The last step in the Order Processing cycle is to have the system generate the invoice. Once an order has been shipped, it is ready to be invoiced.
Generating an Invoice
To have the system generate an invoice for orders that have been shipped, from theAccounts Receivable Menu, select Invoice Orders. This will bring up the Invoice Orders screen where you will see a list of all the orders in the system that have shipped and need to be invoiced. To invoice an order, select the order (or multiple orders) you want to invoice and click the Invoice Selected Orders at the top of the screen. This will post the invoice to the General Ledger and move the invoice to the main Invoice screen. You can have the system generate and post all the invoices displayed on the screen by clicking the Invoice All Orders button. Be sure that you want to invoice ALL the orders displayed on the screen, once this button is pressed, all the orders displayed on the screen will be posted and invoiced.
After you are done working on the Invoice Orders screen, click OK to close that screen and return to the main menu. Now you are ready to print the invoice.
Printing the Invoice
From the Accounts Receivable menu, select Invoices. This will bring up the main Invoice screen displaying all the invoices for your company. Find the first invoice that you just selected in the previous screen. You can identify it by either the invoice number or customer ID. To print the invoice and send it off to the customer, click the printer icon next to the invoice you wish to print. This will open the invoice in a new browser window.
From the browser window, you can print the invoice, email it or save it to a file for later retrieval. You will see a preview of the invoice in the browser window where the first page of the invoice will be displayed. If there is more then one page to the invoice, scroll down to see the remaining pages.
Note: If this is the first time you are printing a document from the Enterprise System, the margins need to be changed to 0.25". To do this, go to the page setup option of the browser, (file then page setup) and change all of the margins (top, bottom, left and right) to be 0.25". This must be done so that the invoice fits on 8" x 11" paper. Also, be sure that there is no header or footer information when printing the page. The header and footer information can be viewed and changed in the page setup options of the browser.
If you have already printed a document from the Enterprise System before (i.e., purchase orders, checks, etc.) then just print the invoice from your browser as normal.
To email the invoice, from the browser window where the invoice is displayed, click on File (from the menu), then Send and select the Page by Email option. This will open your email program and include the invoice in a new mail message. You fill in the recipient's name and send the message when ready.
To save the invoice to a file for later retrieval, click on File (From the menu) and Save As. Select a location on your hard drive and enter a file name and click save. The invoice has now been saved on your hard drive.
When you are finished at this screen, click OK to return to the main menu.