in dollars
or in francs.
_____________________________________________________________
Figure 4-46. Invoice Category Invoice Options Example
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