Exact Globe+

Printing processed invoices

Introduction

All sales invoices, direct invoices, credit notes, commission invoices, and point-of-sales (POS invoices) that have been processed will be available in an overview. From the overview, you are allowed to print them as many times as necessary.

Menu path

Go to Invoice ➔ Reports ➔ Invoice history, select an invoice or credit note, and then click Print.

Fields

Print section

Select one of the following options when printing the invoice:

Duplicate — Select this to print the historical invoice (the original invoice that has been processed). If this is selected, all other sections will be disabled. By default, this is selected.
Invoice history — Select this if you want to print the invoice with the current debtor addresses but with a different layout from the original invoice printed or to compress invoice details by item, project, description, person ID, serial number, and/or assortment.

Output

Select the required option to send the invoice(s) to customer(s):

Based on account — Select this to print the invoice(s) based on the account setting. The account setting is the Send method and your selection of the eInvoice check box at account maintenance.
Printer — Select this to print the invoice(s).
E-mail — Select this to send the invoice(s) directly by e-mail to the customer(s).

Note: This enabled only if you have selected Final at Process.

Change address

Select this check box to print the selected invoice or credit note with the current address of the debtor stated at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open), which could be different from the address printed on the original invoice. Clear this check box if you want to print the invoice with the same address as the debtor printed on the original invoice. By default, this check box is selected.

Compress

Select one of the following options to compress the invoice details by the corresponding option(s):

None — Select this if you do not want to compress your invoice.
Item — Select this to compress the invoice details by item.
Item, Project — Select this to compress the invoice details by item code and project code.
Item, Project, Description — Select this to compress the invoice details by item code, project code and description.
Item, Project, Description, Resource ID — Select this to compress the invoice details by item code, project code, description and resource ID.
Description — Select this to compress the invoice details by description.
Serial number — Select this to compress the invoice details by serial number.
Project — Select this to compress the invoice details by project code.
Project, Assortment 1: Assortment 1 — Select this to compress the invoice details by project code and assortment.
Assortment 1: Assortment 1 — Select this to compress the invoice details by assortment.

Note: The invoice lines can be compressed only if the invoice lines match on the item code, prices, discounts, and tax. Depending on the option selected, some information printed on the invoice may not always be correct after compression.

Note: The Assortments displayed are dependent on the number of assortments defined at Invoice ➔ Items ➔ Assortments or System ➔ General ➔ Settings under Item data settings. For example, if one assortment is defined, Assortment 1 will be displayed. Only assortments that have one or more properties created will be listed at Compress.

Layout/Collective layout

Type or select a layout for the invoice you want to print. The layout selected can be different from the original layout of the invoice. If the multiple layout functionality is enabled, Layout will be changed to Collective layout. By enabling the multiple layout functionality, you can print more than one copy of the same invoice or credit note in several layouts, thus allowing you to customize the layouts to cater to different purposes or recipients. This information is mandatory. For more information on how to enable the multiple layout functionality, see Invoice settings.

E-mail section

E-mail address

Type the e-mail address of the recipient. To send to more than one recipient, type a semi-colon (;) after every e-mail address you add.

Subject

Type the subject of the e-mail.

Alternative descr.

This refers to the 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.

eInvoice

Select this check box to attach a Universal Business Language (UBL) file to the e-mail.

Note: This is enabled only when E-mail is selected at Output.

Free text lines section

Print free text lines

Select this check box to enable the free text lines below.

Note: This check box is enabled only if you have selected Invoice history in the Print section.

Free text line 1/2/3

Type the text that will be printed in the free text lines in the invoice. The free text line(s) will be displayed at the bottom of the invoice (or depending on the layout specified in the Print section).

Buttons

Giro

Click this to print the giro collection slip for the selected invoice.

Note: This is available only if you have selected Invoice history in the Print section.

Print

Click this to view the preview of the selected invoice. If you have selected Send e-mail in the E-mail section, the selected invoice will be sent to the respective recipients immediately. To print the invoice, click Print document at the preview screen.

Close

Click this to return to the Invoice ➔ Reports ➔ Invoice history screen.