to select dates on the calendar that appears.Use Print Invoices to print and/or email non-project customer invoices, which are Accounts Receivable invoices generated in Customer Invoice and Adjustment, as well as project-related invoices generated in Project Invoice.
In the Report Options dialog, the invoices may be printed as Quotes by selecting the Display as a Quote check box. To print the invoice as an Invoice, leave the Display as a Quote check box cleared.
You must configure email options before using Print Invoices to send invoices. Steps are provided in this topic.
You must also generate the invoices that you want to print/send.
Select Administration | Roles.
Open the role for the user(s) who will be emailing invoices.
Click on the Other tab and then select the check box for Email Customer Invoices.
Select Administration | User Preferences.
In Receive Tasks In, select Tasks List and Email.
In Email Address, specify the email address that should be used as the From address on emailed invoices.
Select Administration | Setup | Business System Options.
Specify all required email information. In the User Name field, again specify the email address from which emails will be sent. It must match the From address in Receivables Policies under Financials | Setup.
Note: Contact your System Administrator for the necessary information about your email server to fill out this screen.
Select Financials | Setup |Receivables Policies.
Select the Email tab and complete the default email settings. From Address must match the user name in Business System Options. Subject and Message are optional. If used, the information becomes the default subject and message in the email containing the project invoices.
Customers receiving invoices via email must have a valid email address.
Select Financials | Receivables | Customers.
Find a customer that will be receiving project invoices via email and verify that the Email field in the Address section contains a valid address.
Repeat for all applicable customers.
Select Financials | Receivables | Print Invoices.
Specify the date range for the invoices to print. You can click Calendar to select dates on the calendar that appears.
In Invoice Format, select the Customer Invoice format that you want to use to print the Accounts Receivable customer invoices. Select the Project Invoice format option if you want to print project-related invoices. Valid options are set up in Forms.
To include previously printed and accepted invoices, select Include Accepted Invoices.
In Sort Invoices By, select how to sort the invoices during the print process. This is helpful for making the mailing process go more smoothly.
Amount – Use to sort from lowest to highest total invoice amount.
Customer ID – Use to sort by customer ID.
Customer Name – Use to sort by customer name.
Invoice Number – Use to sort by invoice number.
Zip Code – Use to sort by zip code.
Click Update List. All invoices meeting the defined criteria are displayed in the grid.
Note: After you click Update List and make selections in the grid, these fields are updated:
Total Items Selected is display-only and shows the number of invoices that you select in the grid.
Total Invoice(s) is display-only and shows the sum of the invoice amounts for all invoices that you select in the grid.
In the grid, choose the invoices to print/send. You can click Select All to include all of the invoices. You can click Clear All to remove all the invoices and start again.
Grid values are display-only; they cannot be changed here.
You can click the invoice number to open the invoice in the screen where it was created. For example, an invoice created in Receivables would be displayed in Customer Invoice and Adjustment while an invoice created in Projects would be displayed in Project Invoice.
The period to which the invoice will be posted is displayed in Period.
Description displays the description of the invoice.
Invoice Amount contains the total amount of the invoice.
Currency Code displays the currency of the invoice. This column is included only if you are using Multicurrency in your Beyond Software system.
Invoice Date contains the date of the invoice assigned when the invoice was entered in Customer Invoice and Adjustment or Project Invoice.
Session contains a unique number, if the user assigned a session reference number when the invoices was created.
Customer ID contains the customer ID that is associated with the invoice. This is the person or business that you are billing for the work.
Customer Name contains the name of the customer associated with the Customer ID. You can click a customer name to open the customer in Company.
Email Address must be a valid email address for the customer if Email is going to be used on the Output Options tab. Email MUST already be set up in Receivables Policies, User Preferences and Business System Options.
With the desired invoices selected on the Invoice Selection tab, click the Output Options tab.
In the Destination field, select Viewer.
Click View Invoices.
On the Report Options dialog, you can specify whether to display quantity, rate, and/or zero amount contract items on the invoice report. You can also select to display the invoices as quotes.
Click View Report. Invoices are displayed. The option to print is included in the toolbar and Report Actions pane.
When you close the invoice report, you are prompted to accept the printed invoices. If they were printed correctly, select Yes. These invoices will no longer be included in a search with the same selection criteria, unless you select Include Accepted Invoices. You can select No to leave the invoices in their current state.
With the desired invoices selected on the Invoice Selection tab, click the Output Options tab.
In the Destination field, select Email.
Optionally, use Lookup to add CC email addresses.
Optionally, add or update the email subject and message.
Click Email Invoices. The email is sent with invoices attached in a single PDF file. A Report Options dialog is displayed so you can view/print the email log report.
Click View Report. A second Report Options dialog is displayed where you can specify an email batch date range.
Click View Report. The email log report is displayed.
Note: This same report can be viewed by selecting Invoice Email Log Report under Reports | Financials.