Running the Detailed Invoice Preview Report

Run the Detailed Invoice Preview Report to see detailed replicas of selected invoices before actually printing the invoices. This lets you examine the invoice details for errors, such as discrepancies in shipping quantities or problems with pricing.

The report lists selected orders that have an Invoice (I) order status, along with a Preview (P) print status. While running the report, you can enable batch printing using the Set Inv Print Status to 'B' (Y/N) field to change the invoices' print status to Batch Print (B). To do this, the customer's Invoice Print Copies field on the Customer Pricing/Printing screen must also be greater than 0.

Using the Hold hot key lets you examine the report in your Hold Entry Pre-View screen. You can use that screen's Edit Detail hot key to drill down and edit a selected order. For example, you can change an order's print status to Hold (H) that invoice printing until a problem is resolved.

Note: The customer number does not display on the report, so that all the invoice information has room to display. Only the customer type displays, such as S or D, as determined in the Valid Customer Type control maintenance record.

You can also list invoices on-screen before printing them using the Invoice Preview Queue.

To run the Detailed Invoice Preview Report:

1. From the Orders > Reports menu, select Detailed Invoice Preview.

2. In the Br/Tr/All field, enter the branch or territory for which you want to generate a report. Enter ALL to generate reports for all branches and territories.

3. In the Start Date and End Date fields, press F10 and specify the desired calendar date range. You can also specify dates using variable dating.

Note: When the start date is left blank, the system only selects items with a P status and therefore transfers are excluded.

4. If you want to report on the group of invoices entered as a batch, enter a batch identifier in the Batch ID field.

5. In the Sort by field, press F10 and specify how to sort the report. For example, you can sort by customer, by ship via type, by order number, by time, and so on.

6. In the Select by field, press F10 and specify whether to select the invoices by their Shipping Branch or Pricing Branch.

7. In the Show A/R Data (Y/N) field, specify whether to show the customer's accounts receivable information, such as current charges, charges over 30 days, etc.

8. In the Print Serial Numbers (Y/N) field, indicate whether you want to print serial numbers.

9. In the Transfers (Inc/Exc/Only) field, indicate if you want to include, exclude, or only print transfers.

10. In the Set Inv Print Status to 'B' (Y/N) field, enter Y to change the invoices' print status to B, enabling batch printing. Use the default N to leave print statuses unchanged.

11. If desired, use the Set Batch ID to field to assign a Batch ID to the selected invoices.

12. If you want to change all invoices with a B print status back to a P print status (not just the invoices run on this or another report), use the Change 'B' Back to 'P' hot key.

13. Set options, if needed, and generate the report.

Note: If you have COGS.VIEW or COST.VIEW authorization, before printing you are prompted to specify which cost shows on the report. Specify Generic Cost (cost you want others to think you pay), Cost of Goods Sold, or None.

Reviewing the Report

Some pricing on the report may be denoted with symbols. The table below explains what each symbol indicates. No flag means that standard pricing was used.

See Also:

Sales Reporting Overview

Previewing Invoices Before Printing Them