Printing Invoices

Use the Print Invoices window to preview and print invoices. You can print, fax, email, or use EDI (Electronic Data Interchange) to send invoices. You can control which invoices to print and how to print them. To set each customer's printing preferences, use the Customer Pricing/Printing window.

Before you print, verify that your printer is set up for printing invoices, and that the correct invoice paper is loaded into the appropriate printer tray. After the invoices print, you will receive a message regarding the number of invoices and pages printed, or the number of invoices sent to the fax queue.

You must have the SOE.PRINT.INVOICE authorization key to print original invoices.

About Reprinting Invoices

You can reprint an invoice various ways:

• Edit the print status on the order's Status tab. Change the status to B, which includes the invoice on the next batch print run. For more information, see Batch Reprinting Invoices, Purchases, or Transfers.

• Use the Print > Options feature on the order's Status tab to display the Order Reprinting Options window.

• Use the Orders > Printing > Batch Reprint Invoices / Purchases / Transfers option on the main menu.

You must have the SOE.REPRINT.INVOICE authorization key to reprint invoices. You must have the SOE.BATCH.REPRINT.ALLOWED authorization key to change a print flag for invoices previously printed.

To set up the printer:

1. From the System > Printers menu, select Forms Loaded.

2. Locate the printer and tray to which you want to assign the form.

3. In the Form Loaded field, enter the name of the type of form, such as Invoices. Many companies use tray 2 for invoices, and tray 1 for regular paper.

4. Save your changes and close the window.

To print invoices:

1. From the Orders > Printing menu, select Print Invoices to display the Print Invoices window.

2. In the Branch/Territory 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 the Selecting Branch field entry.

3. In the Invoice Select Code field, specify whether to print invoices for customers who receive them daily, weekly, monthly, and so on.

4. In the Bill-To/Ship-To field, specify whether to print invoices for bill-to customers or ship-to customers.

Note: When printing invoices, the system checks the Invoice Select Code field, and then the Bill-To/Ship-To field.

5. In the Ship Date Cutoff field, enter the latest ship date for which you want to print invoices. You can enter a variable date, if needed.

6. In the Batch ID field, enter a batch identifier to print only the orders in a specific batch, or enter ALL to print orders in all batches. You can also click the Multiple Items button to the right of the field if you want to specify multiple batches for printing.

Note: The hold file report for batch invoice printing will reflect the number of invoices of each type (print, e-mail, EDI, and so on) including invoices that were e-mailed instead of printed due to an activity trigger.

7. In the Selecting Branch field, specify whether to select invoices by shipping or pricing branch.

8. In the Sort By field, specify how to sort invoices:

4. Zip - Sorts first by zip code then by bill-to account, then by order number.

5. Customer Name - Sorts first by customer name, then by bill-to account, then by ship-to account, and then by order number.                                                     

6. Customer Sort By - Sorts first by customer sort-by, then 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.                                                     

9. In the Send via FTP field, choose to send invoices via FTP or not or both. You have the option to send the invoice via FTP (Yes), to not send via FTP and only print the invoice (No), or to print and FTP the invoice simultaneously (Both).

Note: This field displays only if you are running the Third-Party Billing Interface companion product.

10. In the Batch Number field, the system assigns a number to the group of invoices being printed. If you need to reprint this group, specify its batch number in the Batch Reprint window to re-enter all the other selection criteria automatically.

11. If needed, in the Invoice Message box, enter or edit an invoice message that is added to all printed or faxed invoices.

12. If needed, specify additional selection criteria using the Selection > Select Criteria menu option.

13. If needed, set options using the Options menu.

14. Use the following menu options, as needed:

15. From the File menu, select Print to print the first invoice. Verify that the form is correctly aligned with the printer.

Note: From the File menu, you can also select the Hold, Fax, or E-Mail options, as needed.

16. When prompted to verify the form alignment, enter one of these abbreviated codes:

Note: Depending on your system setup, invoices with MSDS sheets will print last, and the corresponding MSDS sheets will print from a separate printer in the same order.

Credit memos will not print any discounts that were taken.

Printing Invoices with Customer's Client Information

When using Customer's Client pricing a printed invoice will display a comment for each item that has an associated customer’s client (end user) price, but the Unit Price column will reflect the customer's (contractor) price.

See Also:

Previewing Invoices Before Printing Them

How Print Status Drives Document Printing