CD - Invoice/Credit Print
Invoice/Credit Print Overview
This program is used to generate printed invoices or credits for commercial debtors.
This report/export has extensive options that can be activated via run-time settings. These settings can be saved as your own report 'Configuration' profiles. A report 'Configuration' that you create can't be accessed by another user and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.
You can save more than one 'Configuration'. An example could be where you have a different 'Attachment to Email' (on the 'Print' tab) based on 'Customer Type' (on the 'General' tab).
To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.
The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.
To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.
Enter your runtime options for the program.
To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.
You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.
You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.
General Tab
Fields that require detailed explanation | |
|---|---|
Printed Status | To print new invoices or credits only, select 'Never Printed' in the 'Printed Status' drop-down list. If you want to reprint an invoice or credit choose 'All Specified' or 'Already Printed'. |
Customer Code | You would enter a customer code here to print a single or range of invoices for a single customer. This field should be left blank if you intend to use any of the fields below to determine a range of customers. |
Customer Type | Use this field to print invoices or credits for one or more customer types (as defined in Finance > Commercial Debtors > Setup Information > Commercial Debtors Setup on the 'Customer Types' tab). Leave blank to print invoices for all customer types. You may make multiple selections on this field. Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) customer types. |
Invoice/Credit Date | Use the date range picker to enter a single or range of dates to use as selection criteria. |
Invoice/Credit Number | Use the number range picker to enter a single or range of Invoice/Credit numbers. |
Term Code | Use this field to print invoices or credits for one or more term codes (as defined in Finance > Commercial Debtors > Setup Information > Commercial Debtors Setup on the 'Terms' tab). Leave blank to print invoices for all term codes. You may make multiple selections on this field. Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) term codes. |
Include Unpaid Invoices Only | Click this box to exclude invoices that have been fully paid. An example of using this option may be where a customer has requested copies of all invoices that they have not yet paid. In this scenario you would:
Important!Before using this option, you should ensure that all Receipts have been applied (use program Finance > Commercial Debtors > Customer Transactions > Receipts to check). You should also ensure that all Credits have been applied (use program Finance > Commercial Debtors > Customer Transactions > Credits to check). |
Print Tab
Sort By
The default is to sort by 'Customer Code'. Alternatively, you can sort by 'Customer Name' or 'Invoice Number'.
Formatting Options
Fields that require further explanation | |
|---|---|
Export to PDF | The invoices/credits will always print using Adobe® PDF. |
Deliver via email where possible | This option will generate invoices/credits via email for customers where the customer record has a valid email address. It will not generate a printed invoice/credit to PDF for accounts that have an email generated. If you have selected a range of invoices/credits to print the program will automatically generate printed invoices/credits to PDF for customers without email addresses on their customer record. The email function will also CC each emailed invoice/credit to the address set up in the 'CC Email' field in program Finance > Commercial Debtors > Setup Information > Commercial Debtors Setup on the 'Contact Info' tab. Important!Based on the selection criteria that you entered on the 'General' tab, if the program is going to produce more than 10 emails, you will be prompted with a 'Bulk Email Confirmation' popup. You will need to read the message and take note of the number of emails that are about to be produced. You will then need to enter this number into the field on the 'Bulk Email Confirmation' pop-up before proceeding. |
Attachment to email | You would use this to include an attachment to the email (e.g. Your 'Payment Terms and Conditions') for customers who will receive their invoice/credit via email. Create a suitable document and save it as a PDF. Use the 'Browse' button to attach it to the customer's email. The customer will then receive an email with two PDF attachments. One being the invoice/credit and the second being the school's payment terms and conditions. |
Include summary page | A summary page prints at the end of the invoice/credit print run and provides details of the number of invoices/credits printed and the number emailed. The detailed option also includes a list with customer code, customer name and statement amount. When emailing invoices/credits it is recommended that you include one of the summary page options. |
Print Prices on line items with Zero Total | You can use this flag to effectively have headings within the body of your printed invoice. Any line item that has a zero selling price can be printed so that the $0.00 does not appear in the 'QTY' column on the printed invoice. This gives the line the look of being a heading. Check this box if you do want the $0.00 to print. |
Update Printed Status | The default for this is checked. When checked, all invoices/credits in this print run will automatically be flagged with a 'Printed' status. You would uncheck this box if you wanted to print invoices/credits to check them before doing a 'final' print run. |
You can include an alternative Company Logo on an invoice. To do this you will need to tick the 'Use Alternate Logo' checkbox on a customer's account.
For more information, refer to Finance > Commercial Debtors > Customer Information > Customers on the 'Address Info' tab.
You can include a message (such as Payment Details, BSB, Account and/or a Reference Number) in the bottom left-hand corner of the Invoice/Credit. To update the message, go to 'Invoice Footer - Message Text' on the Customers 'Account Info' tab.
For more information, refer to Finance > Commercial Debtors > Customer Information > Customers on the 'Account Info' tab.
It will take a lot of time to do this for every customer. When entering multiple messages, you may like to use Finance > Commercial Debtors > Customer Information > Customer Grid Entry and the 'Fill Down' function.
Save this Configuration as
If populated with a value and you click 'GO', the current report settings will be saved using the configuration name entered in this field.
After making your required selections, click the 'GO' button to generate your Invoices/Credits.