Previewing Invoices Before Printing Them

Use the Invoice Preview Queue to review a list of orders before printing their invoices. You can check that all desired orders are included, and that all are ready for printing. After the invoices are printed, the orders no longer display in the queue.

You can restrict the order listing by specifying a date range, status settings, and other field criteria. Some settings affect more that one field. For example, setting the Directs field to exclude direct shipments automatically sets the Lot Directs field to match. You can also view and edit orders before printing invoices.

Another way to preview invoices is by running the Detailed Invoice Preview Report.

Note: If an invoice is in a closed period, you cannot edit its ship date, ship via, or order status from this queue. You must have the SOE.CLOSED.ORDER.EDIT authorization key assigned in order to edit an order. If a user does not have authorization the following message displays: "No editing allowed."

To display summary information for this queue at all times, add an Invoice Preview Queue widget to your Solar Eclipse main window. For more information about widgets, see Widgets and Menu Shortcuts Overview.

To preview invoices before printing:

  1. From the Orders > Queues menu, select Invoice Preview Queue.

  2. In the Branch/Tr/All field, enter the branch or territory you want to locate. Enter ALL to locate all branches and territories.

Note: Users must have full, S - Sales Order/Inventory Inquiry, or T -View Purchases/Sales Orders/Inventory Inquiry authorization to view invoices for the price and ship branches.

  1. In the Start Date and End Date fields, specify the range of order dates to preview. These fields accept variable dating.

  2. Use the following to limit the preview queue as needed:

To select orders...

Do this...

by their ship via type

specify an entry in the Ship Via field.

based on their use of consolidated invoices

use the Consolidated Invoices field. Consolidated invoices combine a customer's billing activity into one invoice. Press F10 and choose:

  • Include - Includes orders with consolidated invoices. This is the default.

  • Exclude -  Excludes orders with consolidated invoices.

  • Only - Selects only orders with consolidated invoices.

by pricing branch or pricing territory

enter a value in the Price Branch field.

Note: Use the Check Branch Authorization for Price Branches on Select Screenscontrol maintenance record if you want the system to check authorization for price branch authorization in order to determine what to display in the queue.

all pricing branches or territories

involving direct shipments

press F10 in the Directs field and choose:

  • Include -  Includes orders with direct shipments. This is the default.

  • Exclude -  Excludes orders with direct shipments.

  • Only -  Selects only orders with direct shipments.

with lot items

press F10 in the Lot Directs field and choose:

  • Include - Includes lot item orders with direct shipments. This is the default.

  • Exclude - Excludes lot item orders with direct shipments.

  • Only - Selects only lot item orders with direct shipments.

based on whether they have open serial numbers

press F10 in the Open Serial Numbers field and choose:

  • Include - Includes orders with open serial numbers. This is the default.

  • Exclude - Excludes orders with open serial numbers.

  • Only - Selects only orders with open serial numbers.

that have been assigned an invoice status code

press F10 in the Invoice Status field and select an invoice status code.

Note: Invoice status codes are assigned to individual orders using the Invoice Status field in the Additional Header Information window. These status codes are often used to classify invoices that need special handling, such as disputed invoices. The list of invoice status codes that can be assigned to an order is set up by your company using the Valid Customer Invoice Status Codescontrol maintenance record.

in a particular batch

use the Batch ID field to enter a batch identifier.

  1. In the Select Print Status area, specify up to four print status codes. The queue will list suitable orders with any of the status codes.

  2. Click Update to populate the queue with the invoices you selected.

Note: In Solar Eclipse, the Invoice Preview Queue displays up to 250 invoices at a time. If the total number of invoices you are viewing exceeds this number, click the Next Page button in the lower-right corner of the window to display the next group of invoices. As you review invoices, use the Previous Page and Next Page buttons to move among groups of invoices.

  1. Review Closedfield information for the orders, as needed:

    Field

    Displays...

    Order Number

    the order number.

    Ship Date

    the date the order shipped. To view the date invoices were processed in ascending order, choose

    Order Status

    the order status.

    Print Status

    the print status. To edit an order's status, press F10 for a list. Edit to prevent order from printing, for instance.

    Ship-To

    the name of the ship-to customer.

    Ship Via

    the shipping method.

    Note: If you are authorized to edit closed orders, you can change an order's ship via using this field.

    Note: If you use Split Payment terms, Eclipse displays the payment breakdown in the Description field on the invoice.

  1. Use the following options, as needed:

Note: A user must assigned the SOE.CLOSED.ORDER.EDIT authorization key in order to edit an order. If a user does not have authorization the following message displays: "No editing allowed."

To...

Use this option...

display the selected order for viewing or editing

Select Order > View Order orOrder > Edit Order.

change the status of a single invoice to an I.

Move the cursor to the desired order and enter an I in the Order Status column.

change the status of all invoices to an I.

Select Order > Invoice All.

redistribute the G/L charges for freight for the selected order

Select Order > Freight.

The OE Freight Distribution window displays.

change the print status, from the selected order to the end of the list

Select Edit > Change Print Status.

Press F10 to specify the status, and then click OK.

specify a new shipping date for all orders

Select Edit > Change Ship Date.

narrow your selection criteria

Select Selection > Select Criteria.

The Invoice Preview Queue Selection Criteria window displays. Enter more selection criteria and click OK.

re-sort the list of orders

Click any column heading to re-sort the list by that value.

exchange the Ship Date column for another type of information

Select Change View > Table View and select one of the following:

  • Ship Date (the default view)

  • Process Dateor

  • Invoice Status Code.

toggle between the bill-to and ship-to customer

Select Change View and select Bill-To or Ship To.

  1. When you are finished working with invoices, exit the window.

See Also:

Printing Invoices

How Print Status Drives Document Printing

Running the Detailed Invoice Preview Report