Question: We had six orders, and only two invoices were generated in Invoice Create and Print. There were no returns in this batch. Why were invoices not created for the other four orders?
Answer: This may occur based on the option entered for the customer in the Invoice Consolidation field on the A/R tab in Customer Maintenance. For example, if by Order is entered in that field, an invoice is not generated for an order that has any unconfirmed pick demands. An invoice will generate only when all pick demands for the order have been confirmed and inventory is adjusted.
Question: How are sales invoice reference numbers assigned?
Answer: It depends primarily on the option entered for the customer in the Invoice Consolidation field on the A/R tab in Customer Maintenance, although there are exceptions.
|
Invoice Consolidation Option |
Invoice Number Result |
|
No |
The shipment number, assigned during pick demand creation, will be the invoice number; each pick demand will create its own invoice number (unless created at the same time for multiple pick zones, in which case these related pick demands will have the same shipment number). |
|
by Order |
The shipment number, assigned during pick demand creation, will be the invoice number. |
|
by Order/Location |
The shipment number, assigned during pick demand creation, will be the invoice number; there could be multiple shipment numbers if the order is for multiple locations. |
|
by Shipment |
The shipment number can be manually assigned in Pick Demand Shipment Consolidation before invoice creation and it becomes the invoice number. If the shipment number is not manually assigned, the shipment number is assigned during invoice creation. |
|
by Customer |
Similar orders for the same customer are consolidated into one invoice during invoice creation. The shipment number is also assigned during invoice creation. Note Orders must have these same values to consolidate:
|
|
by Customer/Route |
Similar orders for the same customer on the same route are consolidated into one invoice. The shipment number is also assigned during invoice creation. Note Orders must have the same values listed for the by Customer option and have the same route number. |
|
by BOL/Customer |
All confirmed pick demands for a single customer (and trading partner) on a bill of lading are combined automatically to generate a single invoice. The shipment number is assigned during bill of lading completion or for pick demands not on a bill of lading, during invoice creation. |
|
by BOL/CustPO# |
All confirmed pick demands from orders for a single customer (and trading partner) with the same customer purchase order number on a bill of lading are combined automatically to generate a single invoice. The shipment number is assigned during bill of lading completion or for pick demands not on a bill of lading, during invoice creation. |
|
by BOL/BillCust |
All confirmed pick demands for a single billing customer (and trading partner) on a bill of lading are combined automatically to generate a single invoice. The shipment number is assigned during bill of lading completion or for pick demands not on a bill of lading, during invoice creation. |
|
by BOL/PO/BillCust |
All confirmed pick demands from orders for a single billing customer (and trading partner) with the same customer purchase order number on a bill of lading are combined automatically to generate a single invoice. The shipment number is assigned during bill of lading completion or for pick demands not on a bill of lading, during invoice creation. |
|
by BOL/Alt-PO/Bill |
All confirmed pick demands from orders for a single billing customer (and trading partner) with the same alternate purchase order number on a bill of lading are combined automatically to generate a single invoice. The shipment number is assigned during bill of lading completion or for pick demands not on a bill of lading, during invoice creation. |
Note The exception to the above rules is when the order class has been defined to generate the invoice number during pick demand creation.
Question: How are return (credit memo) invoice reference numbers assigned?
Answer: Return invoice reference numbers are assigned in the same way as reference numbers are generated for sales invoices when No is selected in the Invoice Consolidation field (see the table above).
NOTE Invoice consolidation is not used for return orders.
Question: How do you set up customers to have invoices emailed or faxed to them?
Answer: Perform the following step:
In Contact Maintenance, set up contacts for customers, and click the Documents button in the ribbon to select whether invoices are emailed or faxed.
Question: What are the invoice delivery options?
Answer: The following table lists invoice delivery options:
|
Option Method |
Operation / Setup |
Comments |
|
Manual |
Click the Print button in the ribbon in Invoice Entry (no setup required) |
Prints the selected invoice using Crystal Reports and the invoice report definition |
|
EDI (Batch) |
EDI Invoice Export (EDI setups required) |
No printing done |
|
Print (Batch) |
Invoice Print; Printer option |
Prints invoices using Crystal Reports and the invoice report definition |
|
Fax (Batch) |
Invoice Print (see setup information above); Contact option |
Faxes invoices using a fax interface and a Crystal Reports .pdf file |
|
Email (Batch) |
Invoice Print (see setup information above); Contact option |
Emails invoices using an email interface with a Crystal Reports .pdf attachment |
|
Email copies of invoices |
Customer Open Accounts Receivable Management or Customer Open Accounts Receivable Inquiry (no setup required) |
Select the check box in the Print column, select the Email option, click the Print button in the ribbon, and select or enter an email address. Copies of invoices are emailed using an email interface with a Crystal Reports .pdf attachment. |
Note Invoices allow for multiple contacts with multiple delivery options.
Example Two faxed invoices to two different contacts, or one faxed and one emailed.
Question: How can I set up different invoice forms for different customers?
Answer: You can assign an invoice form to a customer in Customer Maintenance by entering the Crystal Reports form in the Invoice Form Name field on the Sales tab. You also can assign an invoice form to a billing customer, and it is used for all the customers associated with the billing customer. However, if an invoice form is specified for both the customer and billing customer, the customer form is used.
When printing multiple invoices with different forms, invoices using the same form are grouped together in the print run.
For information on customizing Crystal Reports forms, see Crystal Reports FAQ.