Inventory/Billing Codes
To make the Sales/Invoicing much easier to use, you'll need to add a few billing codes. If you maintain an inventory of items that you sell, you will need to add the inventory also. Use this to add both of these. For inventory items, it is necessary to add a new Purchase Inventory entry in order to record your beginning quantity on hand. This entry can be reversed with a journal entry after it has been made. The records setup here will then be used when you create an invoice with either the Sales/Invoicing or Wrok Order/Brine Invoices window.
Item Info Tab
Price Levels Tab
Item ID
Each inventory item or billing code must be identified with a unique 1 to 10 character alpha-numeric code. The Item Info page is the only place where the item ID can be entered or modified.
Item Desc
The short description of the item or billing code. This is the information that will print on the invoice. The description can be up to 30 characters long. The Item Info page is the only place that the item description can be entered or modified.
Item Type
Select Product or Service from the dropdown list.
Location
If this is an inventory item (Product), this describes where the item is stored.
Tax Status
If this item or billing code is taxable, choose Taxable from the dropdown list. Otherwise choose Exempt.
Vendor
Enter the vendor ID of the vendor from which you purchase this inventory item. Choose the vendor by typing it in, pressing the F2 key or by clicking on the Vendor button.
Charge Injection Fee
This only appears when the Item Type field is specified as Brine.
Mark this option if an injection fee should be charged when this billing code is used on the Brine Work Orders/Invoices window. When an inventory/billing code is used that has this option marked an injection fee will be calculated and charged automatically based on a few criteria. If the "State" field on the well information window for a well is either blank, or "OH" then the fee is considered "in district" and will be calculated at .05/unit. If the "State" field on the well information window is something other than "OH" then the fee is considered "out of district" and will be calculated at .20/unit. The processing will also look at the Sales Tax Codes that are setup. If a code is setup with *ID* or *OD* it uses the rate specified here for the "in district" (*ID*) or out of district" (*OD*) calculation instead of the default .05 or .20.
Item No
Enter the number the vendor uses for this item. This is the item number you use to order the item from the vendor.
Disposal Site
The permit number of the disposal site for this item. Used only for the Brine Hauler Module.
Quantity on Hand
The current quantity on hand of this item. This amount updates automatically based on sales, transfers and purchases of this item. This amount cannot be changed within this. For inventory items, it is necessary to add a new Purchase Inventory Items entry in order to record your beginning quantity on hand. This entry can be reversed with a journal entry after it has been made.
Reorder Level/Quantity
Enter the quantity at which this item will be flagged to be reordered and the quantity that you usually reorder of this item.
Maximum Purchase Qty
Enter the maximum quantity that should ever be in stock for this item.
Allow Negative Quantity
If you want to allow sales of this item even though the quantity has gone below zero, check this box.
Last Cost
Enter the last cost of this item. This cost will be automatically updated each time this item is purchased on the Purchase Inventory Items .
Current Cost
Enter the average weighted cost of this item. This represents the price that gets filled in on the "Purchase Inventory Items" when selecting that item. It only gets changed on the Items/Billing Codes , and doesn't get updated automatically anywhere.
Sales Account
Enter the sales account used for the sale of this item. Choose the account by typing it in, pressing the F2 key or by clicking on the Sales Account button.
COGS Account
If the entry is an inventory item, enter the Cost of Goods Sold account used for this item. Choose the account by typing it in, pressing the F2 key or by clicking on the COGS Account button.
Price 1 - 5
Enter the prices to be charged for this item or service. Up to five different levels of pricing is available. You can choose which of the prices the customer is being charged by choosing the price code when entering the invoice.
Unit of Measure 1 - 5
Enter the type of measure used for each pricing level. Common measures are: Unit; Each, Box, Carton, Hour, etc.
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