RE: Select Orders for Invoicing

Lois,

Hmmm, if I understand correctly you enter the credit as a credit order?
If so, this is good.  Do you use holds?  If you don't, you need to for
this specific task.  Place the orders ON Hold until they have been
approved.  You cannot pull invoices for orders if they are on hold.  

I believe you can place the credit memo on hold after printing a
pro-forma invoice.  Then set up security so that only certain people
have the authority to release that type of hold.  That should help
control when those credit memos are actually processed through your
system into the AR/GL applications (or IFM if you have it installed).

Are regular invoices submitted to run all day long or only at specific
times during the day?  You may need to change where and when they are
processed so it is more centralized if different departments are
processing invoices by accident.  If they were seperated by a warehous
number you could set up the security in IM by warehouse to make their
selection process more controlled.  However, I don't think that will
work with your present set up.  Sorry I don't have any other
suggestions, but with the information provided, but invoicing was
designed to be generated centrally due to potential fraud problems and
the affect it has on the financial applications in the business.

Paola Groeber
770-591-1497 (Home Office)
770-490-3297 (Cell)


-----Original Message-----
From: mapics-l-bounces@xxxxxxxxxxxx
[mailto:mapics-l-bounces@xxxxxxxxxxxx] On Behalf Of Lois White
Sent: Friday, September 17, 2004 7:47 AM
To: 'MAPICS ERP System Discussion'
Subject: RE: Select Orders for Invoicing


Hi Paola,
  We are on release 6 of XA.  All the invoicing and credits are confined
to the same building but not to the same department.  The problem is
mostly one of accidental processing.  We are part of the auto industry
and there are three departments involved.  One department is taking care
of normal production, one department takes care of service and
aftermarket and then there is the accounting department that takes care
of credits.  The biggest problem is with credits.  When there are
problems with the big three (GM, Ford & Chrysler) the credits are set up
and a proforma is printed so the President can see them and sign off on
them before they are processed.  He can decide to sign them or try to
negotiate with the customer.  They can sit out there for quite a long
time before they are resolved and can involve several hundred thousand
dollars. 

Lois White

-----Original Message-----
From: mapics-l-bounces@xxxxxxxxxxxx
[mailto:mapics-l-bounces@xxxxxxxxxxxx]
On Behalf Of PGroeber
Sent: Thursday, September 16, 2004 3:56 PM
To: 'MAPICS ERP System Discussion'
Subject: RE: Select Orders for Invoicing

Lois,

Boy is this a can of worms!  There is some security you can set up, but
it may mean some changes to your internal processes.  First I have
several questions:

1) What release of XA are you on?  
2)  Is this a problem at a central location where several people are
printing invoices?   Or are different locations identified with a
warehouse printing invoices?  

If you could explain the issue with a little more detail I may be able
to help to a point.   Some of the changes needed may entail some
additional training on the different ways to select invoices.

Paola Groeber
770-591-1497 (Home Office)
770-490-3297 (Cell)

-----Original Message-----
From: mapics-l-bounces@xxxxxxxxxxxx
[mailto:mapics-l-bounces@xxxxxxxxxxxx] On Behalf Of Lois White
Sent: Thursday, September 16, 2004 3:08 PM
To: MAPICS-L@xxxxxxxxxxxx
Subject: Select Orders for Invoicing


Hello,

  Does anyone know if there is a way in COM to stop a person from
selecting (6 Print Invoices & 

F2 Create Invoices) another person's invoices to be processed in program
AMBHFDFR (B172).  

 

Thanks,

Lois White

 



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This is the MAPICS ERP System Discussion (MAPICS-L) mailing list To post
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