1. OVERVIEW › 1.3 Overview of Tailoring CA MICS Accounting and Chargeback Option › 1.3.5 Invoicing Specifications

1.3.5 Invoicing Specifications

Use invoicing specifications to specify the invoice level,
the invoice formats, the invoice sequence numbers, and
language translations of invoice category computation code
descriptions.


INVOICE LEVEL

When invoices are produced, charges are summarized to a
particular cost center level.  This is called the invoice
level and any cost center at this level is called an invoice
level cost center.

You must specify a default invoice level and you can also
specify other invoice levels for different parts of your
organization.

For example, assume a cost center structure of Division,
Department, and Project.  You might set a default invoice
level of 1 and override it to 2 for certain divisions.  Then
charges to those divisions would be invoiced at the
department (COSTCTR2) level, while charges for all other
divisions would be invoiced at the division (COSTCTR1) level.

The invoice level is important even if you do not actually
produce invoices.  It also controls the cost center level at
which discounts, surcharges, and zero balance adjustments are
computed, and the level at which cost centers are classified
as billable or non-billable.

You set the default invoice level in the Accounting Options
panel and can override it for particular cost centers in the
Cost Center Attributes panel.


INVOICE FORMATS

Invoice formats control the level of summarization of the
line items on the invoice (computation code, invoice
category, or cost center) and the columns shown on each line
(charge, budget, YTD information).  They also include options
for subtotals, footers, language translation, and
supplemental reports.

These options give you a high degree of flexibility in
defining your invoice formats.  You can also create your own
format routine in SAS if you have special requirements.

A table of basic invoice formats is shipped with CA MICS
Accounting and Chargeback.  It contains one format for each
level of summarization and one user format.   You can use
these shipped formats to create your own format entries in
the table with different values for the options.

You must specify which format will be used as the default.
You can also specify other formats for different parts of
your organization.

You set the default invoice format in the Accounting Options
panel and can override it for particular cost centers in the
Cost Center Attributes panel.


LANGUAGE TRANSLATION

You can create translation tables for invoice category
descriptions, computation code descriptions, and computation
code units and have the translations appear on your invoices.

You can create translation tables for multiple languages and
then specify which translation table to use for which
invoices.  For example, some of your invoices might have
descriptions in French and others might have descriptions in
English.

You create the translation tables using the Language
Translation Table panel and specify the translation to use in
the invoice format in the Accounting Options panel.


INVOICE SEQUENCE NUMBERS

Each invoice has a unique sequence number.  You specify the
starting sequence number.  This is done in the Invoice
Sequence Number panel.

This number is used for the first invoice each time that
invoices are produced.  It is not incremented from run to
run.  If, for example, it is set to 1 for June and 1000
invoices are produced that month, the first invoice for July
will also begin with 1 unless you reset the invoice sequence
number to 1001.