To specify which invoices to print:Use the Print Consolidated Invoices screen below to begin the printing process for customers who receive consolidated invoices. A consolidated invoice is one that combines various sales for a customer. Some companies use this invoicing method for credit-worthy accounts who prefer one comprehensive invoice. Depending on the forms you use for printing, a consolidated invoice can list all the products, can list all the transaction numbers and amounts, and can provide the total amount due.
The printing process involves the following two tasks:
A consolidated invoice is different from the Single Invoicing feature on an order's Totals screen. With single invoicing, the customer gets invoiced for the entire multi-shipment order upon the first shipment. So the customer is often billed for products they have not yet received. In contrast, a consolidated invoice usually follows after various sales orders have already been shipped. Order invoices can only be consolidated after their print status is set to B and invoicing has occurred.
Note: Once an invoice is consolidated with other invoices, users with SOE.CLOSED.ORDER.EDIT authorization can view the invoice, but no changes can be made to it.
The first printing task is selecting which invoices to print. As part of this task, use a hot key to either schedule the remaining printing process, or begin the process immediately. Once the invoices are selected, printing them is done as a separate task. See Printing the Consolidated Invoices below.
To specify which invoices to print:
From the Orders > Printing menu, select Print Consolidated Invoices.
In the Br/Tr/All field, enter the branches or territories whose invoices you want to print. Enter ALL to print invoices for all branches and territories.
Note: Make sure your selection corresponds to your entry in the Selecting Branch field.
To only select customers with a particular invoice select code, use the Inv Select Code field. Press F10 and select an invoicing frequency such as Day, Week, or Month.
To only select orders that shipped on or before a certain date, use the Ship Date Cutoff field. Press F10 and specify a calendar date.
To only select orders from a particular batch, use the Batch ID field to specify the batch identifier. Batches are rarely used with sales orders, so the default is ALL.
Use the Selecting Branch field to select orders by either their Shipping branch or their Pricing branch.
In the Sort by field, press F10 and specify how to sort the invoices:
Zip – Sorts by Zip code first, then by the Customer Maintenance Sort By field entry.
Name – Sorts by the Customer Maintenance Sort By field entry.
Bill-To/Ship-To/OrderID – Sorts by the Bill-To account first, then the Ship-To account, then each order's transaction number. Each account sorts by the Customer Maintenance Sort By field entry.
In the Consolidate By field, press F10 and specify whether to consolidate by Ship-To, Bill-To, Master Job Bid, or Purchase Order.
In the Show Cost field, press F10 and specify whether to show Cost, COGS, or neither (None).
Notice the Batch Number field, which contains an automatically-assigned number. You can use the number to reprint the batch.
Use hot keys, as needed:
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To... |
Use this hot key... |
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send the consolidated invoices to your hold file for printing |
Begin |
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display standard reporting options |
Opts |
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create a report that lists each invoice number, ship date, customer, and order total |
Preview The report displays immediately on the Hold Entry Pre-View screen, but is not saved in the Spooler. |
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include a promotional message on the invoices |
Msg Enter the desired text in the Invoice Message field, and then press Esc. |
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narrow the selection criteria |
Slct The Additional selection input screen displays. |
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enter more than one batch identifier in the Batch ID field |
Multi Batch IDs A multiple selection screen displays. |
Whether you schedule the printing process, or use a hot key to begin the process immediately, you finish the printing from your hold file. This is needed because consolidated invoices require additional set-up before printing.
Note: The hold file's View hot key is not used with consolidated invoices, because the consolidated invoice information is held in a format not designed for viewing.
To print the consolidated invoices:
Specify which invoices to print, as described above.
From the System > Printers menu, select Your Hold Entries to open the Spooler Control screen.
Select a consolidated batch invoices report, and then use the Print hot key to open the Print Options screen.
In the Page Length field, enter 0 (zero). This forces the numbers in the Total Pages field and Page Length field to recalculate for consolidated invoices.
When you are satisfied with your other print settings, press Esc to print the invoices.
See Also: