Defining Customer Invoice Printing Options

Your customers may have different invoice format requirements. For example:

A customer might want what you call a shipping ticket, but what they call a packing list, printed in a different format.

A residential contractor might want products listed without prices, so it contains information available to the homeowner.

A customer might want prices included on the shipping ticket in order to verify prices before getting an invoice.

A customer might want list prices printed on the shipping ticket, which is then passed to the customer as an invoice.

If you are using Eclipse Forms, see Eclipse Forms documentation for information about setting up invoice printing.

To define customer invoice printing options, you must be assigned the CUSTOMER.MAINT authorization key set to level 2 and the CUST.PRICING.EDIT authorization key. You can view a customer's options if you are assigned level 1 of the CUSTOMER.MAINT authorization key

Use the Customer Pricing/Printing screen to:

Assign invoice select codes to use to group customers according to how often they receive invoices via the Print Invoices program.

Sort special reports for use with Report Writer.

Rename an item for printing.

Limit the amount of information printed on an item.

To define customer invoice printing options:

From the Files menu, select Customer to display the Customer Maintenance screen.

In the Customer/New field, enter a customer ID to display the customer record.

Use the Pricing hot key to display the Customer Pricing/Printing screen.

Complete the following fields, as needed:

Field

Description

Print Style

Enter a user-defined print style to use for this customer's shipping tickets. For information about defining print styles, see Maintaining Print Styles.

The print style specified here is assigned to this customer's order through the Order Entry Header screen, and includes column number and heading, character format, start position, and so forth.

Invoice Print Style

Do one of the following:

Enter a user-defined print style to use for this customer's invoices.
Do the following to print consolidated invoices that display a description, such as **Consolidated Invoices **, instead of printing a list of all items from each invoice:

1. In Product Maintenance, define a product with the description "** Consolidated Invoices **".

2. In the Consolidated Invoicing Product control maintenance record, enter that product description.

For information about defining print styles, see Maintaining Print Styles.

Invoice Print Copies

This value applies only to batch printing of invoices using the Print Invoices program. The entry in this field determines the number of invoices to print, and if the invoices go to the Invoice Preview Queue. Enter one of the following:

A number between 1 and 9 – Indicates the number of copies to print of each invoice. Each invoice automatically goes to the Invoice Preview Queue.

If you enter a positive number in this field and either a 1, 2, or E in the Invoice Fax Copies field, the system prints and either faxes or sends invoices using EDI (Electric Data Interchange). If you flag invoices only for faxing or for sending by EDI, the invoices still go to the Invoice Preview Queue.

If you print or send more than one copy of an invoice, all copies after the first are labeled as "Reprint."

0 (zero) – No invoices are printed, but print output depends on the setting in the Invoice Print Copies = 0, Q Status Invoices To Invoice Preview Queue control maintenance record, as follows:

Y – Invoices are sent to the Invoice Preview Queue if the print status is Q.
N – Invoices are not sent to the Invoice Preview Queue, regardless of the print status.

-1 (minus 1) – Prevents invoices from printing, but still sends them to the Invoice Preview Queue. Select this option only if you are not printing, faxing, or sending invoices using EDI.
Leave this field blank – Prints only one copy of each invoice, and all invoices go to the Invoice Preview Queue.

If this field is blank for the ship-to customer in a bill-to/ship-to relationship, the system uses the setting in the bill-to account and displays Bill-To in this field. If the bill-to customer's field is also blank, the system uses the setting in the Default Setting For Branch Invoices and Statements control maintenance record and displays Control in this field.

Invoice Fax Copies

This field applies only to batch faxing of invoices, and sending of invoices through EDI using the Print Invoices Program. Enter one of the following:

0 (zero) – Prevents printing, faxing, or processing of invoices.
1 or 2 – Defines the number of copies of each invoice to fax to customers. The system sends invoices to the Invoice Preview Queue. The customer record must include a contact name of either INV.FAX, with a corresponding fax phone number, if the recipient has a special fax number for invoices, or FAX with a corresponding fax phone number for a main fax machine.

If you print or send more than one copy of an invoice, all copies after the first are labeled as "Reprint."

E – Sends each invoice to the customer through EDI, if the customer is set up for EDI. The system sends invoices to the Invoice Preview Queue.
Leave the field blank – Uses the bill-to customer's setup for printing invoices.

Note: If you enter a positive number in the Invoice Print Copies field and a 1, 2 or E in this field, the system prints and either faxes or sends invoices via EDI.

Batch Statement

Enter one of the following so that this customer's month-end statement is included in batch statement printing when using the Print Statements program:

0 Copies – No copies print for this customer.
1 Copy – One copy of the statement prints.
2 Copies – Two copies of the statement print.
F Fax – One copy of the statement is faxed. All statements to be faxed are faxed as a group after printed statements are finished.

The customer record must include a contact name of either STMT.FAX, with a fax number, if the customer has a special fax number for statements, or FAX, with a fax number for a main fax machine.

If you print or send more than one copy of a statement, all copies after the first are labeled as "Reprint."

If Entity displays in this field, the settings are coming from the entity you are reviewing, not the bill-to customer in a bill-to/ship-to relationship.

Invoice Select Code

Press F10 and enter a user-defined code that defines how often a customer receives invoices. Typical invoice select codes are Daily, Weekly, and Monthly, and are defined in the Valid Invoice Select Codes control maintenance record.

Note: Use the attribute name SEL.CODE when using Mass Load to update this file.

Customer Statement Cycle

Press F10 and select a statement cycle code, which determines which customer statements print based on your selection when running the Print Statement program and the Post Service Charges Program. Statement cycle codes are defined in the Valid Customer Statement Cyclescontrol maintenance record.

For example, if you enter EOM (end of month) in this field for this customer, the system includes the customer's statement when you run the Print Statements program for customers that want their statements printed only at the end of the month.

Percent of Order to Fill Before Automatically Shipping

Enter a percentage of the order that needs to be complete before the phantom processes the ship ticket for orders with a Ship When Available status.

To limit the number of partial shipments the system sends for an order with the Ship When Avail status, enter a minimum percentage of the order that must be filled before making a shipment.

When an order has a status of Ship When Avail, the system waits until the designated percentage of the order is available before creating a partial shipment, and then backorders the remaining quantity. The Default B/O Status defined in Customer Maintenance or Control Maintenance determines the status of the newly created backordered generation.

This field works with the Fill Rate Measure field, where you enter the units of measure to fill for the order, pieces, weight, or dollars.

Fill Rate Measurement

Enter one of the following units of measure to use with the percentage in the Percent of Order to Fill Before Automatically Shipping field:

Pieces
Weight
Dollars
Leave the field blank – The system uses the setting in the Percent Of Order To Fill Before Automatically Shipping control maintenance record.

The system rounds up when a unit of measure cannot be divided, such as with pieces. For example, if the Percent of Order to Fill Before Automatically Shipping field is set to 67 percent and there are 9 pieces on an order, then 6.03 pieces are required to meet 67 percent (9 x 0.67 = 6.03). Because you cannot ship a portion of a piece, the system rounds up. In this example, the system rounds up to 7.

Disable FTP Billing

Enter Y to make this customer exempt from third-party billing by way of FTP, otherwise, enter N. This setting overrides the settings for third-party billing in the Default Batch Actions control maintenance record.

SO/PO Tiff/PDF Options

Overrides the setting in the E-mail Attachment Settings control maintenance record for this customer for all sales order and purchase order documents generated and sent using e-mail. If the customer has an associated ship-to customer, the system uses the setting for that customer. If both the ship-to and the bill-to are blank, the system uses the setting in the E-mail Attachment Settings control maintenance record. Select from the following options:

Tiff of Print Form – Creates a .tiff image file using the Print form.
Tiff of Fax Form – Creates a .tiff image file using the Fax form.
PDF of Print Form – Creates a .pdf file using the Print form.
PDF of Fax Form – Creates a .pdf file using the Fax form.

Note: This setting is only available if you are not running Eclipse Forms.

Statement TIFF/PDF Opts

Overrides the setting in the E-mail Attachment Settings control maintenance record for this customer for all statements generated and sent using e-mail. If the customer has an associated ship-to customer, the system uses the setting for that customer. If both the ship-to and the bill-to are blank, the system uses the setting in the E-mail Attachment Settings control maintenance record. Select from the following options:

Tiff of Print Form – Creates a .tiff image file using the Print form.
Tiff of Fax Form – Creates a .tiff image file using the Fax form.
PDF of Print Form – Creates a .pdf file using the Print Form.
PDF of Fax Form – Creates a .pdf file using the Fax form.

Note: This setting is only available if you are not running Eclipse Forms.

Use the following hot keys as needed:

Hot key

Description

Contracts

Set up customer pricing that can be used for multiple customers.

Email Print Styles

Determine which print styles to use for customer e-mails.

Add'l

Add detail to customer pricing and printing options.

Press Esc to save your settings and return to the Customer Maintenance screen.