SO-F  Print Invoices

Purpose of Program

After entering and releasing sales order line items, all the released items with ship quantities on that sales order are ready to invoice.  You must print the invoice (whether to the screen, printer, or to a disk file) before you can post it in SO-G  Post Invoices.  Until the invoice gets posted, you can continue to reprint it and you can also allow new items to be entered on the original sales order.

This program will print the invoices on the universal form, invoice form, or on plain paper.  Check the top of the screen to see what option is in effect.  You can change this option in SD-M  Sales Orders Defaults.

Only those sales order items with ship quantities and Release? flags set to Y will be printed.  Items on backorder and items with a Release? flag of N will not print on the invoice.

After printing, the program allows you to mark whether invoices have been successfully printed so that they don't accidentally get printed twice in a later batch and so that changes can't be made to the sales order until the invoice has been posted or unmarked as being printed.

This program can be used for printing new (unposted) invoices and for reprinting previously posted invoices.  In reprint mode you can also print invoices for vouchers entered through AR-B  Enter Vouchers and finance charges generated through AR-D  Charge Interest on Invoices, should you need hard copies.

General Program Operation

You are first asked if you wish to print new (unposted) invoices or reprint previously posted invoices. If you select reprint mode, you will also be able to get hard copy printouts of vouchers and finance charges entered in the Accounts Receivable module.

If you are printing new invoices, the first field asks Print Invoice Date same as Ship Date?  If you answer Y, the program skips the Invoice Date and Ship Date fields and automatically prints the invoice date equal to the Ship Date that was specified during SO-E  Release Sales Orders.  If no Ship Date was entered in SO-E  Release Sales Orders or SO-C  Print Packing Slips, the program will use the Estimated Ship Date of the first line of the order for both the ship date and invoice date.  If you answer N, the cursor advances to the Invoice Date field where you can specify the Invoice Date and Ship Date that pertain to this batch of invoices.  You can override the Ship Date if it differs from the Invoice Date.

Next you are asked to Print all SO's not yet Printed?  This allows batch printing of all released sales orders not yet marked as printed.  If you want to print a single invoice, or if you want to print previously printed invoices, enter an N so that you can specify a range of sales order numbers to print.  If you do not enter any limits, ALL released sales orders not yet marked as printed will be printed.  See further below for an explanation as to how invoices are marked or un-marked as being printed.

You are asked if you want kit components printed.  Press <Enter> to accept the Y default.  

Next you are asked if you want to print comments after shipped items.  The default is N.  Generally, once an item has already shipped, you don't want the item's comments to print anymore.  This prompt is only for the rare occasion when you want comments to print that are not attached to an open item.

Next you can specify whether the sales order notes are to be printed.  If you are using Features & Options you can indicate whether the options are to be printed or not.  You can also indicate whether to print linked documents.

You are then asked if you want the report sent to the screen, the printer, email, or, with text formats, to a disk file.

As the invoices are being processed, if the program encounters an order with a deposit linked to it from AR-N  Enter/Print Sales Order Deposits, you will be prompted to enter the amount of the available deposit to be applied to this invoice.

Marking Invoices as Printed

After printing is completed, you are asked Mark these Invoices as Printed?  If you answer Y, the invoices are marked as printed and can then be posted through SO-G  Post Invoices.

Unmarking Printed Invoices

Once an invoice is marked as printed, no further changes can be made to the sales order until the invoice is printed.  This prevents some other user from accidentally changing a sales order between the time the invoice was printed and then posted.  Otherwise the printed invoice could actually disagree with the posted information.

If after printing an invoice you want to make changes to the sales order, reprint the invoice again (use the List or Screen option if you don't need to physically print it again) and this time answer N to the Mark these Invoices as Printed? question.  This will actually unmark the invoice and restore it to non-printed status.

After reviewing your printed invoices and verifying them for accuracy, you can proceed to SO-G  Post Invoices.

Reprinting Posted Invoices

If you select reprinting posted invoices, you will be prompted for the invoice number(s).  Enter a single number or a from/through range of invoice numbers.  You are prompted whether to include Kit components, Comment lines, Notes and Options.  Finally, indicate whether Sales Order Invoices, AR Vouchers and/or Finance Charge invoices within the range specified should be included.  Be aware that if the original Sales Order Invoice included lines that were fully backordered (0 ship qty) these lines will not be shown on a reprint because nothing was saved in the posted invoice file for 0 quantity lines unless the "Create 0 Qty SO Lines during Post?" default is set to Y in DEF-M Sales Order Defaults (Evo-ERP).