Difference between revisions of "Print Invoices"

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(Created page with "The Print Invoices function prints invoices from open tickets. This is the critical function of Keystone billing because it updates many parts of the system with large amounts...")
 
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The Print Invoices function prints invoices from open tickets. This is the critical function of Keystone billing because it updates many parts of the system with large amounts of ticket data, in addition to producing printed invoices to send to customers.
 
The Print Invoices function prints invoices from open tickets. This is the critical function of Keystone billing because it updates many parts of the system with large amounts of ticket data, in addition to producing printed invoices to send to customers.
 
Printed Invoices
 
Printed Invoices
 +
 
Your GivenHansco representative will set up the contents and layout of your printed invoices according to your specifications, whether on plain paper or preprinted forms.
 
Your GivenHansco representative will set up the contents and layout of your printed invoices according to your specifications, whether on plain paper or preprinted forms.
Invoice Updating
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 +
===Invoice Updating===
 +
 
 
Updating invoices consists of adding the invoices to customers’ accounts, generating General Ledger transactions, updating sales history, inventory and registers. Keystone discards invoiced tickets to prevent invoicing them again. See the Invoicing Overview, page 10, for a diagram and full discussion of the invoicing process.
 
Updating invoices consists of adding the invoices to customers’ accounts, generating General Ledger transactions, updating sales history, inventory and registers. Keystone discards invoiced tickets to prevent invoicing them again. See the Invoicing Overview, page 10, for a diagram and full discussion of the invoicing process.
Running Print Invoices
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 +
===Running Print Invoices===
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Before you print invoices make sure you have thoroughly checked the Pre-Billing Audit list, and backed up your A/R data. To run Print Invoices, use F11 (Preview) and check the invoices on-screen. If necessary make changes to Print Invoices settings (described below) and preview again. The system will remember the settings, so once you have them set correctly you shouldn’t have to change them for every invoice run.  
 
Before you print invoices make sure you have thoroughly checked the Pre-Billing Audit list, and backed up your A/R data. To run Print Invoices, use F11 (Preview) and check the invoices on-screen. If necessary make changes to Print Invoices settings (described below) and preview again. The system will remember the settings, so once you have them set correctly you shouldn’t have to change them for every invoice run.  
 +
 
When you set all options and messages to your satisfaction, use F12 to print the invoices. Because invoicing is a data-critical process that affects many parts of the system, we suggest an automatic backup before printing (see Backups, page 42). After Keystone prints the invoices, the system asks for a confirmation before updating:
 
When you set all options and messages to your satisfaction, use F12 to print the invoices. Because invoicing is a data-critical process that affects many parts of the system, we suggest an automatic backup before printing (see Backups, page 42). After Keystone prints the invoices, the system asks for a confirmation before updating:
 
   
 
   
 
This allows you to print again in case of any printer or paper problems; it also gives you a last chance to fix any ticket errors and print the invoices again without losing anything except some paper. Should you choose to continue and update, and later on find a problem on the invoices, you have two alternatives to correct the situation:
 
This allows you to print again in case of any printer or paper problems; it also gives you a last chance to fix any ticket errors and print the invoices again without losing anything except some paper. Should you choose to continue and update, and later on find a problem on the invoices, you have two alternatives to correct the situation:
Restore from backup and correct the problem. All transactions since your last backup will have to be re-entered.
+
*Restore from backup and correct the problem. All transactions since your last backup will have to be re-entered.
Back out the invoice and re-enter it the correct way.
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*Back out the invoice and re-enter it the correct way.
Invoicing Settings
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 +
===Invoicing Settings===
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Invoice Separation
 
Invoice Separation
 +
 
Where most reports and lists have Sequence options, Print Invoices has a field called Separate By. Choose the appropriate option for the way you ticket and the way you invoice.
 
Where most reports and lists have Sequence options, Print Invoices has a field called Separate By. Choose the appropriate option for the way you ticket and the way you invoice.
Customer Id, Job Id, Customer P.O. Use this option when you have customers you must invoice separately by purchase order.
+
*Customer Id, Job Id, Customer P.O. Use this option when you have customers you must invoice separately by purchase order.
Customer Id, Job Id Customers with multiple jobs active will usually want a separate invoice for each job; use this option.
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*Customer Id, Job Id Customers with multiple jobs active will usually want a separate invoice for each job; use this option.
Customer Id Generate one invoice per customer.
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*Customer Id Generate one invoice per customer.
Each Ticket Generate one invoice per delivery ticket.
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*Each Ticket Generate one invoice per delivery ticket.
Selection Criteria
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 +
===Selection Criteria===
 +
 
 
If you use selection criteria to select a subset of open tickets for invoicing, remember to run Print Invoices again later to invoice the remaining tickets.
 
If you use selection criteria to select a subset of open tickets for invoicing, remember to run Print Invoices again later to invoice the remaining tickets.
  
 
Print Invoices Options and Messages
 
Print Invoices Options and Messages
 +
 
The Print Invoices screen has five page tabs at the bottom where you set up the messages and other options to control how your invoices print.  
 
The Print Invoices screen has five page tabs at the bottom where you set up the messages and other options to control how your invoices print.  
  
Options Tab
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===Options Tab===
{|
 
!Field Name
 
!Usage
 
|-
 
!A
 
|bb
 
|}
 
 
 
  
 
{|
 
{|
 
!Field Name
 
!Field Name
 
|Usage
 
|Usage
 +
|-
 
!Invoice Date
 
!Invoice Date
 
|All invoices from the current run will have this date on the printed invoice and in A/R records.
 
|All invoices from the current run will have this date on the printed invoice and in A/R records.
 +
|-
 
!Disc Cutoff  
 
!Disc Cutoff  
 
|Old balance cutoff date: if a customer has any older balance due, no paid-on-time discounts will be offered to them on this invoice run.
 
|Old balance cutoff date: if a customer has any older balance due, no paid-on-time discounts will be offered to them on this invoice run.
 +
|-
 
!Standard Terms
 
!Standard Terms
 
|These are the terms that will print on the invoice if the customer does not have special terms (see Customers file maintenance, page 118). Choose from the Terms Classes that you have set up (see Credit Terms Classes file maintenance)
 
|These are the terms that will print on the invoice if the customer does not have special terms (see Customers file maintenance, page 118). Choose from the Terms Classes that you have set up (see Credit Terms Classes file maintenance)
 +
|-
 
!First Invoice No.
 
!First Invoice No.
 
|The next invoice in sequence gets this number. If you use preprinted invoice numbers on your forms, be sure it matches.
 
|The next invoice in sequence gets this number. If you use preprinted invoice numbers on your forms, be sure it matches.
 +
|-
 
!G/L Trans Date
 
!G/L Trans Date
 
|(only if General Ledger is installed) Any General Ledger transactions generated during the invoicing run use this date.
 
|(only if General Ledger is installed) Any General Ledger transactions generated during the invoicing run use this date.
 +
|-
 
!Accts Rec G/L
 
!Accts Rec G/L
 
|(only if General Ledger is installed) The accounts receivable side of each General Ledger transaction posts to this account.
 
|(only if General Ledger is installed) The accounts receivable side of each General Ledger transaction posts to this account.
 
|}
 
|}
  
Messages Tab
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====Messages Tab====
 
 
 
{|
 
{|
 
!Field Name
 
!Field Name
 
|Usage
 
|Usage
 +
|-
 
!Standard Messages
 
!Standard Messages
 
|Use up to four lines of text to print your message on your invoices.
 
|Use up to four lines of text to print your message on your invoices.
 +
|-
 
!Discount Message
 
!Discount Message
 
|This text prints on invoices only when the invoice is eligible for paid-on-time discount. Use square brackets around the words AMOUNT and DATE to print the dollar amount and discount expiration date. Example: “You are entitled to a discount of [AMOUNT] if balances paid by [DATE].”
 
|This text prints on invoices only when the invoice is eligible for paid-on-time discount. Use square brackets around the words AMOUNT and DATE to print the dollar amount and discount expiration date. Example: “You are entitled to a discount of [AMOUNT] if balances paid by [DATE].”
 
|}
 
|}
  
Return Address Tab
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====Return Address Tab====
 
On the return address tab, set up the return address to print on the invoices: up to four lines of text.
 
On the return address tab, set up the return address to print on the invoices: up to four lines of text.
 
Ticket Print Selection Tab
 
Ticket Print Selection Tab
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!Field Name
 
!Field Name
 
|Usage
 
|Usage
 +
|-
 
!Print Cash Customer Tickets
 
!Print Cash Customer Tickets
 
|Cash sale tickets (issued to the Cash Customer) are normally invoiced without generating a printed invoice. If you want printed invoices for the cash sale tickets, check this box.
 
|Cash sale tickets (issued to the Cash Customer) are normally invoiced without generating a printed invoice. If you want printed invoices for the cash sale tickets, check this box.
 +
|-
 
!Print Priced Tickets
 
!Print Priced Tickets
 
|Check this box to include priced tickets in the invoicing run.
 
|Check this box to include priced tickets in the invoicing run.
 +
|-
 
!Treat Priced Tickets as Invoices
 
!Treat Priced Tickets as Invoices
 
|Only available if Print Priced Tickets is checked. Check this box to have each priced ticket printed as its own separate invoice, using the ticket number as the invoice number.
 
|Only available if Print Priced Tickets is checked. Check this box to have each priced ticket printed as its own separate invoice, using the ticket number as the invoice number.
 +
|-
 
!Print Unpriced Tickets
 
!Print Unpriced Tickets
 
|Check this box to include unpriced tickets in the invoicing run.
 
|Check this box to include unpriced tickets in the invoicing run.
 
|}
 
|}
  
Print Setup Tab
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====Print Setup Tab====
 
Use this tab to choose optional fields to print on the invoices. Some options may not apply or not be available for your individual invoice format. Consult with your GivenHansco representative about your invoice format.
 
Use this tab to choose optional fields to print on the invoices. Some options may not apply or not be available for your individual invoice format. Consult with your GivenHansco representative about your invoice format.
  
Line 88: Line 103:
 
!Option
 
!Option
 
|Usage
 
|Usage
 +
|-
 
!Print Blank Line Between Tickets
 
!Print Blank Line Between Tickets
 
|Check this box to add a blank line between tickets on multi-ticket invoices.
 
|Check this box to add a blank line between tickets on multi-ticket invoices.
 +
|-
 
!Print Non-taxable Total
 
!Print Non-taxable Total
 
|Check this box to print the dollar total of non-taxable merchandise on each invoice.
 
|Check this box to print the dollar total of non-taxable merchandise on each invoice.
 +
|-
 
!Product totals
 
!Product totals
 
|(This option determines what summaries, if any, Keystone prints on each invoice.)
 
|(This option determines what summaries, if any, Keystone prints on each invoice.)
 +
|-
 
!None
 
!None
 
|No summaries.
 
|No summaries.
 +
|-
 
!Units of Measure
 
!Units of Measure
 
|Print yardage and tonnage totals on each invoice. Totals are printed for all units of measure that are set up to subtotal— for a product to add into UM totals, both its Unit of Measure and its Product Class must have Subtotals checked. (see Units of Measure file maintenance, page 153.)
 
|Print yardage and tonnage totals on each invoice. Totals are printed for all units of measure that are set up to subtotal— for a product to add into UM totals, both its Unit of Measure and its Product Class must have Subtotals checked. (see Units of Measure file maintenance, page 153.)
 +
|-
 
!Product Summary
 
!Product Summary
 
|Print product totals for the invoice. Keystone prints Totals for all products that are set up to subtotal. As with UM totals, products whose Unit of Measure and Product Class have Subtotals checked will be included.
 
|Print product totals for the invoice. Keystone prints Totals for all products that are set up to subtotal. As with UM totals, products whose Unit of Measure and Product Class have Subtotals checked will be included.
 +
|-
 
!Print Ticket Comments
 
!Print Ticket Comments
 
|(This option determines what comment lines from your invoiced tickets print on your invoices.)
 
|(This option determines what comment lines from your invoiced tickets print on your invoices.)
 +
|-
 
!None
 
!None
 
|No comments.
 
|No comments.
 +
|-
 
!First Ticket Only
 
!First Ticket Only
 
|Select this option to suppress repetitive comments on multi-ticket invoices.
 
|Select this option to suppress repetitive comments on multi-ticket invoices.
 +
|-
 
!All
 
!All
 
|Print all comments from all invoiced tickets.
 
|Print all comments from all invoiced tickets.
 
|}
 
|}

Latest revision as of 12:13, 11 October 2019

The Print Invoices function prints invoices from open tickets. This is the critical function of Keystone billing because it updates many parts of the system with large amounts of ticket data, in addition to producing printed invoices to send to customers. Printed Invoices

Your GivenHansco representative will set up the contents and layout of your printed invoices according to your specifications, whether on plain paper or preprinted forms.

Invoice Updating

Updating invoices consists of adding the invoices to customers’ accounts, generating General Ledger transactions, updating sales history, inventory and registers. Keystone discards invoiced tickets to prevent invoicing them again. See the Invoicing Overview, page 10, for a diagram and full discussion of the invoicing process.

Running Print Invoices

Before you print invoices make sure you have thoroughly checked the Pre-Billing Audit list, and backed up your A/R data. To run Print Invoices, use F11 (Preview) and check the invoices on-screen. If necessary make changes to Print Invoices settings (described below) and preview again. The system will remember the settings, so once you have them set correctly you shouldn’t have to change them for every invoice run.

When you set all options and messages to your satisfaction, use F12 to print the invoices. Because invoicing is a data-critical process that affects many parts of the system, we suggest an automatic backup before printing (see Backups, page 42). After Keystone prints the invoices, the system asks for a confirmation before updating:

This allows you to print again in case of any printer or paper problems; it also gives you a last chance to fix any ticket errors and print the invoices again without losing anything except some paper. Should you choose to continue and update, and later on find a problem on the invoices, you have two alternatives to correct the situation:

  • Restore from backup and correct the problem. All transactions since your last backup will have to be re-entered.
  • Back out the invoice and re-enter it the correct way.

Invoicing Settings

Invoice Separation

Where most reports and lists have Sequence options, Print Invoices has a field called Separate By. Choose the appropriate option for the way you ticket and the way you invoice.

  • Customer Id, Job Id, Customer P.O. Use this option when you have customers you must invoice separately by purchase order.
  • Customer Id, Job Id Customers with multiple jobs active will usually want a separate invoice for each job; use this option.
  • Customer Id Generate one invoice per customer.
  • Each Ticket Generate one invoice per delivery ticket.

Selection Criteria

If you use selection criteria to select a subset of open tickets for invoicing, remember to run Print Invoices again later to invoice the remaining tickets.

Print Invoices Options and Messages

The Print Invoices screen has five page tabs at the bottom where you set up the messages and other options to control how your invoices print.

Options Tab

Field Name Usage
Invoice Date All invoices from the current run will have this date on the printed invoice and in A/R records.
Disc Cutoff Old balance cutoff date: if a customer has any older balance due, no paid-on-time discounts will be offered to them on this invoice run.
Standard Terms These are the terms that will print on the invoice if the customer does not have special terms (see Customers file maintenance, page 118). Choose from the Terms Classes that you have set up (see Credit Terms Classes file maintenance)
First Invoice No. The next invoice in sequence gets this number. If you use preprinted invoice numbers on your forms, be sure it matches.
G/L Trans Date (only if General Ledger is installed) Any General Ledger transactions generated during the invoicing run use this date.
Accts Rec G/L (only if General Ledger is installed) The accounts receivable side of each General Ledger transaction posts to this account.

Messages Tab

Field Name Usage
Standard Messages Use up to four lines of text to print your message on your invoices.
Discount Message This text prints on invoices only when the invoice is eligible for paid-on-time discount. Use square brackets around the words AMOUNT and DATE to print the dollar amount and discount expiration date. Example: “You are entitled to a discount of [AMOUNT] if balances paid by [DATE].”

Return Address Tab

On the return address tab, set up the return address to print on the invoices: up to four lines of text. Ticket Print Selection Tab You may have both priced and unpriced tickets ready for invoicing. Unpriced tickets are imported tickets that came from the ticketing location without prices on them, and picked up Keystone pricing at the office. Priced tickets received their price at the ticketing location.

Field Name Usage
Print Cash Customer Tickets Cash sale tickets (issued to the Cash Customer) are normally invoiced without generating a printed invoice. If you want printed invoices for the cash sale tickets, check this box.
Print Priced Tickets Check this box to include priced tickets in the invoicing run.
Treat Priced Tickets as Invoices Only available if Print Priced Tickets is checked. Check this box to have each priced ticket printed as its own separate invoice, using the ticket number as the invoice number.
Print Unpriced Tickets Check this box to include unpriced tickets in the invoicing run.

Print Setup Tab

Use this tab to choose optional fields to print on the invoices. Some options may not apply or not be available for your individual invoice format. Consult with your GivenHansco representative about your invoice format.

Option Usage
Print Blank Line Between Tickets Check this box to add a blank line between tickets on multi-ticket invoices.
Print Non-taxable Total Check this box to print the dollar total of non-taxable merchandise on each invoice.
Product totals (This option determines what summaries, if any, Keystone prints on each invoice.)
None No summaries.
Units of Measure Print yardage and tonnage totals on each invoice. Totals are printed for all units of measure that are set up to subtotal— for a product to add into UM totals, both its Unit of Measure and its Product Class must have Subtotals checked. (see Units of Measure file maintenance, page 153.)
Product Summary Print product totals for the invoice. Keystone prints Totals for all products that are set up to subtotal. As with UM totals, products whose Unit of Measure and Product Class have Subtotals checked will be included.
Print Ticket Comments (This option determines what comment lines from your invoiced tickets print on your invoices.)
None No comments.
First Ticket Only Select this option to suppress repetitive comments on multi-ticket invoices.
All Print all comments from all invoiced tickets.