Batch Print Customer Invoice

Explanation

This activity is used to print or send several customer invoices at a time. You cannot modify the customer invoice after the invoice is printed or sent. This activity can be used to send a customer invoice to the customer via the EDI, MHS, INET_TRANS or E-INVOICE media codes. Any information about the advance payments and other order invoices will be printed only if the Print Advance Payments Information on Customer Invoice check box is selected. Note that a work copy of the invoice may also be printed. Please refer to the Modify Customer Order Invoice activity.

Prerequisites

• Customer invoices must have been created.
• If a certain number of invoice copies should be printed, the number must either have been specified for the customer group that the customer belongs to in the Customer Groups window, or specifically for the customer in the Customer/Invoice tab.
• If information regarding advance payments and other order invoices need to be shown on the printout, the Print Advance Payments Information on Customer Invoice check box must be selected in the Company/Invoice/General tab.

To use the Print Only option in the Print Options area:

• Created invoice(s) must exist where the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab is not selected.

To use the Send Only or Print and Send options in the Print Options area:

• Created invoice(s) must exist with the Method Default check box selected in the Customer/Message Setup tab for a row with the message class INVOIC.

If the E-INVOICE media code is used, the following additional prerequisites are required:

• Extended Server must have been installed.
• E-INVOICE must be selected as the media code in the Customer/Message Setup tab for a row with the message class INVOIC.
• Information must have been entered for the company in the Company/Invoice/Document Management tab.

To use the E-mail option in the Print Options area:

• IFS/Print Server and IFS/Connect should be installed.
• Print Server Archiving should be enabled.
• The PDF_REPORT_CREATED event must be defined and enabled.
• In the Customer/Address/General Address Info tab the Comm Method should be set to E-mail and the receiver's e-mail address must be specified under the value for the respective customer name. The same customer name should be given as the customer contact in the Customer/Address/Order Address Info tab.
• A value in the Reference field must have been entered in the Customer Order header. If a valid customer contact exists in the Customer/Address/Order Address Info tab, then that value will automatically be set as the reference value, and be used as the e-mail address of the receiver.
• The Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab should not be selected.

System Effects

• The Print/Send option sends the invoices with the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab selected. The other invoices are placed in the Report Archive and are ready to be printed. The other invoices will also be sent via an e-mail if the customer is set up to receive invoices by e-mail.
• Print Only option considers the customer invoices with the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab not selected. Those are placed in the Report Archive and are ready to be printed. The invoices will also be sent via an e-mail if the customer is set up to receive invoices by e-mail.
• Send Only option will send the invoices with the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab selected.
• Print and Send option will send the invoices with the Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab selected. The same invoices are placed in the Report Archive and are ready to be printed. The invoices will also be sent via an e-mail if the customer is set up to receive invoices by e-mail.
• E-mail option sends e-mails to the specified customers using IFS/Connect and the rules specified for the event PDF_REPORT_CREATED. Emails are only sent to customers that are set up to receive invoices by e-mail and that do not have the INVOICE message type with the Method Default check box selected.
• For more information about the system effects when printing the invoices using Print/Send and Print Only options please refer the Print Customer Invoice activity description.
• For more information about the system effects when sending the invoices using Print/Send, Send Only and Print and Send options please refer the Send Customer Invoice activity description.
• For more information about the system effects when using E-mail option, please refer the E-mail Customer Invoice activity description.

Window

Batch Print Customer Invoices
Customer Invoice

Related Window Descriptions

Batch Print Customer Invoices
Customer Invoice

Procedure

1. Open the Batch Print Customer Invoices dialog box.
2. Specify the company to which the invoices belong. Invoices should belong to one company hence using the percentage sign (%) as a wild card is not possible.
3. Specify a site belonging to the above company or use the percentage sign (%)  to specify all the sites of the company.
4. Specify the customer number, invoice customer and order type or leave the percentage sign (%) to indicate all.
5. Enter the planned invoice date offset. This number should be an integer. All invoices with a planned invoice date on or before the offset date added to the system date will be considered for performing the process.
6. Optionally, click the Advance tab and select the invoice types that need to be included in this process. If you want to select rebate credit invoices, a specific site should have not been entered in the main dialog box. Select the Add Invoice Connected Objects check box if you want the documents connected to the invoice to be sent.

To schedule batch print customer Invoices as a background job:

1. Open the Batch Print Customer Invoices dialog box.
2. Click Schedule to open the Create New Task Schedule window. Set the scheduling parameters as required and save. Scheduled tasks can be seen in the Scheduled Database Tasks window.

To review the postings created:

1. From the Customer Invoice window, select the invoice you want to review.
2. Right-click on the header and then click Query Customer Invoice Postings.
3. View the information in the Customer Invoice Postings Analysis window.