INVOICE TABLE STRUCTURE

NOTE: All INVOICE related tables - INVENTRY (Invoice Entries), INVCY (Invoice Current Year) and INVHIST (Invoice History) have the structure described below.

Purpose - the Invoice Tables are used to gather start and end date data on car numbers moving to and from services for invoicing purposes. Through a series of complex procedures, car number, lease number, sublease number and start and end date data are gathered from the PROFILE table, and monthly invoices are produced for subleases. SUBLEASE invoices are prepared for actual billing purposes. The Sublease invoice table also holds such information as comments pulled from the Profile table, the Sublessee name, how the Sublessee should be invoiced (monthly arrears or monthly prepaid) and the invoice charge for each car.

INVOICE FIELDS:

InvRecNo (Invoice Record Number)

The Invoice Record Number is a unique number assigned by the system as the time of invoice creation. You should not change this number.

InvoiceNumber

The Invoice Number is a combination of the Sublease Number and the Invoice Record Number. This is the Invoice Number printed on the Invoice.

CarNumber

10 Characters. This field is required. The first four characters will be an abbreviation, such as PTLX for the car initial, or JMW with a trailing space. The last six characters will be a six digit car number with leading zeroes. This will conform to standard AAR car numbering conventions and ensure consistent data entry. This value is pulled from the PROFILE table at invoice creation.

LeaseNumber

12 Characters. This is a User-defined code for the car's lease. See the description of the LEASE table for more information. This value is pulled from the PROFILE table at invoice creation.

SublsNumber

12 Characters. This is a User-defined code for the car's sublease. See the description of the SUBLEASE table for more information. This value is pulled from the PROFILE table at invoice creation.

StartDate

Date field. This is the date that the car started service for the current sublease. This will be entered in standard MM/DD/YYYY format. This value is pulled from the PROFILE table at invoice creation.

EndDate

Date field. This is the date that the car ended service for the current sublease. This will be entered in standard MM/DD/YYYY format. This value is pulled from the PROFILE table at invoice creation.

InvCode

2 Characters. This is an "Invoice Code" for the current car. See the topic INVOICE ENTRIES for a complete list of codes and their descriptions. This value is pulled from the PROFILE table at invoice creation.

Comments

80 Characters. This is a brief comment about the current transaction. This field may be pulled from PROFILE, SUBLEASE or PCOMM at the time of the Invoice Entry is created, or you can select from generic comments.

CompanyName

40 Characters. This is the Company Name corresponding to the Sublease Number and is pulled from the SUBLEASE table at invoice creation.

RentalRate

Dollar field. This is the monthly rate for the sublease.

HowInvoiced

2 characters. Possible values are MA for Monthly Arrears or MP for Monthly Prepaid. This value is pulled from the SUBLEASE table at invoice creation. The system uses this information to determine how invoice charges should be assessed.

InvoiceMonth

15 characters. When you are satisfied that the invoice is correct, you are asked for an Invoice Month to "tag" all current invoice entries. This will be used by the system to create Invoice Reprints.

Charge

This value is calculated at invoice creation. It may be a full month charge based on Sublease Rental Rate for Regular Entries, or a fractional daily charge created when you make Invoice Entries.

DateEntered

This is the date that the Invoice Entry was created. In the case of Regular Entries, it is the date that a PROFILE entry was last altered in the system.

ARNumber

10 characters. This is an Accounts Receivable number. This value is pulled from the SUBLEASE table at invoice creation.

Printed

1 character. This value is assigned as 'Y' for entries that have been printed. This is used to indicate entries that have been moved out of the Invoice Entry table.