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Load Invoices (Print or Email)

Accounts Receivable Checklists

Accounts Receivable FAQs

Print/Email Calculated Invoices

Access this form using Activities>Accounts Receivable>Print/Email Calculated Invoices.

Use this form to print and/or email the calculated invoice for each customer within the selected billing group. If you elect to email invoices, verify that your customers are setup to receive emailed invoices, have the correct email address, and the appropriate Invoice Process Template is selected.

  1. On the Print/Email Calculated Invoices form, select the Calculation ID, the sort option, and whether to print all the invoices or only the unprinted invoices.
  2. To continue the print process, click Start.
  3. The system displays the Print: Load Invoices form. Complete the invoice information, and then click OK to print the invoices.
  4. Once all invoices are printed correctly, click the Finish button to complete the printing of invoices and have the system record the information in the charge register.
  1. On the Print/Email Calculated Invoices form, select the Calculation ID, the sort option, and whether to select all the invoices or only the unprocessed invoices.
    1. Click the Send Test Email button to test the connectivity with the server and that SMTP will work with the system to email invoices. (The addresses entered by the Administrator on the Organization>Organization Information>Email Setup tab will be used when this button is clicked; to test that your connection is set up correctly.)
  2. Click Start to begin the email process.
  3. The Email: Load Invoices form displays. Complete the invoice information and then click OK to create the invoices.
  4. Click Finish to complete the Processing that creates the invoices as attachments.
  5. On the Email Preview form, double-click on each row to preview the invoice for each customer. Click the at the top-right of the open invoice form to close the document.
  6. Once you have previewed the invoices, click Send to begin generating and sending the email attachments.
  7. After the system completes sending the invoices, it records the information in the charge register. You must click the Finish button to close the Processing form.
  • When you have an A/R calculation with customers who have both Print and Email invoices selected; if you print and then cancel out of the Email Preview form, the system will update the charge register for all printed invoices but the email invoices will not be available as an unprocessed transaction, since they had all been printed. The printed invoices will need to be mailed to the customers. Note that if customer invoices that are email only, get canceled on the Email Preview form, will be available as an unprocessed transaction on the Print/Email Calculated Invoices form.
  • You should communicate to your customers who elect to receive invoices via email, that if they have never received any invoice emails from your organization to do the following:
    • Check to see if their email server is full or blocking your email address; this could cause them not to receive emails from you. This could be resolved by having your customers add your organization’s email address to their address book.
    • Ask that they check their mailbox regularly and ensure that your organization’s email address is not being marked as SPAM by their mail server. This could be resolved by having your customers check their spam filter folder and marking your emails as “not spam.” This will clear the way for future emails from your organization.
  • You only have customized Process Templates and the system changed your option from "Email" to "Print".
    • If you did not set up a <Default> Process Template (Maintain>Email Templates form) for both your Invoices and Customer Statements (Process Type) and later delete the customized process template being used on the Maintain>Accounts Receivable>Customers>Email Tab, the system will change your Email option to Print for every customer that used that customized process template on the Maintain>Accounts Receivable>Customers>Email Tab.

 

Calculation ID: Select the calculation ID from the drop-down list for the invoices that need to be printed.

Sort by Customer ID, ZIP: Choose to sort by Customer ID or by ZIP. If ZIP is selected, it sorts by Zip Code and Customer ID, with the Zip Code being the primary sort.

Select All, Unprinted Only: Select "All" to print all invoices, or select "Unprinted Only" to print unprinted invoices only.

  • Use Activities>Accounts Receivable>Reprint Historical Invoices to reprint posted invoices.
  • Click the Send Test Email button to test the connectivity with the server and that SMTP will work with the system to email forms. The addresses entered by the Administrator on the Organization>Organization Information>Email Setup tab will be used when this button is clicked, to test that your connection is set up correctly.
  • To edit or delete a calculated invoice, use Activities>Accounts Receivable>Review/Modify Invoices.
  • Your data is designed to print on a preprinted receipt available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering.