User's Guide V3.1

To begin editing an Invoice Header, go to the Athena Main Window. Select the invoice to be edited by clicking on the invoice number (or any other data element on the invoice line). Click on Edit in the Menu Bar, then click on Header to activate the Edit Invoice Header Window.

To make additions or changes to information in an edit field, highlight the information in the appropriate edit field, and type in your additions or changes.

For example:

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Incorrect AWB #

If no more changes in the header are needed, click on the Apply Updates button.

To add information in a blank edit field, place the cursor in the far left position in the edit field and type in the correction. Click on the Apply Updates button.

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To change the total number of boxes on an invoice, highlight the information in the Total Boxes edit field. Type in the required number of boxes.

To change the total weight on an invoice, place the cursor in the far left position in the Total Weight edit field. Type the required weight with or without a decimal point. Athena will add the decimal as a default. Click on the Apply Updates button.

When multiple additions or changes to the Header are required, you can make all changes before clicking on the Apply Updates button. The data you have entered in the edit fields will become part of a new invoice. This will update the invoice record and automatically return you to the Main Window.

If you click on the Done button before the Apply Updates button, this message will appear:

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However, Invoice Summary Lines, once added, will appear on the invoice whether or not updates are applied. They are not affected by Apply Updates.

To add a summary line, position the cursor in the Invoice Summary Lines edit field and type the required information. Click on Add to update the invoice record. A number will appear under Total, indicating the total number of summary lines now on the invoice. To add additional summary lines, highlight the edit field, type the new information and click on Add.

The summary lines will appear at the end of the invoice as in this example:

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Select the summary line to be deleted using the Next button. When the text you wish to delete appears in the Invoice Summary Line(s) field, click on the Delete button, deleting the summary line from the Invoice.

Select the summary line to be modified using the Next button. When the text you wish to modify appears in the Invoice Summary Line(s) field, make the required modification to the text. Click on the Modify button. Click on the Display button to view the changed text on the invoice.

The Invoice Summary Lines can be used to add freight cost explanations to the invoice in the same way that summary lines were added, as in the following example.

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The summary lines on the printed invoice will now include the freight cost explanation at the end of the invoice.

Whenever an edit is applied to an invoice, Athena creates a backup copy of the original invoice. The History field in the Athena Main Window will now indicate that the original record has been saved as a History file.

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 If you wish to preview your changes, click on the Display button to see the information that will appear on the printed invoice. This message will appear:

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If you click on "Yes," the original invoice will appear in the Preview Window. If you click on "No," the new (edited) invoice will be displayed.

Note: If you wish to move from the Edit Invoice Header Window to the Edit Line Item Window, you must first close the Edit Invoice Header Window. Only one Edit window can be open at a time.

The Edit Line Item window allows you to edit information related to a line item. The window provides you with the ability to select the line item number to be edited and the opportunity to edit select data elements or add missing information.  

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The following is a brief description of the purpose for each data element and function button in the window.

Invoice # The number of the invoice selected to be edited

Item # The actual line item number currently displayed on screen

Prod/Part# Product or part number associated with the displayed line item

SF Sales Force code for the product or part number displayed

PL Product Line code for the product or part number displayed

PT Product type code for the product or part number displayed

ECCN The commodity and license code for a given product/part

Note: The above data elements do not have associated edit fields.

_of_ Displays the logical sequence of the line item displayed in the window

Go To - > Allows you either to scroll through the line items sequentially, or to select a specific number to display on screen. Also shows the total number of line items

Product/Part Description The commercial or marketing description of the product or part
**Note:  If additional line space is needed on the Product/Part Description line, use the Country of Origin Lines or Media Values Lines as a work around.  These entry lines allow the user to add as much information as needed.

HTS The Harmonized Tariff Schedule Number for the Product/Part

Quantity The quantity of a particular product or part in a line item

Unit Price The price of a single product or part

Country The country where the product or part was manufactured

Apply Updates Applies your editing changes to the invoice

Delete Line Item Deletes a line item from the invoice

Display Displays the invoice in the Invoice Display Window

Print Prints the selected invoice

Done Returns to the Main window without applying changes to the invoice

Country of Origin Lines Lets you add countries of origin for products of multiple origin

Add Adds a Country of Origin line to the invoice

Delete Deletes a Country of Origin line from the invoice

Mod Modifies existing data in a field

Next Moves to the next or previous Country of Origin line

Total Indicates the total number of Country of Origin lines

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Media Value Lines Lets you add Media Value Statements to a line item

Add Adds a Media Value line to the invoice

Delete Deletes a Media Value line from the invoice

Mod Modifies existing data in a field

Next Moves to the next or previous Media Value line

Total Indicates the total number of Media Value lines

Serial Box Detail Lets you see the details of each box listed on a line item

Box # The supplier code and package ID used to uniquely identify a box

Serial # A number applied to a product to uniquely distinguish it from other products of the same model number

Weight The weight of an individual box expressed in kilograms

_of_ Displays the logical sequence of the box details displayed in the window; also indicates the total number of Box/Serial records

Go to - > Allows you either to scroll through the Box/Serial records sequentially, or to select a specific record to display on screen

Apply Updates Applies your editing changes to the Box/Serial record

Add Box/Ser Adds a Box/Serial record to the end of the invoice

Delete Box\Ser Deletes a Box/Serial record from the invoice

How to Edit Invoice Line Items

To begin editing invoice line items, go to the Athena Main Window, select the invoice to be edited, click on Edit in the Menu Bar, then click on Edit Line Item to activate the Edit Line Item Window.

Remember that this window displays only the information about a single Item, Product, or Part on an invoice. Editing changes made in this window will be applied only to the line item number displayed under Item #.  The numbers in the box to the right of Go To -> indicate the total number of items listed on the displayed invoice and show you the logical number of the line you are editing. To move from one line item to another, click on Go To -> .

How to Use The Edit Fields in the Line Item Detail Section

To make additions or corrections to a line item edit field, highlight the information in the edit field and type the change. For example:

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To change the Quantity from 1 to 2, place the cursor at the far left position in the Quantity field and type "2".  Then click Apply Updates.

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To change the unit price, place the cursor at the far left position in the Unit Price field and type the correct number. Be sure to add a decimal in the proper location. This will align the number in the field. Click on the Apply Updates button.

Note: Changes in quantity or unit price will automatically change the total line item amount and total invoice amount each time updates are applied.

If you need to edit additional data elements, Tab to the required edit field(s) and make the needed change. You can also move from field to field by highlighting the desired field with the cursor.

When you have finished making all desired additions or changes to the line item detail section of the window, click on the Apply Updates button. The changes you have entered for this line item will become part of a new invoice.

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To delete a line item, select the line item to delete using the Go To -> feature.

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When the line item number you wish to delete appears under Item #, click on Delete Line Item. This message will appear:

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Click on Yes. If the line item contains more than one entry, this message will appear:

If you select Yes, all entries for the line item will be deleted. If you select No, only the displayed item/entry will be deleted. Click on Display to view the changes. If, when deleting the line item, a unique box number was deleted, you will need to edit both the total boxes and total weight for the invoice. To do this, exit the Edit Line Item window and go to the Edit Header window. Make the required changes to the Total Boxes and Total Weight fields. Click on the Apply Updates button. Athena does not have the ability to calculate total boxes and weight as it does with Amount and Total Amount.

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To view the effect of your changes on the invoice, click on Display. If your updates have been applied, this message will appear. If you click on Yes, the "History" file (the invoice before editing) will be displayed. If you click on No, the edited invoice will be displayed.

To return to the Main Window, click on the Done button.

How to Edit Country of Origin

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The center section of the window contains the field used to add Country of Origin Lines for products/ parts of multiple origin. To add Country of Origin, first return to the line item detail section of the window, type MULTIPLE in the Country edit field, then click on Apply Updates.

Move to the Country of Origin Lines. Type the appropriate data, then click on the Add button. The number 1 under Total will indicate that one line has been added.

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To add another line, highlight the data in the entry field, type the information you wish to appear on the second line, then click on Add. The number 2 now indicates that two lines have been added.

Click on Next to view the previous line. To add additional lines, enter new data into the field and click on Add after each entry. Clicking on Delete will remove whatever line is visible from the field and from the invoice. MOD allows you to modify information in a line that has been added.

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To view the changes, click on Display.

The added Countries of Origin will now appear following the Country of Origin MULTIPLE statement.

How to Add a Media Value Statement

To add Media Value Lines to a line item, go to the Media Value Lines and type in the appropriate statement. Remember to click on Add after each entry.

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The Media Value statement will appear at the end of the listing for the line item. For example:

BOX NO.- H500-EXXX WT= 0.0

To change a Box Number:

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Select the Box number to change. Highlight the Box #. edit field.

Type the correct number in the Box # edit field.

Click on Apply Updates.

To change a serial number:

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Highlight the Serial # edit field.

Type the correct number in the Serial # edit field.

Click on Apply Updates.

Editing Box Weight

To change the box weight:  Place the cursor in the far left position in the weight field and type the correct weight.

Be sure to add a decimal in the proper location. This will align the number in the field. Click on Apply Updates.

The Total Weight for the invoice must be edited to reflect this change. Exit the Edit Line Item window and go to the Edit Header window. Make the required change in the Total Weight field. Click on the Apply Updates button. Athena does not have the ability to calculate total weight, as it does with Amount and Total Amount.

If you wish to preview your changes, Click on Display.

Adding a Box/Serial Record

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To add a Box/Serial record, click on the Add Box/Ser button. This message will appear:

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Click on Yes. The _of_ numbers above Go To -> will now indicate that a Box/Ser record has been added to the end of the list.

Note that the added Box # defaults to the box number already present on the invoice. To change the added Box #, highlight the text in the Box # field and type in the correct box number. Then place the cursor in the far left of the Weight field and type in the correct weight for the added box. Click on Apply Updates.

Before printing the invoice, exit this window and go to the Edit Header window. You will need to edit both the Total Boxes and Total Weight fields to include added box and weight details. Athena does not calculate added boxes or weight.

To view your changes, click on Display. The new Box/Ser record will now appear at the end of the list of records for the line item.

 Before making changes in the Edit Header Window:

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To delete a Box/Serial Record

Click on Go To -> to move to the record you wish to delete.

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Click on the Delete Box/Ser button. This message will appear:

Click on Yes to delete the record. The _of_ numbers above Go To -> will now indicate that the record has been deleted from the line item.

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Before printing the invoice, exit this window and go to the Edit Header window. You will need to edit both the Total Boxes and Total Weight fields to include deleted box and weight details. Athena does not calculate added boxes or weight information.

The Edit Negative Values feature enables you to locate and edit negative values on invoice line items. You may search the entire database for negative values, or, using the Search Entry field, you may search for negative line item values by Invoice No., Order No., AWB No., DC, Mailbox, or Group.

Searching the Entire Database for Negative Values

Go to the Athena Main Window. Click on Edit in the Menu Bar, then click on Negative Values.

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If no search key /has been entered in the Search Entry field, Athena will search all the invoices in the database for negative line item values. If no negative values are found, this message will appear.

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If negative values are found, this message will appear, indicating the total number of invoice line items found to contain negative values.

Click on OK to proceed with the editing process, or click on Cancel to return to the Athena Main Window. If you click on OK, Athena will take you directly to the first invoice line item with a negative value in the Edit Line Item window.

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You can now edit the line item and click on Apply Updates to apply your editing changes to the invoice record. Click on Done to move to the next line item containing a negative value. If you make changes in a line item and click on Done without applying your updates, Athena will ask if you want to apply the changes you have made.

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If you wish to view the invoice containing the line item, Click on Display.

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After you have finished with the last line item containing a negative value, clicking on Done will return you to the Athena Main Window. Note that you cannot return to the main window until you have moved through all the invoices containing negative values.

Using the Search Entry Field to Edit Negative Values

Using the Search Entry field, you may search for negative line item values by Invoice No., Order No., AWB No., DC, Mailbox, or Group.

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For example, to find the negative line item values in a specific Mail Box, go to the Athena Main Window, enter the Mailbox number in the search data field, click on Edit in the Menu Bar, then click on Negative Values.

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Athena will search all the invoices in the specified Mail Box for negative line item values. If negative values are found, use the procedures described above to edit the invoice line items.

The Edit Zero Quantity feature enables you to locate and edit zero quantities on invoice line items. You may search the entire database for zero quantities, or, using the Search Entry field, you may search for zero line item quantities by Invoice No., Order No., AWB No., DC, Mailbox, or Group.

Searching the Entire Database for Zero Quantities

Go to the Athena Main Window. Click on Edit in the Menu Bar, then click on Zero Quantity.

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If no search key /has been entered in the Search Entry field, Athena will search all the invoices in the database for zero line item quantities. If no zero quantities are found, this message will appear.

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If zero quantities are found, this message will appear, indicating the total number of invoice line items found to contain zero quantities

Click on OK to proceed with the editing process, or click on Cancel to return to the Athena Main Window.

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If you click on OK, Athena will take you directly to the first invoice line item with a zero quantity in the Edit Line Item window.

You can now edit the line item and click on Apply Updates to apply your editing changes to the invoice record. Click on Done to move to the next line item containing a zero quantity. If you make changes in a line item and click on Done without applying your updates, Athena will ask if you want to apply the changes you have made.

If you wish to view the invoice containing the line item, Click on Display. After you have finished with the last line item containing a zero quantity, clicking on Done will return you to the Athena Main Window. Note that you cannot return to the main window until you have moved through all the invoices containing zero quantities.

Using the Search Entry Field to Edit Zero Quantity

Using the Search Entry field, you may search for zero line item quantities by Invoice No., Order No., AWB No., DC, Mailbox, or Group.

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For example, to find the zero line item quantities in a specific Mail Box, go to the Athena Main Window, enter the Mailbox number in the search data field,

click on Edit in the Menu Bar, then click on Zero Quantity.

Athena will search all the invoices in the specified Mail Box for zero line item quantities. If zero quantities are found, use the procedures described above to edit the invoice line items.

If the Athena site has both Level A and Level B invoices, double right-clicking in the invoice field will cross reference the invoice highlighted on the main screen to its Level A or Level B counterpart.

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For example,

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Clicking on Search will bring the cross-referenced invoice information into the Invoice Audit window on the Main Screen.

Note that Athena handles invoices with multiple orders by using ** MULTIPLE ** for the order number at the header level, but each invoice is printed and displayed with the respective order number, as in the Group Invoice.

Using Group Maintenance

The Group Maintenance function enables you to associate a group of invoices with a shipment, a customs entry, or any other grouping that can support a business need. Once invoices are associated with a group, you can display or print group box listings (useful for reconciling shipment packing lists) or create a summary invoice. Group Maintenance also enables you to consolidate multiple invoices into a summary invoice for a customs declaration.

A Tour of the Group Maintenance Window

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The upper section of the Group Maintenance screen is similar to the Invoice Audit window on the Athena Main Window, but displays only Invoice number, Order number, AWB number, and Group number. As in the main Invoice Audit window, it contains the records of all the invoices currently in the Athena database.

The Add button allows you to add invoices from the upper window to a group. The Add function allows you to add a single invoice or add multiple invoices by entering the multiple add criteria in the Search Entry field.

The Delete button allows you to delete invoices from the upper window from the group, displayed in the lower window. The Delete function allows you to perform single deletes or perform multiple deletes by entering the multiple delete criteria in the Search Entry field.

The Display button in the upper window allows you to view a single invoice as in the other Athena screens.

The group window on the screen displays only information about the invoice records contained in the designated group. If no records have been added to the group, this window will be empty.

Creating a Group

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To Create a group, go to the Athena Main Window. Click on Group in the Menu Bar. If you have entered a group number in the Search field, Athena will use that group number. If the selected invoice has a group number, Athena will use that group number.

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Enter any number from 1 to 12 characters in length and click on OK to activate the Group Maintenance window.

 

Adding Invoices to a Group

Adding Individual Invoices to a Group

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To add individual invoice records to a group, select an invoice number in the upper window and click on Add. The Invoice number, Order number, and AWB number will appear in the Group window on the lower screen, and the group number will appear in the Group No. field in the upper window.

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Adding Multiple Invoices to a Group

Using the Search Entry field, you can add all the invoices associated with an Order or AWB number to a group as follows:

Click on the desired search button in the Search Entry field, enter an Order No. or

AWB number in the data field. This can be done by double clicking on the selected invoice row in the upper window, by double clicking in the empty search data field, or by typing an Order or AWB No. into the field.

Click Add.  This message will appear:

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Click on OK to add the invoices to the Group.

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The invoices now appear in the Group Window, and the Group Number appears in the upper window. Note that the AWB number has cleared from the data field.

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You can also use partial numbers and Athena will add all invoices beginning with the partial order or AWB number. For example, if you enter the partial AWB number 0935 in the search entry field and click Add, this message will appear:

Click OK.  Athena will add all invoices associated with the partial AWB number 0935 to the group.

To remove individual invoice records from a group, select an invoice number in the upper window.

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Click Delete. The Invoice number, Order number, and AWB number will be cleared from the Group window.

Using the Search Entry field, you can delete all the invoices associated with an Order or AWB number from a group as follows:

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Click the desired search button in the Search Entry field, enter an Order No. or AWB number in the data field. This can be done by double clicking the selected invoice row in the upper window, by double clicking in the empty search data field, or by typing an Order or AWB number into the field. You can also use partial numbers and Athena will delete all invoices beginning with the partial order or AWB number.

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Click Delete.

This message will appear:

Click the OK button to delete the invoices from the Group.

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The invoices are now cleared from the Group window and the associated AWB number is cleared from the search data field.

To display click on the Display button in the Box Listing field. Note that the list may be sorted either by box number or invoice number.

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The Group Box Listing will appear.

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The Group Box Listing is useful for reconciling shipment packing lists. In instances where multiple orders are packed in a single box, the box number will be repeated, once for each invoice number. Similarly, a single order may be packed in multiple boxes, with the invoice number repeated once for each box number. In this example, there are 4 unique invoices packed in 6 unique boxes.

To Print a copy of the Box Listing, Click Print.

Displaying a Group (Summary) Invoice

The Group Invoice Function is designed specifically for the SMO parts shipment orders. It enables the user to consolidate multiple invoices into a Summary invoice for a customs declaration.

To Display a Group Invoice, click Display in the Group Invoice field.

A Summary Invoice will appear, with Order numbers in place of the usual item numbers.

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When the complete document does not show in the window, use the Maximize button and the Scroll Bars or Speed Buttons to view the rest of the invoice. You can also use the Zoom button.

Click Print to print a copy of the Summary Invoice.

Section #12

Printing an Invoice

Go to the Athena Main Window.

Highlight the Invoice No. line for the invoice you wish to print.

Click the Print button to print the invoice. A Windows message box will appear on screen to let you know the number of print lines in the invoice.

Printing Multiple Copies of an Invoice

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Go to the Athena Main Window. Click Setup to activate the Setup window. Enter the desired number of copies (from 1 to 9) in the number of copies field. Click the Apply Updates button to enter the change, and close Setup to return to the Main Window.

Click Print to print the invoice.

  Note: Whenever the number of invoices to print is changed, all invoices will print the defined number of copies.

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By using Athena's Search function, you may print multiple invoices with a single Print command.

Go to the Athena Main Window.

Enter a search key in the Order, AWB, MBox, DC, or Group No. field.

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Click Print. Athena will prompt you for an OK before printing the designated invoices. In this case, if you click OK, Athena will print all the invoices with Airway Bill numbers beginning with SE.

Using these same procedures, you can print multiple invoices by Order Number, Mail Box and DC, orGroup No.

   Note: You cannot print multiple invoices when the search key is an Invoice number, as each invoice number is unique.

Restoring Deleted Files

Athena’s Restore function lets you restore deleted invoices. Restore works by reactivating the backup mailbox files created by Athena when the files first loaded onto the Athena Data Base. To use the Restore function successfully, you will need to know the complete mailbox name for the file you wish to restore. For this reason, it is strongly recommended that you print a copy of the invoice and write the Mailbox name on it before deleting the invoice.

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To use the Restore function, go to the Athena Main Window, Click File, then click Restore.

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A list of Backup Mailboxes will appear, arranged by sequence number.

Highlight the Mailbox you wish to restore by clicking on it.

Click the Restore button. Athena will then return you to the Main Window, where you can load the restored file as follows:

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Click Load.

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The OK to load Mailbox message will appear. Click OK.

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The Load Window will display the number of the Mailbox file being loaded, the total number of files to be loaded in this operation, and the percentage that has been loaded thus far. Note that Athena is replacing the .BAK extension with .MBX as it reloads the files. This indicates that the backup file is being loaded onto Athena active database.

When the loading process is complete, the restored invoice data from the requested MAILBOX will appear in the Athena Main Window.

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When An Invoice File Cannot Be Restored

If the mailbox does not appear in the Restore window, it means the backup file has also been deleted. To retrieve the file, you must contact Athena Administration and request a re-transmission.

The purpose of the Re-index function is to restore the integrity of the Athena Data Base on those rare occasions when it may become corrupted. This could happen when something--such as a power failure--disrupts the Load or Delete processes.

If at any time Athena is behaving abnormally--for example telling you that an invoice does not exist after you have edited it, the first thing you should do is re-index. To re-index your files, go to the Athena Main Window, Click on the File menu, then click on Re-Index. Athena will immediately re-load the invoice files, re-indexing them in the process. The Load window will display the progress of the re-loading/re-indexing.

If for some reason, re-indexing does not restore the integrity of the files, it is advisable to delete them and then use the Restore function. Re-indexing will take place during the Restore process.

Section #14

Appendices

Athena Customs Invoice System