EXTRACT FOR WINDOWS

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How do I change from test to live invoicing?
How do I set up my database ready for invoicing?
How do I create a new invoice manually and send it?
How do I create invoices from my orders and send them?
How do I collect and print new orders?
How do I make changes to an invoice already sent, and re-send it?
How do I create an invoice if it's different to the order?

Housekeeping

Q. How do I change from test to live invoicing?

1. Open the Generic Invoice Application by double-clicking the icon or selecting Start > Programs > Extract For Windows > Invoice Application.
2. From the top menu, select Options > Customer Configuration.
3. If you trade with more than one supplier name, select your supplier name from the drop-down list.
4. Select your customer's name from the drop-down list and click on OK.
5. Click on the drop-down in the Profile Name field and select the live customer invoice entry from the list. Note: if it doesn't have the word “Test” after the description, it means it is the live profile.
6. Reset the Last Generation Number to zero and click on OK.

Note: You have to create a brand new invoice to use the new live status, i.e. re-instating from the archive and re-submitting will still pick up the test status

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Q. How do I set up my database ready for invoicing?

1. Open the Trading Database Application by double-clicking the Trading database icon, or on Windows 95,98,NT,2000,XP by clicking Start > Programs >Extract For Windows, Trading Database Maintenance Application.
2. (If you trade using more than one supplier name), Click on your Supplier name, and select the supplier to set up products for.
3. Click Product Groups at the bottom of the window. If you have no groups, or the existing groups aren't appropriate, create a new one. (Click New, type the name, then click OK).
4. Click Product Details at the bottom of the window.
5. Click New.
6. Type as many of the product details you require in the fields available and click OK.
   
   EAN Article No. - 13 digit product bar code
   Suppliers Product Code - your own internal code for the product
   Description Line 1 (+2) - your own internal product description
   DUN - 14 code - 14 digit code (not normally used if a bar code is used)
   Product Group - Click in this field to assign the product to a group
   VAT Code - Click in this field to change from Standard Rate (S)
   Other fields are normally left blank as prices are entered elsewhere
7. Click OK to save the product.
8. Click Customer Details at the bottom of the window.
9. Select the customer to set up prices for by clicking on the customer name, and choosing from the drop-down list.
10. Click Price Details at the bottom of the window.
11. (If you trade using more than one supplier name), Click on your Supplier name, and select the supplier to set up products for.
12. Click on the product, then Price Details.
13. Customers Product Code - the product code as referred to by your customer.
    Pack Size - only used if NO ordering measure AND measure indicator.
14. If an ordering measure is used, there must be a measure indicator but NO pack size.
15. Cost price - individual product price per pack.
16. Click OK to save the price details.

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Q. How do I create a new invoice manually and send it?

1. If this is is to be a regular operation, you may want to set up your products and prices in the Trading database before creating a manual invoice
2. Open the Invoice Application by double-clicking the Invoice icon, or (Windows 95) clicking the Start button, Programs, Extract For Windows, Generic Invoice Application.
3. From the top menu, click Extract, then Invoices File.
4. Click Manual.
5. If you trade using more than one supplier name, select it from the drop-down list.
6. Select the customer to be invoiced from the drop-down list.
7. Click OK, then click Invoices>>, then New Invoice.
8. Use any of the 3 drop-down lists at the top to select a delivery location, Once one is correct, the other 2 are updated to display the correct details.
9. Type the Invoice number and date (inc. tax point date), then the invoice total amount in the field Invoice Check Total. Click OK.
10. Click Order Refs>>.
11. Type the order details so all blue fields have been entered, whilst completeing any other required outstanding details.
12. Click Lines>>, then New Line.
13. Select the product to be invoiced using the drop-down lists at the top. Note: If you have no products to choose from, you can type all the details manually.
14. This will now fill in most of the main details on the screen. Complete the rest of the missing details (checking the Extended Line cost is correct) then click OK.
15. Repeat this process (by clicking New Line), until all products are on the invoice, then click <<Invoices.
16. Check the Balanced field has a cross in it. (If not, it means the line totals don't match the Invoice Check Total. Click Edit Invoice and ensure Invoice Check total matches Invoice actual total).
17. You can now add another invoice to the batch by clicking New Invoice and repeating the whole of the process described above. When finished, click <<Batch Header, (check for the message All Invoices Balance) then Finish.
18. Select the invoice by clicking the Selected box, then click Submit.
19. Dial into the appropriate network as you do to collect orders.

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Q. How do I create invoices from my orders and send them?

1. Make sure all products and prices are set up in your Trading database.
2. Open the Invoice Application by double-clicking the Invoice icon, or (Windows 95) clicking the Start button, Programs, Extract For Windows, Invoice Application.
3. From the top menu, click Extract, then Invoices File.
4. Click Automatic, or from the top menu, click Invoices File, Create Invoice Automatically from Orders.
5. (If you trade with more than one supplier name), select your supplier name from the drop-down list.
6. Select the customer to be invoiced by clicking on the customer name and choosing from the drop-down list.
7. Click Next >>
8. Select the orders to be turned into invoices by clicking on the Selected box on the left. More than one order can be selected at a time.
9. Click Next >>
10. If any chosen orders have prices on them, you will be asked if you want to use the prices on the order, or the ones in your Trading database. Follow the on-screen instructions then make your selection.
11. Now type the order references in the available fields. The fields that appear in blue must contain the correct information.
12. Click Finish.
13. Select the new invoice file by clicking in the Selected box on the left.
14. Click Submit.
15. From the top menu, click Extract, then Connect.
16. Click Connect to send all new invoice files.

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Q. How do I Collect and Print New Orders?

1. Open the Connect Application by double-clicking the Connect icon, or (Windows 95) clicking the Start button, Programs, Extract For Windows, Connect Application.
2. Click on Connect.
3. Wait for the connection to finish. If you had any new orders in your mailbox, you would have seen them being retrieved during the connection.
4. Click Close to close down the Connect Application, (and click Yes to confirm),
5. Open the Order Application by double-clicking the Order Application icon, or (Windows 95) clicking the Start button, Programs, Extract For Windows, Order Application.
6. From the top menu, click Extract followed by Orders file.
7. Select the new orders you want to print by clicking in the Select box. You can select more than one order.
8. Click on Print Main or:
   … from the top menu, click Orders File, followed by Print Main Print for Selected Orders…

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Q. How do I make changes to an invoice already sent, and re-send it?

1. Open the Invoice Application by double-clicking the Invoice icon, or (Windows 95) clicking the Start button, Programs, Extract For Windows, Generic Invoice Application.
2. From the top menu, click Extract, then Archive.
3. Select the invoice file you want to re-send by clicking the Selected box on the left.
4. Click Re-instate. Click Yes from the resulting warning message, to re-create and amend.
5. From the top menu, click Extract, then Invoices File.
6. Click Maintain, select the invoice file just created from the archive (it will have the same reference no, but with a letter "A" at the end), and click Maintain.
7. Click Invoices >>
8. Select the invoice number you want to make changes to and then,
   
   Either:
9. Click Edit Invoice to change:
   Delivery location details, Invoice number, date or tax point date, or Invoice Total.
   Make the necessary changes then click OK.
   
   Or:
10. Click Order Refs>>, then Lines>>:
    Select the product line to change then Edit Line to change:
    Product details, quantities, unit cost, VAT and discounts.
    Make the necessary changes then click OK.
11. Click <<Batch Header, then Finish to exit out.
12. Select the invoice file, then click Submit to transfer the amended batch in the same way as usual. An additional message will be displayed prompting for the file to be sent on either the next generation number, or next version number (same generation number). It is recommended you ask your customer what generation number they want it on before making a selection.

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Q. How do I create an invoice if it's different to the order?

1. Create the invoice file the same way as normal using the Automatic order to invoice process.
2. Click Maintain.
3. Select the invoice created, and click Maintain.
4. Click Invoices>>.
5. Select the invoice number you want to make changes to.
6. Click Edit Invoice to change:
7. Delivery location details, Invoice number, date or tax point date, or Invoice Total.
8. Make the necessary changes then click OK.
9. You can also add a new invoice to the batch by clicking New Invoice, or delete an entire invoice by clicking Remove Invoice.
10. Click Order Refs>>, then Lines>>:
11. Select the product line to change then Edit Line to change:
12. Product details, quantities, unit cost, VAT and discounts.
13. Make the necessary changes then click OK.
14. You can also add a new product to the invoice by clicking New Line, or delete a product from a batch by clicking Remove line.
15. When all changes have been made, and saved, you must check that any invoices ammended still balance (product line values still match the total).
16. Click <<Invoices or Invoices>> (depending which screen you are on), to check that ALL invoices in the list have a cross displayed in the Balanced box.
17. If not, you should select the invoice that is not Balanced, and click Edit Invoice. Amend the Invoice Check Total so it matches the corresponding Invoice Actual Total, then click OK.
18. Click <<Batch Header, then Finish to exit out.
19. Select the new invoice file by clicking the Selected box on the left.
20. Click Submit to transfer the amended batch in the same way as usual.

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Q. Housekeeping within Document Manager

You can either:

1) Delete one processed file at a time
2) Delete a number of files processed more than a number of days ago (aged delete)
3) Delete all processed documents

This is all done from the 'Housekeeping' option.

Note: Only processed documents can be deleted and once deleted its gone forever! archiving & deleting in order application they should archive orders when finished with them (if they do automatic invoicing then they will need to keep them until the invoicing has been done) and then when they're really sure they've finished with them they should delete the orders from the archive. Remembering that as long as they've got the $E file in intray then they can reprocess order info back into order app.  

By law, invoices need to be kept for at least seven years in the invoicing application, i.e. in the archive of invoicing application.

The $I files can be deleted from the outtray. Also, users need to be aware that they need to keep hold of file control reports (produced automatically when sending invoices) for at least seven years.  They also need to inform their local VAT office that they will be sending invoices electronically before they go live.

A backup needs to be done regularly (depending on how often they use the software?) of the extractw directory. There is also a file in the windows directory called extract.ini The files containing the important info are.

c:\extractw\db\system.gdb
c:\extractw\apps\order\db\order.gdb
c:\extractw\archive\orderarc.gdb
c:\extractw\apps\invoice\db\invoice.gdb

If, however they use a DOS application or have their $ files sitting elsewhere e.g. extract5 then this directory should also be backed up regularly.

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