Previewing Invoices Before Printing Them

Use the Invoice Preview Queue to review a list of orders before printing their invoices. You can check that all desired orders are included, and that all are ready for printing. Once the invoices are printed, the orders no longer display in the queue.

You can restrict the order listing by specifying a date range, status settings, and other field criteria. Some settings affect more that one field. For example, setting the Directs field to exclude direct shipments automatically sets the Lot Directs field to match. Hot keys let you view and edit orders before printing invoices.

Another way to preview invoices is by running the Detailed Invoice Preview Report.

Note: If an invoice is in a closed period, you cannot edit its ship date, ship via, or order status from this queue.

To preview invoices before printing:

1. From the Orders > Queues menu, select Invoice Preview Queue.

2. In the Br/Tr/All field, enter the branch or territory you want to locate. Enter ALL to locate all branches and territories.

3. In the Start Date and End Date fields, specify the range of order dates to preview.

4. To select orders based on their use of consolidated invoices, use the Cons Invs field. Consolidated invoices combine a customer's billing activity into one invoice. Press F10 and choose:

• Include – Includes orders with consolidated invoices. This is the default.

• Exclude –  Excludes orders with consolidated invoices.

• Only – Selects only orders with consolidated invoices.

5. In the Slect Prt Stats field, specify up to four print status codes, separated by commas. The queue will list suitable orders with any of the status codes.

6. To select orders by their ship via type, press F10 and specify an entry in the Ship Via field.

7. To select orders in a particular batch, use the Batch ID field to enter a batch identifier.

8. To select orders by pricing branch or pricing territory, or to select all pricing branches or territories, enter a value in the Prc Br/Tr/All field.

9. To select orders based on whether they have open serial numbers, press F10 in the Open Serial #s field and choose:

• Include – Includes orders with open serial numbers. This is the default.

• Exclude – Excludes orders with open serial numbers.

• Only – Selects only orders with open serial numbers.

10. To select orders that have been assigned an invoice status code, press F10 in the Invoice Status field and select an invoice status code.

Note: Invoice status codes are assigned to individual orders using the Invoice Status field on the Additional Header Information screen. These status codes are often used to classify invoices that need special handling, such as disputed invoices. The list of invoice status codes that can be assigned to an order is set up by your company using the Valid Customer Invoice Status Codes control maintenance record.

11. To select orders involving direct shipments, press F10 in the Directs field and choose:

• Include –  Includes orders with direct shipments. This is the default.

• Exclude –  Excludes orders with direct shipments.

• Only –  Selects only orders with direct shipments.

12. To select lot item orders, press F10 in the Lot Directs field and choose:

• Include – Includes lot item orders with direct shipments. This is the default.

• Exclude – Excludes lot item orders with direct shipments.

• Only – Selects only lot item orders with direct shipments.

13. Review field information for the orders, as needed:

14. Use hot keys, as needed:

Note: You must have the SOE.CLOSED.ORDER.EDIT authorization key assigned in order to edit an order. If a user does not have authorization the following message displays: "No editing allowed."

15. Press Esc to exit the screen.

See Also:

Printing Invoices

How Print Status Drives Document Printing

Running the Detailed Invoice Preview Report