Batch Print Customer Invoice

Explanation

This activity is used to print or send several customer invoices at a time. You cannot modify the customer invoice after the invoice is printed or sent. This activity can be used to send a customer invoice to the customer via the EDI, MHS, INET_TRANS or E-INVOICE media codes and to send an E-INVOICE to the tax authorities. Any information about the advance payments and other order invoices is printed only if the Print Advance Payments Information on Customer Invoice option is enabled. Note that a work copy of the invoice may also be printed. Please refer to the Modify Customer Order Invoice activity.

It is possible to schedule batch print customer Invoices as a background job instead of starting it immediately.

Prerequisites

• Customer invoices must have been created.
• If a certain number of invoice copies should be printed, the number must either have been specified for the customer group that the customer belongs to in the Customer Groups page, or specifically for the customer on the Customer/Invoice/General tab.
• If information regarding advance payments and other order invoices need to be shown on the printout, the Print Advance Payments Information on Customer Invoice option must be enabled on the Company/Invoice/General tab.

To use the Print/Send option in the Print Options area

• Created invoice(s) must exist.
• If the process type is connected to the invoice and the Process after Response option is enabled, the E-invoice Status must be Accepted.

To use the Print Only option in the Print Options area

• Created invoice(s) must exist where the Method Default option pertaining to the INVOIC message type in the Customer/Message Setup page is not enabled. If the process type is connected to the invoice and the E-invoice Process option is enabled, the Process after Response option must be enabled.
• If the process type is connected to the invoice and the Process after Response option is enabled, the E-invoice Status must be Accepted.

To use the Send Only or Print and Send options in the Print Options area

• Created invoice(s) must exist with the Method Default option enabled in the Customer/Message Setup page for a row with the message class INVOIC or the E-invoice Process option must be enabled and the Process after Response option must be disabled for the process type connected to invoice.
• If the process type is connected to the invoice and the Process after Response option is enabled, the E-invoice Status must be Accepted.

To use the E-mail option in the Print Options area

• Created invoice(s) must exist where the Method Default option pertaining to the INVOIC message type in the Customer/Message Setup page is not enabled. If the process type is connected to the invoice and the E-invoice Process option is enabled, the Process after Response option must be enabled.
• If the process type is connected to the invoice and the Process after Response option is enabled, the E-invoice Status must be Accepted.
• IFS/Print Server and IFS/Connect should be installed.
• Print Server Archiving should be enabled.
• The PDF_REPORT_CREATED event must be defined and enabled.
• On the Customer/Address/General Address Information tab the Comm Method should be set to E-mail and the receiver's e-mail address must be specified under the value for the respective customer name. The same customer name should be given as the customer contact on the Customer/Address/Sales Address Information tab.
• A value in the Reference field must have been entered in the Customer Order header. If a valid customer contact exists on the Customer/Address/Sales Address Information tab, then that value is automatically set as the reference value, and is used as the e-mail address of the receiver.

To use the Send E-Invoice option in the Print Options area

• Created invoice(s) must exist with the E-invoice Process option enabled and the Process after Response option enabled for the process type connected to invoice. The E-invoice Status must be empty.

If the E-INVOICE is selected as the media code in the Customer/Message Setup page for a row with the message class INVOIC or the E-invoice Process option is enabled for the process type connected to the invoice, the following additional prerequisites are required

• Extended Server must have been installed.
• Information must have been entered for the company on the Company/Invoice/Document Management tab.

System Effects

• Invoices without process type and invoices with the E-invoice Process option disabled for the connected process type
  • The Print/Send option sends the invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab enabled. Sent invoices are placed in the Sent Invoices page. The other invoices are placed in the Report Archive and are ready to be printed. The other invoices are also sent via an e-mail if the customer is set up to receive invoices by e-mail.
  • The Print Only option considers the customer invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab not enabled. Those are placed in the Report Archive and are ready to be printed. The invoices are also sent via an e-mail if the customer is set up to receive invoices by e-mail.
  • The Send Only option sends the invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab enabled. Sent invoices are placed in the Sent Invoices page.
  • The Print and Send option sends the invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab enabled. Sent invoices are placed in the Sent Invoices page. The same invoices are placed in the Report Archive and are ready to be printed. The invoices are also sent via an e-mail if the customer is set up to receive invoices by e-mail.
  • The E-mail option sends e-mails to the specified customers using IFS/Connect and the rules specified for the event PDF_REPORT_CREATED. Emails are only sent to customers that are set up to receive invoices by e-mail and that do not have the INVOICE message type with the Method Default option enabled.
• Invoices with the E-invoice Process option enabled and the Process after Response option disabled for the connected process type
  • The Print/Send option and the Send Only option send the invoices to the tax authorities. Sent invoices are placed in the E-invoice Process Monitoring page. If the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab is enabled, invoices are also sent to the customer. Sent invoices are placed in the Sent Invoices page. The other invoices are placed in the Report Archive and are ready to be printed. The other invoices are also sent via an e-mail if the customer is set up to receive invoices by e-mail.
  • The Print and Send option sends the invoices to the tax authorities. Sent invoices are placed in the E-invoice Process Monitoring page. If the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab enabled, invoices are also sent to the customer. Sent invoices are placed in the Sent Invoices page. The same invoices are placed in the Report Archive and are ready to be printed. The invoices are also sent via an e-mail if the customer is set up to receive invoices by e-mail.
• Invoices with the E-invoice Process option enabled and the Process after Response option enabled for the connected process type, for which the E-invoice Status field is empty
  • The Send e-Invoice option sends the invoices to the tax authorities. Sent invoices are placed in the E-invoice Process Monitoring page. Final number is assigned to the invoice but invoice status remains Preliminary. The E-invoice Status field is set to Pending.
• Invoices with the E-invoice Process option enabled and the Process after Response option enabled for the connected process type, for which the E-invoice Status field is Accepted
  • The Print/Send option sends the invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab enabled. Sent invoices are placed in the Sent Invoices page. The other invoices are placed in the Report Archive and are ready to be printed. The other invoices are also sent via an e-mail if the customer is set up to receive invoices by e-mail.
  • The Print Only option considers the customer invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab not enabled. Those are placed in the Report Archive and are ready to be printed. The invoices are also be sent via an e-mail if the customer is set up to receive invoices by e-mail.
  • The Send Only option sends the invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab enabled. Sent invoices are placed in the Sent Invoices page.
  • The Print and Send option sends the invoices with the Method Default option pertaining to the INVOIC message type on the Customer/Message Setup tab enabled. Sent invoices are placed in the Sent Invoices page. The same invoices are placed in the Report Archive and are ready to be printed. The invoices are also sent via an e-mail if the customer is set up to receive invoices by e-mail.
  • The E-mail option sends e-mails to the specified customers using IFS/Connect and the rules specified for the event PDF_REPORT_CREATED. Emails are only sent to customers that are set up to receive invoices by e-mail and that do not have the INVOICE message type with the Method Default option enabled.
• The Print or E-mail option places detailed annexures titled "Rental Invoice Details for Serialized Parts" within the Report Archive. These annexures provide comprehensive information about each consolidated line within the respective customer invoice. This is particularly relevant when customer invoice lines are consolidated for rental lines involving serialized parts.
• For more information about the system effects when printing the invoices using Print/Send and Print Only options please refer the Print Customer Invoice activity description.
• For more information about the system effects when sending the invoices using Print/Send, Send Only and Print and Send options please refer the Send Customer Invoice activity description.
• For more information about the system effects when using E-mail option, please refer the E-mail Customer Invoice activity description.

Pages

Batch Print Customer Invoices
Customer Invoice

Activity Diagrams

Handle, Print and Post Customer Order Invoice