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Batch Invoice Printing

This function allows you to ‘Print’ selected Invoices.  Upon confirming the selections the program will automatically send the Invoice(s) to one of the following:

 

The steps to be carried out in this process are:

 

 

Parameter entry screen

 

This panel allows you to enter parameters to make an initial selection of Invoices. 

 

Display Invoices where print status is: From the drop-down list select the current Invoice statuses that you want to include in the initial selection.  The options are:

 

From Date: From the drop-down calendar select the date of the first Invoice record in the range.  If nothing is entered then the first record in the ‘Invoice’ master file is assumed.

 

To Date: From the drop-down calendar select the date of the last Invoice record in the range.  This is prefilled with the system date but can be amended if required.  If nothing is entered then the last record in the ‘Invoice’ master file is assumed.

 

From Invoice Number: From the drop-down list select the first Invoice record in the range to be extracted.  If nothing is entered then the first record in the ‘Invoice’ master file is assumed.

 

To Invoice Number: From the drop-down list select the last Invoice record in the range to be extracted.  If nothing is entered then the last record in the ‘Invoice’ master file is assumed.

 

Specific Customer: If you wish to extract Invoices for a specific Customer then select the Customer from the drop-down list of Customers.

 

Invoicing Group: If you wish to extract Invoices for a specific group of Customers then select the Invoicing Group from the drop-down list.  Invoicing Groups are user maintained via Sales>Settings>Invoicing Groups and a Customer is linked to a group in the Customer master record.

 

Shipping Method: If you wish to extract Invoices using a specific Shipping Method then select the Method from the drop-down list. 

 

Specific Site: If you wish to restrict the extract to Invoices for a specific Site  then 'check' the checkbox and select the Site from the drop-down list.

 

Buttons

 

OK: The program will go through the Invoice file using the above parameters and display the following ‘Batch Invoice Printing’ screen containing the requested Invoices

 

Cancel: This will close this selection panel.

 

 

Batch Invoice Printing Selected List Screen

 

This screen allows you to select specific Invoices for printing, define the output media, and then print them.

 

Data Display Options

 

Field Position - On this screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Input and Display

 

Select: ‘Check’ the checkbox if you wish to ‘print’ the Invoice.  You have the option to select or unselect all displayed Invoices by clicking the appropriate button at the bottom of the screen

 

Output Method: This displays the ‘Invoice Default Output’ method as held against the Customer master record.  It can be amended here if required by selecting from the drop-down list.  The options are:

 

You should be aware that the email option automatically creates and sends an email using the facilities on your computer.  The Customer master record must contain an email address in the Invoice Email address field or (be default) a single Email address against the Billing Customer.

 

Invoice Number: Display only field showing the number of the extracted Invoice

 

Sales Type: Display only field showing the Sales Type that was used to create the Invoice.  The displayed options are

Generated Invoice - created from Sales Orders, Job Orders, or Contract Orders

Direct Invoice - created without having an order

 

Status: Display only field showing the status of the extracted Invoice.  The display options are:

Planned - Invoice being prepared or waiting to be printed

Printed - Invoice confirmed and printed and/or emailed

Partially Paid - Payment(s) received and allocated to this Invoice but the invoice has an outstanding balance

Fully Paid - Payment(s) received and allocated to this Invoice and the full invoice amount has been paid

 

Invoice Date: Display only field showing the date the Invoice was raised

 

Billing Customer: Display only field showing the Billing Customer contained in the Invoice.

 

 

Print Options

 

Print All Selected Invoices: This will immediately perform the following action for each selected Invoice:

 

Print as Proforma Invoices: ‘Check’ this checkbox if the selected Invoices are to be output as Proforma.  I.e. The Invoice will be annotated as a ‘Proforma’ Invoice and its status will not change

 

Preview: If this is ‘checked’ then the output will in 'Preview Only' mode and no formal  Invoice will be generated

 

No physical Invoice is produced when printed: If this is ‘checked’ then if a Batch of Invoices is run the Invoices themselves will have their status updated to ‘Printed’ but they will not be out put to the Printer.

 

Select all Invoices: Click on this button to the ‘check’ the ‘Select’ field against all Invoices

 

De-select all Invoices: Click on this button to the ‘uncheck’ the ‘Select’ field against all Invoices

 

Print Current Invoice: Highlight a single record and click on this button to output this Invoice only.  In this instance the Output Method’ held against the record is ignored and the three output options (Screen, Printer, or Email) are presented

 

Close: This will close the Batch Invoice Printing screen.