Use Print Project Invoices to group invoices by Contract ID or Customer ID and then print and/or send them to one or more email addresses. Grouping will result in one file (per ID) containing all of the invoices matching the selection criteria, so you can print or send them all at once.
You must configure email options before using Print Project Invoices to send invoices. Steps are provided in this topic.
You must also generate the invoices in Project Invoice before grouping/emailing invoices.
Select Administration | Roles.
Open the role for the user(s) who will be emailing project 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 Projects | Print Project Invoices.
On the Invoice Selection tab, select the Status of the project invoices you want to print/send. Options include:
Pending – These invoices are in process.
Submitted – Invoices ready for review and approval.
Approved – Invoices ready to be printed and accepted to update system.
To include previously printed and accepted invoices, select Include Accepted Invoices.
Select the Date Range of the project invoices to be printed/sent.
Optionally, select a Contract ID or Customer ID.
In Group Invoices By, select Contract or Customer.
In Invoice Format field, select the invoice format to use.
Note: Invoices may be printed/sent by common formats to streamline the process. See step 9.
Click Update List. All project invoices meeting the defined criteria are displayed in the grid.
In the grid, choose the invoices to print/send. You have these options:
Click the check box in the Select column for each invoice to print/send. This is the best option for printing/sending invoices one-by-one or in groups that you control on a line-by-line basis.
Click Select for First Project Invoice Format to select all of the invoices in the grid that have the same format as the invoice on the first line in the grid. This allows you to process all invoices with a common format at one time. When the first format is finished, refresh the screen and click this button again to continue with the next format that is on the first line in the grid.
Click Select All to print/send all invoices in the grid.
Click Clear All to clear all selections and begin again.
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 and rate on the invoice(s) report.
Click View Report. Project 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 per customer/contract ID. 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 Project Invoice Email Log Report under Reports | Projects.
Also note: If any data does meet the criteria for the report, a message will be displayed on the report, along with recommended resolutions.