Sending Invoices to Billtrust Using FTP

Use the Print Invoices screen to generate a .csv file encoded with all of your invoice information and send it to Billtrust's FTP site. Billtrust then creates professional invoices from the data provided and sends them to your customers. You can generate invoices based on a variety of parameters, including due dates, branches, zip codes, and customer names.

Note: You cannot generate an invoice batch while another is running. You can, however, generate a statement batch at the same time, if needed.

To send invoices to Billtrust using FTP:

From the Orders > Printing menu, select Print Invoices to display the Print Invoices screen.
In the Br/Tr/All field, enter the branches or territories whose invoices you want to generate. To send invoices for all branches and territories, enter ALL.

Note: Verify that your selection corresponds to the Selecting Branch field entry.

In the Inv Select Code field, indicate for which customer group to generate invoices. Customer groups are typically identified by how often you send invoices to them, such as daily, weekly, or monthly.

If you leave this field blank, the system checks the customer level settings for the ship-to customer and then the bill-to customer and then the system level control settings to determine which invoices to print.

Note: Codes are set up in the Valid Invoice Select Codes control maintenance record, and are assigned to customers on the Customer Pricing/Printing screen in Customer Maintenance.

In the Bill-to/Ship-to field, enter one of the following:

Bill-To – Generates invoices for bill-to customers only.
Ship-To – Generates invoices for both bill-to and ship-to customers.

In the Ship Date Cutoff field, enter the last shipment date for which to include invoices. This field accepts variable dates.
In the Batch ID field, enter one of the following:

To generate...	Do this...
only a specific batch of orders	Enter the batch identifier.
all orders	Enter ALL.
a group of batch numbers	Use the Multi Batch IDs hot key to display the Batch IDs Selection screen. See Using Multiple Values Hot Keys for more information.

In the Selecting Branch field, indicate whether to select invoices by shipping or pricing branch.
In the Sort by field, specify whether to sort invoices by:

Zip – Sorts first by ZIP code, then by bill-to account, then by ship-to account, and then by order number.
Name – Sorts first by customer name, then by bill-to account, then by ship-to account, and then by order number.
Bill-To/Ship-To/OrderID – Sorts first by bill-to account, then by ship-to account, and then by order number.

Note: The system default value for this field is set in the Default Invoice/Statement Sort control maintenance record.

In the Send via FTP field, enter Y.

Note: You can change this field to N to print, fax, or e-mail your own invoices at any time.

The system assigns a batch number to the group of invoices being sent to Billtrust.

To change the standard message that prints on all of the invoices, use the Msg hot key to move the cursor to the Invoice Message field. Enter the information and press Esc to save it.
Do one of the following:

To...	Use this hot key...
send the batch to the FTP site now	Print
view the batch before sending it	Hold You can then send the batch using the Print hot key from the Spooler Control screen.
schedule the batch to be sent later	Opts A list of options displays. Select Scheduling to display the Phantom Scheduler screen. Note: When you schedule the invoice batch, the system does not assign a batch number until it sends the batch. This is to prevent duplicate batch numbers when the batch is set up to be sent on a recurring basis.

More Options for Printing Invoices

The Print Invoice screen also offers these options:

To...	Use this hot key...
view a summary report before sending the invoices	Preview A prompt displays. At the Show results for prompt, to view errors only, enter Errors Only; otherwise, enter Everything. The Hold Entry Pre-View screen displays. If you selected Everything at the prompt, the report lists each invoice's number, ship date, customer name, and order total, along with any error messages.
enter additional selection criteria	Select The Additional Selection Input screen displays.
set up batch faxing of invoices	Fax Setup The Fax Memo screen displays.
view the status of the last invoice batch processed	Last Status The Batch Invoice Last Status screen displays.
set up the FTP upload information	FTP Maintenance The FTP Maintenance screen displays.