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Introduction

This document

Procedure

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 you create a new category, you may use the category to group prices from price lists together. This actual altering of itemization categories for line items does NOT get done from this editor. Instead, it gets accomplished through the price lists editor, color database editor, or the lite-up options editor.

Procedure

Invoice Master Categories Report

We recommend running the Invoice Master Categories report from Optifacts menu 5-4-3 to print a list of existing categories. Then, 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 will place the new entry, you can add your categories.

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Add/Edit Invoice Categories

This menu option will allow you to create or edit invoice master categories.

You get prompted to enter the text to print on the invoice. If it exists, the order in which to print is then displayed, and you have the opportunity to edit the entry spelling and order in which to print. If it does not exist, it gets added. You then get prompted for the order in which to print it 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. However, suppose you itemize high index charges into SPECIAL (the default) or a custom category. In that case, the lens cost gets grouped into LENS, and the index add-on charge gets grouped into SPECIAL (or a custom category). The result is two line items on the invoice.

Suppose you wish to itemize charges into custom categories that are not part of the base Optifacts system. In that case, you MUST create those categories here before assigning any charges to the category from within the Price List Editor.

From the Optifacts main menu:              

Select Option 3 – Editor Utilities and press Enter.

Select Option 4 – Pricing Database Editor and press Enter.

Select Option 3 – Invoice Master Categories and press Enter.

Select Option 1 - Add/Edit Invoice Categories and press Enter

The Add/Edit Invoice Categories screen displays.

• Enter the Text to Print on Invoice. (Definition below)
• Enter the Order in Which to Print.  (Definition below)

Are the Entries Correct (Y/N)?

• Press “Y” if correct.
• Press “N” to make changes. 

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Itemization Category Order

Printing a report of the Invoice Master Categories before working in the editor is recommended. It will show the order in which to print along with the correct spelling of the categories. Printing the report is an important step due to the abbreviation or hyphenation of some of the categories. The following is a short report of the itemization categories and the order to print included in the Optifacts base system.

Delete Invoice Categories

This selection will prompt you for an invoice category name to permanently delete 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 gets searched for an exact match. If a match gets found, you get prompted to verify if the match is the entry to be deleted.

You can not delete an invoice category if it is in use by any other entries, including lite-up options or itemizations within the price lists. Therefore, if the category is in use in any lite-up option or if an item is itemized using 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:

• Select Option 2 - Delete Invoice Categories and press Enter
• Select Option the Text to Print on Invoice and press Enter.

Would you like to delete this one? (Y/N) ?

• Press “Y” to delete and press Enter.
• Press “N” to return to the screen.
• Press Escape to exit.

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To view and download these instructions as a PDF file, click on the following document image.

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