Support FAQs

To change the Billing Information on the Invoice…. in Invoice Maintenance, the first tab, Scroll all the way to the bottom. You have the sold to, ship to and bill to addresses that you can modify. These changes will reflect on the invoice document

Take a look in the Tools, System Table, Currency. The currency table had both USD and CAD set to only allow up to 2 decimal places. On documents, that is fine, but this setting is for within VISCO, to know when the system should round. You need to go to the System Table, Currency and change the decimal places back to 4, then recalculate the accruals for the PO

You need to check the GL Accounts Receivable Account and Invoice Account codes in VISCO. Also make sure your integrated accounting system has the exact same GL codes as VISCO. In VISCO, go to Tools, Accounting Administration to check the codes

In VISCO, GL accounts are setup in Tools, Accounting Administration, Cost Type Code Maintenance and Invoice Miscellaneous Charge Type Maintenance. GL account names in VISCO and the integrated accounting system must match exactly in order for costs to be posted correctly

Memo invoices, whether they are credit, debit or sales returns will post to the default account specified in the GL, unless there is a miscellaneous charge added, and then that charge amount will go to the specified account

A sales invoice is automatically generated when product is delivered to a customer. In VISCO, selecting ‘ship and invoice’ on the Delivery will generate a sales invoice for that customer based on the sale order releases (shipments) on the delivery

This is an invoice that is not a sales invoice. A memo invoice can be used to issue a credit, a debit, make a correction or for a sales return

Sales Returns in VISCO are done through the “Finance” menu under the A/R section. When a portion of a shipment (or the entire shipment) is returned it is sent directly back to the warehouse it came from and inventory qty and valuation reflects that change. Meanwhile, a credit memo is created automatically and will appear amongst the list of Invoices in the Invoice section of the system.

Purchase Returns (shipping goods back to the original vendor) can be done and this removes the estimated costs, however you cannot return goods that have any outstanding actual costs in the system

In VISCO, create a negative voucher (against the mistaken vendor), apply it to the container, post it into your accounting system and both systems will show 0 cost for the (mistaken) vendor. Then enter the actual invoice again with the correct vendor in VISCO and post to your accounting system

Yes, you can change the allowed dates to the previous month and that will of course affect that month’s balance. Make sure anyone who is doing In Transits, Warehouse Receipts or Invoices know that you are doing this and should either

1. Not do those things to be safe (or)
2. Be extra careful to enter in the right dates for invoices etc.

Basically you need to be careful no one affects the previous month’s data while the vouchers are added. After the vouchers are added, you can change the dates back to this month.

This is caused when there is a cost type setup in VISCO that is not in QB so one or more of the vouchers in the batch did not post to QB. You need to setup the cost type in QB and post the voucher(s) again. Check which vouchers posted to QB before posting the batch again, otherwise you may have duplicate entries in QB

You have 2 options depending on whether the invoice is pending or posted.

• If posted, you need to do a Sales Return. Then change the unit of measure in the Sales Order and repeat the delivery/invoice process
• If Pending, use the Cancel invoice function, and it will put the goods back to released to logistics in the delivery and allow you to step backwards to make the unit of measure changes on the Sales Order, then repeat the delivery/invoice process

In Invoice maintenance – scroll all the way to the bottom on the header information tab. There is the sold to address, ship to address and under the sold to is the ‘bill to’ address. This is the address you need to edit

The integration with your accounting system is not working make sure the accounting system is running and a user is logged in. (The first thing the integration tries to do is connect to vendors)

The integration with your accounting system is not working make sure the accounting system is running and a user is logged in

In Inventory Allocation, for the first 3 lines the Action Column is ‘Release to Logistics’. If you select Proceed, the three lines will be released you can add them to a delivery and ship/invoice

The other line has ‘none available’ (meaning there is no inventory available) so for this line, the Action Column displays ‘Do Not Process’. If you select ‘Proceed’ this line will remain unallocated and you will be able to release it when the product is available at a future date

The message means, for the Invoice Misc. Charge type you have selected, you must enter the same amount in the Venture Details Tab. However, If you do not have an associated Venture or PO yet (because this is a deposit invoice), it would make sense that you can not do this. If this is the case, go to the System tables – Invoice Miscellaneous Charge types and select ‘edit’ for this charge (the charge for the deposit)

There is a column that says ‘non venture misc charge’ and the current setting is No. Change this to Yes. Update the charge type. Then go back into your invoice, remove the charge and add it again, it will not give you that error message.

After it has been posted, there is no way in VISCO to change it. As a courtesy, the VISCO support team can change it in the DB. You will need to change it manually in your accounting system. In the VISCO System Tables, there is an option called Accounting Allowed dates. We recommend you modify the date to only allow for 2010

Yes a venture must be in transit or a least have that status in VISCO. Here is how it is done – create a container and in the container name include the PO number and a note of ‘not in-transit’. When you know the container is in-transit, you can modify the container number and details or remove the item from the container and place it in the correct one.

You have 2 options:

1. Do a Sales Return which will create a credit memo then you can re-invoice (and make your changes).
2. In the invoice menu, select Add New Invoice – this will allow you to create a credit/debit memo to account for the change

This is the standard error when the accounting system is not open on the server. Please verify it is running and the user is logged in.

Your Cost types do not have a GL Account associated with them. To enter the cost types, go to Tools, Accounting Administration. When there is not a proper GL account attached to a cost type, changing the cost type table will help for future entries. However bills already entered must either be deleted then added back by the user or the VISCO Support team can go ‘behind the scenes” and update current entries with the correct GL account information.

You can have multiple releases/shipments in one delivery. They would be on separate invoices if the customer or ship to address is different. If the shipments are for the same customer or ship to address, then putting them on the same delivery would not work. You will need to have them in separate deliveries.

If it is inventory based, do a Sales Return for the goods, and the credit memo is created automatically.

When creating a new invoice using the “Add a Memo Invoice” link from the invoice menu, there are two options, customer and shipment

• Customer will allow you to create a Credit/debit memo but will only pull the customer sold to address, no other information
• Shipment – if you enter the release/sales order number related to the credit memo, the customer ship to and product description come into the invoice. This gives the memo a little more information and looks more complete
• The Shipment scan sometimes will not have the Sales Order you need. Ignore this, you can type it into the fields and proceed. No need to use the scan

Other than that, you use Invoice Maintenance like you normally would

The miscellaneous charge is added to a existing invoice:

1. Finances
2. Invoicing
3. Invoice Maintenance (select the invoice)
4. On the Invoice Misc. Charges Tab: Select Add Miscellaneous charge.
5. Select the Misc Charge type, enter a description and enter the miscellaneous charge amount (e.g. 100)
6. Select the Venture Details Tab
7. Enter the miscellaneous charge amount (e.g. 100) in the ‘Miscellaneous Amounts’ column
   

   The miscellaneous charge can be added as a single amount to ONE venture or added to multiple ventures – use the ‘Distribute By’ list and ‘recalculate’

8. View Document and Save your changes

The miscellaneous charge types are added in the System Tables:

1. Tools (top left of VIS Menu Bar)
2. Master Tables Maintenance
3. System Tables
4. Edit the ‘Invoice Miscellaneous Charge Type’
5. Add Miscellaneous Charge
6. Enter the Charge Type and select Update
7. Select Done to save your changes

On the server, go to the folder …/visdocumentsandimages/deliveries. The ‘Deliveries’ folder contains the Sales Invoice documents. You can attach them to your email message in the usual way

Take a look at the invoice and see how you entered it, do it the exact same way with a negative amount. If you look at the original invoice at the top you will see one of two things Memo invoice (customer) or (shipment). If it is (customer) note the misc charge used, the amount and the customer. Then go to Add New Invoice, select that customer and proceed.  If it is (shipment) note the misc charge used, the amount and the shipment, then go to Add New Invoice, select that shipment and proceed. Then select the misc charge and enter the negative amount. Posting this invoice will negate the original invoice

Using Venture Explorer, check the status of the venture to see if it is closed (meaning the goods have been sold to a customer). In Cost Entry there is a check box for “Include Closed Ventures” – if you check the box, the Venture will show up in the scan for selection

A miscellaneous charge (added to invoices) will post to the specified account in the GL account listed under Tools, Accounting Administration, invoice Misc Charge Types. Miscellaneous charges are specified by you when the accounting integration is setup

A miscellaneous charge is an additional charge (added to your customer’s invoice) for items/services pertaining to a sale. E.g. Additional manufacturing cost such as tooling, additional freight charge, etc.