Sales and Adjustments can be entered in a Batch for many customers or 'On line' for a specific customer, it depends on the amount of adjustments that need to be done. If there are MANY adjustments for MANY different customers, entering them through a Batch is much quicker. If there are only a few, then going in to each customer's account and doing them On Line is better.
Sales & Adjustment batches may also be automatically created by the system if using the Route Follow up feature, Global Sales & Adjustments, or Scale House daily processing in the Scale House Management system..
Typical uses for batch entry are entering adjustments from route lists (when the Route Follow up feature is not being used) like extra yardage around containers, extra item pickups, or entering a stack of credits.
You may need some information handy before you enter the batch; such as the Invoice numbers to apply adjustments to, the correct amount less any taxes (if you charge tax in your area, taxes are automatically added to the amount so you'll want to 'back out' the tax), the 'from and to' customer # for misapplied payments, etc.
From the i-Pak Accounting menu, select the Sales & Adj Entry/Update option - #4. This will bring you to the Sales and Adjustments Batch Entry 'header' screen.
In the 
field, type in a Batch ID to identify the batch - this id should be unique to the batch for that day. This is used to help track who did what batch and to regenerate a batch listing later if needed. Typically, users will use their initials, or their first initial with a number to identify which batch of the day it is for them (ie: D1, for Dawn's first batch of the day).
In the 
field, enter the Date for the adjustments - this field is what will show on the customer's bill. If keying in charges from a Route List, this should be the date the Route & Service was done. The date can be keyed in as a number without the '/' - the system will fill these in automatically. In addition, you can click on the 
button to display a Calendar. Go to the date you want to use and double click, the system will then fill in the date.
All transactions entered in the Batch will be assigned the same Batch Date; therefore, if you want the adjustment to reflect different dates for different adjustments, you may want to us the On Line Sales & Adjustments instead.
In the 
enter the 2 character Company identifier for your company. Click on the 
to display a list of choices.
All transaction entered in the Batch will go to the customer's assigned to the above company id. Multiple companies can not be entered in the same batch. If you have multiple companies and your routes cross company lines, and you are keying in charges from the Route Lists, it is better to use the Route Follow up feature.
Once the batch header has been filled in, press Enter.
The Sales/Adj Line Item Display screen will be displayed.
Fill in the necessary fields for each sales & adjustment. The definition and use of each field is listed below.
In the 
field enter the customer number for the line item. This is a required field. If using a Route Lists, the customer number is printed below the comment line for the stop.
(Section of Route List)
In the 
field type in the size and charge code that relates to the adjustment being entered. This is a required field. To display a list of choices for the Sz/Cg field, click on the . A listing of the Charge Code master will be displayed. Select the code you want by double clicking on the line. For example, a driver might write on his route sheet that extra yards were picked up around the container - you would then select the size & charge code that represent 'extra yards'. In the example below, the sz/cg is EX TR:
In the 
field, type in a detailed description of the adjustment. The customer will see this on a bill, so be as detailed as possible. In addition, if any audits are done on your system, you'll want to have as much information available as to why the adjustment was done. If the default description for the charge code should be used, leave this field blank and the description will be filled in when you press Enter, or if you select the Charge code from the drop down list.
If applicable, enter a quantity in the 
field, if a quantity does not apply, simply leave blank. If the number is not a whole number, you must enter the decimal point. If it is a whole number, you can just enter the number without a decimal or decimal positions. For example a quantity of 1 1/2 is entered as 1.5, a quantity of 5 can be entered as 5 or as 5.00 - either way is fine.
If the charge code is a 'rate' type of charge code, the quantity is multiplied by the rate to calculate the total. The amount of the charge is dependant on the quantity and the price 'per' or 'for each' quantity. Examples are: disposal ($65 per ton), tires ($5.00 each), per yard extra charges ($8.00 per yard), etc.
If the charge code is a 'flat' type of charge code, you may enter a quantity, but it does not affect the total. Examples are: haul charges ($350.00 for a 30 yard), NSF fees ($25), adjustments used to 'back out' a check, adjustments to transfer a check, etc.
If using a Rate charge code, enter the 'per' amount in the 
field. If the amount is not a whole number, enter the decimal point. If it is a whole number, simply enter the number without a decimal or decimal positions. For example, a charge of $65 per ton can be entered as 65 or 65. or 65.00, a charge or $2.25 per tire should be entered as 2.25. The Rate field is carried out to 3 decimal positions, so a charge of $1.254 can be entered as 1.254. If the charge code has a 'default or standard' price set up in the Charge Code master, the rate will be filled in automatically - you do not need to key the price. However, if the price is different than the default or if there is not a 'default or standard' price set up, you will need to key in the price. If contract pricing is set up for this Customer, the price will automatically default in and cannot be overridden.
If using a Flat charge code, skip the Rate field and go to the 
field and enter the amount. If a Rate charge code was used, the total will be calculated automatically. If the charge code is set up with a 'default or standard' price, this field will be filled in automatically, but can be overridden. If contract pricing is set up for the Customer for this charge code, the price will automatically default in and cannot be overridden.
If you are entering an adjustment against a particular Invoice, enter the Invoice number in the
field. If you do not have an invoice to adjust, or if you want the adjustment to show on the next bill, leave this field blank.
- this is for a Route ID. Extra pickups from a route sheet can be referenced to that specific route. Click on the to display a listing of the Route Master for your choices. The Route ID must be entered if you are going to enter Disposal information (Landfill, ticket, etc).
- this is the Vehicle (truck ID) field. Extra pickups can also be reference to a specific vehicle that was used for the pick up. In addition, some disposal facilities include the Vehicle ID on their dump bills, so this field can be used for Landfill Reconciliation as well. Click on the to display a listing of the Vehicle Master for your choices.
- this is the Driver ID. Extra pickups can also be referenced to a specific driver that was used for the pick up. Click on the to display a listing of the Driver Master records for your choices.
- this is the Landfill or Dump facility ID. When capturing disposal information, you can enter the facility ID for later reporting. Click on the to display a listing of the Landfill Master for your choices. The Route ID must be entered if entering information in this field.
- this is for the Landfill or Dump facility Ticket number. This is a 7 digit field and is helpful when trying to reconcile dump bills.
- this is for the Material that was disposed. This is also helpful when reconciling dump bills. Click the to display a listing of the Material Master for your choices.
- this is for the Units of Measure - TN (tons), YD (yards), EA (each), etc. Click on the to display a listing of the Unit of Measure Master for your choices.
- this is for the number of units. Typically this is the same amount as the Qty field; however, they may be different. This field is for the units (quantity) that is on the disposal ticket. Your dump facility may charge you by the yard, but you charge the customer by the ton or vice versa. The decimal point must be keyed in for numbers that are not whole numbers.
- this field is the COST to your company and has nothing to do with what you may or may not charge the customer. Enter the amount from the ticket in this field. You must enter the amount with a decimal point.
When all necessary fields are keyed in, press Enter. The line item will appear in the above display section, and a new line will be ready to be entered.
In my example below, I entered 2 1/2 extra yards for customer # 27. Since this was taken off a Route List, I have included the Route ID and Vehicle ID. I am not applying the charge to an invoice so that field is blank, and I am not adding any disposal information so Landfill, Ticket, Material, U/M, Units and Cost are left blank.
After I press Enter, the line is added to the batch in the display area above. In addition, the Customer name and service address line 1 are displayed.
If you do NOT press Enter the line item is not added to the batch and will not be posted.
Continue entering the line item sales & adjustments to be included in the batch. When all have been entered, press 
or 
to return to the Sales and Adjustments Batch Entry 'header' screen. Exit the batch by pressing . This will bring you back to the Accounting menu. You can continue to the next steps Review and Edit the Batch and Post the Batch.
To delete a line that has already been entered, simply SINGLE click on the line in the display area to highlight the line. Then either click on the 
on the bottom of the screen, or RIGHT click on the line and select delete. The system will display a confirmation screen.
Press the 
button or F16 (shift F4) to confirm the deletion.
To delete all the lines, you can use the 
button and follow with the confirmation above. This will delete the whole batch so the header information will be gone too.
AR History - if needed, the customer's AR history can be displayed. This is very convenient and allows you to access additional customer information WITHOUT exiting the batch and going in to Customer Service. From the AR history screen, you can access just about all other tabs in a customer's account. To access the screen, press 
or F2 while the customer is on the entry line below (the system needs the customer number in order to access this screen).
Cust Contract - if needed, the customer's contract pricing can be displayed. This is pricing that is specific to a customer and is used during Sales & Adjustments and Work Orders. Press the 
button or press F11 while the customer number is on the entry line below, the customer's contract pricing screen will be displayed.
Cust Info - this will display additional address information for the customer and the 4 special instructions lines. This is helpful to verify any billing notes that might be in the special instructions. Press the 
button or F12 while the customer number is on the entry line below, the system will display the Customer Info screen.
Sort Toggle - this option allows you to sort the batch by either the Batch Sequence # or by the Customer #. The default sort is by Sequence#. At the top of you screen it will display your current sort 
. To change your sort, select 
or F6 and the batch will be resorted by Customer # and the top of your screen will change to say 
. You can select to toggle back to Sequence# at any time.