Editing MS Invoices

MS Invoice Edit maintains a batch of Material Sales invoices: initialize, edit, print, manually enter and print new invoices, add existing invoices for reprint, void, and post to AR.

You may only add or delete transactions (tickets or hauler time sheets) on an invoice — you cannot edit transaction line fields here. To change a ticket/time sheet: delete it from the invoice, edit in MS Ticket Entry or MS Hauler Time Sheet Entry, then add it back.

Trimble has no numbered “edit invoice” procedure under this form. Related how-tos (Initialize, Print, Deliver from Edit, Void, Invoicing, Intercompany, Correcting Invoiced Transactions) are separate sidebar topics.

Before you start

• Customer in AR Customers (invoice level 0 = one per customer; 1 = per customer and job).
• HQ Payment Terms; receivable type from IN Location Category Override, else IN Locations, else AR Customers.
• MS Company Parameters: Use Invoice #s From (AR or MS), Auto Apply Payment on Cash Sales, Sort by Sales Date / Sort by Location, default invoice report.
• Intercompany invoices must be created via MS Invoice Initialize — not added manually.
• Quotes with “print separate invoice” can override print/subtotal/haul and description.

Steps (typical flow)

1. Open MS Invoice Edit. Seq# = NEW / + / N for a new batch line, or an existing sequence to reopen.
2. Enter the header (Customer, optional Job/PO, dates, receivable type, terms, payment type, location filters, print options). Header restrictions lock which tickets can be added.
3. On MS Trans, F4 to add tickets/time sheets that are not on any batch, not already invoiced, not on hold, not voided, and match the header. Delete removes the row so it can be billed later.
4. On Recipients, add rows (Delivery Method P-Print or E-Email). Name always required; email required for E; address/city/state/zip required for P.
5. On Attachments, check Select to include attachments.
6. Use form functions as needed: Initialize (File → Initialize Invoices), Print, Deliver (Delivering MS Invoices or Deliver from Edit), Void, then File → Process Batch to post to AR.

Key header fields

Field	Notes
Customer	Locked once any transaction is assigned
Customer Job / PO#	Optional restrictions; after tickets assigned cannot change/clear (with init-level exceptions)
Description	Up to 30; quote description or “Material Sale”; overridable
Invoice #	From AR or MS last used (company params); override up to 10 does not advance the last-invoice counter
Receivable Type	Required; init groups by Customer+Job+PO+Rec Type; identifies AR GL debit
Payment Terms	From AR customer; changing terms does not change discounts already on ticket/haul detail
Invoice / Discount / Due Date	Invoice ≤ discount ≤ due; invoice date becomes AR transaction date
Apply to Invoice	Posted MS AR invoice for corrections; update creates an adjustment applied to the original
Payment Type	A-On Account, C-Cash (enables Check #), X-Credit Card; init locks from transaction
Location Group / Location	Optional filters; after tickets, location usually cannot change/delete; location group can often be cleared
Print Level	1 Unit Price or 2 Trans#
Subtotal Level	1–6 (CustJob … +UM); levels 3/4 need Sort by Sales Date / Sort by Location
Separate Haul Information	Checked = haul in own columns; unchecked = haul folded into material unit price
CM Co / CM Account	Cash + auto-apply only

Hard rules

• After interface to AR/GL in MS Batch Process, you cannot add/delete transactions. Use Correcting Invoiced Transactions for posted corrections (Apply to Invoice on a new batch line).
• Surcharges are separate lines — if you remove the parent ticket, remove the surcharge too; re-add after edit so surcharges reassess.
• Intercompany: cannot add manually. To change: delete transaction and invoice, edit ticket/time sheet, re-initialize (stricter than regular invoices).
• Cash + auto-apply: payment applies at AR interface. Tickets added must match header check #; tickets with no check # only go on invoices with no check #. Same check # can still split across invoices when customer invoice level or Separate Invoice per Location forces splits.
• Invoice # override does not advance the company last-invoice counter.

Notes

• Related: MS Invoice Initialize / Print / Void / Add, Delivering MS Invoices, MS Invoice Delivery, MS Ticket Entry, MS Hauler Time Sheet Entry, AR Customers, MS Company Parameters, Correcting Invoiced Transactions, Intercompany Invoicing.