Invoice Entry

Menu Path: Accounts Receivable $Images\bluerarw.gif$ Invoices $Images\bluerarw.gif$ Invoice Entry

Purpose

Create, copy, update, post, or delete invoices, credit memos, and debit memos.
View existing invoices, credit memos, and debit memos.

Overview

Use Invoice Entry to enter, update, copy, post, and delete manually-entered invoices and credit/debit memos.

Note Typically, most invoices and credit memos are generated automatically from the order entry system. These invoices will appear in this program, as well as the manually-entered ones. You can also import invoices in Invoice and Inventory Adjust Import.

Invoice Entry has the following tabs:

Tab	Purpose
Main	Enter general information for an invoice, credit memo, or debit memo, such as the location, customer, due date, and accounts.
Items	Enter line item information for an invoice, credit memo, or debit memo.
Bill To	Enter bill-to address information for an invoice, credit memo, or debit memo. The bill-to address information on this tab defaults from the bill-to address related to the ship-to address for the invoice. If there is no related bill-to address for the ship-to address, it defaults to the customer’s primary bill-to address entered in Customer Maintenance, or from the billing customer's primary bill-to address. If no primary bill-to address is set up, the bill-to address defaults to the first active bill-to address for the customer. If you want to assign a bill-to address other than the default, select another of the available bill-to addresses. You can also create an on-the-fly bill-to address for an invoice.
Ship To	Enter ship-to address information for an invoice, credit memo, or debit memo.
Related Invoices	Enter invoice amounts and reference numbers for invoices divided for countries that have invoice amount limits. This tab is only available if the country for the bill-to address of the invoice has an invoice amount limit entered in Country Maintenance.
Profitability	Enter product, customer, and supplier profitability information for an invoice, credit memo, or debit memo. Example You are entering an invoice for unbilled freight. You want the invoice to affect profitability for product A. You can enter the profitability data for product A manually. You do not need to enter the profitability data for the customer because the customer is specified on the invoice. Note Product and supplier profitability are automatically affected by invoices and memos that include service items (and additional charges).
Print Options	Enter print options for an invoice, credit memo, or debit memo.

Creating an Invoice, Credit Memo, or Debit Memo

To create a new invoice or memo:

Click the New button in the ribbon.
Enter the general invoice or memo information, such as the location, customer, and reference type.
Click the Items tab.
Enter line items for the invoice or memo.
If you want to enter miscellaneous line items for the invoice or memo, click the Misc button in the ribbon in Invoice Entry. The Miscellaneous Item Entry window appears.
Enter the miscellaneous line items for the invoice or memo.
Click the Exit button in the ribbon.
If you want to use a bill-to address for the invoice or memo other than the customer's default bill-to address, click the Bill To tab, and enter the bill-to address information. The default bill-to address is the customer's primary bill-to address. If no primary bill-to address is set up for the customer, the default bill-to address is the customer's first active bill-to address. If no active bill-to address is set up for the customer, the default bill-to address is the customer's first bill-to address.
If you want to use a ship-to address for the invoice or memo other than the customer's default ship-to address, click the Ship To tab, and enter the ship-to address information. The default ship-to address is the customer's primary ship-to address. If no primary ship-to address is set up for the customer, the default ship-to address is the customer's first active ship-to address. If no active ship-to address is set up for the customer, the default ship-to address is the customer's first ship-to address.
If you want to manually enter profitability allocations for the invoice or memo, click the Profitability tab, and enter the profitability allocations.
Click the OK button in the ribbon in Invoice Entry. The data is not permanently saved until you press this button. This allows you to edit the entry as many times as necessary before finalizing the information. The Question dialog box appears and asks you to confirm you want to create the invoice or memo.
Click the Yes button. The invoice or memo is created, and the system-assigned reference number is displayed.

For information on invoice delivery options (print, fax, and email), see Creating Invoices FAQ.

Updating an Invoice, Credit Memo, or Debit Memo

To update an existing invoice or memo:

Enter the invoice or memo number in the Reference # field. Information for the invoice or memo appears.
Click the Update button in the ribbon.
Edit the general information, as necessary.
If you want to view or edit the line item information, click the Items tab. Edit the line items, as necessary.
If you want to edit miscellaneous line items for the invoice or memo, click the Misc button in the ribbon in Invoice Entry. The Miscellaneous Item Entry window appears. Enter the miscellaneous line items for the invoice or memo, and then click the Exit button in the ribbon.
If you want to edit the bill-to address for the invoice or memo, click the Bill To tab and change the bill-to address information,.
If you want to edit the ship-to address for the invoice or memo, click the Ship To tab, and change the ship-to address information.
If you want to edit profitability data for the invoice or memo, click the Profitability tab, and change the profitability allocations.
Click the OK button in the ribbon in Invoice Entry. The Question dialog box appears and asks you to confirm you want to update the invoice or memo.
Click the Yes button. Your changes are now saved to the invoice or memo.

Note You cannot update an invoice that was deleted. After an invoice is posted, you can only update the associated image and remarks.

Copying an Invoice, Credit Memo, or Debit Memo

To copy an existing invoice or memo:

Enter the invoice or memo number in the Reference # field. Information for the invoice or memo appears. You can now view information for the invoice or memo, but you cannot edit it.
Click the Copy button in the ribbon.
Edit the general information, as necessary.
If you want to view or edit the line item information, click the Items tab, and edit the line items, as necessary.
If you want to edit miscellaneous line items for the invoice or memo, click the Misc button in the ribbon in Invoice Entry. The Miscellaneous Item Entry window appears. Enter the miscellaneous line items for the invoice or memo, and then click the Exit button in the ribbon.
If you want to edit the bill-to address for the invoice or memo, click the Bill To tab, and enter the bill-to address information.
If you want to edit the ship-to address for the invoice or memo, click the Ship To tab, and enter the ship-to address information.
If you want to manually enter profitability allocations for the invoice or memo, click the Profitability tab, and enter the profitability allocations.
Click the OK button in the ribbon in Invoice Entry. The Question dialog box appears and asks you to confirm you want to create the invoice or memo.
Click the Yes button. The invoice or memo is created, and the system-assigned reference number is displayed.

Posting an Invoice, Credit Memo, or Debit Memo

To post an invoice or memo created in Invoice Entry to the accounts receivable and sales history tables, select the invoice, and then click the Post Invoice button in the ribbon.

Note This posting does not post to the general ledger. Use Invoice Post to post the invoice to the general ledger.

Method Created	Posting
Invoices created by the order entry system	Posting to accounts receivable and sales history is done immediately when the invoices are created.
Invoices created directly in Invoice Entry	Posting to accounts receivable and sales history is done when you click the Post Invoice button.

Deleting an Invoice, Credit Memo, or Debit Memo

To delete an existing invoice or memo:

Enter the invoice or memo number in the Reference # field. Information for the invoice or memo appears. You can now view information for the invoice or memo, but you cannot edit it.
Click the Delete button in the ribbon.
Click the OK button in the ribbon. The Question dialog box appears, and asks you to confirm you want to delete the invoice or memo.
Click the Yes button. The invoice or memo is deleted.

Note You can only delete an invoice that has not been posted.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Invoice Entry window.
New	Click this button to create a new invoice.
Update	Click this button to edit the selected invoice.
Delete	Click this button to delete the selected invoice.
Copy	Click this button to copy the selected invoice.
Print	Click this button to print an invoice using the options selected on the Print Options tab. Note You must have Crystal Reports installed to print an invoice. You cannot print an invoice, credit memo, or debit memo until you have saved it (by clicking the OK button in the ribbon).
OK	Click this button to accept an action, such as saving a new invoice.
Cancel	Click this button to cancel an action.
Post Invoice	Click this button to post the selected invoice to accounts receivable and sales history (but not to the general ledger). Note Use Invoice Post to post this invoice to the general ledger. The icon for this button includes a check mark if the invoice is posted.
Related Orders	Click this button to display Order Relationship Inquiry, which allows you to view the relationship between orders, pick demands, and invoices.
Billback Inquiry	Click this button to display Free Goods Billback Inquiry, Incentive Billback Inquiry, Sample Billback Inquiry, or Ship and Debit Inquiry, which allows you to view information for a billback invoice. This button is only enabled for billback invoices.
Tax Interface Detail	Click this button to open Tax Interface Detail, which allows you to view the tax interface details for the selected invoice or credit memo. This button is only enabled when an invoice or a credit memo is selected and the invoice or credit memo has tax interface details. For more information, see AvaTax Interface FAQ.
Misc	Click this button to display Miscellaneous Item Entry, which allows you to view and enter miscellaneous line item information for an invoice, credit memo, or debit memo (or for a selected line item on an invoice, credit memo, or debit memo). This button is only available if you click the Main or Items tab. The icon for this button includes a check mark if miscellaneous items exist for the invoice or selected line item.
Invoice Lookup	Click this button to display Invoice Lookup, which allows you to view detailed invoice information. This button is only available if you click the Main or Items tab.
Notes	Click this button to display Notes Entry, which allows you to enter notes for a selected invoice, memo, or line item. This button is only available if you click the Main or Items tab. The icon for this button includes a check mark if notes exist for the invoice.
Remarks	Click this button to display Remark Entry, which allows you to enter remarks for a selected invoice, memo, or line item. This button is only available if you click the Main or Items tab. The icon for this button includes a check mark if remarks exist for the invoice.
Customer	Click this button to display Customer Maintenance, which allows you to view and update information for the selected customer. This button is only available if you click the Main or Items tab. Note If you are not authorized to use Customer Maintenance, the Customer Inquiry window appears instead, and allows you to view information for the customer.
G/L Posting Inquiry	Click this button to display G/L Posting for Invoice, which allows you to view general ledger posting information for the displayed invoice.

Ribbon Batch Tab Buttons

Button	Description
Select	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open	Click this button to display Open a New Batch, which allows you to create a new batch.
Close	Click this button to display Close A Batch, which allows you to close a batch.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch.
Post	Click this button to display Invoice Post, which allows you to post invoices for the selected batch.

Main Tab Fields and Buttons

Field or Button	Description
Reference #	Enter a reference number for an existing invoice, credit memo, or debit memo, or click the Lookup button to select a reference number. If you are entering a new invoice, credit memo, or debit memo, this field is disabled.
Period	Enter a period for the invoice or memo, or click the Lookup buttons to select a period. This defaults to the current period.
Year	Enter a year for the invoice or memo, or click the Lookup button to select a year. This defaults to the current year.
Customer Code	Enter the customer code for the invoice or memo, or click the Lookup button to select a customer. Note This field is only enabled if you are creating a new invoice or memo.
Customer Name	Enter the customer name for the invoice or memo, or click the Lookup button to select a customer. Note This field is only enabled if you are creating a new invoice or memo.
Location Prefix	Enter a location prefix for the invoice or memo, or click the Lookup button to select a location prefix. For invoices, enter the sales location. The location prefix is used as the first part of the invoice number, and each location has its own set of invoice numbers. For information on setting up locations, see Location Maintenance. Note This field is only enabled if you are creating a new invoice or memo.
Location	Enter a location name for the invoice or memo, or click the Lookup button to select a location name. For invoices, enter the sales location. Note This field is only enabled if you are creating a new invoice or memo.
Reference Type	Click the Lookup button to select the reference type for the invoice or memo. You can select the following types: IN - Invoice CM - Credit Memo DM - Debit Memo Note This field is only enabled if you are creating a new invoice or memo.
Payment Terms	Enter the payment terms for the invoice or memo, or click the Lookup button to select the payment terms. For information on setting up payment terms, see Payment Terms Maintenance.
Reference Date	Enter a date for the invoice or memo, or click the drop-down arrow to select a date. This defaults to the current date.
Due Date	Enter a due date for the invoice, or click the drop-down arrow to select a date. This field defaults to a calculated date based on the payment terms and reference date. This field is only enabled if you are entering an invoice (IN is selected at the Reference Type field).
VAT Date	Enter the VAT date used to determine the exchange rate for VAT transactions, or click the drop-down arrow to select the VAT date. This defaults to the invoice date. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Discount Date	Enter a date before which the customer will receive a discount if they pay the invoice or memo, or click the drop-down arrow to select a date. This field is only enabled if you enter a discount amount in the Discount Amount field.
Merchandise Amount	This field displays the total of line items on the invoice or memo.
Discount Amount	Enter the amount of the discount the customer will receive if they pay the invoice or memo before the date entered in the Discount Date field.
Charge Amount	This field displays the total of additional charges on the invoice or memo.
Sale Type	Enter a sale type for the invoice or memo, or click the Lookup button to select a sale type. This field defaults to the default sales type for your user ID (entered in User Extended Options). For information on setting up sale types, see Sales Type Maintenance.
Tax Amount	This field displays the total tax on the invoice or memo, based on the tax jurisdiction.
Sales Representative 1	Click the Lookup button to select the primary sales representative for the invoice or memo. You can only select a sales representative for which the First Representative or Both radio button is selected in Sales Representative Maintenance.
VAT Amount	This field displays the total VAT amount on the invoice or memo.
Sales Representative 2	Click the Lookup button to select the secondary sales representative for the invoice or memo. You can only select a sales representative for which the Second Representative or Both radio button is selected in Sales Representative Maintenance.
Total Amount	This field displays the total amount of the selected invoice or memo, including tax.
RA #	Enter the customer's return authorization number for the credit memo. This field is only enabled if you are entering a credit memo (CM is selected at the Reference Type field).
Currency	Enter a currency for the invoice or memo, or click the Lookup button to select a currency.
Customer Ref #	Enter the customer's reference number for the credit memo. This field is only enabled if you are entering a credit memo (CM is selected at the Reference Type field).
Batch	This field displays the currently selected batch. To select a different batch, click the Select button in the ribbon.
Created By	This field displays the user ID of the user that created the invoice or memo.
Created Date	This field displays the date the invoice or memo was created.
Cust PO #	Enter the customer's purchase order number.
Updated By	This field displays the user ID of the user that last updated the invoice or memo.
Updated Date	This field displays the date the invoice or memo was last updated.
Image	Click the Lookup button to navigate to and select an image file for the invoice or memo. Note If a file or image upload directory is set up for the system ID, the file is copied to the Invoice_Images folder in the file or image upload directory when you select the file. If no file or image upload directory is set up, the file remains in the original location.
View Image	Click this button to display the image file entered in the Image field.
Delete	Click this button to delete the image file entered in the Image field.
Skip Tax Calculation	Select this check box to not calculate any tax for the invoice or memo. For more information, see AvaTax Interface FAQ.
Sale Station	Enter the sale station for the invoice or memo.
A/R Account	Enter the accounts receivable account for the invoice or memo, or click one of the Lookup buttons to select the account.
Discount Acct	Enter the discount account for the invoice or memo, or click the Lookup buttons to select the account. This field is required if a discount amount is entered in the Discount Amount field.
Posted to GL	This check box is selected if the invoice is posted to the general ledger.
VAT Taxable	Select this check box if VAT is assessed for the invoice or memo. This check box is only enabled after you enter a location prefix and ship-to country for the invoice or memo. This check box is selected automatically if the invoice or memo's location prefix is in the same VAT-taxable country as the ship-to country.
VAT Exempt Reason Code	If the invoice or memo is not VAT taxable, but the invoice or memo's location prefix is in the same VAT-taxable country as the ship-to country, enter a VAT exempt reason code to explain why the invoice or memo is exempt from VAT, or click the Lookup button to select a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. This field is only enabled if the VAT Taxable check box is enabled and cleared.
VAT ID	This field displays your company's VAT ID for the location of the invoice.
Sales Journal Entry	This field displays the sales journal entry for the invoice or memo if it is posted.
Inventory Journal Entry	This field displays the inventory journal entry or journal entries for the invoice or memo if it is posted.

Items Tab Fields and Buttons

Field or Button	Description
Product Code	Enter a product code, or click the Lookup button to select a product. Note You can only select products defined as service products in Product Maintenance.
Elements	Click this button to display Product Prompting, which allows you to select a product by product element values.
Product Name	Enter a product name, or click the Lookup button to select a product.
Description	Enter the product's description. This field defaults to the description of the selected product.
Detail Description	Enter a detailed description of the product. This field defaults to the detailed description of the selected product.
Qty	Enter a quantity for the product.
U/M	Enter the unit of measure for the product, or click the Lookup button to select a unit of measure.
Unit Price	Enter the price of the product per unit.
Extended Price	This field displays the extended price for the product, which equals the quantity multiplied by the sum of the unit price and the price adjustment.
Tax Included	This check box is selected if tax is included for the product.
Unit Weight	Enter the unit weight for the product.
Price Adjustment	Enter any price adjustment for the product. Example If a product is on sale at the time of the invoice entry for .20 less than usual, the extended price equals the unit price minus .20. In this case, you would enter -.20 in the Price Adjustment field.
Tax Amount	This field displays the calculated tax on the product, based on the tax jurisdiction.
VAT Taxable	Select this check box if the line item is VAT taxable. This check box is only enabled if the invoice or memo is VAT taxable. This defaults from the product/location, or the invoice/memo.
VAT Exempt Reason Code	If the line item is not VAT taxable, but is on a VAT-taxable invoice or memo, enter a VAT exempt reason code to explain why the line item is exempt from VAT, or click the Lookup button to select a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. This defaults from the invoice or memo.
VAT Amount	This field displays the amount of VAT for the line item, which is equal to the VAT rate of the product/location multiplied by the sum of the unit price and price adjustment.
Extended VAT	This field displays the extended VAT for the line item, which equals the quantity multiplied by the VAT amount.
G/L Account	Enter the general ledger account to use for the line item, or click the Lookup button to select an account. Each line item can use a different general ledger account.
VAT-Inclusive Price	Enter the price of the line item, including VAT. When you enter a value in this field, the price in the Unit Price field is updated automatically. This field defaults to the sum of the price entered in the Unit Price field, the price adjustment, and any calculated VAT amount based on the VAT class of the product/location.
Total	This field displays the total price including tax.
Project #	Enter a project number associated with the invoice or memo, or click the Lookup button to select a project number.
Enter	Click this button enter the line item for the invoice.
Clear	Click this button to clear all line item fields.
Delete	Click this button to delete the selected line item.
Line Items	This grid displays all line items for the invoice or memo. If you want to edit a line item, double-click it, make changes, and then click the Enter button.

Bill To Tab Fields and Buttons

Field or Button	Description
Bill to Name	Enter a bill-to address name, or click the Lookup button to select a bill-to address name.
Address 1	Enter the first line of the bill-to address.
Address 2	Enter the second line of the bill-to address.
Address 3	Enter the third line of the bill-to address.
City	Enter the city for the bill-to address, or click the Lookup button to select a city.
State/Province	Enter the state or province for the bill-to address, or click the Lookup button to select a state or province.
Postal Code	Enter the postal code for the bill-to address, or click the Lookup button to select a postal code.
Country	Enter the country for the bill-to address, or click the Lookup button to select a country.
County	Enter the county for the bill-to address.
Phone	Enter the phone number for the bill-to address.
Fax	Enter the fax number for the bill-to address.

Ship To Tab Fields and Buttons

Field or Button	Description
Ship to Name	Enter a ship-to address name, or click the Lookup button to select a ship-to address name.
Address 1	Enter the first line of the ship-to address.
Address 2	Enter the second line of the ship-to address.
Address 3	Enter the third line of the ship-to address.
City	Enter the city for the ship-to address, or click the Lookup button to select a city.
State/Province	Enter the state or province for the ship-to address, or click the Lookup button to select a state or province.
Postal Code	Enter the postal code for the ship-to address, or click the Lookup button to select a postal code.
Country	Enter the country for the ship-to address, or click the Lookup button to select a country.
County	Enter the county for the ship-to address.
Phone	Enter the phone number for the ship-to address.
Fax	Enter the fax number for the ship-to address.
Tax Jurisdiction	Enter the sales tax jurisdiction for the customer, or click the Lookup button to select a sales tax jurisdiction. If the Tax Exempt check box is selected, this jurisdiction is overridden and tax is not allocated on the order. For more information, see Jurisdictions - Filing or Sales Tax (Tax). NOTE When the system uses AvaTax interface, the value for this field is automatically set to None.
State Tax Exempt #	Enter the state tax exemption number of the customer. This field is only enabled if the Tax Exempt check box is selected.
Tax Exempt	Select this check box to indicate the selected customer is exempt from paying taxes. If this check box is selected, the invoice will not include state sales tax.
Entity Use Code	Enter a custom code to indicate the type of tax exemption or click the Lookup button to select a standard code from the list. This field is only enabled when AvaTax interface is used and the Tax Exempt check box is selected.
Customer VAT ID	Enter the customer's VAT ID for the ship-to address.
VAT Group	Enter the customer's VAT group for the ship-to address.

Related Invoices Tab Fields and Buttons

Field or Button	Description
Total Amount	This field displays the total amount of the invoice.
Invoice Amount Limit	This field displays the invoice amount limit entered for the county of the invoice's bill-to address in Country Maintenance.
Related Invoice Amount	Enter the amount for the related invoice.
Official Reference Number	Enter the official reference number for the related invoice.
Add	Click this button to add a related invoice to the Related Invoices grid.
Remove	Click this button to remove the selected related invoice from the Related Invoices grid.
Related Invoices	This grid displays the related invoice reference numbers, amounts, and official reference numbers for the invoice.

Profitability Tab Fields and Buttons

Field or Button	Description
Customer Code	Enter a customer code for a customer profitability allocation to associate with the invoice or memo, or click the Lookup button to select a customer code.
Customer Name	Enter a customer name for a customer profitability allocation to associate with the invoice or memo, or click the Lookup button to select a customer name.
G/L Account (Customer)	Enter a general ledger account for a customer profitability allocation to associate with the invoice or memo, or click the Lookup button to select a general ledger account.
Amount (Customer)	Enter an amount of a customer profitability allocation to associate with the invoice or memo.
Unapplied Amount (Customer)	This field displays the unapplied amount of the customer profitability allocation.
Add (Customer)	Click this button to add the selected customer, account, and amount to the Customer Profitability Allocations grid.
Remove (Customer)	Click this button to remove the selected customer, account, and amount from the Customer Profitability Allocations grid.
Remove All (Customers)	Click this button to remove all customers, accounts, and amounts from the Customer Profitability Allocations grid.
Customer Profitability Allocations	This grid displays customer profitability allocations associated with the invoice or memo.
Product Code	Enter a product code for a product profitability allocation to associate with the invoice or memo, or click the Lookup button to select a product code.
Product Name	Enter a product name for a product profitability allocation to associate with the invoice or memo, or click the Lookup button to select a product name.
G/L Account (Product)	Enter a general ledger account for a product profitability allocation to associate with the invoice or memo, or click the Lookup button to select a general ledger account.
Amount (Product)	Enter an amount of a product profitability allocation to associate with the invoice or memo.
Unapplied Amount (Product)	This field displays the unapplied amount of the product profitability allocation.
Add (Product)	Click this button to add the selected product, account, and amount to the Product Profitability Allocations grid.
Remove (Product)	Click this button to remove the selected product, account, and amount from the Product Profitability Allocations grid.
Remove All (Products)	Click this button to remove all products, accounts, and amounts from the Product Profitability Allocations grid.
Product Profitability Allocations	This grid displays product profitability allocations associated with the invoice or memo.
Supplier Code	Enter a supplier code for a supplier profitability allocation to associate with the invoice or memo, or click the Lookup button to select a supplier code.
Supplier Name	Enter a supplier name for a supplier profitability allocation to associate with the invoice or memo, or click the Lookup button to select a supplier name.
G/L Account (Supplier)	Enter a general ledger account for a supplier profitability allocation to associate with the invoice or memo, or click the Lookup button to select a general ledger account.
Amount (Supplier)	Enter an amount of a supplier profitability allocation to associate with the invoice or memo.
Unapplied Amount (Supplier)	This field displays the unapplied amount of the supplier profitability allocation.
Add (Supplier)	Click this button to add the selected supplier, account, and amount to the Supplier Profitability Allocations grid.
Remove (Supplier)	Click this button to remove the selected supplier, account, and amount from the Supplier Profitability Allocations grid.
Remove All (Supplier)	Click this button to remove all suppliers, accounts, and amounts from the Supplier Profitability Allocations grid.
Supplier Profitability Allocations	This grid displays supplier profitability allocations associated with the invoice or memo.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	This field displays the language for the invoice or memo you are printing.
Report Language 2	This field is disabled in this window.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.