Bill and Hold Pre-Bill Creation

Menu Path: Customer Service $Images\bluerarw.gif$ Invoice Processing $Images\bluerarw.gif$ Bill and Hold Pre-Bill Creation

Purpose

Create pre-bill pick demands for bill and hold orders.

Overview

Use Bill and Hold Pre-Bill Creation to create pre-bill pick demands for bill and hold orders, so customers can be invoiced. Pre-bill pick demands are an internal Apprise transaction used as a catalyst for generating invoices. Products are not picked for pre-bill pick demands.

The pre-bill pick demand creation process can be run on a scheduled basis by Scheduling Assistant.

After creating pre-bill pick demands, general ledger accounts are resolved in Confirmed Pick Demand Inventory Adjust.

For a visual representation of the bill and hold process, see Bill and Hold Processing Diagram.

Creating Pre-Bill Pick Demands

To create pre-bill pick demands:

Select filter criteria for which to display bill and hold orders.
Click the Show Data button in the ribbon. The orders that meet the criteria selected in step 1 are displayed on the Results tab.
If you want to create pre-bill pick demands for all orders, skip to step 4.

If you want to only create pre-bill pick demands for specific orders, select the check box in the Prepare Pre-Bill grid column for the orders. You can click the Select All button in the ribbon to select the check box for all displayed orders.
Click the Print Options tab, and select options for the Bill and Hold Pre-Bill Creation Report that is output when creating pre-bill pick demands.

Note If you select to use the Scheduling Assistant, you cannot select specific orders for which to create pre-bill pick demands.

If you selected specific orders for which to create pre-bill pick demands, click the Prepare Selected button in the ribbon. Pre-bill pick demands are created for the orders selected in step 3.

If you want to create pre-bill pick demands for all orders, click the Prepare All button in the ribbon. Pre-bill pick demands are created for all appropriate orders.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Bill and Hold Pre-Bill Creation window.
Show Data	Click this button to display orders on the Results tab based on the criteria selected on the Main tab. This button is only available if the Main tab is displayed.
Select All	Click this button to select the check box in the Prepare Pre-Bill grid column on the Results tab for all displayed orders.
Deselect All	Click this button to clear the check box in the Prepare Pre-Bill grid column on the Results tab for all displayed orders.
Prepare All	Click this button to prepare pre-bill invoices for all orders displayed on the Results tab. This button is only available if the Results or Print Options tab is displayed, and is only enabled if the check box in the Prepare Pre-Bill column in the Bill and Hold Orders grid is cleared for all orders.
Prepare Selected	Click this button to prepare pre-bill invoices for all orders for which the check box is selected in the Prepare Pre-Bill grid column on the Results tab. This button is only available if the Results or Print Options tab is displayed, and is only enabled if you select the check box in the Prepare Pre-Bill grid column for at least one order.

Main Tab Fields and Buttons

Field or Button	Description
All Sales Locations	Select this check box to display bill and hold orders for all sales locations. This check box is cleared by default.
Prefix (Sales Location)	Enter a sales location prefix for which to display bill and hold orders, or click the Lookup button to select a sales location prefix. This field is only enabled if you clear the All Sales Locations check box. For more information on sales locations, see Sales Location / Shipping Location.
Name (Sales Location)	Enter a sales location name for which to display bill and hold orders, or click the Lookup button to select a sales location name. This field is only enabled if you clear the All Sales Locations check box. For more information on sales locations, see Sales Location / Shipping Location.
All Shipping Locations	Select this check box to display bill and hold orders for all shipping locations. This check box is cleared by default.
Prefix (Shipping Location)	Enter a shipping location prefix for which to display bill and hold orders, or click the Lookup button to select a shipping location prefix. This field is only enabled if you clear the All Shipping Locations check box. For more information on shipping locations, see Sales Location / Shipping Location.
Name (Shipping Location)	Enter a shipping location name for which to display bill and hold orders, or click the Lookup button to select a shipping location name. This field is only enabled if you clear the All Shipping Locations check box. For more information on shipping locations, see Sales Location / Shipping Location.
All Customers	Select this check box to display bill and hold orders for all customers. This check box is selected by default.
Code (Customer)	Enter a customer code for which to display bill and hold orders, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customers check box.
Name (Customer)	Enter a customer name for which to display bill and hold orders, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customers check box.
All Products	Select this check box to display bill and hold orders for all products. This check box is selected by default.
Code (Product)	Enter a product code for which to display bill and hold orders, or click the Lookup button to select a product code. This field is only enabled if you clear the All Products check box.
Name (Product)	Enter a product name for which to display bill and hold orders, or click the Lookup button to select a product name. This field is only enabled if you clear the All Products check box.
All Categories	Select this check box to display bill and hold orders for all product categories. This check box is selected by default.
Code (Product Category)	Enter a product category code for which to display bill and hold orders, or click the Lookup button to select a product category code. This field is only enabled if you clear the All Categories check box.
Name (Product Category)	Enter a product category name for which to display bill and hold orders, or click the Lookup button to select a product category name. This field is only enabled if you clear the All Categories check box.
All Subcategories	Select this check box to display bill and hold orders for all product subcategories. This check box is selected by default.
Code (Subcategory)	Enter a product subcategory code for which to display bill and hold orders, or click the Lookup button to select a product subcategory code. This field is only enabled if you clear the All Subcategories check box.
Name (Subcategory)	Enter a product subcategory name for which to display bill and hold orders, or click the Lookup button to select a product subcategory name. This field is only enabled if you clear the All Subcategories check box.
All Suppliers	Select this check box to display bill and hold orders for all suppliers. This check box is selected by default.
Code (Supplier)	Enter a supplier code for which to display bill and hold orders, or click the Lookup button to select a supplier code. This field is only enabled if you clear the All Suppliers check box.
Name (Supplier)	Enter a supplier name for which to display bill and hold orders, or click the Lookup button to select a supplier name. This field is only enabled if you clear the All Suppliers check box.
All Order Dates	Select this check box to display bill and hold orders for all order dates. This check box is selected by default.
From (Order Date)	Enter an order date for which to display bill and hold orders, or click the drop-down arrow to select an order date. If you want to display bill and hold orders for a range of order dates, enter the first order date in the range. This field is only enabled if you clear the All Order Dates check box.
To (Order Date)	Enter the last order date in a range of order dates for which to display bill and hold orders, or click the drop-down arrow to select an order date. If you only want to display bill and hold orders for a single order date, you can leave this field blank. This field is only enabled if you clear the All Order Dates check box.
All Required Dates	Select this check box to display bill and hold orders for all required dates. This check box is selected by default.
From (Required Date)	Enter a required date for which to display bill and hold orders, or click the drop-down arrow to select a required date. If you want to display bill and hold orders for a range of required dates, enter the first required date in the range. This field is only enabled if you clear the All Required Dates check box.
To (Required Date)	Enter the last required date in a range of required dates for which to display bill and hold orders, or click the drop-down arrow to select a required date. If you only want to display bill and hold orders for a single required date, you can leave this field blank. This field is only enabled if you clear the All Required Dates check box.
Order Number / Cust PO #	Select whether to filter by order number or customer purchase order number.
All Orders	Select this check box to display all bill and hold orders for the selected criteria. This check box is selected by default.
All Customer POs	Select this check box to display bill and hold orders for all customer purchase order numbers. This check box is selected by default, and is only available if the Cust PO # radio button is selected.
Number	Enter an order number to display, or click the Lookup button to select an order number. This field is only enabled if you clear the All Orders check box.
Customer PO #	Enter a customer purchase order number for which to display an order, or click the Lookup button to select a customer purchase order. This field is only enabled if you clear the All Customer POs check box.

Results Tab Fields and Buttons

Field or Button	Description
Bill and Hold Orders	This grid displays bill and hold orders for which you can prepare pre-bill invoices, and that meet the criteria selected on the Main tab (after you click the Show Data button in the ribbon).

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.