Invoices and/or credit invoices (also known as credit notes) that have been created need to be printed to be sent to customers and processed so that financial entries can be made to the defined journals in the system. The invoices can be sent to the customers by hand, post, or e-mail, and are legal documents that serve as references for both sides whenever issues concerning the items ordered and delivered arise.
You can print one invoice or multiple invoices simultaneously. You can also print more than one copy of an invoice in several layouts to cater to different purposes. This is possible by selecting the Use multiple layouts check box in the Print section at System > General > Settings under Invoice settings to enable the multiple layout functionality. You can then create the layouts at System > Logistics > Layouts > Multiple layouts for invoices. For more information, see Creating and maintaining collective layouts for logistics.
In some cases, invoices need to be authorised before you can process and print them. You can define whether the authorisation process is mandatory or not at System > General > Settings under Invoice settings. For more information, see Authorizing invoices.
The information in this document is applicable to product update 503 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
You can filter the invoices that you want to process if you are accessing the invoice at Invoice > Entries > Print / Process. To search for invoices and/or credit notes, you can define one or more of the following criteria and click Number of invoices or Search. The invoices that match the defined criteria are then displayed. A list of options appears if you click the Browse icon at Layout, Warehouse, and other fields. From the list, select an option and click Select or OK.
Select Trial to print a test copy or Final to print a final copy of the invoice.
Note:
Select the required option to send the invoice(s) to customer(s):
Type or select the invoice date to be printed on the invoice(s). By default, the current system date is displayed. The period of the selected date must not be closed. If it is closed, you will not be able to process the invoice(s).
Note: This is enabled only if you have selected Print time at Revenue: Date in the Print section at System > General > Settings under Invoice settings.
The current system date is displayed by default. If the invoice date has been changed, the reporting date will follow the invoice date. However, you can also type or select a different reporting date for the invoice(s).
Type or select the due date of the payment for the invoice(s).
Type or select the layout of the invoice(s). This is mandatory. For more information, see Creating and maintaining layouts.
Note: The layout you have defined at Invoice in the Logistics section under Documents settings at System > General > Settings will be displayed by default. If you have enabled the multiple layout functionality wherebyLayout will be changed to Collective layout.
Type or select the format to be used as covering letter. This is enabled only when E-mail is selected at Output.
Note: This is available only if you have selected Image at Covering letter (format) in the General section under Documents settings, and you have not selected the Use multiple layout check box in the Print section under Invoice settings.
Note: This tab is available only when you print invoices and/or credit notes at Invoice > Entries > Print / Process.
You can filter the invoices based on Invoice, Sales order, Debtor, or Selectively. Different selection method will display different criteria.
If the selection method is Invoice, you will see the following fields:
Type or select the warehouse to display the invoice(s) belonging to the selected warehouse.
Note: This is available if you have E-Warehouse Management in your license.
Select Sales invoice, Direct invoice, Credit note, Project invoice, or Commission invoice to specify the invoice type of the invoice(s) you want to display. Select All to display all invoice types.
Type or select the invoice code of the invoice(s) you want to display.
Select All, E-mail, or Printer to send the invoices.
Type a partial or full customer’s reference number of the invoice.
Type the sequence number or a range of numbers to display invoices with the selected number(s). Select the All check box to display invoices with any sequence number.
Type or select the currency to display the invoice(s) that is using the selected currency.
Type a partial or full description to display the invoice(s) that matches the entered description.
Select On credit, Cheque, Post dated cheque, Factoring, Collection, Cash, Debt collection, Payment on delivery, Credit card, or Letter of credit to specify the payment method of the invoice(s) you want to display. Select All to display invoices with any payment method.
If you have selected Sales order as the selected method, you will see the following fields:
Type or select the warehouse to display invoice(s) of sales order(s) belonging to the selected warehouse.
Type or select the selection code to display the invoice(s) of sales order(s) with the selected code.
Type or select the sales order date range to display the invoice(s) of the sales order(s) with the selected sales order date range. Alternatively, select the All check box to display invoices of sales orders created on any date.
Note: You will see the invoices with sales order dates on or after the selected date if you type or select only the start date. If you type or select only the end date you will see invoices with sales order dates on or before the selected date.
Type or select the fulfilment date range to display the invoice(s) of the sales order(s) with the selected fulfilment date range. Alternatively, select the All check box to display invoices of sales orders with any fulfilment date.
Note: If you type or select only the start date you will see invoices of sales orders with the selected fulfilment date and later dates. If you type or select only the end date you will see invoices of sales orders with the selected fulfilment date and earlier dates.
Type or select the sales order number to display the invoice(s) of the selected sales order number.
Type or select the currency to display the invoice(s) that is in the selected currency.
Select On credit, Cheque, Post dated cheque, Factoring, Collection, Cash, Debt collection, Payment on delivery, Credit card, or Letter of credit to specify the payment method of the invoice(s). Select All to display invoices with any payment method.
If you have selected Debtor as the selection method, the you will see the following fields:
Type or select the ID or name of the customer to display the invoice(s) of the sales order(s) placed by the selected customer.
Select Associate, Bank, Customer, Division, Prospect, or Reseller to display the invoice(s) belonging to the selected type of customer. Select All to display invoices belonging to all types of customer.
If you have selected Selectively as the selection method, you will see the following fields:
Select this check box to allow the invoices that match the defined criteria to be displayed. If you did not select this check box, the value denoting the number of invoices is displayed but not the individual invoices. For example, if there are 10 invoices that match the defined criteria, and you did not select the Selective check box, the message “Number of invoices 10” will be displayed next to Clear. If you have selected this check box, the Search, Filter, and Clear buttons will be displayed.
Click this to search for invoices based on the defined criteria.
Note: This button is available only if you have selected the Selectively check box.
Click this hide the search criteria.
Note: This button is displayed only if you have selected the Selectively check box.
Click this to count the number of invoices that match the defined criteria.
Note: This is displayed only if you have not selected the Selectively check box.
Click this to clear the defined criteria.
Note: This section is only available if you have selected E-mail at Output in the Process section. Note that when the delivery of emails is not successful, the invoices will not be processed.
The Covering letter option will be selected if you have selected Covering letter at Sales invoice under the E-mail settings section at System > General > Settings > Document settings. The Email template option will be selected if you have selected E-mail template at Sales invoice under the E-mail settings section at System > General > Settings > Documents settings.
Note: This field cannot be edited.
Type or select a covering letter for the invoice.
Note: This field is only available if you have selected the Final option at Process and E-mail option at Output under the Process section. You also have to select the Covering letter option at Sales invoice under the E-mail settings section at System > General > Settings > Document settings.
Type or select an email template that you want to use when you email the invoice to the recipient.
Note: This field is only available if you have selected the Final option at Process and E-mail option at Output under the Process section. You also have to select the Email template option at Sales invoice under the E-mail settings section at System > General > Settings > Document settings. You can create the email template at Sales invoice at System > General > Settings > Document settings.
Type the email address of the recipient of the invoice. To send the invoice to more than one recipient, type a semicolon (;) after every email address you add.
Note: This field cannot be edited and will show Multiple if you have selected multiple records.
Type the email address of a recipient to send a carbon copy of the invoice to that person. To send a carbon copy of the invoice to more than one recipient, type a semicolon (;) after every email address that you add.
Note: This field cannot be edited if you have selected multiple records.
Type the email address of a recipient to send a blind carbon copy of the invoice to that person. To send a blind carbon copy of the invoice to more than one recipient , type a semicolon (;) after every email address that you add.
Select None, Our ref., Your reference, Description, or SO no. to specify additional information of the e-mail. None is displayed by default.
Note: The field is only available if you have selected Final at Process and Based on account or E-mail at Output.
Type the subject of the email.
This refers to Alternative description. In addition to the subject line, you can give an additional description to further clarify the invoice. This description is displayed at the bottom of the email.
Select this check box to attach a Universal Business Language (UBL) file to the email. This is only available if you have selected E-mail at Output.
Note: For Belgian legislation, the eInvoice file will be attached to the email. For Spanish legislation, the eFactura file will be attached to the email.
Select this check box to add all the attachments to the invoice.
Select this check box to add the selected attachment to the invoice.
Select this check box to enable the printing of the following text lines in the invoice.
You can type additional information that will be printed at the bottom of the invoice (or depending on the layout specified in the Process section).
Select this check box to view only authorised invoices under the General tab and to allow the printing of trial copies of only authorised invoices. To allow the printing of trial copies of all authorised or non-authorised invoices, clear this check box.
Note: This check box is available only if you have selected the Authorise invoices check box under Invoice settings at System > General > Settings.
Select this check box if you do not want an error message to be displayed when you try to print and process an invoice that is in use or being viewed. If you clear this check box, an error message will be displayed when you try to print and process an invoice that is in use.
Note: If the invoice is in use, the invoice will not be processed regardless of whether this check box is selected or not selected.
Select this check box to print the invoice using the invoice layout linked to the selected debtor. Clear this check box if you want to print the invoice using the invoice layout selected at Layout in the Process section.
You can select from one of the following options to compress certain text, if necessary:
Type or select a journal where the financial entries will be registered to when the sales invoices and/or sales credit notes are processed. By default, the sales journal is the journal defined at Sales invoice under General ledger settings in the Journal section at System > General > Settings.
Note: This option is enabled only if you have not selected the Invoice code/journal link check box under Invoice settings in the Print section at System > General > Settings.
Type or select a journal where the financial entries will be registered to when the direct invoices, direct credit notes and/or point-of-sales (POS) invoices are processed. By default, the cash journal is the journal defined at Cash journal (POS/Direct invoices) under General ledger settings in the Journal section at System > General > Settings. This is applicable for direct invoices and/or POS invoices that are linked to a payment condition with Cash as its payment method. For more information, see Creating and maintaining payment conditions.
Type or select a journal where the financial entries will be registered to when the direct invoices and/or direct credit notes are processed. By default, the general journal is the journal defined at Item transactions under General ledger settings in the Journal section at System > General > Settings. This is applicable only for direct invoices and/or direct credit notes whereby the delivery of the item(s) is fulfilled at the same time.
This section displays brief details and the result or error(s) of the processed invoice.
This displays details of the results.
Note: This option is displayed and automatically selected if there is no error during the processing of invoices and/or credit notes. This option cannot be edited.
This displays details of the error in processing the invoice(s).
Note: When there is error during the processing of the invoice(s), the Results and Errors options are enabled and Errors is automatically selected.
Click this to generate a report of the results in processing the invoice(s) in Microsoft Excel.
Click this to exit.
Click this to start processing the invoices.
Click this to view a preview of the invoice.
Click this to preview or print the Giro collection slip for the selected invoice. A Giro collection slip is a document that is sent to the bank as a form of instruction to the bank to pay the invoices.