Printing Invoices

Use the Print Invoices screen to preview and print invoices. You can print, fax, email, or use EDI (Electronic Data Interchange) to send invoices.

You can control which invoices to print and how to print them using the Print Invoices screen or the Additional Selection Input screen. To set each customer's printing preferences, use the Customer Pricing/Printing screen.

Before you print, verify that your printer is set up for printing invoices, and that the correct invoice paper is loaded into the appropriate printer tray. After the invoices print, you will receive a message regarding the number of invoices and pages printed, or the number of invoices sent to the fax queue.

You must have the SOE.PRINT.INVOICE authorization key to print original invoices.

About Reprinting Invoices

You can reprint an invoice various ways:

Edit the print status on the order's Status screen. Change the status to B, which includes the invoice on the next batch print run. For information about batch printing invoices, see Batch Reprinting Invoices, Purchases, or Transfers.
Use the Reprint hot key on the order's Status screen to display the Order Reprinting Options screen.
From the Orders > Printing menu, select Batch Reprint Invoices / Purchases / Transfers to display the Batch Reprint screen.

You must have the SOE.REPRINT.INVOICE authorization key to reprint invoices.

To set up the printer:

From the System > Printers menu, select Forms Loaded to display the Forms Loaded screen.
Locate the printer and tray to which you want to assign the form.
In the Form Loaded field, enter the name of the type of form, such as Invoices. Many companies use tray 2 for invoices, and tray 1 for regular paper.
Press Esc to save the information and close the screen.

To print invoices:

From the Orders > Printing menu, select Print Invoices to display the Print Invoices screen.
In the Br/Tr/All field, enter the branches or territories whose invoices you want to print. Enter ALL to print invoices for all branches and territories.

Note: Make sure your selection corresponds to the Selecting Branch field entry.

In the Inv Select Code field, specify whether to print invoices for customers who receive them daily, weekly, monthly, etc.
In the Bill-to/Ship-to field, specify whether to print invoices for bill-to customers or ship-to customers.

Note: When printing invoices, the system checks the Inv Select Code field, and then the Bill-to/Ship-to field.

If...	Then...
an invoice select code is specified in the Inv Select Code field	the system checks the Bill-to/Ship-to field. If "ship-to" is specified, the system prints invoices for all ship-to customers that are assigned the invoice select code that was entered. If no ship-to customer has been assigned the specified invoice select code, the system checks the associated bill-to customer to see if that customer has been assigned the specified invoice select code.
an invoice select code is not specified in the Inv Select Code field	the system checks the customer level settings for invoices for the ship-to customer, then the bill-to customer, and then at the system level control settings to determine which invoices to print.

In the Ship Date Cutoff field, enter the latest ship date for which you want to print invoices. You can enter a variable date, if needed.
In the Batch ID field, enter a batch identifier to print only the orders in a specific batch, or enter ALL to print orders in all batches.

Note: The hold file report for batch invoice printing will reflect the number of invoices of each type (print, e-mail, EDI, and so on) including invoices that were e-mailed instead of printed due to an activity trigger.

In the Selecting Branch field, specify whether to select invoices by shipping or pricing branch.
In the Sort by field, specify whether to sort invoices by:

Zip – Sorts by Zip code first, then by the default value set up in Customer Maintenance.
Name – Sorts by the default value set up in Customer Maintenance.
Bill-To/Ship-To/OrderID – Sorts by the Bill-To account first, then the Ship-To account, then each order's transaction number. Each account sorts by the default value set up in Customer Maintenance.

In the Send via FTP field, specify whether the invoices will be handled using FTP.

Note: This field only displays for BillTrust customers.

In the Batch Number field, the system assigns a number to the group of invoices being printed. If you need to reprint this group, specify its batch number on the Batch Reprint screen to re-enter all the other selection criteria automatically.
Use hot keys, as needed:

To...	Use this hot key...
view a summary report before printing	Preview The Hold Entry Preview screen displays. The report lists each invoice's number, ship date, customer name, and order total.
create or edit an Invoice Message that is added to all printed or faxed invoices	Msg
enter more selection criteria	Slct The Additional Selection Input screen displays.
set up batch faxing of invoices	Fax Setup The Fax Memo screen displays.
specify multiple batches for printing	Multi Batch IDs A selection screen displays.
check the status of the last batch of invoices	Last Status The Batch Invoice Last Status screen displays the status.
set up FTP information for batch processing	FTP Maintenance Note: This option displays for BillTrust customers only.

Use the Print hot key to print the first invoice. Verify that the form is correctly aligned with the printer.

Note: You can also use the Hold and Opts hot keys, as needed.

At the Verify Form Alignment prompt, enter one of these abbreviated codes:

Code	Description
C (Continue)	Prints the rest of the invoices in the batch.
A (Abort)	Stops the print job so that you can correct the alignment.
N (Next)	Prints the next invoice so that you can inspect the alignment of the next invoice after you have made adjustments.
R (Reprint)	Reprints the first invoice. Use if the form alignment was incorrect.

Note: Depending on your system setup, invoices with MSDS sheets will print last, and the corresponding MSDS sheets will print from a separate printer in the same order.

Credit memos will not print any discounts that were taken.

Printing Invoices with Customer's Client Information

When using Customer's Client pricing a printed invoice will display a comment for each item that has an associated customer’s client (end user) price, but the Unit Price column will reflect the customer's (contractor) price.