Send Invoices
Explanation
This activity is used to send invoice messages to customers using EDI, MHS or E-INVOICE
media code.
Prerequisites
Media Code Used |
Prerequisites |
EDI or MHS |
- A customer invoice of the state Preliminary must exist.
- The Default check box must be selected in the Customer/Message
Setup tab for a row with the INVOIC message class.
|
E-INVOICE |
- Extended Server must have been installed.
- A customer invoice of the state Preliminary must exist.
- The Default check box must be selected in the Customer/Message
Setup tab for a row with the message class INVOIC.
- E-INVOICE must be selected as the media code for a row in the
Customer/Message Setup tab.
- A person record must have been entered in the Person
window for the user ID that is used to log into IFS Applications at the
time of carrying out this activity.
- Information must have been entered for the company in the
Company/Invoice/Document Management tab.
|
System Effects
As a result of this activity, the following system effects would take place.
Media Code Used |
System Effect |
EDI or MHS |
- An invoice message is sent to the customer.
- Vouchers for the invoices sent are created and transferred to the
Hold Table in IFS Accounting Rules.
|
E-INVOICE |
- An invoice message is sent to the customer.
- Vouchers for the invoices sent are created and transferred to the
Hold Table in IFS Accounting Rules.
- The status of the invoice will change to PostedAuth (unless
one or more posting and/or send errors occur, in which case, the status
of the invoice would be Printed.
- The send status of the invoice will change to Transferred,
and the date and time at which the invoice was sent will be
automatically entered in the Sent Time field in the Sent
Invoices window. (Note: If the system is unable to send
the invoice to IFS/Connect, the send status would be Error and
the invoice will be displayed in the Customer Invoices with Errors
window.)
- An invoice image will be created and checked into IFS/Document
Management based on the information specified in the Company/Invoice/Document
Management tab.
- If any attachments were connected in the
Send Invoices
dialog box, they will be saved in IFS/Document Management or in
IFS/Invoice (i.e. if IFS/Document Management is not installed).
|
The sending invoice(s) would be carried out as a background job if it is
performed from the
Print Invoice window.
Window
Print Invoice
Instant Invoice
Print Customer
Invoices
Related Window Descriptions
Print Invoice
Instant Invoice
Print Customer Invoices
Send Invoices
Procedure
To send invoices with EDI or MHS media code,
- Open the
Print Invoice window.
Populate the window or query for the invoice(s) you want to send.
- Select the invoice(s) you want to send, right
click and click Send to open the
Send Invoices dialog
box.
- Select the Print Invoice Document check box if you want to create
the invoice(s) being sent in the Report Archives.
- Click OK.
To send invoices with E-INVOICE media code,
- Open the
Print Invoice window.
Populate the window or query for the invoice(s) you want to send.
- Select the invoice(s) you want to send, right
click and click Send to open the
Send Invoices dialog
box.
- Change the
value selected for the Media Code
field if required. (Note: This is possible if you have selected
only one invoice to be sent. If you change the media code, carry out steps 3
and 4 of the procedure to send invoices with EDI or MHS media
code
after this step.)
- Select the
Add Invoice Connected Objects check box if you want the documents
connected to the invoice(s) in the
Instant Invoice window to
be sent with the invoice(s).
- If you
want any document(s) that is not already connected to the invoice(s) to be
sent, click Add to browse for it and include it in the invoice
message.
- Click
OK.
Note: You may click the Print/Send right mouse button option
instead of Send in step 2. This right mouse button option is enabled only
if the invoices you have selected to be sent include the invoices of customers
for whom no information is entered in the Customer/Message
Setup tab as well as that of customers for whom information is entered
in the Customer/Message Setup tab. As a result, the
invoices of customers for whom no information is entered in the
Customer/Message Setup tab will be printed, and the system effects
mentioned above will take place with regard to the other invoices selected.
To send an invoice from the
Instant Invoice window, use the
relevant procedure out of the two procedures cited above (i.e. depending on the
media code). However, it is possible to send only one invoice at a given time
from the Instant Invoice window.