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Printing and processing invoices

Menu paths

Invoice > Entries > Print / Process
Invoice > Entries > Invoices
Invoice > Entries > Direct invoices
Order > Entries > Print / Process
Projects > Entries > Print invoices

Introduction

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.

What version are you using?

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.

How do I print multiple invoices and/or credit notes?

In the Print invoices screen, define the search criteria.
Select Printer at Output.
Select the required printer from the list of options displayed.
Click Process.

Keep in mind: All fields with the “!” icon are mandatory.

How do I print sales invoices, sales credit notes, and/or penalty invoices?

In the Invoices screen at Invoice > Entries > Invoices, define the search criteria.
Click Search.
Select a sales invoice, sales credit note, or penalty invoice, and then click Open.
Next, click Processed in the process flow.

Keep in mind: All fields with the “!” icon are mandatory.

How do I print direct invoices and/or credit notes?

In the Direct invoices screen at Invoice > Entries > Direct invoices, define the search criteria.
Click Search.
Select a direct invoice or credit note, and then click Open.
Next, click Processed in the process flow.

Keep in mind: All fields with the “!” icon are mandatory.

How do I print invoices linked to specific projects?

In the Print invoices screen at Projects > Entries > Print invoices, define the search criteria.
Click Refresh.
Select an invoice and click Print.

Keep in mind: All fields with the “!” icon are mandatory.

How do I preview or print Giro collection slips for selected invoices?

In the Print invoices screen, define the search criteria.
Click Giro.
In the Print giro collection slips screen, click Print.

How do I preview invoices?

In the Print invoices screen, define the search criteria.
Click Preview.

Fields

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.

Process

Select Trial to print a test copy or Final to print a final copy of the invoice.

Note:

The invoice will not be processed if you have selected Trial. The invoice is only processed if Final is selected.
If you have (ELIS) installed with the EGN Background Process add-on solution, the printing process for the final copies of the invoices will be handled by ELIS. In this case, once you have clicked the Process button, the printing job is only sent to the background process, but has not started yet. To start the printing job, go to System > General > Notifications. For more information, see Overview of invoice printing and processing notifications.

Output

Select the required option to send the invoice(s) to customer(s):

Based on account — Select this to print the invoice(s) based on the options defined at Invoice method and eInvoice in the Sales order - Invoice section in the Financial tab of the corresponding account maintenance screens. For more information, see Creating and maintaining accounts receivable. A copy of the invoice will be printed only if you select the Print layout during Email check box in the Print section under Invoice settings and select E-mail at Invoicing method in the Sales order - Invoice section in the Financial tab of the corresponding account maintenance screens. For more information, see Invoice settings.
Printer — Select this to print the invoice(s). The default printer is shown in brackets.
E-mail — Select this to send the invoice(s) directly by e-mail to the customer(s). The format of the file that will be sent to the customers will be dependent on the option selected at Store attachment as in the General section under Documents settings . For more information, see Documents settings. A copy of the invoice will be printed only if you select the Print layout during Email check box in the Print section under Invoice settings. For more information, see Invoice settings.

Note:

This is enabled only if you have selected Final at Process.
We have added a list of printers at the Output field. This list is enabled only if you have selected Final at Process, and you have selected Printer at Output in the Process section. Here, you can choose the required printer to print your invoices.

Invoice date

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.

Reporting date

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).

Due date

Type or select the due date of the payment for the invoice(s).

Layout/Collective layout

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.

Covering letter

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.

Tabs

General tab

Note: This tab is available only when you print invoices and/or credit notes at Invoice > Entries > Print / Process.

Selection section

Selection method

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:

Warehouse

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.

Invoice type

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.

Invoice code

Type or select the invoice code of the invoice(s) you want to display.

Send method

Select All, E-mail, or Printer to send the invoices.

Your reference

Type a partial or full customer’s reference number of the invoice.

Sequence number, to

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.

Currency code

Type or select the currency to display the invoice(s) that is using the selected currency.

Description

Type a partial or full description to display the invoice(s) that matches the entered description.

Payment method

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:

Warehouse

Type or select the warehouse to display invoice(s) of sales order(s) belonging to the selected warehouse.

Note: This is available if you have E-Warehouse Management in your license.

Selection code

Type or select the selection code to display the invoice(s) of sales order(s) with the selected code.

Sales order date

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.

Fulfilment 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.

Sales order number

Type or select the sales order number to display the invoice(s) of the selected sales order number.

Currency code

Type or select the currency to display the invoice(s) that is in the selected currency.

Description

Type a partial or full description to display the invoice(s) that matches the entered description.

Payment method

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:

Warehouse

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.

Debtor

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.

Type

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.

Currency code

Type or select the currency to display the invoice(s) that is in the selected currency.

Description

Type a partial or full description to display the invoice(s) that matches the entered description.

Payment method

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 Selectively as the selection method, you will see the following fields:

Selectively

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.

Search

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.

Filter

Click this hide the search criteria.

Note: This button is displayed only if you have selected the Selectively check box.

Number of invoices

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.

Clear

Click this to clear the defined criteria.

E-mail tab

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.

Email type

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.

Covering letter

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.

Email template

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.

E-mail address

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.

CC

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.

BCC

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.

Note: This field cannot be edited if you have selected multiple records.

Subject: Include

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.

Subject

Type the subject of the email.

Alternative descr.

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.

eInvoice

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.

Add all invoice attachments

Select this check box to add all the attachments to the invoice.

Add new attachment to invoices

Select this check box to add the selected attachment to the invoice.

Free text tab

Print free text lines

Select this check box to enable the printing of the following text lines in the invoice.

Free text line 1/2/3

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).

Advanced tab

Advanced section

Trial print : Already authorised

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.

Don’t display : Data in use

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.

Debtor layout links

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.

Compress

You can select from one of the following options to compress certain text, if necessary:

None — All invoice lines are printed individually.
Item — All invoice lines with the same item are compressed.
Item, Project — All invoice lines with the same item and project are compressed.
Item, Project, Description — All invoice lines with the same item, project and description are compressed
Item, Project, Description, Person's ID — All invoice lines with the same item, project, description and person's ID are compressed.
Description — All invoice lines with the same description are compressed.
Serial number — All invoice lines are printed individually per serial number.
Project — All invoice lines with the same project code are compressed.
Project, Assortment 1: Assortment 1 — All invoice lines with the same project code and assortment are compressed.
Assortment 1: Assortment 1 — All invoice lines with the same assortment are compressed.

Note:

The invoice lines can be compressed only if the invoice lines match the item code, prices, discounts, and VAT. Depending on the option selected, some information printed on the invoice may not always be correct.
The assortments displayed depend on the number of assortments you have defined under Item data settings at Invoice > Items > Maintain or System > General > Settings. For example, if one assortment is defined, one assortment will be displayed. Only assortments that have one or more properties created will be listed in the Compress field.

Financial section

Sales journal

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.

Cash journal

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.

General journal

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.

Progress tab

Progress section

This section displays brief details and the result or error(s) of the processed invoice.

Results

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.

Errors

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.

General report

Click this to generate a report of the results in processing the invoice(s) in Microsoft Excel.