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Introduction
This document will explain how to add, edit or delete Invoice Master Categories. This editor will allow you to change existing invoice categories or add new entries. Once a new category is created then the category may be used to group prices from price lists together. This actual altering of itemization categories for line items is NOT done from this editor. It is accomplished through the price lists editor, color database editor or the lite-up options editor.
Procedure
Invoice Master Categories Report
It is recommended that you run the Invoice Master Categories report from Optifacts menu 5-4-3 to print a list of existing categories. You can review the report to see if the category you are adding already exists. You can also decide what order number to use. Once you know in what order you are going to place the new entry you can proceed to add your categories.
Add/Edit Invoice Categories
This menu option will allow you to create or edit invoice master categories.
You will be prompted to enter the text to print on the invoice and if it exists the order in which to print is then displayed and you are given the opportunity to edit the entry spelling and order in which to print. If the text you enter does no exit in the database the entry is added and you are prompted for the order in which to print this item on the invoice.
An example of grouping alike charges would be to itemize index add-on charges into the LENS category to result in one line item charge on the invoice for a high index lens. If high index charges are itemized into SPECIAL (the default) or a custom category then the lens cost is grouped into LENS and the index add-on charge is grouped into SPECIAL (or a custom category), resulting in two line items on the invoice.
If you wish to itemize charges into custom categories that are not part of the base Optifacts system, you MUST create those categories here before being able to assign any charges to the category from within the Price List Editor.
From the Optifacts main menu:
Type 3 – Editor Utilities and press enter.
Type 4 – Pricing Database Editor and press enter.
Type 3 – Invoice Master Categories and press enter.
Type 1 - Add/Edit Invoice Categories and press enter
The Add/Edit Invoice Categories screen displays.
- Type the Text to Print on Invoice and press enter. (Definition below)
- Type the Order in Which to Print and press enter. (Definition below)
Are the Entries Correct (Y/N)?
- Type Y if correct.
- Type N to make changes.
Itemization Category Order
Printing a report of the Invoice Master Categories before working in the editor is recommended as it will show the order in which to print along with the correct spelling of the categories. This is an important step due to the abbreviation and’/or hyphenation of some of the categories. The following is a small report of the itemization categories and order in which to print included in Optifacts base system.
Category | Print Order | Category | Print Order | Category | Print Order |
|---|---|---|---|---|---|
LENS | 1 | PRISM | 10 | OVERSZE | 20 |
SPECIAL | 30 | HARDEN | 40 | TINT | 50 |
COAT | 60 | EDGE | 70 | RUSH | 80 |
WARRANTY | 90 | MISC | 100 | UNCUT DED | 110 |
FRAME | 120 | POSTAGE | 130 | SHIPPING | 140 |
Delete Invoice Categories
This selection will prompt you for an invoice category name to be permanently deleted from the database. Once deleted the only way to restore the category is to re-enter it as a new category with the Add/Edit menu option.
After entering a category name the database is searched for an exact match. If a match is found, you will be prompted to verify if the match is the entry to be deleted.
You cannot delete an invoice category if it is being used by any other entries including lite-up options or itemizations within the price lists. If the category is being used in any lite-up option or if any item in the price list is itemized into this category you will be told to first remove or edit any itemizations to this category before you can delete the category.
From the Invoice Categories menu:
- Type 2 - Delete Invoice Categories and press enter
- Type the Text to Print on Invoice and press enter.
Would you like to delete this one? (Y/N) ?
- Type Y to delete and press enter.
- Type N to return to the screen.
- Press escape to exit.
