Running the Detailed Invoice Preview Report

Run the Detailed Invoice Preview Report to see detailed replicas of selected invoices before actually printing the invoices. You can examine the invoice details for errors, such as discrepancies in shipping quantities or problems with pricing.

The report lists selected orders that have an Invoice (I) order status, along with a Preview (P) print status. While running the report, you can enable batch printing for selected invoices. To do this, the customer's Invoice Print Copies field in the Customer Pricing/Printing window must also be greater than zero.

You can review the report in Hold Entry Preview, and from there, edit a selected order. For example, you can change an order's print status to Hold (H) that invoice printing until a problem is resolved.

Note: The customer number does not display on the report, so that all the invoice information has room to display. Only the customer type displays, such as S or D, as determined in the Valid Customer Typecontrol maintenance record.

You can also list invoices on-screen before printing them using the Invoice Preview Queue.

To run the Detailed Invoice Preview Report:

1. From the Orders > Reports menu, select Detailed Invoice Preview.

2. In the Branch/Territory/All field, enter the branches or territories for which you want to generate a report. Enter ALL to generate reports for all branches and territories.

3. In the Start Date and End Date fields, specify the desired calendar date range. You can also specify dates using variable dating.

Note: When the start date is left blank, the system only selects items with a P status and therefore transfers are excluded.

4. If you want to report on the group of invoices entered as a batch, enter a batch identifier in the Batch ID field.

5. In the Sort By field, press F10 and specify how to sort the report. For example, you can sort by customer, by ship via type, by order number, by time, and so on.

6. In the Select Branch field, press F10 and specify whether to select the invoices by their Shipping Branch or Pricing Branch.

7. In the Show A/R Data field, specify whether to show the customer's accounts receivable information. This shows current charges, those over 30, 60, and 90 days, etc.

8. In the Print Serial Numbers field, indicate whether you want to print serial numbers.

9. In the Transfers field, indicate if you want to Include, Exclude, or Only print transfers.

10. In the Set Inv Print Status to 'B' field, enter Yes to change the invoices' print status to B, enabling batch printing. Enter No to leave print statuses unchanged.

If you want to change all invoices with a B print status back to a P print status (not just the invoices run on this or another report), select File > Change 'B' Back to 'P'.

11. If desired, use the Set Batch ID to field to assign a Batch ID to the selected invoices.

12. Set options, if needed, and generate the report.

Note: If you have COGS.VIEW or COST.VIEW authorization, before printing you are prompted to specify which cost shows on the report. Specify Generic Cost (the cost you want others to think you pay), Cost of Goods Sold, or None.

Reviewing the Report

Some pricing on the report may be denoted with symbols. The table below explains what each symbol indicates. No flag means that standard pricing was used.

See Also:

Sales Reporting Overview

Previewing Invoices Before Printing Them