Invoices and/or credit invoices (also known as credit notes) that have been created need to be printed to be sent to customers and processed so that financial entries can be made to the defined journals in the system. The invoices can be sent to the customers by hand, post, or e-mail, and are legal documents that serve as references for both sides whenever issues concerning the items ordered and delivered arise.
You can print one invoice or multiple invoices simultaneously. You can also print more than one copy of an invoice in several layouts to cater to different purposes. This is possible by selecting the Use multiple layouts check box at System ➔ General ➔ Settings, in Invoice settings under the Print section to enable the multiple layout functionality. You can then create the layouts at System ➔ Logistics ➔ Layouts ➔ Multiple layouts for invoices. For more information, see Creating and maintaining collective layouts for logistics.
In some cases, invoices need to be authorized before you can process and print them. You can define whether the authorization process is mandatory or not at System ➔ General ➔ Settings, at Invoice settings. For more information, see Authorizing invoices.
The information in this document is applicable to product update 410 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
You can filter the invoices that you want to process if you are accessing via Invoice ➔ Entries ➔ Print / Process. To search for invoices and/or credit notes, you can define one or more of the following criteria and click Number of invoices or Search. The invoices that match the defined criteria are then displayed. A list of options appears if you click the Browse icon at Layout, Warehouse, and other fields. From the list, select an option and click Select or OK.
Select Trial to print a test copy or Final to print a final copy of the invoice.
Note:
Select the required option to send the invoice(s) to customer(s):
Type or select the invoice date to be printed on the invoice(s). By default, the current system date is displayed. The period of the selected date must not be closed. If it is closed, you will not be able to process the invoice(s).
Note: This is enabled only if Print time is selected at Revenue: Date in the Print section at System ➔ General ➔ Settings, in Invoice settings.
By default, the current system date is displayed. If the invoice date has been changed, the reporting date will follow the invoice date. However, you can also type or select a different reporting date for the invoice(s).
Type or select the due date of the payment for the invoice(s).
Type or select the layout of the invoice(s). This is mandatory. For more information on how to create and modify layouts, see Creating and maintaining layouts.
Note: By default, the layout defined at Invoice at System ➔ General ➔ Settings, in Documents settings in the Logistics section will be displayed. If you have enabled the multiple layout functionality, Layout will be changed to Collective layout.
Type or select the format to be used as covering letter. This is enabled only when E-mail is selected at Output.
Note: This is available only if PDF is selected at Store attachment as in the General section of Documents settings and Use multiple layout check box is not selected in the Print section of Invoice settings.
Note: This tab is available only when you print invoices and/or credit notes via Invoice ➔ Entries ➔ Print/Process.
You can filter the invoices based on Invoice, Sales order, Debtor, or Selectively. Different selection method will display different criteria.
If the selection method is Invoice, the following criteria will be available:
Type or select the warehouse to display the invoice(s) belonging to the selected warehouse.
Note: This is available if you have E-Warehouse Management in your license.
Select Sales invoice, Direct invoice, Credit note, Project invoice, or Commission invoice to specify the invoice type of the invoice(s) you want to display. Select All to display all invoice types.
Type or select the invoice code of the invoice(s) you want to display.
Select All, E-mail, or Printer to send the invoices.
Type a partial or full customer’s reference number of the invoice.
Type the sequence number or a range of numbers to display invoices with the selected number(s). Select the All check box to display invoices with any sequence number.
Type or select the currency to display the invoice(s) that is using the selected currency.
Type a partial or full description to display the invoice(s) that matches the entered description.
Select On credit, Cheque, Post dated cheque, Factoring, Collection, Cash, Debt collection, Payment on delivery, Credit card, or Letter of credit to specify the payment method of the invoice(s) you want to display. Select All to display invoices with any payment method.
If the selection method is Sales order, the following criteria will be available:
Type or select the warehouse to display invoice(s) of sales order(s) belonging to the selected warehouse.
Type or select the selection code to display the invoice(s) of sales order(s) with the selected code.
Type or select the sales order date range to display the invoice(s) of the sales order(s) with the selected sales order date range. Alternatively, select the All check box to display invoices of sales orders created on any date.
Note: Typing or selecting only the start date will display invoices with sales order dates on or after the selected date. Typing or selecting only the end date will display invoices with sales order dates on or before the selected date.
Type or select the fulfillment date range to display the invoice(s) of the sales order(s) with the selected fulfillment date range. Alternatively, select the All check box to display invoices of sales orders with any fulfillment date.
Note: Typing or selecting only the start date will display invoices of sales orders with the selected fulfillment date and later dates. Typing or selecting only the end date will display invoices of sales orders with the selected fulfillment date and earlier dates.
Type or select the sales order number to display the invoice(s) of the selected sales order number.
Type or select the currency to display the invoice(s) that is in the selected currency.
Select On credit, Cheque, Post dated cheque, Factoring, Collection, Cash, Debt collection, Payment on delivery, Credit card, or Letter of credit to specify the payment method of the invoice(s). Select All to display invoices with any payment method.
If the selection method is Debtor, the following criteria will be available:
Type or select the ID or name of the customer to display the invoice(s) of the sales order(s) placed by the selected customer.
Select Associate, Bank, Customer, Division, Prospect, or Reseller to display the invoice(s) belonging to the selected type of customer. Select All to display invoices belonging to all types of customer.
If the selection method is Selectively, the following criteria will be available:
Select this check box to allow the invoices that match the defined criteria to be displayed. If this check box is not selected, the value denoting the number of invoices is displayed but not the individual invoices. For example, if there are 10 invoices that match the defined criteria, and the Selective check box is not selected, the message “Number of invoices 10” will be displayed next to Clear. If you have selected this check box, the Search, Filter, and Clear buttons will be displayed.
Click this to search for invoices based on the defined criteria.
Note: This button is available only if the Selectively check box is selected.
Click this hide the search criteria.
Note: This button is displayed only if you have selected the Selectively check box.
Click this to count the number of invoices that match the defined criteria.
Note: This is displayed only if the Selectively check box is cleared.
Click this to clear the defined criteria.
Note: This section is enabled only if you have selected E-mail at Output in the Process section. Note that when the delivery of e-mails is not successful, the invoices will not be processed.
Type the e-mail address of the recipient of the invoice. To send the invoice to more than one recipient, type a semicolon (;) after every e-mail address you add.
Select None, Our ref., Your reference, Description, or SO no. to specify additional information of the e-mail. By default, None is displayed.
Note: The field is enabled only if you have selected Final at Process and Based on account or E-mail at Output.
Type the subject of the e-mail.
This refers to Alternative description. In addition to the subject line, you can give an additional description to further clarify the invoice being sent. This description is displayed at the bottom of the e-mail.
Select this check box to attach a Universal Business Language (UBL) file to the e-mail. This is enabled only when E-mail is selected at Output.
Note: For Belgium legislation, fInvoice file will be attached to the e-mail and for Spain legislation, eFactura file will be attached to the e-mail.
Select this check box to include all attachments that are linked to sales invoices that will be emailed to your customers.
Click the attachment icon to add new attachment to sales invoices that will be emailed to your customers.
Select this check box to enable the printing of the following text lines in the invoice.
You can type additional information that will be printed at the bottom of the invoice (or depending on the layout specified in the Process section).
Select this check box to view only authorized invoices under the General tab and to allow the printing of trial copies of only authorized invoices. To allow the printing of trial copies of all authorized or non-authorized invoices, clear this check box.
Note: This check box is available only if you have selected the Authorize invoices check box at System ➔ General ➔ Settings, in Invoice settings.
Select this check box if you do not want an error message to be displayed when you try to print and process an invoice that is in use or being viewed. If you clear this check box, an error message will be displayed when you try to print and process an invoice that is in use.
Note: If the invoice is in use, the invoice will not be processed regardless of whether this check box is selected or not selected.
Select this check box to print the invoice using the invoice layout linked to the selected debtor. Clear this check box if you want to print the invoice using the invoice layout selected at Layout in the Process section.
You can select from one of the following options to compress certain text, if necessary:
Type or select a journal where the financial entries will be registered to when the sales invoices and/or sales credit notes are processed. By default, the sales journal is the journal defined at Sales invoice at System ➔ General ➔ Settings, under General ledger settings in the Journal section.
Note: This option is enabled only if the Invoice code/journal link check box in the Print section at System ➔ General ➔ Settings, in Invoice settings is not selected.
Type or select a journal where the financial entries will be registered to when the direct invoices, direct credit notes and/or point-of-sales (POS) invoices are processed. By default, the cash journal is the journal defined at Cash journal (POS/Direct invoices) at System ➔ General ➔ Settings, in General ledger settings in the Journal section. This is applicable for direct invoices and/or POS invoices that are linked to a payment condition with Cash as its payment method. For more information, see Creating and maintaining payment conditions.
Type or select a journal where the financial entries will be registered to when the direct invoices and/or direct credit notes are processed. By default, the general journal is the journal defined at Item transactions at System ➔ General ➔ Settings, under General ledger settings in the Journal section. This is applicable only for direct invoices and/or direct credit notes whereby the delivery of the item(s) is fulfilled at the same time.
This section displays brief details and the result or error(s) of the processed invoice.
This displays details of the results.
Note: This option is displayed and automatically selected if there is no error during the processing of invoices and/or credit notes. This option cannot be edited.
This displays details of the error in processing the invoice(s).
Note: When there is error during the processing of the invoice(s), the Results and Errors options are enabled and Errors is automatically selected.
Click this to generate a report of the results in processing the invoice(s) in Microsoft Excel.
Click this to preview or print the Giro collection slip for the selected invoice. A Giro collection slip is a document that is sent to the bank as a form of instruction to the bank to pay the invoices.
Click this to view a preview of the invoice.
Click this to start processing the invoices.
Click this to exit.