Printing Invoices

 

How to get there: Program Menu > Accounts Receivable > Print Invoices

 

Overview: There are three ways in which to print your invoices; manually as you close contract, manually for an entire day, or automatically at the end of day. The automatic method removes the human element, ultimately eliminating errors (invoices not being sent to a customer). The sooner you can get an invoice into your customer’s hands, the sooner you get paid and reducing accounts receivable aging. Gone are the days where you rely on counter staff to remember to print an invoice when they close a contract. We will cover the last two methods in this guide.

 

Automatic Method: 

 

 

Beginning Date: Select the beginning date for the invoices.

Ending Date: Select the ending date for the invoices.

Selection: Include Account and Cash customers. (it is recommended to include both Account and Cash)

Mass Fax/Email Selection: If you have the Mass Fax/Email Module you can choose to include customers who have been marked as Email, Fax, or Print. This is generally only used to regenerate invoices due to a printer or email failure. If you do not have the Mass Fax/Email module this section will be grayed out.

Format: Select the invoice format to use. The system defaults to the Invoice Format.

Store: Generate for all stores or an individual store.

Printer: Where you want the invoices to print.

 

Click generate to print the invoices. (As with most reports, they generate to the screen where you can review them before printing).

 

Automatic Method:  At End of Day

 

You need to have the Mass Fax/Email Module. If you do not have this module you will not be able to automatically print/email/fax invoices at the End of Day. (Call for a quote)

 

You will need to take the time to collect email addresses and fax numbers.

 

Each customer record will need to be set to None, Email, Fax, or Print in the Contract Mass Send To field. (Refer to the How to Guide: Acct. Mass Print-Fax-Email Invoice Setup.pdf for additional information)

 

There recommended setup is to create a DEFAULT customer and set the Contract Mass Send To field to Print or Email as desired. (A default customer record is a template for all new customers created. If the field is set to Print in the DEFAULT customer record, then any new customer added to the system will be set to Print automatically.) Next, using Database Mass Change you can set ALL customers to Print or Email (if you are not familiar with this process you should not attempt this step on your own, call support for help).

 

Once your customers are setup correctly, run your End of Day procedure invoices will automatically generate by the method selected for each customer. Only contracts that were closed since your last End of Day and have a balance due at the time of running your End of Day will generate

 

* Note - Invoices use a #10 windowed envelope for invoicing/contracts.