Print Invoices |
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The Print Invoices program is used to Print, Preview, Export or Email customer invoices using the Invoice Type defined in your company's Invoice Print Parameters or Notification Settings as well as Invoice Actions used to select invoices by customer account. Print Parameters allows you to define the included and excluded criteria of the printed invoices. Before getting stared, see the Preceding Recommendations, Setup Requirements and Email Invoice Setup Requirements. Also see Related Topics.
- Prior to Printing or Emailing Invoices, you should Apply Credit Balance so the invoice reflects payments and applied credits.
- If utilizing credit cards on file for recurring charges, Apply On Line Payments prior to emailing or printing the invoices to display the print label Paid.
The following setup is required before running Print Invoices.
Email Invoice Setup Requirements
The following setup is required before Invoices can be Emailed.
Navigate To: System>Administration>Company Settings
- Email Server Configuration
- Email Server Configuration; enter Server Address, Authentication, Port. (See IT administration for information).
Navigate To: System>Configuration>Notification Settings
- Email Invoice Notification Settings.
- Notification Settings will allow you to use a default or customized email subject and body.
Navigate To: Customers>Customer Explorer
- Contacts
- In the Contacts tab at the Customer level (Consolidated and Separate A/R Customer) or Site level (Separate A/R Site).
- With a contact first name, last name and email address populated; check the box for Invoice.
- Repeat if multiple contacts should receive the emailed invoice.
- Save.
Navigate To: Accounting>Billing>Print Invoices
- Invoice Type will be set to the Default Invoice Print Parameters. Click the drop down to change.
- Invoice Actions is set to all Invoice Actions. Select Invoice Actions to be excluded, if needed.
- No Invoice Action will include Customers and Sites without a defined Invoice Action.
- First and Last Invoice range will default to the last range of invoices created during Generate Invoices.
- Change the invoice range manually as needed.
- Include Invoices With Zero Balance will include invoices with a zero balance in the print session if checked.
- Include Invoices With Credit Balance will include invoices with a credit balance in the print session if checked.
- Print Accounts With Zero Balance will include accounts with a zero balance in the print session if checked.
- Print Accounts With Zero Balance will include accounts with a credit balance in the print session if checked.
- Sort Invoices By will print the invoices in the sort order selected. Default is set to Invoice Number unless changed to:
- Alphabetically by Customer
- Mailing Address Zip/Postal Code
- Customer Number
- Messages for General Message, Credit Card Message and Preauthorized Message will default to the messages saved with the Invoice Type but can be changed manually prior to printing.
Invoice Output
Invoices can be delivered to customers through different output types. Each output type is detailed below.
- Invoices will print according to the parameter settings.
- If email invoice settings exist, you will receive a prompt, Do you want to print 'Emailed' invoices?
- Click Yes to print invoices for customers with an email invoice setting.
- Click No to exclude invoices for customers with an email invoice setting.
- Click Preview.
- Invoices will preview to your screen according to the parameter settings.
- Click Email.
- Invoices will email for all accounts with email invoice contacts according to the parameter settings.
- Prompt to attach an additional file to the customer email included with the invoice will be received.
- Print Invoices message will be received: Invoices are now being emailed in the background.
- Click Ok to clear.
- Click Create Print File.
- Create Print File is typically used when Invoice distribution is outsourced.
- If email invoice settings exist, you will receive a prompt, Do you want to export 'Emailed' invoices?
- Click Yes to export invoices for customers with an email invoice setting.
- Click No to exclude invoices for customers with an email invoice setting.
- Invoices are exported as a comma separated text file as the invoice range to the company Tranout folder (unless specified otherwise).
- Export complete message will be sent with the invoice count and path to file.
