IP.21: Recurring Storage -Gen.Preview

Note that you can click the button (or press F5) to invoke field help at any time from within the job panel itself.

Business Benefits

Periodically (e.g., once a week or once a month) you may wish to automatically generate Recurring Storage Charges for all your Clients, based on information that is stored in the system.

On a preview basis, this program generates the information required for the Recurring Storage Charges that will be printed on Invoices in program IP.22 [Recurring Storage -Inv.Preview].

Note: For related documentation and workflows, see IP - Invoice Processing.

Usage

On a preview basis, this program is the same as program IP.31 [Recurring Storage - Generate] and is used to

• Read the Inventory file and pick up the Lots which require Recurring Storage Charges, and to place these Charges into Invoices for later printing.
• Pick up and invoice other Lot related Charges (eg. Withdrawals, Take Weights) which were automatically assessed during the month; the number and dollar value of these Charges will be shown on the Invoice lines following the Lot's Recurring Storage Charge.

This program can be run daily, if you wish. It will only look at those Clients who are due for Recurring as per their Schedules.

The program reads through the Client file. Finding a Client who requires Recurring Storage according to his Schedule, it passes the Client's Inventory looking for Recurring situations. For each one found, a Charge record is written to the Invoices file, and the Inventory record is adjusted to reflect the Recurring Charge.

Note:

If the Recurring balances are not correct (e.g., the Shipping Document was left in the Warehouse, or the Receipt Invoice was delayed, etc.), this program will remember this fact and show the necessary Adjustment on the next Recurring. It will show the Adjustment as a separate line on the Invoice.

Batches:

When generating trial Invoices, a 3-character Batch number is generated every time. The first Invoice number in that Batch will be 0001 and go up to 9999 (and then to alphabetic, if needed).

Recurring Storage Invoices go from 201 to 299, allowing 99 Batches to exist at once. Therefore, the first ever recurring trial Invoices would be 2010001, . 2010002, 2010003, etc.

The system will remember the parameters that were entered in IP.21 to generate this Batch, along with the Operator code and date.

When generating trial Invoices, none of the live files are updated. Instead, the program updates its own "trial" files.

Print:

There is no option in this program to print the values that are displayed on the screen. The information will print in program IP.22 [Recurring Storage -Inv.Preview].

Preconditions

The "preview run" option is available only if you set:

• Field 17 (Recurring Storage Invoice Preview) to O (Optional) or R (Required) in program WP.92 [Invoicing Profiles]
• Field 81 (Renewal Invoice Print Method - Preview) to D (Detailed) or P (Lot Details) or S (Summary) in program CR.18 [Client Arrangements].

If you are generating Recurring Storage Charges as part of an end-of-week procedure, you should have completed the end-of-day procedure and all the other (non-IP) programs first; e.g.,

MR.11 [Tonnage In and Out Report]
OR.14 [Shipped Orders - Report]
OR.32 [Revenue - Calculate Unbilled]
MR.32 [Revenue - Unbilled and Billed]
CR.61 [Product / Charges Changes Log]

1.  Charges Audit Report,
2. Product Audit Report, and
3. Accumulated Units Audit Report.

If you are generating Recurring Storage Charges as part of an end-of-month/Period procedure, you should have completed the end-of-day procedure first.

Subsequent Actions

Recurring Storage Invoices that are generated in this program may be printed in program IP.22 [Recurring Storage -Inv.Preview].

If this program is being run as part of an end-of-week or end-of-month/Period procedure, you should proceed to carry out program IP.23 [Accessorials -Generate Preview].

Program Fields and Functions

To review a text version of the field help, click here. Click the button (or press F5) to invoke field help at any time from within the job panel itself.