Batch Print Invoices

Occasionally clients want to print all (or most) of their invoices at the same time, instead of printing them one at a time.  The “one at a time” method works for over-the-counter sales and sales where the invoice goes with the order.  But for the rest of the invoices, which will be mailed out at the end of the day or the next day, batch printing might be the best option.

 

A couple of steps are involved:

 

Step 1.  When the order is complete, on the “Collection Screen” (where the operator is prompted for a Pay Method and an Action) enter 27 in the Action column – which is “Accounting”.  The step effectively closes the order, assigns an invoice number and invoice date, but an invoice will not print.

 

Step 2.  When you are ready to print these “un-printed” invoices, go to:

• Order Processing (Module 6)
  • OE Entry & Editing (Task 1)
    • Print Open Orders (Sub-task 4)
      • Order Documents (Selection 1)

Use #6 (Accounting) as the “Starting & Ending Status”.  If this process is run on a daily basis, press the ENTER key for the rest of the system prompts, with the exception if the invoices are being printed for a specific division.  If the process is not run on a daily basis, read and answer the prompts concerning date and any other that may apply.  Note: be sure to answer NO to the prompt:  Reprint Previously Printed Documents? Y/N (default is No), otherwise ALL invoices will print, including the over-the-counter invoices, invoices sent with the order and any other individually printed invoices.

 

 

Step 3.  Manually, or wait until the overnight back-up process, move the invoices to the Holding File (manually – go to Task 25 in Order Processing module).

v     NOTE:  The invoices won’t move to the Holding File if the invoice hasn’t been printed, either “one at a time” or batch printed.

 

 

Step 4:  Printing (a couple of ways to prints – either manually or e-delivery):

 

(1) BATCH PRINTING FROM THE HOLDING FILE:

·        Order Processing (Module 6)

o       Invoiced Order Holding File (Task 2)

§         Batch Print Non-summary Invoices (Sub-task 8). 

All the questions are the same as in the Order Entry & Editing (Task 1); Print Open Orders (Sub-task 4); Order Documents (Selection 1). 

 

(2) BATCH PRINTING E-DELIVERY INVOICES ONLY:

Answer all questions normally except: “Invoicing codes: E-email, F-fax, or other specific values

Customer invoicing codes:______________________”

v     Set the invoice code on the Customer Master for customers getting their invoices via e-mail.  Go to:

• Account Receivable (Module 2)
  • Customer Master (Task 17)
    • Change Existing Customer Record (Sub-task 2)
    • Field 50:  Invoice code needs to be: E

v     Then if all of your email e-delivery customers have an ‘E’ in field 50, you can batch print the customers/invoices with the ‘E’ invoicing code.

 

 

 

 

Parameters to Check if Using E-Forms or E-Mailing or Faxing Invoices: 

For instructions on automatically e-mailing or faxing invoices see the document titled E-mailing or Faxing Invoices

For the parameters, go to:

·        Order Processing (Module 6)

o       System Management (Task 32)

§         Modify Parameter Files (Sub-task 22)

·        O/E – General (Selection 1)

Look for the following parameters:

PRINT'DOC'COPIES=111113SC (as an example)  

DOC'DPT6'COPY1=Customer Copy (as an example)

DOC'DPT6'COPY2=Sales Copy (as an example)

DOC'DPT6'COPY3=Office Copy (as an example)

Ø      PRINT’DOC’COPIES=111113SC tells you 3 invoice copies are going to print for invoices. 

o       If the parameter was set this way PRINT’’DOC’COPIES=111112SC, only 2 copies of the invoice will print.

Ø      DOC’DPT6’COPY1=Customer Copy, indicates the first copy of the invoice will print “Customer Copy” on the bottom of the invoice.

Ø      DOC’DPT6’COPY2=Sales Copy, indicates the second copy of the invoice will print “Sales Copy” on the bottom of the invoice.

Ø      DOC’DPT6’COPY3=Office Copy, indicates the third copy of the invoice will print “Office Copy” on the bottom of the invoice.

• • Up to 9 copies can be printed.

Note:  Please see the document titled:  Number of Copies for Documents for a complete explanation.

 

Also see the following parameters

• Order Processing (Module 6)
  • System Management (Task 32)
    • Modify Parameter Files (Sub-task 32)
      • ​ Custom Options (Selection 8)

 

BATCH'ORDER'EDIT=  Y/N - Ask edit/final delivery in batch print

BATCH'EDIT'COPY=33 (as an example)       Which copy(s) to print for edit

BATCH'FINAL'COPY=12 (as an example)  Which copy to print for final.

Ø      BATCH’ORDER’EDIT=

o       Y indicates to the system to prompt: “Generate “Edit”, “Final delivery” or “Std print-only” invoices (E/F/S)?”

o       If this parameter is set to N, the system won’t provide the prompt and the other 2 ‘batch’ parameters aren’t considered.

o       If this parameter is set to Y:

§         E - Edit option, the BATCH’EDIT’COPY=22 tells the system to print copy 2 Sales Copy.  No invoices will be automatically emailed or faxed to customers.

 

§         S - Standard print-only option, with the O/E general parameters set like the example above, three copies will print, Customer Copy, Sales Copy & Office Copy.  The Standard print-only option, no invoices will be automatically emailed or faxed to customers.

 

§         F - Final Delivery, the BATCH’FINAL’COPY=11 tells the system to print only copy 1 Customer Copy.  With the parameter set BATCH’FINAL’COPY=12, the system will print copy 1 and 2, Customer Copy and Sales Copy.  The customers set to automatically e-mail invoices will be emailed during the F Final Delivery only (not the E edit copy or S standard). Although the invoice will be automatically e delivered if the action “Re-print” is selected on the individual invoice. 

·        NOTE:  If the invoice has already been printed, either individually, or batch edit, or batch standard print, pre print-preview, etc… the question “Reprint previously printed documents? (Y/N): Y” must be answered Y, in order for the invoices to print, be emailed or faxed.  

 

EDELIVERY’COPIES=EPPPPPPPPP (as an example; this parameter is also located in 6, 32, 22, 8)

o       Make sure the custom parameter EDELIVERY’COPIES= is set correctly.  The E to the right of the equal = sign tells the system which copy is to be e delivered, emailed or faxed, to the customer.  Using the example, the parameter set this way, the first copy, Customer Copy, will be e delivered to the customer.

o       EDELIVERY’COPIES=PPEPPPPPPP with the parameter set this way indicates the third copy will be e-delivered to the customer.  But since the F Final Delivery parameter BATCH’FINAL’COPY=12, is set to print copy 1 and copy 2, nothing will be e delivered.

 

EXAMPLE of how batch printing might be used with edit and final delivery options:

v     Each day all day long, orders are entered and action 27 (Accounting) is selected and nothing prints.

v     Each morning the E-edit print, (copy 3 - Office Copy) is Batch printed for the previous day’s invoices.

v     The invoices are moved to Task 2 (Invoiced Order Holding File), using Task 25 (Move Invoiced Order 1-2).

v     The Invoiced Order Holding File edit list is printed and checked.  The invoices that need to be corrected are corrected in Task 2 

v     Go into the Invoiced Order Holding File (Task 2), Batch print non-summary invoices (Sub-task 8).  Print the F-Final Delivery and type in: Y to the prompt: “Reprint previously printed documents?”  Then based on the examples given above, copy 1 (Customer Copy) and copy 2 (Sales Copy), print for all invoices, except the e-delivery invoices.  The e-delivery invoices, e-mail or fax copy 1 (Customer Copy) and print copy 2 (Sales Copy) .

v     The Invoiced Order Holding File (Task 2) is then posted to the A/R Module using Sub-task 5.

v     In the A/R Module, Sales Entry & Editing (Task 1) the invoices are posted using Sub-task 5.

v     Also in the A/R Module, Cash/Receipts Entry & Editing (Task 2) is checked and then posted using Sub-task 5.