3.0 Print Final Invoices

Modified on Fri, 7 Nov at 10:12 AM

The Print Final Invoices window is where you will go to send out your invoices to your customers. Once you convert an open order to an invoice it automatically will be added to the list in the Print Final Invoices window.

When you initially open this window the invoices will be in numerical order. You have the option of sorting by any of the column headings. For instance if you are looking for only the documents that you have invoiced you can click the column head ‘Closed By’ to help you find your documents in the list a bit quicker.

You also have additional options on the left side of the window.

Invoice Type by default is set to Customer.

Sorting Order gives you options for columns to sort.

Cash/CODs, if you click this option the search results are a list of customer with AR Terms of Cash or COD

Zero Invoices (voids), if you click this option the search results are a list of invoices that total to zero. Basically if a work order was closed out with no charges on it it will be included in this list.

Zero Balance, if you click this option the search results are a list of invoices that have been paid in full leaving a balance due of zero.

Credits, if you click this option the search results are a list of invoices that total to an amount less than zero (credit)

Backup Paperwork Required, if you click this option the search results are a list invoices for customer accounts who have the field marked for Backup Paperwork Required. For example in the Customer setup window under the Web/Email tab there is a field for Backup Paperwork Required. If this field is marked and there is a document attached to the work order such as a signed work order from Softbase Mobile, when you print or email the document the signed work order will go along with the invoice.

All, if this option is selected you will get a complete list of invoices

Branch/Dept Limit, clicking this checkbox will open the two dropdown fields below it. If your company has multiple Branches and you want to limit your results to only one Branch you can select the appropriate Branch. If you want to limit your results to a specific Department you can select the appropriate Department.

Retrieve and Date Printed, these are here to be used in the event you cleared invoices from your list but have a need to retrieve them. For instance if you sent the invoices to your printer and then cleared them out but found there was a printing error such as paper jam and not all invoices were printed. If you set the date to whatever date you need to retrieve you can click the Retrieve button and the entire list of invoices will return to your results list for you to repeat the print routine again.

Copy, the Copy button at the top will copy the entire list of invoices to your clipboard which will allow you to paste the list to another document such as an excel spreadsheet if you have a need to do so.

Send Invoices

To send out invoices simply highlight all the invoices you want to print or email then click the Select button.

If invoices are all together in the list you can either click and drag down the list with your mouse to select them all or if you select one you can hold down the Shift key on your keyboard and click the down arrow until all of them are highlighted. If the invoices you want to select are spread out you can use the Control key on your keyboard combined with mouse clicks to select them all. Once all of them are highlighted, click the Select button.

If, after you clicked Select, you realize you highlighted one that you don’t want to send out, simply highlight it again and click Unselect.

Once the Select button is clicked the Print button will appear.

Print Paper For All, this checkbox indicates you want to print paper for all invoices selected rather than send the email copies on those that indicate they are set up for email invoices.

Print, clicking the print button will prompt you with the normal print prompts to send the invoices to the printer, it will also initiate the email for those that indicate they are set up for email invoices.

In the invoice list there are columns for Email and Paper. If you see Yes in the email column and No in the Paper column the result will be that when you complete the Print prompt an email will be sent to the customer and no invoice will be printed. If you see No in the Email column this indicates the customer is not set up for email invoices. If you see Yes in the Paper column an invoice will be printed when you complete the Print prompt. If you see Yes in both columns the result will be that once you complete the Print prompt an email will be sent to the customer and a copy will be printed.

Once you have completed the Print prompt you can click the Complete button to remove the highlighted invoices from the list.

Once you have sent out all the invoices you can click Done to exit the Print Final Invoices window.