Invoice Copy Print

Menu Path: Customer Service $Images\bluerarw.gif$ Invoice Processing $Images\bluerarw.gif$ Invoice Copy Print

Purpose

Print copies of invoices with different formats for the main customer and/or billing customer.

Overview

Use Invoice Copy Print to accommodate customers with complex shipping and billing structures (for example, buying groups) and related printing requirements. You can print copies of invoices for main customers and/or billing customers, based on the business rules set up for the customer. For more information, see Structure and Concepts.

Example In a simple scenario, a customer places an order, is shipped the product, and is billed directly. In this case, an original invoice can be printed and sent with the shipment in lieu of a packing list.

Complications exist when a customer places an order, the invoice is billed to a buying group, and the products are shipped directly to a third party (e.g., a laboratory) for further processing. In this scenario, the following occurs:

The main customer is paying the list price (because that is what the buying group bills him) directly to the billing customer.
The billing customer (buying group) is actually paying the invoice (which is list price less a percentage discount, but the billing customer does not want the main customer to know about this discount).
The ship-to customer or third party (laboratory) gets the original invoice (that looks like a packing list without prices) with the products shipped to it. The laboratory will in turn separately bill the customer for their services performed on the products. For more information, see Shared Ship-to Addresses.

The business rules used to define printing requirements for extra copies of invoices are set up in the Main Customer Invoice Format and Billing Customer Invoice Format fields on the Ship-To tab in Customer Maintenance (these fields are only available after you click the Ship-To Options button in the ribbon), as follows:

Format	Description
None	No invoice is required.
Invoice	Print the standard invoice format.
Packing List/No Prices	Prints invoices in a packing list format with no prices. To use this format, you must set up a packing list report in External Interface Maintenance with no-price entered in the Associated Program field.
Packing List/List Prices	Prints invoices in a packing list format with list prices only. To use this format, you must set up a packing list report in External Interface Maintenance with list-price entered in the Associated Program field.

Note Based on the selected options, invoices will be selected for printing. Selected invoices can be printed twice - one format for the main customer’s invoice address and another format for the bill-to customer’s invoice address.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Invoice Copy Print window.
Print	Click this button to output invoices.

Select Tab Fields and Buttons

Field or Button	Description
All Reference #s	Select this check box to print invoices for all reference numbers. This check box is selected by default. This check box is only enabled if you select the Date Range radio button.
From (Reference Number)	Enter the first reference number in a range of reference numbers for which you want to print invoices, or click the Lookup button to select a reference number. This field is only enabled if you clear the All Reference #s check box.
To (Reference Number)	Enter the last reference number in a range of reference numbers for which you want to print invoices, or click the Lookup button to select a reference number. This field is only enabled if you clear the All Reference #s check box.
All Invoice Dates	Select this check box to print invoices for all invoice dates. This check box is selected by default. This check box is only enabled if you select the Date Range radio button.
From (Invoice Date)	Enter the first invoice date in a range of invoice dates for which to print invoices, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Invoice Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (Invoice Date)	Enter the last invoice date in a range of invoice dates for which to print invoices, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Invoice Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All Customer Names	Select this check box to print invoices for all customer names. This check box is selected by default.
From (Customer Name)	Enter the first customer name in a range of customer names for which to print invoices, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customer Names check box.
To (Customer Name)	Enter the last customer name in a range of customer names for which to print invoices, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customer Names check box.
All Customer Codes	Select this check box to print invoices for all customer codes. This check box is selected by default.
From (Customer Code)	Enter the first customer code in a range of customer codes for which to print invoices, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customer Codes check box.
To (Customer Code)	Enter the last customer code in a range of customer codes for which to print invoices, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customer Codes check box.
Print Options	Select All Unprinted Invoices or Date Range. If you select All Unprinted Invoices, you can only print invoices that have not yet been printed. If you select Date Range, you can specify a range of dates or reference numbers for the invoices you want to print.

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(s) 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.