AUJS Classic Billing procedure

Making changes to Orders/Tickets after delivery

This guide will show you the tools and methods of how to make changes to orders/tickets after they have been generated. 

AVAILABLE TOOLS:

AUDIT ORDERS:   

Used to change anything at the order level to include general information, job info, taxes, products available, pricing, etc. 

EDIT TICKETS:   

Used to specify the quantity of product delivered on each ticket.  Edit tickets takes the information from the order, and requires the user to specify quantity shipped, as well as ticket specific information. This specifies the quantity the customer is billed for. When you hit save, It will prepare the ticket for billing – meaning it will be included in the ticket proof and ready for export. You cannot change pricing at the ticket level.

EDIT TICKET TIMES: (Modules > Operations > Edit Ticket Times)

User for same task as “Edit tickets”, but does not prep the ticket for billing after you hit “Save”.

WHICH TOOL DO I USE?

AUDIT ORDERS:  

Audit orders is a form that allows you to change the following information after you ticket an order. When you ticket the order, you will not be able to change the following information in the order entry or ticketing window.

• Change Customer being billed

• Change Job information

• Tax location

• Add Products to the order

• Changing product pricing

• Adding a quote to the order

• Creating a credit memo/Rebill

• Changing the order from Credit to COD.

EDIT TICKETS & EDIT TICKET TIMES :

Edit Tickets & Edit Ticket Times are forms that allow you to change information regarding what was actually delivered to the customer.  The information that shows up on the ticket is what will be billed to the customer in terms of quantities and products. Products have to be available on the order first (Audit Orders), then specified on the ticket for billing. 

Usage of Edit tickets & Edit ticket Times:

• Changing the quantity of product you wish to bill for

• Adding or deleting a product on a ticket. ** If adding, product must be available in Audit orders first. If deleting a product, you can simply delete the product from the ticket.

• Changing ticket specific information: status times, truck number, plant shipped from, etc.

***You cannot change pricing in Edit Tickets or Edit ticket times. You must change pricing in Audit Orders at the order level.

EXAMPLES OF SPECIFIC SCENARIOS

1. Changing the customer billed to

2. Open Audit Orders: Select the red magnifying glass on the main menu

3. Enter the ship date for the order on the top right of the form

4. Select the (…) button next to “Order No” to view the available orders for that day. Select the order number.

5. Delete the customer name AND the customer number from the form.

2. Changing Job information

   1. Open Audit orders, select the ship date and order number in question

   2. If the Job name was misspelled: Change the text in Line 1 and hit save.

   3. If the dispatcher selected the incorrect job # or address: Search for the job number by selecting the (…) next to “Job Number”, then save the order.

3. Changing Tax location

   1. Open Audit orders, select the correct ship date, and order number.

   2. In the “Job Information” tab, change the tax location and save the order.

4. Adding products to the invoice

   1. Open Audit orders, select the correct ship date and order number.

   2. Navigate to the “Product Information” tab.

   3. Left click inside the blank cell under the column where it says “Number”. Type part of the product number and hit enter. You will see a list of all matching cases of what you typed. 

**You will then need to Add Products to the ticket in order for the quantity to be billed on the invoice. If you skip this step, the invoice will not bill for the correct quantity. 

Add a product to the delivery ticket

1. Open Edit Tickets or Edit ticket times.

2. Enter the correct Ship date, search for the correct order number, then search for the ticket number. There are search boxes on the form for all of these fields (…).

3. Right click on a blank cell under “Product”. Select “Add Product” from the submenu.

4. Specify the correct Quantity for that product.

5. Save the ticket. All amounts will be recalculated.

5. Deleting products from the invoice

   1. Open Edit Tickets or Edit Ticket Times

   2. Search for the ship date, order number, and ticket number in question

   3. Right click on the product you wish to delete and select “delete”. You can also indicate zero for the quantity to achieve the same result.

   4. Hit “Save” and amounts will recalculate.

CREDIT MEMOS & REBILLS

CREDIT MEMOS:

1. Creating a Credit memo against the original Invoice: This is for credit memos that need to be tied to the original invoice for a good paper trail, or to if you need to quickly create a credit memo against a whole past invoice. 

How To:

1.  Open Audit Orders and enter the correct ship date, then search for the order number.

2. Right Click in the area within the red box below:

3. Select “Credit Tickets” from the submenu after right clicking on the area inside the red box.

4. You will then see a prompt asking which tickets you wish to credit from the original invoice. Select the tickets you wish to credit by moving the ticket numbers from the left box, to the right.

5. Select the appropriate Credit date. This will create a credit memo for the date you specify.

6. A new Credit Memo transaction will be created and automatically opened within the Audit orders form. 

7. You can now see the Credit memo as an invoice on the ticket proof. Your credit memo will be included in your next invoice batch.

2. Create a Manual credit memo: If you need to issue a manual credit memo, such as issuing a flat discount/credit to the customer after the invoice has been posted, use this method. 

How To:

1. Open Audit Orders: Enter the correct ship date, then search for the order number.

2. Be sure to select “Credit as the billing type:

3. Fill in the Audot orders form as you would a normal order to include customer, job number, and products in the product information tab. Do not put info into the “Order number” field. The system will generate a number for you after saving.

4. For products, specify the specific product, estimated quantity and the price at which you wish to issue a discount at. **Note: The actual quantity credited comes from the ticket, seen later.

5. Hit “Save at the bottom left of the form. This will create the new credit memo.

6. Open Edit tickets, enter the correct ship date, and search for the order number.

7. Hit the “New Button at the top left of the screen. This will place the products you specified in Audit orders onto the ticket, and assign it a load number. 

8. Assign the ticket number for this ticket. You will need to manually input a unique number for the ticket number. Usually wither the control number of the ticket, or adding a 1 to the end of the original ticket number. Your own convention can be used.

9. Input the quantity you wish to credit the customer for on this ticket. **This is the quantity that will be actually credited to the customer.

10. Hit “Save to calculate the ticket $$ amount. You will likely see a negative number.

11. A credit memo (Invoice) will be printed in your next invoice batch and exported in your next export batch. You do not need to prep credit memos for billing.

REBILLS:

1. Creating a rebill against the original Invoice: This is for rebill that need to be tied to the original invoice for a good paper trail, or to if you need to quickly create a rebill against a whole or partial past invoice. 

How To:

1.  Open Audit Orders and enter the correct ship date, then search for the order number.

2. Right Click in the area within the red box below:

3. Select “Rebill Tickets” from the submenu after right clicking on the area inside the red box.

4. You will then see a prompt asking which tickets you wish to rebill from the original invoice. Select the tickets you wish to rebill by moving the ticket numbers from the left box, to the right.

5. Select the appropriate rebill date. This will create a rebill for the date you specify.

6. A new invoice transaction will be created and automatically opened within the Audit orders form. 

7. You can now see the rebill as an invoice on the ticket proof. Your credit memo will be included in your next invoice batch.