IdealWare Online Users Manual

SP2-05-01 S/P PROCESSING
31550 Invoice Printing, Batch Create/Access

 

PURPOSE

 

The invoice printing, register & update program is used on a periodic basis (ie at the end of each day, week, end of month) to print finished invoices to be sent to customers. You can print invoices either from multiple batches or a specified single batch.

 

Invoices can also be printed at the point of sale (see 31562 - SALES ORDER ENTRY, DOCUMENT PRINTING) and via the A/R Statement Printing program (see 25670 - CUSTOMER STATEMENTS).

 

The main components of the Invoice Printing program are as follows:

  1. BATCH CREATION/ACCESS: Create a new batch or access an existing batch.
  2. INVOICE PRINTING: Print invoices to be sent to customers.
  3. INVOICE REGISTER & UPDATE: Print a summary register and update the batch.

The batch creation/access screen enables you to create a new invoice printing batch or to select an existing batch for processing.

 

Invoice printing batches are terminal dependant and you can only have one invoice printing batch open at a time associated with any terminal. Thus, if you create an invoice printing batch on terminal T1, exit the program and then want to re-access the batch, you must do so from the same terminal T1.

 

You cannot create an invoice printing batch while order registers are being processed and conversely you cannot create or process order register batches when an invoice printing batch is open.

 

 

PROCEDURE - BATCH CREATION

 

Select Invoice Printing from the Sale Processing menu. The Invoice Printing batch creation/access screen displays.

 

CUSTOMER INVOICE PRINTING BATCH DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Mar04/08 TF1         ***** CUSTOMER INVOICE PRINTING *****               3VINF1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      06  THE IDEAL COMPUTER GROUP INC.                 â”‚
│          REFERENCE NUMBER    0001                                              â”‚
│          INVOICING STORE     __                                                â”‚
│          SOURCE OF INVOICES                                                    â”‚
│          ORDER REGISTER                                                        â”‚
│                                                                                â”‚
│          INVOICE DATE                                                          â”‚
│          G/L DATE                                                              â”‚
│                                                                                â”‚
│          FAX INVOICES?                                                         â”‚
│          PRINT 'FAX ONLY'?                                                     â”‚
│                                                                                â”‚
│ENTER INVOICING STORE CODE. (CR FOR ALL)                                        â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY NUMBER

 

Defaults to the current company number.


REFERENCE NUMBER

 

Defaults to the next available batch number.

 

INVOICING STORE

 

Enter store code of store/yard to which invoice pertains.

 

In a single store environment this field defaults to the normal store code.

 

 

SOURCE OF INVOICES
'R'=FROM ORDER REGISTERS ONLY;'H'=FROM UPDATED INVOICE HISTORY ONLY;'B'=BOTH:

 

"R" to select only orders currently included in order register batches  not yet updated.

 

"H" to select only orders updated via order registers and that are now in history.

 

Select this option to select only orders that have not had invoices printed previously.

 

 

"B" to select from both current registers and history orders.

 

ORDER REGISTER

 

Enter batch number of order registers to include.

 

[Enter] to include all order registers.

 

INVOICE DATE

 

The invoice date that is shown on the invoice is actually the SHIPPED DATE of the order.

 

Enter date in MM/DD/YY format.

 

[Enter] for current system date.

 

G/L DATE

 

There are no G/L entries generated from the invoice printing program. The date defaults to the current system date.

 

Enter date in MM/DD/YY format.

 

[Enter] for current system date.


Example Invoice Printing Batch Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Mar04/08 TF1         ***** CUSTOMER INVOICE PRINTING *****               3VINF1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      06  THE IDEAL COMPUTER GROUP INC.                 â”‚
│          REFERENCE NUMBER    0001                                              â”‚
│          INVOICING STORE          ALL YARDS                                    â”‚
│          SOURCE OF INVOICES  R  ORDER REGISTERS                                â”‚
│          ORDER REGISTER      ALL INVOICES                                      â”‚
│                                                                                â”‚
│          INVOICE DATE        Feb29/08                                          â”‚
│          G/L DATE            Feb29/08                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│          FAX INVOICES?       N  PRINT INVOICES ONLY                            â”‚
│          PRINT 'FAX ONLY'?   Y  ALSO PRINT 'FAX ONLY' INVOICES                 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRESS CR TO CONTINUE; F3 TO RE-ENTER; F4 TO END:                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS 'CR' TO CONTINUE; 'F3' TO RE-ENTER; 'F4' TO END:

 

[Enter] to print invoices.

 

See 31551 - INVOICE PRINTING, PRINTING OF INVOICES.

 

 

[F3] to re-enter invoice number or dates.

 

[F4] to exit to menu.

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

If there is an open invoice printing batch, it will be displayed.

 

Example Invoice Printing Batch Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Mar04/08 TF1         ***** CUSTOMER INVOICE PRINTING *****               3VINF1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      06  THE IDEAL COMPUTER GROUP INC.                 â”‚
│          REFERENCE NUMBER    0001                                              â”‚
│          INVOICING STORE          ALL YARDS                                    â”‚
│          SOURCE OF INVOICES  R  ORDER REGISTERS                                â”‚
│          ORDER REGISTER      ALL INVOICES                                      â”‚
│                                                                                â”‚
│          INVOICE DATE        Feb29/08                                          â”‚
│          G/L DATE            Feb29/08                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│          FAX INVOICES?       N  PRINT INVOICES ONLY                            â”‚
│          PRINT 'FAX ONLY'?   Y  ALSO PRINT 'FAX ONLY' INVOICES                 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRINT FROM ALREADY SELECTED INVOICES? (Y/N):                                 │
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRINT FROM ALREADY SELECTED INVOICES? (Y/N):

 

"N" to not print from already selected invoices.

 

You have the option to create a new invoice printing batch. See PROCEDURE - BATCH CREATION.

 

 

"Y" to print from already selected invoices.

 

This option also enables you to perform invoice register/update or to reprint invoices.

 

 

** GO DIRECTLY TO REGISTER PRINTING? (Y/N):

 

"Y" to print.

 

See 31552 - INVOICE PRINTING, INVOICE REGISTER/UPDATE.

 

 

"N" to enable you to reprint invoices.

 

Select this option if all the invoices did not print correctly. Typically this occurs when you are printing a large number of invoices and either paper runs out or a paper jam occurs.

 

 

** ENTER THE INVOICE NUMBER FROM THE LAST CORRECT INVOICE:

 

Enter sequence number of last correctly printed invoice.

 

The program will reprint the invoices starting at the next sequence number after the one entered here.

 

 

[Enter] to accept displayed default.

 

** PRESS 'CR' TO CONTINUE; 'F3' TO RE-ENTER; 'F4' TO END:

 

[Enter] to print.

 

See 31551 - INVOICE PRINTING, PRINTING OF INVOICES.

 

 

[F3] to re-enter invoice number.

 

[F4] to exit to menu.