The Save Invoices to Disk form is accessed via Contract Administration / Invoicing Procedures / Save Invoices To Disk and enables Sales Invoices to be saved and sent to a customer via diskette.
The form is split into three areas. These are the Titlebar, the Save Invoices To Disk 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 series of checkboxes:
Broker Payments
Disposal Costs
Finance Repayments
RFL Renewals
Maintenance Invoices
Purchase Invoices
Sales Invoices
Fixed Penalty Notices
Only batches which have available items to save-to-disk are displayed in the Select Batches Dialogue Box.
A single-left-click of the mouse selects an item on the list (De-selection of an item selected in error can be achieved with a further left click of the mouse to remove the tick from the checkbox). As many batches as are required may be selected for saving to disk.
Four command buttons are available at this stage:
Presents a further dialogue box containing further options (see below):
Aborts the procedure.
Deselects any invoices batches currently selected (i.e. removes the tick(s) from the checkbox.
Selects all the invoices batches (i.e. places a tick in the checkbox of each batch.
The Save command button above results in the display of 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 save to disk:
Document Numbers - From/To
If a single document is to be saved to disk then the invoice number is to be entered within both the From and To fields. If a range of documents are to be saved to disk 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 saved-to-disk.
Cost Centre - From/To
Documents for an individual cost centre (if used) may be saved-to-disk. Cost Centres are created in the Cost Centres option (within Contract Administration / Posting Management).
If documents for a single cost centre are to be saved-to-disk 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 saved-to-disk 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 saved-to-disk.
Batch Code - From/To
Documents for an individual batch code may be saved-to-disk. 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 saved-to-disk 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 saved-to-disk 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 saved-to-disk.
Account Code - From/To
Documents for an individual Sales Ledger Account may be saved-to-disk.
Note: Completion of the Account Code field is mandatory. The form cannot be processed until a valid account code is entered.
If documents for a single Sales Ledger account are to be saved-to-disk 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 saved-to-disk 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 saved-to-disk.
Document Date - From/To
Documents for an individual date or date range may be saved-to-disk.
If documents for a particular date are to be saved-to-disk then the date is to be entered within both the From and To fields. If documents for a date range are to be saved-to-disk 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 saved-to-disk.
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.
Tip: 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 saved-to-disk. Leaving the fields blank indicates to the system that all available items are to be saved-to-disk.
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 save-to-disk. If the search is successful the information is downloaded to disk.
Only invoices that have been previously printed (and are at a status P within the invoice pending file (Ipend) may be downloaded by this process.
Before using this option for the first time ensure that the appropriate download path has been set-up in the Export Directory field within the EDI Tab in System Controls.
- Cancel
Returns to the previous menu.
- Help
Provides online context sensitive help.