Please note that the invoice number may be loaded from the user's setting under the Number series button in the Users procedure. Several users can then print and approve invoices at the same time.What Does This Procedure Do?
You can print invoices using this procedure. The form types that can be printed are Debit invoice/Credit invoice, Cash receipt/Cash credit invoice and Internal invoice (the same form as the cash receipt). Invoices from the supplement Service management can also be printed in this procedure. First you might have to authorize/release the service invoices in theAuthorize / Release Invoice Basis procedure.
An invoice basis is created in two different ways in MONITOR. By registering invoices in the Register Invoices Directly procedure, the invoice basis is created immediately. If you use the customer order module, you first create a customer order in the Register Customer Order procedure. After that you perform delivery reporting in the Delivery Reporting procedure, which in turn creates the invoice basis.
You can print on a preprinted form or on a blank paper. You can print an invoice at any time. In the Form settings in the Global Settings, you will find settings regarding invoice printouts, for example how many copies of the document that should be printed each time by default.
In the setting Check if price is missing during invoicing, under Invoice under the Sales tab in the Settings procedure, you can configure whether it shall be possible to print an invoice without price or if a warning shall appear.
Via the setting Consider holidays when calculating due date, under Invoice under the Sales tab in the Settings procedure, you can determine if the system should consider holidays (non-working days) when calculating the customer invoice's due date. Please note that the calculation of due date also considers the holidays that are registered in the Non Payment Days procedure.
The setting Show 'Approved for F-tax' on forms, under the section Economics under the System tab in the Settings procedure, determines whether or not the text Approved for F-tax should be printed in the footer of invoices and other forms.
By using the setting Exchange rate when invoicing, under the section Invoice under the Sales tab in the Settings procedure, you can determine if you want to use rate according to the invoice date or the current rate when invoicing in a foreign currency. However, any forward rate on the invoice basis will override this.
Print Service Invoices
Service invoices are printed in this procedure. If you have activated the setting Default authorization of invoice bases before invoicing, under Service order under the Sales tab in the Settings procedure, the invoice basis must be authorized in the Authorize / Release Invoice Basis procedure before the invoice can be printed. If the setting Invoice is pending is selected for the customer, the invoice must also be released in the abovementioned procedure before printing.
Managing Windows
The Search Form in this procedure consists of two portions. In the left portion of the window, you can select the printout by entering an interval of order numbers, customer codes or actual delivery periods. You can also select by customer category or currency. If you leave these fields empty, all invoices that have an invoice basis will be printed, in other words invoices with status 5 (Final delivery made/Partial delivery made).
In the left portion of the window you select which type of form you want to print, printout date, number of copies. You can also select the following options: Internal invoice, Only final delivered, E-invoice, Export customs data (supplement) and Factoring export (supplement).
In the right portion of the window, which only appears after you have clicked Preliminary selection, you can see which invoice bases will be printed when clicking Print. Here you can preview an invoice by using Preview or double-clicking on the customer code.
Read more about the different methods for printing invoices; "Preliminary Selection" and "Direct printing via intervals".
During both of these methods, a form check is performed after printout. The invoices that have been printed will appear in the right portion of the window and you can now approve the printouts, update status, deselect invoices, reprint invoices or cancel the printouts. This means that the printouts can be reset or restarted, in case you have a paper jam in your printer etc.
Please note that the invoice number may be loaded from the user's setting under the Number series button in the Users procedure. Several users can then print and approve invoices at the same time.
Please see the printout samples of an invoice.
Invoice Status
An invoice always has a particular "status", depending at what stage the invoice is in the system. The invoice basis has Status 1 (Registered). When the invoice is printed and approved, it is given Status 9 (Invoiced). The following status options apply in general to invoices:
Integrated
After printing invoices, the accounts receivable ledger is updated. You may print out the ledger or accounting orders for these invoices using the Print Customer Invoice Ledger/Accounting Orders procedure. You will find four alternatives regarding integration between the ledgers and the accounting for the setting Integrate Customer Invoice Ledger into Accounting, under Integration under the Accounting tab in the Settings procedure:
Attach XML File when Sending Invoices via E-mail
To customers that also use MONITOR you can attach an invoice as an XML file and send the file in an e-mail by using the function Send via e-mail in the Window functions. The default setting is to attach an XML file to the e-mail message along with the PDF file of the invoice that is always sent. This is configured under the button Attach XML file under the Info tab in the Update Customer procedure. The customer can then import the XML file from the e-mail message to the procedure window in the Register Supplier Invoice procedure or to the Procedure menu in order to register the supplier invoice. To attach the invoice as an XML file and import it to a supplier invoice by using drag and drop are functions included in the MONITOR-to-MONITOR feature.
The invoice number is included in the file names of the XML and PDF files that are sent via e-mail. If the invoice number contains characters invalid for file names (such as slash "/"), these will be replaced with hyphens "-" in the file name.
Window Functions
Using this option, the invoices are printed according to the customer setting.
Read more about the other Window functions under Window Functions in the MONITOR Basics guide.