Invoice Create and Print

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

Purpose

Create and print invoices.
Process transfer orders.
Process customer consignment orders.

Overview

Use Invoice Create and Print to create and optionally print invoices from inventory adjusted pick demands, or to process transfer and customer consignment orders.

Note You can only create invoices if general ledger accounts resolved correctly during inventory adjustment and pick demand creation. Additionally, you can only create an invoice for an order associated with a bill of lading if the bill of lading is completed.

To create and print invoices, select criteria, then click the Print button. When invoices are created, they immediately post to accounts receivable and sales history. Accounts receivable and sales history information can be updated throughout the day without having to do a general ledger posting.

$Images\warning.gif$ You cannot edit or delete invoices. To invoice a sales order with direct ship line items (see Blanket Purchase Order Process Flow), use Direct Ship Invoice Create and Print to invoice direct ship line items. For invoice delivery options and more information, see Creating Invoices FAQ.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Invoice Create and Print window.
Print	Click this button to create and print invoices. This button is only available if you select the Create and Print Invoices radio button. The credit card exception report also prints if credit card authorization fails. For more information, see Credit Card Orders.
Create	Click this button to create invoices without printing. This button is only available if you select the Create Invoices radio button. The credit card exception report also prints if credit card authorization fails. For more information, see Credit Card Orders.
Prep	Click this button to prep transfer or consignment orders. This button is only available if you select the Prep Transfer Orders or Prep Consignment Orders radio button.

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 enabled if the Run Now radio button is selected on the Print Options tab.
Open	Click this button to display Open a New Batch, which allows you to create a new batch. This button is only enabled if the Run Now radio button is selected on the Print Options tab.
Close	Click this button to display Close A Batch, which allows you to close a batch. This button is only enabled if the Run Now radio button is selected on the Print Options tab.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch. This button is only enabled if the Run Now radio button is selected on the Print Options tab.
Post	Click this button to display Invoice Post, which allows you to post invoices for the selected batch.

Select Tab Fields and Buttons

Field or Button	Description
All Shipping Locations	Select this check box to create invoices or prep orders 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 prep orders, 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. This check box is only enabled if you select the Create and Print Invoices or Create Invoices radio button.
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, and if you select the Create and Print Invoices or Create Invoices radio button. 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, and if you select the Create and Print Invoices or Create Invoices radio button. For information on sales locations, see Sales Location / Shipping Location.
All Customers	Select this check box to create invoices for all customers. This check box is selected by default. This check box is only available if you select the Create and Print Invoices or Create Invoices radio button.
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, and if you select the Create and Print Invoices or Create Invoices radio button.
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, and if you select the Create and Print Invoices or Create Invoices radio button.
All Shippers	Select this check box to create invoices or prep orders for all shippers. This check box is selected by default.
Shipper ID	Enter the shipper ID for which to create invoices or prep orders, or click the Lookup button to select a shipper ID. This field is only enabled if you clear the All Shippers check box.
All Order Classes	Select this check box to create invoices or prep orders for all order classes. This check box is selected by default.
Class	Enter the order class for which to create invoices or prep orders, or click the Lookup button to select a class. This field is only enabled if you clear the All Order Classes check box.
All Orders	Select this check box to create invoices or prep orders for all orders. This check box is selected by default.
Number (Order)	Enter an order number for which you want to create invoices or prep orders, or click the Lookup button to select an order number. This field is only enabled if you clear the All Orders check box.
All Picking Demands	Select this check box to create invoices or prep orders for all pick demands. This check box is selected by default.
Number (Pick Demand)	Enter a pick demand number for which to create invoices or prep orders, or click the Lookup button to select a pick demand. This field is only enabled if you clear the All Picking Demands check box.
All Dates	Select this check box to create invoices or prep orders for all dates. This check box is selected by default.
As of Date	Enter the date of the pick demand confirmation for which to create invoices or prep orders, or click the drop-down arrow to select a date. This field defaults to the current date, and is only enabled if you clear the All Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All Time	Select this check box to create invoices or prep orders for all times. This check box is selected by default.
As of Time	Enter the time of the pick demand confirmation for which to create invoices or prep orders, or click the drop-down arrow to select a time. This field defaults to the current time, and is only enabled if you clear the All Time check box.
All Waves	Select this check box to create invoices or prep orders for all waves.
Wave	Select the waves for which to create invoices or prep orders.
All Routes	Select this check box to create invoices or prep orders for all routes.
Route	Select the routes for which to create invoices or prep orders.
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. Prep Transfer Orders - Process transfer orders being shipped to another location. This process generates a transfer-type purchase order for the location receiving the transfer. This purchase order will subsequently be received by that location. For more information on transfer orders, see Transfer Order Process Flow. Prep Consignment Orders - Process consignment orders sent to a customer’s consignment warehouse. For more information on consignment orders, see Consignment Order Process Flow.
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.
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.
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.
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.
Sort by	Select whether to sort output by customer, invoice number, or wave/route/stop.
Print Invoices of Amount 0.00	Select this check box to print zero amount invoices. If this check box is selected, invoice records are created even if the total is zero (0.00). This check box is only available if you select the Create and Print Invoices radio button. This check box is cleared by default.
Display Fully Backordered Lines	Select this check box to display backordered lines on printed invoices. This check box is only available if you select the Create and Print Invoices radio button. This check box is cleared by default.
Display Fully Cancelled Lines	Select this check box to include fully cancelled lines on printed invoices. This check box is only available if you select the Create and Print Invoices radio button. This check box is cleared by default.
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.
Print Summary Report	Select this check box to print an invoice summary report.
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 Print 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.
Include Attachments	Select this check box to include attachments when emailing, printing, or faxing invoices. Only attachments that are set up to be emailed, printed, or faxed for invoices are included. This check box is only enabled if you select the Printer or Contact radio button. This check box is selected or cleared by default based on the Include Attachments Default field on the Customer Service tab in User Extended Options.
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, or Printer 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, or Printer 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, or Printer 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 invoices are created and printed by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. If you select the Schedule radio button, and the batch selected for the invoices is closed before the Scheduling Assistant task is run, a new batch is automatically opened for the invoices. 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.