Misc Invoice Prerequisite Setup

These instructions are for Miscellaneous Invoices in the A/R Module. For Advertising and Exhibition Invoices see the "Billing" Section in their respective modules.

Prerequisite Setup

Class Codes

See Class Setup

Misc Product Setup

Navigate to the menu item Setup -> Misc. Product Setup

Click the + sign button and enter the Product ID and Description. The General Settings Price field is optional if there is a fixed default value to be attached with this product. Choose a Class Code you just created from the drop down menu and ensure inactive button is set to “No”. The Class Description and G/L Accounts are informational and read only from this screen.

Set the Charge Cancellation Fee to “Yes” only if you will charge a cancellation fee against this Misc. Invoice if it were cancelled. Click the “Save” button at the bottom.

Note that you can also setup the UDFs for the A/R invoicing in this screen by clicking the Text/Integer, Money/Decimal, Date or Multi-Select fields. Setup instructions can be found in A/R Setup.

Misc. Product Import

User can import multiple miscellaneous products in bulk using a template provided in the system. Navigate to the menu Setup -> Misc. Product Setup -> Import Misc. Product node.

Click the button “Download Template” and the excel sheet opens on your screen. Fill out the fields as follows noting that the fields which are bold are mandatory and the fields which are highlighted in yellow must contain fields that match the values in Élan.

Template

Field Name	Example	Data Source and Restriction	Mandatory/ Optional
Product ID	SH1920	Free entry of alphanumeric ID for the product you want to import into Élan.	Mandatory
Product Description	Product 1920	Free entry of alphanumeric description of the product you want to import.	Mandatory
Price	333.00	$ Numeric value of the cost of the product which will be calculated into invoices in Élan when used.	Optional
Class Code	ART	The Class Code to assign to the product. This value must match the Élan value from the menu Setup -> System Tables Setup -> Class Setup.	Mandatory
Inactive Ind.	N	Y or N for Yes or No value to indicate if the product imported is inactive.	Optional
Charge Cancellation Fee Ind.	Y	Y or N for Yes or No value to indicate if you will charge a cancellation fee if client cancels order.	Optional
Sponsorship Product Ind.	Y	Y or N for Yes or No value to indicate if the product is a sponsorship product.	Optional
Sponsorship Type	EX	If you enter Y in the previous field then this value is the ID value for Exhibition, Publication or Conference Sponsorship	Optional
Sponsorship Entity	SHDOG2019	This is the ID for the publication, exhibition or sponsorship	Optional

Once you enter the values of the fields in the excel template, save it to your desktop.

In the Import screen, click the “Select” button to upload the file into Élan and browse to select it on your desktop. Then click on “Test Import” and the system will alert you to any mistakes in the template. If you receive a message indicating an error, click the x remove button on the import screen, navigate to the excel sheet and fix all errors, then save the sheet again. Navigate back to the Import screen and re-select the template to upload into Naviga Ad. Repeat the testing process and steps until the system gives you a success message.

Click the button “Import File”. The system provides a success message of the import.

Click the node “Misc. Products” to search for the imported products. Start typing the ID of the product you imported, and the system displays all IDs matching this value.

All fields you entered in the template must display in this screen accurately.

Invoice Template Setup

Create the invoice using an HTML form. Navigate to the Accounts Receivables Module -> Setup -> Miscellaneous Invoice Forms Template. Click the button “View Merge Fields Documentation” and view all the HTML mapped fields which can be used in the template invoice. This requires HTML knowledge. For assistance contact Naviga Support.

Note, the logo selected here is the default logo. This can be overwritten by the statement logo selected in Company Setup.

Copy the desired fields and paste in a new template which you can design by clicking “Create New” and then the tabs for “Design” or “HTML” at the bottom.

Here is an example template to start with.

24KB

MiscARInvoice.txt

Open

Next step is to navigate to the menu Setup -> Admin -> AR System Setup.

Scroll to the ”Invoice Forms” section. Check “Yes” for Use Naviga Forms.

Choose the template you created above from the drop-down in the “Default Naviga Invoice Form”.

If desired (for testing) enter the override Email to Address to override the email address

This is used only for testing purposes. It is meant to use an internal email address rather than the live customer email during setup and training exercises. This should be blank during normal live operations.

In the Email Invoice Subject Line and Email Invoice Body you can enter any text for the email message to the client. You may also use any merge tags available on the Misc Invoice Template. Save the settings.

If you need to produce invoices in a different language other than your local language, proceed to add a language from the drop-down menu and use a corresponding invoice form which you have created in that language.