Direct Ship Invoice Create and Print

Menu Path: Customer Service $Images\bluerarw.gif$ Invoice Processing $Images\bluerarw.gif$ Direct Ship Invoice Create and Print

Purpose

Invoice direct shipments from suppliers to customers.

Overview

Use Direct Ship Invoice Create and Print to create invoices for shipments directly to customers from suppliers. For more information, see Blanket Purchase Order Process Flow.

Note Releases have to complete the finalization processing phase to be eligible to be invoiced to customers.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Direct Ship Invoice Create and Print window.
Show Data	Click this button to show data on the Create Invoices tab based on criteria selected on the Selection tab.
Create	Click this button to process releases for invoice creation (and optionally, printing).

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. This button is only available on the Create Invoices tab.
Open	Click this button to display Open a New Batch, which allows you to create a new batch. This button is only available on the Create Invoices tab.
Close	Click this button to display Close A Batch, which allows you to close a batch. This button is only available on the Create Invoices tab.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch. This button is only available on the Create Invoices tab.
Post	Click this button to display Invoice Post, which allows you to post invoices for the selected batch.

Selection Tab Fields and Buttons

Field or Button	Description
All Shipping Locations	Select this check box to create invoices for all shipping locations. This check box is cleared by default. For information on shipping locations, see Sales Location / Shipping Location.
Prefix (Shipping Location)	Enter a shipping location prefix for which you want to create invoices, or click the Lookup button to select a shipping location prefix. This field is only enabled if you clear the All Shipping Locations check box. For information on shipping locations, see Sales Location / Shipping Location.
Name (Shipping Location)	Enter a shipping location name for which you want to create invoices or prep orders, or click the Lookup button to select a shipping location name. This field is only enabled if you clear the All Shipping Locations check box. For information on shipping locations, see Sales Location / Shipping Location.
All Sales Locations	Select this check box to create invoices for all sales locations. This check box is cleared by default. For information on sales locations, see Sales Location / Shipping Location.
Prefix (Sales Location)	Enter a sales location prefix for which you want to create invoices, or click the Lookup button to select a sales location prefix. This field is only enabled if you clear the All Sales Locations check box. For information on sales locations, see Sales Location / Shipping Location.
Name (Sales Location)	Enter a sales location name for which you want to create invoices, or click the Lookup button to select a sales location name. This field is only enabled if you clear the All Sales Locations check box. For information on sales locations, see Sales Location / Shipping Location.
All Billing Customers	Select this check box to create invoices for all billing customers. This check box is selected by default.
Billing Customer Code	Enter a billing customer code for which you want to create invoices, or click the Lookup button to select a billing customer code. This field is only enabled if you clear the All Billing Customers check box.
Name (Billing Customer)	Enter a billing customer name for which you want to create invoices, or click the Lookup button to select a billing customer name. This field is only enabled if you clear the All Billing Customers check box.
All Customers	Select this check box to create invoices for all customers. This check box is selected by default.
Customer Code	Enter a customer code for which you want to create invoices, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customers check box.
Name (Customer)	Enter a customer name for which you want to create invoices, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customers check box.
All Order Classes	Select this check box to create invoices for all order classes. This check box is selected by default.
Class	Enter the order class for which to create invoices, or click the Lookup button to select an order class. This field is only enabled if you clear the All Order Classes check box.
All Sales Orders	Select this check box to create invoices for all sales orders. This check box is selected by default.
Number	Enter an order number for which you want to create invoices, or click the Lookup button to select an order number. This field is only enabled if you clear the All Sales Orders check box.
Create Invoice Option	Select one of the following options: All - Select the check box in the Create Invoice column of the Releases grid on the Create Invoices tab for all releases. None - Clear the check box in the Create Invoice column of the Releases grid on the Create Invoices tab for all releases.

Create Invoices Tab Fields and Buttons

Field or Button	Description
Releases	This grid displays information for releases that meet the criteria selected on the Selection tab, after you click Show Data. Select the check box in the Create Invoice column for the releases for which you want to create invoices.
Process Options	Select the process you want to perform. Select one of the following: Create and Print Invoices - Create and print invoices at the same time. Create Invoices - Create invoices, but print them later.
Batch #	This field displays the current batch number. To select a different batch number, click the Select button in the ribbon. To create a new batch, click the Open button in the ribbon. For more information, see the Opening/Closing Batches FAQ.
Invoice Date	Enter the invoice date for created invoices, or click the drop-down arrow to select a date. The date defaults to today. Note If Yes is selected in the Posting Period/Date Control field in Accounts Receivable Control Maintenance, then the invoice date must be a valid date in the selected posting period. This field is disabled if you select the Set Ref Date to Ship Confirm Date check box.
Posting Period	Click the Lookup buttons to select the posting period and year for created invoices. These fields default to the current accounts receivable posting period. Note If Yes is selected in the Posting Period/Date Control field in Accounts Receivable Control Maintenance, then the invoice date must be a valid date in the selected posting period. These Lookup buttons are disabled if you select the Set Ref Date to Ship Confirm Date check box.
Print Summary Report	Select this check box to print an invoice summary report.
Ignore Customer Invoice Method	Select this check box to ignore the customer invoice method entered in the Invoice Method field in Customer Maintenance. Select this check box if a customer is normally set up to use EDI for invoicing, but you want to print an invoice for the customer. This check box is cleared by default.
Set Ref Date to Ship Confirm Date	Select this check box to set the reference date for each created invoice to the date the last pick demand for each invoice was confirmed. If you select this check box, the posting period for a created invoice is the period for the invoice reference date unless that period is closed. If that period is closed, the current default period is used. This check box is cleared by default.

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. 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. Contact - Output invoices to customer contacts via your default email application. If you select this option, when you click the Create button in the ribbon, Output Option Selection appears, and allows you to select an output option for customers without contacts.
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	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
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. Note If you select to use the Scheduling Assistant, you cannot select specific direct-ship sales orders for which to create invoices.
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.