Print Invoices

Generally the invoice is printed for the customer as part of the regular process when the Rental Return, Cycle Billing, Miscellaneous Invoice, Order Entry and Work Order Invoice are generated.
This utility can be used if an invoice was missed or needs to be reprinted.

Range and Sorting:

An individual invoice can be printed or a range of invoices can be selected and printed.
When a range of invoices is printed and the range includes different types of invoices requiring different formats, the invoices are printed grouped by type, including Rental invoices, Sales Order invoices, and Work Order invoices.
The invoices can then sorted within each type of invoice, by customer number or by invoice number.
This re-print Invoices utility respects the appropriate forms control print format defined for each type of invoice as setup by division in Customer Forms for Crystal or Jasper forms.

Note: Work Order Invoices can be printed separately from Print W.O. Invoices, and Order Invoices can be printed separately from Print Sales Order Invoices.

Copies to Print

In this reprint by range utility, only one copy is printed for standard or Crystal forms documents.
For Jasper forms documents, the quantity to print can be set from the pdf print window.

When printing the invoices from the Invoice Totals and Services the print quantity can be set as follows:

• Crystal forms: the number of copies to print can be set by division in Customer Forms Document Mapping
• Jasper forms: the number of copies to print can be set for each pdf document at the time of printing
• Standard forms: the number of copies to print can be set in Company Invoice Parameters

Status:

An invoice can be printed, even after the invoice has been posted, by selecting Current, Batch or History.
This is true until the invoice is deleted using Delete A Single Invoice or purged with the Housekeeping programs.

Invoice Requiring Approval:

If a current invoice is printed or emailed for a customer that is being monitored and requires Daily Close 1 Approval, the products will be printed with no pricing or totals until the invoice has been approved in the Daily Close Invoice Approval utility.

If Crystal or Jasper forms are used to print the invoice before it is approved, the comment associated with the Daily Close 1 Approval Code replaces the document title in the header and also prints in the footer.
If forms control is not being used the comment prints in the header below the Shipping address.

An Alternate Language comment can be maintained.

Include Products still Out:

If the invoice was generated from a Contract, the products that are currently still out on the contract, can also be listed on the invoice.
This feature is controlled by the Print Outstanding Products from Contract "Printing Settings" flag in the Divisional Invoice Parameters.
Off rental information related to the invoice prints for each relevant product. The heading text can be controlled in Document Field Labels for standard and Crystal forms.
Labels for Jasper forms are controlled by language tables that can be defined on the server as outlined in Customer Forms.

Selection Filters:
The prompts to print an invoice are:

STARTING INVOICE #

Leave this field blank to print all invoices in the selection, or to narrow the range enter the first invoice number to print, or select it from the Invoice Search window by Current, Batch, or History.

Note: To print all invoices in Current or in Batch, leave the Invoice# fields (Starting and Ending) blank.
When printing invoices from History without using a Customer or Clerk filter, an invoice or invoice range must be specified.

ENDING INVOICE #

The invoice number entered above will display.
Accept this invoice number to print that single invoice, or to print a range of invoices type in a higher ending invoice number, or select it from the window, or accept blank to print all eligible invoices.

FROM DATE

Accept today's date, or enter a preferred starting date for the invoice range.

TO DATE

Accept today's date, or enter a preferred ending date for the invoice range.

FROM DBR#

Leave this field blank to include all DBR's or enter a starting DBR# for the invoice range.

TO DBR#

Leave this field blank to include all DBR's or enter an ending DBR# for the invoice range.

ALL DIVISIONS

A default value can be set by the Invoice Reprint All Divisions Default flag in the Company Invoice Parameters but this default can be changed for each print job as required.

Check this box to print invoices for all divisions.

Uncheck this box to print invoices from a specified division.

DIVISION

Enter the division or select it from the drop-down box.

The documents included in the output are restricted by division according to the Divisional Restricted Views assigned to the operator.

CUSTOMER NUMBER

Accept 'ALL' if the invoice selection should not be filtered by Customer, or select a specific Customer from the Accounting Customer Search window to only print invoices in the selected range that are associated with that customer.

CLERK

Leave this field blank if the invoice selection should not be filtered by Clerk, or enter a specific Clerk code to only print invoices in the selected range that have been assigned this code on the header of the invoice.

Note: There is no verification that the clerk entered is a valid code as different codes could used at different divisions.

INVOICE TYPE

Select one of the following options:

• Select Cash to only print cash invoices in the full invoice format.
• Select On Account to only print invoices charged on account in the full invoice format.
  
• Select All Types to print both Cash and On Account Invoices.
  
• Select Slip Printer to print the invoices in the slip printer format.
  Only invoices created in Point Of Sale Invoices can be printed with this option.

INVOICE LOCATION

Select one of the following status options:

• Select Current to print invoices not yet posted with Daily Close 1.
• Select Batch if the invoice was included in Daily Close 1, but not yet finalized with Daily Close 2.
• Select History if the invoice has already been posted with the Daily Close programs. An invoice or invoice range must be specified.

INVOICE SORT

Select one of the following options:

• Select Customer# to sort and print the invoices in the selection, in Customer number sequence.
• Select Invoice# to sort and print the invoices in the selection, in Invoice number sequence.

MARKETING COMMENT CODE

Enter the marketing code for the optional comments to be printed on the invoice, or select it from the window as outlined in Marketing Code Search.

EMAIL

This field is only enabled when the Use Contact Document Emailing feature is activated in the Company Email Configuration.

Uncheck this box to print the document instead of emailing it.

Check this box to email the selected invoices to the appropriate contacts flagged in the Contact Information for the customer/site.

• If the document is emailed it will not be printed as well.
• If a single document is to be emailed the Compose Email pop-up is triggered that can be customized, or the operator can Cancel out to print the invoice instead of emailing.
• If a range of documents are emailed, any documents in the selection range that were not emailed (i.e. there are no valid contact addresses flagged to receive an invoice) are printed instead.
• If a range of documents are emailed the total number to be emailed is displayed and confirmation is required, to help prevent a mass email run from being sent in error.
  The document count also reflects emails where the same document is sent to multiple Contacts.

Finished?

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

Click the ACCEPT button to generate the output, or click the CANCEL button to abort.

Print Format Option:
The option to re-print the document in the Standard format, or print using Crystal or Jasper forms is provided if Customer Forms has been activated and setup for this division, with the option to Prompt Format On Reprint.

Document Reprint Log:
When multiple invoices are emailed or printed a Document Reprint Log is generated listing the documents with the actions and recipients.

Force Printing of Invoices:
The feature to print invoices in Daily Close 2 that have not yet been printed can be set in "Printing Settings" of the Divisional Invoice Parameters.

To confirm if an invoice has been printed before running Daily Close 1, check the printed status in Hold/Release Current Invoices.

Other Print Invoice Options:
Specific invoices can also be printed from the Document Inquiry when the search is by invoice and from the Customer Account Inquiry.

Printing Rules Governing Invoice Appearance:
Invoices can be printed in standard format or using forms control as setup and defined by division in the Customer Forms.
The basic printing rules for the standard format of the invoice are as follows.
If your firm uses a custom invoice printing program or an alternative invoice format, your rules may vary slightly.

Invoice Header:

• If there is an address for the invoice division, stored in the "Division Name" window of Divisions, then this Company Name and address prints on the Invoice.

• For Jasper forms, company-wide and divisional logos can be defined in the Company Customer Forms, where the divisional logo matches the document division (not necessarily the customer division).

• The following headings do not print if they were left blank during Invoice entry: Division, Site, I.D., Reference, P.O. #, Rental Discount, Sales Discount, Clerk, Salesman.
  On Jasper forms the clerk code prints with the date printed at the bottom centre of the document.

• If the document originated from a Portal Confirmation, the Portal Confirmation number is added to the document header comments with the flag to print, to help identify the source of a contract/reservation/invoice.

• If a line was left blank in the Bill To or Ship To addresses, the empty space will be collapsed in order to improve the address appearance.

• If there are standard sales or rental discounts given to this customer and/or site, a note with the discount percentages can be printed on the document header according to the Print Discount Comments flag in the Company Contract Parameters.

• An alternate language can be used on the invoice, using the wording as entered in Document Field Labels for Standard and Crystal forms.
  Jasper forms use a separate language file as outlined in Company Forms.

• The "Ref Contract#" prints in the 'Contract#' field on the PDF Invoice document when there is no “Source Doc#” value defined.

• XML output of the invoice information includes the operator code, operator name, and ship via code.

Invoice Details:

• When entering Invoice comments or notes, a print flag can be set to determine whether each comment line should print.
  Comments that print will be printed on the invoice between the invoice header (after the Bill To/Ship To Addresses) and before invoice details.

• A default flag to print Safety Notes on Invoice product detail lines can be set in the Company Invoice Parameters and this company default can be over-ridden for a specific customer according to the print flag set in the customers' Additional Customer Information.
  Safety Notes automatically print on the associated product line item details of the rental documents including Quotes/Reservations/Contracts but Invoices is optional.

• Standard and Crystal forms print the products in the order selected on the document according to the Document Sort Preference selection.
  Jasper forms is designed to list all Rentals first, followed by Sales, and then Services and Taxes. The Document Sort Preference is applied within the Rentals list and within the Sales list.

• If a sales item has serial numbers associated with it, the serial number selected during invoice entry will print on the invoice.

• On Jasper documents, the Rental Period represents the Hours Out since the last billing and does not necessarily reflect the hours billed.
  The prompt to Print Rental Period in the "Print Settings" of the Divisional Invoice Parameters controls whether the Rental Period is printed on Jasper and "Plain Paper" Invoices.

  Sales items do not print the rental period.

  The Show Rent Period 1 Day If Less Than 1 Day & Daily Rate Used flag in the Company Customer Forms controls whether a One day rental period is printed on the document when the Rental Period for the item is actually less than a day, but the item is being billed the full daily rate.
  This feature applies to Jasper Invoices/Contracts/Quotes/Reservations and Plain Paper Invoices.

  Note: Exceptions could occur due to Pro-rating or Over-time hours as controlled by the Rental Product Class.

  Refer to Rental Period on Document for information on how the rental period is determined.

• If Damage Waiver was selected, the waiver information will print in the Services section after the products are listed.

• Sales and Rental items that are GST exempt can be identified with an asterisk (*) preceding the relevant product numbers on the document, if the option is set in the Company Contract Parameters.

• If a Deposit was entered, the deposit information with the amount print on the invoice.

• A currency comment can be printed on the invoice, such as "SOLD IN $US".
  This can be setup in Document Field Labels, by currency code.

• In Divisional Printing Parameters the flag to Print No-Charge Items determines whether or not items which rent or sell for zero amount print on the invoice.

• In Divisional Invoice Parameters, the flag to Print Detail Line 2 governs the second detail print line of the invoice, which can be flagged to print the serial number (non-bulk only), and the Date/Time Out and Date/Time Billed Thru.
  Line 2 for rental items, prints the serial number (non-bulk only), number of days billed, the rental period in Hours, Days or Weeks, and also Standard Charge for that Period.

• In Divisional Invoice Parameters, the flag to Print Rental Rates governs whether the rental product rates flagged to print in Rate Book are also printed on the Invoice, as controlled by Company Default Rates.

  The rate information for rental products on invoices that originate from a source contract reflects the rates defined on the contract even if the contract has been deleted.
  The rate information for rental products that is printed on a posted Miscellaneous Invoice from History, reflects the rates that are captured at the time the invoice is posted in the Daily Close 2: Generate Postings.

  Note: This could mean that if rates are changed for a rental product when that product is on an unposted Invoice in Current status, any later reprint of the Miscellaneous Invoice from History may not print the correct rates structure as of the time of the rental, instead the invoice will reflect the updated rates as of the time of posting the invoice.

• In Divisional Printing Parameters, the flag to Print Time In Document Details controls the printing of the TIME on the rental product details, on Contracts, Invoices, and Off Rentals.
  If the Time is suppressed, the wording of "DATE/TIME OUT", on the Invoice, should be changed for Standard forms and Crystal reports in Document Field Labels to something more appropriate, such as "DATE OUT".
  For Jasper documents refer to Jasper Appearance and Formatting window of Customer Forms for the language and label controls.

• If a product has meter or blade usage tracking, the meter out/in, meter used/allowed, meter overtime units, and meter amount are printed.

• When a cylinder invoice generated from Cylinder Entry or from a cylinder Cycle Billing run is printed using Jasper forms, then a summary is printed on the invoice to explain the product sales and rental billings, and to list container rentals still out on the contract.

• XML output of the contract or invoice product detail information includes the Sales or Rental Group code Group description.

Service Details

• When a service does not 'prompt for a quantity' as setup in the Service Codes table, the quantity field is left blank on the printed form including invoices, contracts, reservations, quotes and Work Orders.