ULTIMATE DATABASE LTD

Invoice Runs

To do an invoice run up to a particular date. The term Orders in the Publishing industry is the same as Contracts for the Events industry, the word orders is used here to represent both, so please substitute the word Contract is this refers to you.

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 orders 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 Trial 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 or to raise a proforma invoices.

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 transactions can be finalised by

• Ticking the Final Transaction Required box in the transaction window, see Sales Invoice Transactions.
• To finalise and print the invoices at the same time, go to theSales Transaction Print window, enter the Event/Publication code(s) in the Main Options tab, then in the Advanced Optionstab, click on the Draft Transactions and the Finalise First tick boxes.
• You can then click on the Word Icon to print the invoices.

Final Transactions Tick Box

Tick this box if you are finalising the invoices straight away or if a trial run has been done and you are happy with the results. Ticking this box unticks the Trial Run box. The option to send to Word now becomes available and clicking on this button will merge the order information to the invoice document 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 to print preview
	exports to Excel
	exports to Word
	exports to Word and prints
	sends to printer

Invoice/Credit Individual Orders
Invoicing Multiple Companies
Payments Against an Invoice