The Print Invoices form is accessed via Contract Administration / Invoicing Procedures / Print Invoices and enables selected batches of invoices to be printed-off.
The form is split into three areas. These are the Titlebar, the Print Invoices Dialogue Box and a series of Command Buttons at the bottom of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
This form displays the following two mutually exclusive menu options:
Aborts the procedure and returns to the Invoicing Procedures Menu.
Presents the Print Invoices Dialogue Box containing a number of command buttons and the following selection criteria fields to determine the documents to be included within the print:
Document Numbers - From/To
If a single document is to be printed the invoice number is to be entered within both the From and To fields. If a range of documents are to be printed then the invoice number at the start of the range is entered into the From field and the invoice number at the end of the range is entered into the To field. All documents within this range are printed.
Cost Centre - From/To
Documents for an individual cost centre (if used) may be printed. Cost Centres are created in the Cost Centres option (within Contract Administration / Posting Management).
If documents for a single cost centre are to be printed then the cost centre is to be entered within both the From and To fields. If documents for a range of cost centres are to be printed then the cost centre at the start of the range is entered into the From field and the cost centre at the end of the range is entered into the To field. All documents within the selected cost centre range are printed.
Batch Code - From/To
Documents for an individual batch code may be printed. Batch codes are created in the Sales, Broker and Finance Batches options (within Contract Administration / Batch Control).
If documents for a single batch code are to be printed then the batch code is to be entered within both the From and To fields. If documents for a range of batch codes are to be printed then the batch code at the start of the range is entered into the From field and the batch code at the end of the range is entered into the To field. All documents within the selected batch code range are printed.
Account Code - From/To
Documents for an individual Sales Ledger Account may be printed.
If documents for a single Sales Ledger account are to be printed then the Sales Ledger account is to be entered within both the From and To fields. If documents for a range of batch codes are to be printed then the Sales Ledger account at the start of the range is entered into the From field and the Sales Ledger account at the end of the range is entered into the To field. All documents within the selected Sales Ledger account range are printed.
Document Date - From/To
Documents for an individual date or date range may be printed.
If documents for a particular date are to be printed then the date is to be entered within both the From and To fields. If documents for a date range are to be printed then the date at the start of the range is entered into the From field and the date at the end of the range is entered into the To field. All documents within the selected date range are printed.
By clicking-on the down-arrow button immediately to the right of the date fields a monthly diary form is displayed in order to assist in establishing the correct date. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the appropriate date field.
: Enter T to display today's date.
The selection criteria fields may be used individually or in conjunction with each other in order to restrict the range of documents to be printed. Leaving the fields blank indicated to the system that all available items are to be printed.
The following command buttons are available for use within this form:
- OK
Checks down the file to identify which invoices are selected and ensures they are available to print. (Invoice type and attached format change as each batch of invoice types are printed). A further dialogue box presents the following two options:
- Align ??? Format (where ??? is the selected invoice batch)
prints the invoices in a dummy format to allow printed stationery to be aligned.
- Continue
Proceeds with the invoice print and all invoices linked to the selected criteria are printed to the selected printer.
- Cancel
Returns to the previous menu.
- Help
Provides online context sensitive help.
Prints all documents relating to the toggled selection without offering criteria from which to select.
Presents a Select Batches Dialogue Box. This may typically contains the following type of entries:
Broker Payments
Disposal Costs
Finance Repayments
RFL Renewals
Maintenance Invoices
Purchase Invoices
Sales Invoices
Fixed Penalty Notices
Only batches which have available items to print are displayed in the Select Batches Dialogue Box.
A single-left-click of the mouse highlights an item on the list (De-selection of an item highlighted in error can be achieved by holding down the Shift key whilst clicking the item with the mouse). As many batches as are required may be selected for printing.
Two command buttons are available at this stage. The Cancel command button aborts the procedure and returns to theSelect Batches Dialogue Box.Selection of the OK command button returns to the Print Invoices form allowing a number of printing options such as Print or Print All.
Provides online access to a context sensitive Help form.