Load Invoices (Print or Email)

Access this form using the Activities>Accounts Receivable>Print/Email Calculated Invoices>Start button or Activities>Accounts Receivable>Reprint Historical Invoices> Print button.

Use this form to select a Format (continuous or laser), set up printer information, and print and email accounts receivable invoices. If emailing, the system will create the invoices as a PDF and store them in your temp folder until you preview and send them.

The system prints all of the invoices selected for “Print Only” or “Print and Email” before it begins processing the invoices selected for “Email Only”.

When reprinting historical invoices, the system displays the invoice number selected on the Activities>Accounts Receivable>Reprint Historical Invoices form.
Also, Email is not available when reprinting historical invoices. However, you can print the invoices that were emailed.

 

Number: Enter a unique number or accept the number that the system assigned. When printing or emailing an invoice, the system displays the next available number; you can also accomplish this by pressing the + key. (A/R System Generated Invoices number options were set up by the Administrator using Organization>Organization Preferences>Document Number tab). We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Note: When emailing, the Number field uses the same invoice numbering sequence that is used for printing. However, the system will not accept a number to be entered, if that number would cause a duplicate invoice number within this session. See an example of this in the Tips section below. The invoice number sequencing will be noticeable if you use preprinted stock.

Format: Select the type of form that matches the printer-continuous or laser. If invoices were created using the Forms Designer module, they also appear in this drop-down list. If Canadian sales tax was set up (Maintain>Accounts Receivable>Sales Tax Codes), Canadian Invoice formats are also available in the drop-down list. Also, if Print items came through the Sales Order Process (Activities>Accounts Receivable>Enter Orders), Sales Related Invoice formats are available in the drop-down list.

Print Alignment: Click this button to properly align forms before beginning the print process. (This field is not available for Email.)

OK: For Print, click this button to print the invoices. After the invoices have printed, the system asks if they printed correctly. If you click No, the Unprinted Invoices form displays. You can then select the invoices that need to be reprinted.

For Email, click this button to begin the process. Click Finish to display the Email Preview form to view invoices by Invoice Number, Customer ID or Customer Name. (Double-click on the row to open the attachment.) After the emails have been reviewed, click the Send button to begin generating and sending the A/R Invoices to your Customers. Note that the name of the PDF contains the Document Type_ Invoice Number. For example, Invoice_001.

  • Invoices can also be printed using the Activities>Accounts Receivable>Print/Email Calculated Invoices form.
  • Your data is designed to print on a preprinted invoice available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering.
  • As an example, if your session produces five invoices, two which will be printed and three which will be emailed. The system will assign the two printed invoices, as invoice numbers 001 and 002. When the system prepares to email the three invoices, the system will assign invoice numbers 003, 004, and 005 and will not allow you to enter Number 001 or 002. (You could change the numbering sequence completely for the emailed invoices but you would need to manually maintain that numbering system outside of MIP Fund Accounting.)
  • In order to email your A/R Invoices, the Administrator must have configured your Simple Mail Transfer Protocol (SMTP) settings for email using Organization>Organization Information>Email Setup tab, created an A/R Invoice template using Maintain>Email Templates, and selected the Send Invoice Notification Email check box and entered an email address on the Maintain>Accounts Receivable>Customers>Email tab.