If the status of the order is an invoiceable one, you can generate an invoice for a specific order/contract by :
Orders and contracts can only be invoiced if :
The publication/event code will already be filled in as it is taken from the order/contract.
This field displays the date the transaction is created. This will default to the current date. If you wish to create an invoice for an old transaction, change the date in this field to the appropriate date of the transaction. You cannot go back more than two weeks.
This field is blank by default as a specific order is being invoiced. However if you have multiple payers on an Order/Contract then you can limt the run to just one.
This is automatically filled in with the order/contract number to be invoiced in both of the fields.
The Limit button allows you to limit the invoice to certain order/contract lines and not others, for example a service charge may be in dispute but the rest of the order can be invoiced.
Invoiceable Lines Only Tick Box
This tick box is automatically ticked as we want to include only order/contract lines that are invoiceable. To allow uninvoiceable lines, untick this box.
Invoice tick Box
UnTick this box if you do not want to include invoices in this run.
Credit Notes Tick Box
UnTick this box if you do not want to include credits in this run.
Print In Foreign Currency Tick Box
Tick this box if you wish the invoice to be printed in the selected foreign currency of the order/contract.
Single Line Invoices
Tick this box if you require the lines on an order/contract to be printed on separate invoices i.e. not on one invoice.
Trial Run Tick Box
Tick this box if you wish to produce a Trail Run. This will allow you to check the figures and address information before producing a final copy of the invoice. This option will scan the Order/Contract Lines to see what should be invoiced. It will then report its findings to either (by right clicking on the output button) Screen, Printer or Excel (Excel is best as it contains more detail). The trial run will not actually generate any invoices; it is used to verify the run prior to printing.
The trial run is optional but is useful to check figures and you should not move on to the next stage until you are completely happy with the Trial Run Output. If there is anything wrong with the figures then this should be rectified by changing the corresponding order.
Draft Transactions Tick Box
Tick this box if you wish to do a draft run of the invoice, this option brings up the Word Icon to merge the information with the invoice document to check without having to finalise the invoice in the system or to raise a proforma invoice.
If the draft option invoice is run, the system will create the invoice but it will not be final (If the Final Transaction box is then ticked after, the system will say there is nothing to invoice as it has already done so) The transaction can be finalised by:
Ticking the Final Transaction Required box in the transaction window, see Sales Invoice Transactions. To finalise and reprint the invoice at the same time, go to theSales Transaction Print window, enter the transaction code in the Main Options tab, then in the Advanced Options tab, tick on the Draft Transactions and the Finalise First tick boxes. You can then click on the Word Icon to print the invoice.
Final Transactions Tick Box
Tick this box if you are finalising the invoice straight away or have done a trail run and are happy with the result. Ticking this box unticks the Trail Run box. The option to send to Word now becomes available and clicking on this button will merge the order/contract data to the document set up ready for printing.
Once an invoice has been finalised, the figures cannot be changed, any corrections will now have to be done by crediting/re-invoicing.
|sends invoice to print preview|
|exports to Excel|
|exports to Word|
|exports to Word and prints|
|sends to printer|