Invoice Management Dates and Monies Tab

Description

This screen is part of the Invoice Management subsystem that is used to create, retrieve, update and delete an agreement invoice. The Dates and Monies Tab screen allows the user to collect invoice information such as method of payment, invoice costs, invoice dates and invoice remarks. The Dates and Monies Tab is accessed by retrieving the agreement root record, clicking on the “Subordinate Records” Tab, highlighting the associated part, and clicking the “ADD” button for a new invoice or “RETRIEVE” for an existing invoice.

Fields

Field Name	State	Description
Initiating Organization	Protected	This field will be pre-filled from the part record.
County Code	Protected	This field will be pre-filled from the part record.
Agreement #	Protected	This field will be pre-filled from the part record.
Part #	Protected	This field will be pre-filled from the part record.
Pay #	Protected - conditionally	This is a required field for initial entry of an invoice. It will be pre-filled and protected when updating, viewing or deleting an existing invoice.
Method of Payment	Protected	This field will be pre-filled from the part record.
Invoice Costs – Payroll + Indirect	Editable – optional	Costs being invoiced for Payroll + Indirect. This cost will be applied to part and subsequently to the agreement.
Invoice Costs – Other inhouse	Editable – optional	Costs being invoiced for Other Inhouse. This cost will be applied to part and subsequently to the agreement.
Invoice Costs – Outside Direct	Editable – optional	Costs being invoiced for Outside Direct. This cost will be applied to part and subsequently to the agreement.
Invoice Costs – Fixed (Net) Fee	Editable – optional	Costs being invoiced for Fixed (Net) Fee. This cost will be applied to part and subsequently to the agreement.
Invoice Costs – Premium Pay	Editable – optional	Costs being invoiced for Premium Pay. This cost will be applied to part and subsequently to the agreement.
Invoice Costs - Total	Editable – required	Value must equal the total of all other Invoice Costs entered. This cost will be applied to part and subsequently to the agreement.
Invoice Process Date	Required	Date of invoice
Premium Pay Flag	Editable – optional	Drop-down menu to choose category (reasons for) premium pay.
Final Out Flag	Editable – optional	Check box to be checked if this is the final invoice.
Funding Flag	Editable – optional	Drop-down menu to choose the categories of project types.
FMIS Number	Editable – optional	Up to 4 characters for FMIS Number.
Audit Number	Editable – optional	Up to 6 characters for the audit number.
Remarks	Editable – optional	Free-form text for remarks regarding the invoice.

Actions

Action	Description
	Note: The following identifies all possible buttons that may appear for this screen. However, they may not ALL appear, depending on the sequence of events and whether an invoice already exists.
Save	When the user clicks on the Save button, the invoice will be saved to the database and the Invoice Management screen will be re-displayed with the fields entered. Note: All required fields on the tabs must be entered before the record can be saved.
Cancel	When the user clicks on the Cancel button, any information entered will NOT be saved to the database and the user will be returned to the Invoice Management screen with all fields unchanged.
Search	When the user clicks on the Search button, the Search Criteria for Invoice Records screen will be displayed for the user to enter search criteria for searching for other invoices.
New Entry	When the user clicks on the New Entry button, the Invoice Management screen will be re-displayed with all enterable fields enabled for the user to enter a new invoice.
Edit	When the user clicks on the Edit button, the Invoice Management screen will be redisplayed with all enterable fields enabled for the user to update any information.
Delete	When the user clicks on the Delete button, a message box will appear to confirm that the user wants the invoice deleted. After confirming the delete, the invoice will be removed from the database and the Invoice Management screen will be re-displayed with no data in the enterable fields.
Print	When the user clicks on the Print button, a print browser will be displayed containing all information relative to the agreement record. The user can then print the information to a specified printer.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:38 AM