Brine Work Orders/Invoices

The Brine Hauler is an optional module so your program may not have this capability. Contact SherWare Support if you are interested in adding this optional module.

The invoices for Brine Hauling will be created on this window. You will enter a line for each shipment that needs billed to a customer. Any taxes and injection well fees will be calculated automatically. This window works the same as the Sales/Invoicing window, but includes some additional fields specific to the Brine processing.

Basic Information
Entering Detail
Saving and Editing
Work Order Invoice Totals
Printing Invoices
Re-Printing Invoices
Changing an existing Invoice

Basic Information
Customer ID
The producer who operates this well. They will need to be setup on the customer information window before you can select them here.

Post Date
This is the date that will be used to post this entry to the general ledger.

Invoice No.
The invoice number that will be associated with this invoice. You can key in a number or let it generate automatically. It will usually display "Pending" until the invoice is saved. When saved, it will automatically fill in the invoice number with a number 1 higher than was used for the last invoice. If you need to reset the invoice number you can fill it in with the number that you want to use for this invoice. The next invoices will then continue increasing by 1 number from this one.

Reference
Any reference that you wish to attach to this invoice.

Terms
Select the terms that should be used for this customer. If the terms were specified on the customer information window then they will fill in by default for you. When terms are selected, the Due date and Disc date fields will automatically calculate based on the Invoice date.

Invoice Date
The date of this invoice. The system will automatically fill in the Due Date and Discount Date based on
this date, and the terms entered.

Due Date
The day that the customer needs to pay this invoice by. This date will automatically be calculated based upon the terms selected and the invoice date given.

Disc Date
If a discount is available when the invoice is paid prior to a certain date, the date specified here is what will be used to determine if the invoice was paid early enough to receive a discount. This date will automatically be calculated based upon the terms selected and the invoice date given.

Entering Detail
Work Order
A reference that indicates the work order number related to this invoice. If you do not use work orders then you can leave this blank.

Item ID
Enter the inventory item code of the item you are selling or enter the billing code of the service you are invoicing. The codes can be selected by typing it in, pressing the F2 key or by clicking on the Item ID button. You can also add a comment line to the invoice by typing in an asterisk (*) for the item ID. Once you have done that, type the comment in the description box. After you tab out of the field, it will add the line to the bottom of the invoice as a comment line.
A Charge Injection Fee checkbox shows up if the item type is Brine. This tells the system to charge the Ohio injection fee per BBL on this item. (Addition made for OH SB 165 reports)

Item Description
The line item description of the item or service you are invoicing. This will automatically be entered for you based upon the item code that was chosen. You can overtype the generated item description if needed.

PC
Each item or billing code has a choice of up to five different pricing structures. If you set up a default price code for the customer, that price code will be entered here. The code chosen will determine the price selected for the item.

Charge Injection Fee checkbox shows up if the item type is Brine. This tells the system to charge the Ohio injection fee per BBL on this item.

Price
This is the price being charged for each item. The price entered here is a function of the pricing code that was entered. See the discussion on Price Codes above. The price multiplied by the quantity calculates the extended price charged for the quantity of items entered.

Quantity
The quantity of the item that is being invoiced. If this is an inventory item, this quantity will be deducted from the quantity on hand for the item.

Well ID
The ID for the well that this Brine was picked up from. This will only show the wells that have been entered in the Brine Pickup Wells .

Type
Choose either Brine, Pit or Frac for the type of water being charged.

Truck
The truck used for this disposal, if applicable. The truck must be defined first in the Trucks under the Brine Hauler Files menu.

Extension
This is the extended price of the item. It is calculated by multiplying the quantity by the price. The extension can be overtyped if desired.

Tax
Denotes whether this item is taxable or not. If the item is taxable, enter T for "Taxable." If the item is tax exempt, enter E for "Exempt."

Date
The date the work was done.

Disp Site
The disposal site for the brine. These disposal site must have been defined in the Disposal Sites setup under the Maintain menu.

Saving and Editing
Save Line
Once the cursor is in the Tax field you can press T, E, Enter, or Tab and the detail line will be removed from the yellow entry section and moved to the detail at the bottom of the window. The information you enter must be dropped down to the bottom or it will not be saved with the invoice.

Multiple Detail Lines
Several detail lines can be added to the work order/invoice if needed. Continue to add enter information in the yellow boxes and then dropping the detail line down to the bottom of the window until all of the desired detail is included on the Work Order/Invoice.

Editing Detail Lines
To edit a detail line displayed in the bottom grid, double click on the line that you want to edit. The line will be removed from the detail section and placed above in the yellow update section where changes can be made. Click in the Tax field once the desired changes have been made, then press the tab key to drop the detail line back down to the detail section.

Saving Work Orders/Invoices
Once all the detail has been added to the work order, it can be saved by either clicking on the Save button in the toolbar or by pressing F10. When a brine work order is saved, brine log entries are created which will be reported on the annual brine log report.

Work Order Invoice Totals
Notes
This entry box allows you to enter notes relating to this invoice for your use or by clicking on the Print Notes on Invoice checkbox, print the notes on the invoice.

Sales Tax
The sales tax drop-down list box at the bottom of the contains the sales tax code that will apply to the taxable items on this invoice. If a sales tax code has been identified as the default, it will be automatically entered for you. If you want to choose another tax code, click on the down arrow at the right hand side of the tax code box and a list of available tax codes will appear. Just click on the sales tax code that you want to apply to this invoice.

Print Notes On Invoice
Mark this option if you want the notes entered to appear on the invoice.

Printed
This option shows if the invoice has been printed or not. Leave it unmarked when entering new work Order/Invoices. Once the invoice is printed from the Brine Reports/Brine Invoices window this option will be marked automatically for you. If you do not want to print an invoice you can manually mark the option. If you need to re-print an invoice you can unmark the option and it will show up to be printed again.

Subtotal
The total charge for all of the detail lines prior to any tax or injection fees.

Sales Taxes
The total taxes being charged for this Work Order/Invoice. This is calculated for any detail line that is marked as Taxable based on the Sales Tax Code specified in the Sales Tax field.

Injection Well Fee
The total injection fees calculated for this invoice. These fees will be calculated for inventory/billing codes that are setup to "Charge Injection Fee". When an inventory/billing code is used that has this option marked the fee will be calculated and charged automatically.
How it is calculated: 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.

Balance Due
The total amount currently due for this invoice.

Printing Invoices
Once an invoice has been saved, it will show as an invoice to be printed under the Reports menu by choosing Brine Hauler Reports and then Brine Invoices. Select the invoices that you want to print by double clicking on them to move them to the bottom of the window. Press OK to print the selected invoices.

Re-Printing Invoices
You can print an invoice by pulling it up on this Work Order/Invoices window and clicking on the print button in the toolbar or by pressing Ctrl + P which will bring up a preview of the report. The Printed option on the invoice will not be marked automatically for you if you print the invoice from this window with the toolbar or the shortcut.

Changing an Existing Invoice
To change an existing invoice, find the invoice that needs to be changed by clicking on the List button in the toolbar at the top of the and then choosing the invoice from the list. Detail lines on the invoice can be edited by double-clicking on the detail line. This will bring the detail line back to the upper portion of the where the detail can be changed. When you have finished editing the detail line, tab through the remaining fields to drop the detail line back down to the grid below.

When you are finished modifying the invoice, click on the Save button in the toolbar.

If you are editing an existing invoice and want to cancel the changes you have made, click on the Revert button in the toolbar.

Paying Taxes and Injection Fees
As taxes and Injection fees are calculated on the Work Order/Invoices window they will post to the respective accounts that are specified in the A/R preferences. When you are ready to pay these you can manually create a check from either the Cash Disbursements or General Journal Entries window. Using the respective account as the off-set account will zero out or reduce the balance of the account.