Print Instant Invoice

Explanation

The Print Instant Invoice activity is used for printing instant invoices. If the invoice has installments, this activity will also print all the information about the installments. After printing, the physical invoice is sent to the customer. You can also print a work copy of the invoice using the same activity. Thus you will get a printout of the invoice with the invoice ID created from it’s preliminary series ID and number series.  As long as only the work copy of the invoice is printed, you can change its information. This activity of printing work copies of the invoice can be repeated until the invoice is printed. After printing, a correction invoice can be created and printed if corrections are to be made.
 

If an error arises in connection with printing so that a voucher cannot be created, incorrect voucher lines can be seen via Customer Invoice Postings Analysis. When the error has been corrected, a voucher must then be created in Voucher entry.

Prerequisites

In order to perform this activity, an invoice of the Preliminary status should exist.

System Effects

Printing an invoice creates a voucher in the hold table pending updating in IFS/Accounting Rules. The vouchers are also given their final identities. The voucher is posted as follows:

• Invoice Amount
. Posted on the code string defined for posting type IP2, Customer claims, in posting control in IFS/Accounting Rules.
• VAT Amount
. Posted on the code string defined for posting type IP4, Invoicing VAT disbursed, in IFS/Accounting Rules.
• Net Amount
. Posted on the code string entered for the applicable invoice line.

If the invoice created is an advance invoice, it will be posted as follows:

• Invoice Amount. Posted to the code strings defined for the posting types IP17, Customer Claims, Advance Invoice; and IP19, Unpaid Customer Advance Payments in IFS/Accounting Rules.  
• VAT Amount. Posted to the code strings defined for the posting types IP23, Tax Disbursed, Advance Invoice; and IP25 Contra Account, Tax Disbursed, Advance Invoice in IFS/Accounting Rules.  

When an instant invoice is printed, it's invoice status changes to PostedAuth (i.e. unless one or more posting errors occur, in which case, the status of the invoice will be Printed). The send status of the invoice will change to Printed.

If the Set Invoice Date to Current Date when Printing Customer Invoices check box is selected on the Enterprise/Company//Invoice tab, the invoice date will be automatically updated to the date you print the instant invoice.

Window

Print Invoice

Related Window Descriptions

Print Invoice
Instant Invoice

Procedure

To print one or more customer invoices:

1. Select Print Invoice. Today’s date is the default in the Vou. Date field. The current period is shown in the Period field. The code for the user group is shown in the User group field. Voucher type is displayed in the Voucher Type field.
2. Find all desired invoices by using Populate or make a selection by using Query.
3. Select the lines with invoices to be printed.
4. Check the Print Work Copy  box if the invoice is to be printed as a work copy, i.e., no voucher is to be created.
5. Check the Use Voucher Date box if appropriate. If the box is checked, the voucher date will be the date shown in the Vou. Date field when a voucher is created for the invoice. If the box is not checked, the voucher date will be the invoice date.
6. Select the Operations menu and select Printout, to print the invoices. (Note: You may click the Print/Send right mouse button option instead of Printout. Please refer activity Send Invoice for further details.)

Or use RMB option:

1. Select an  invoice of the preliminary status in the Instant Invoice window.
2. If a work copy of the invoice is required, use right-mouse button operation Print Work Copy to print the specific invoice.
3. If you want to print it use the right-mouse button operation Print Invoice to print the specific invoice.