Accounting AR

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Print and Post Invoices

Print and Post Invoices

Method 1:

1. Accounting Main Menu > Accounts Receivable > Print Invoices OR Workflow Main Menu > Accounts Receivable > Invoice to Print bucket.  The Invoice Q will open
2. Highlight one or more Unposted Invoices (see additional note below about printing multiple Invoices)
3. Click on the Print icon and select “Print Selected Invoices”
4. A confirmation window will open.  When you click the OK button, a Print Options window will open
5. Select your desired Print Form, Print Destination, Print Format
6. Click the Print button, review Print form and close
7. Confirm that the Invoice(s) printed correctly in the confirmation window that appears
8. The Posted flag on the Invoice(s) will now be checked and the posting will appear on the AR Journal tab

Note about printing multiple Invoices: 

When you select multiple Invoices to print and then select Print Selected Invoices from the Extended Menu, an Invoices to Print grid will open in a new window.  This grid will display an Invoice Count by Customer with each line representing one Customer.

A Merge Invoices option is located under the grid.  Options are:

• Don’t Merge
• Merge By Customer / Type
• Merge All into Single File

Upon selecting a merge option that results in more than one file, and clicking the Run button, a confirmation window will appear and system will create a zip file containing all the included Invoices.  This zip file may be located wherever your device automatically stores downloads.  Locate and review all included Invoices PRIOR to clicking OK in the confirmation window.

Selecting “Merge All into a Single File” will not create a zip file.  In this instance, all Invoices will be displayed in a single file similar to printing a single Invoice.

Method 2:

1. Open an unposted Invoice
2. Click on the Print icon and select Print Invoice.  A Print Options window will open
3. Select your desired Report No., Print Destination, Print Format and any other options you require.  Optionally check the Add PDF to Invoice checkbox (this will add a copy of the Invoice to the Documents tab of the Invoice)
4. Click the Print button, review Print form and close
5. Confirm that the Invoice printed correctly in the confirmation window that appears
6. The Posted flag on the Invoice will now be checked and the posting will appear on the AR Journal tab

Email Invoices:

1. From the Invoices to Print Q, highlight one or more Invoice lines
2. From the Extended Menu, select “Email Selected Invoices.”  A pop up window will appear asking “Send Individual Email Per Row?”
3. Click OK to send one email per row, or click No and an Invoices to Email grid will open in a new window
4. In the Invoices to Email window, click the Run button, OR select one or more of the following options and click the Run button:
   • Auto Send checkbox: this option, if configured in your system will automatically send the Invoice(s) as email attachments to the default addresses set up in your system (without launching the Email Send form).  To use this option, there must be an email address listed in the email column of the grid above.  If this box is not checked, clicking Run will open the Email Send form where you will be able to edit Recipient, etc.
   • Merge Invoices checkbox: this option will create a single document containing all included Invoices and attach this to an email.  If this option is not selected, each Invoice will be attached to the email as a separate attachment.  In either case, if the Auto Send checkbox is not checked, the Email Send form will open and you will be able to review the attachments and make edits to the Recipient, Subject, Email Body, etc. as needed.