Accounts Receivable: Invoice Printing Limits Accounts Receivable: Invoice Printing Limits
This program prints Trade Invoices and Progress Billings. Note: Invoices can only be printed before they are posted. Reprint invoices that have been posted through View Open A/R Invoices. After invoices are posted, statements may be produced through the Customer Statements on the Account Receivable Report Menu.
Press the Print Invoices in Tagged Batches button in the Accounts Receivable Invoice program and the following screen comes into view. The Invoice Printing Limits program displays an option menu that allows selected invoices to be printed, assigned invoice numbers and marked as printed.
Trade Invoices and Progress Billings may be printed separately or at the same time. The following fields allow the selection of the invoices to be printed: Trade invoices only, Progress billings only, or both at the same time. This is useful in cases where different forms are used for invoices and for billings. If no selection is made, the default value will cause both types of invoices to be printed.
Trade Invoices (radio button)
This field allows only Trade Invoices to be printed.
Progress Billings (radio button)
This field allows only Progress Billings to be printed.
Both (radio button)
This field allows both Trade Invoices and Progress Billings to be printed at the same time.
Invoices may be flagged as having been printed during previous invoice generation. It may be desirable to print only newly entered invoices. This selection field allows the printing of previously unprinted invoices, previously printed invoices, or all invoices. Unless otherwise specified, only unprinted invoices will be generated.
Unprinted Invoices Only (radio button)
This option prints unprinted invoices only.
Printed Invoices Only (radio button)
This selection field allows the printing of previously printed invoices.
All Invoices (radio button)
This selection field allows the printing of all invoices
Flag Invoices as Printed after Printing (check box)
Invoices may be flagged as having been printed during previous invoice generation.
During invoice entry, the invoice number may have been entered or left blank. If prenumbered invoice forms are used, it is possible to automatically number all of the invoices according to the numbers on the forms. This selection field allows the assignment of invoice numbers sequentially for invoices with a blank invoice field only, for all invoices (replaces previous invoice number), or for no invoices. Unless otherwise specified, unnumbered invoices will be assigned a new invoice number.
Assign Numbers to Invoices with a Blank Invoice # Field (radio button)
This selection field allows the system to assign invoice numbers sequentially for invoices with a blank invoice field only. Note: If a number has been entered for this invoice in Invoice Entry, that number will be printed.
Assign Numbers to All Invoices (replace previous numbers) (radio button)
This selection field allows the system to assign invoice numbers sequentially for all invoices (replacing the previous invoice number). If invoices are to be renumbered, the beginning invoice number should be entered.
Do Not Assign Any Invoice Numbers (radio button)
This selection field allows invoices to be printed without assigning any new invoice numbers. Note: If a number has been entered for this invoice in Invoice Entry, that number will be printed.
Beginning Invoice Number
If invoices are to be renumbered, the beginning invoice number should be entered in this field.
Print an Alignment Invoice (button)
A dummy progress billing or trade invoice may be printed to align the printer. If this button is not pressed, this alignment feature is bypassed. If both Trade Invoices and Progress Billings are being printed, the program assumes that the same form will be used for both. If different forms are used, Trade Invoices and Progress Billings should be printed separately.
Sort Printed Invoices (radio buttons)
Select the method desired for sorting the printed invoices.
To print the invoices(s), press the Print button. For more information, see Report Preview.
This button closes the program and returns to the previous screen without saving any changes.
Help (button)
see How to use help
If this option has been used to print multiple invoices, the user may opt to have the system send out all the invoices via email. When the report preview window is being displayed, depress the email button (
) at the top of the window before closing the preview. The following window will come into view.
Using this window, the user can send some or all of the invoices to the customers via email. When the window first appears, the default contact and email address for each customer will be displayed.
From
By defualt this field will contain the name and email address (if available) of the current user.
Subject
A default email subject will be displayed. This can be edited, and will be the subject of all the emails sent.
Message
A default email message will be displayed. This can be edited, and will be the message that appears on all the emails sent.
Tag/Untag (button)
Use this button to tag or untag the highlighted invoice for emailing. Remember that a tag can only be placed on a record with a valid email address.
Preview Highlighted Invoice (button)
Click this button to generate a PDF of the highlighted invoice for review.
Change Highlighted Record (button)
Click this button to edit the contact name and email address for the highlighted invoice to be sent to.
Here the contact and email address can be modified by hand. Optionally, the lookup button can be pressed to view a list containing the default contact name and any additional contacts that have been added for this customer.
Send Email (button)
Click this button to send the tagged invoices.
Report Sample: Trade Invoice
Report Sample: Progress Billing
