Print and post invoices daily – DDI System

You can print, fax, and email customer invoices daily. This process may differ slightly depending on your company's setup and whether you are using signature capture devices.

Sending daily invoices is a three step process:

Tip
If you want to Batch Print customer invoices, see the Print customer invoices in batch

Bill orders
1. Go to Sales > Invoicing > Invoicing.
2. Click the Billing tab.
3. Select which orders the system should prepare for invoicing:
  - Sales Orders: Orders that have been ship confirmed. Enter a Branch code, or select All branches. If you use ePods, the system prepares orders with signatures. This configuration appears on the Defaults tab of the Branch Master.
  - Truck: Orders on a truck manifest. Enter the scheduled delivery date and Truck. To include all trucks, leave the Truck box blank.
4. Click Bill.
5. On the confirmation pop up, review the number of orders that were entered into the billing batch, and then click OK.
  
  You can now preview invoices.
Preview and select which invoices to print
From the Invoicing tab, you can select the invoices to print and post to Accounts Receivable.
1. On the Invoicing page, click the Invoicing tab.
2. Filter the list of invoices to display:
  1. You may choose a specific Branch, Customer, and/or Salesman, or leave these boxes blank to include all.
  2. From the Print Status list, choose to include Printed Invoices, Not Printed Invoices, or Both, to view all.
  3. To include suspended invoices, select the Suspended check box.
  4. To include invoices that are flagged for batch printing, posted to accounts receivable, but never actually printed, select the Batch Print check box.
  5. Click Search.
  All invoices meeting your selection criteria appear in the Invoice Preview tab, with subtotals along the top of the grid.
3. From the Print Options drop down menu, choose the type of invoices to print:
  - File Copy: prints a file copy of each selected invoice. This includes cost and gross profit and prints in a landscape display. These invoices will not post to Accounts Receivable. Note that whether you see the cost and gross profit depends on your access level. See Available access levels.
  - File Copy/Exceptions Only: prints a file copy only for those invoices that display in red. Possible exceptions include zero cost or zero sell price. These invoices will not post to Accounts Receivable.
  - Customer Copy & A/R Posting: prints a customer copy of each selected invoice and gives you the option to post invoice amounts to Accounts Receivable.
4. To view sales order details, click an Invoice Number.
5. Among the details, pay special attention to the following:
  - Customer Invoice To column indicates whether the system will print or email this customer's invoices. Change this setting as needed in this screen, or change the default in the Customer Master (General tab).
  - Suspended invoices (Susp column) display in red and do not print or post. Invoices remain suspended until the Susp box is unmarked.
6. To select which invoices to print, select the check box at the beginning of the row, To select all invoices (except suspended), select the check box at the top of the column.
Print invoices and post transactions to accounts receivable
1. After you select invoices, click Print.
2. On the Print Document pop-up that appears, you may choose to Print, View, Send, or Save the document, depending on your needs.
3. When printing completes, you will be prompted to post to Accounts Receivable. Before posting, confirm that invoices printed correctly. Invoices will not print for customers set to Batch Print.
  Once you have confirmed that invoices printed correctly, click Yes to post the amounts to Accounts Receivable.
4. After invoices post, another print screen prompts you to print the Daily Sales Journal for your records.
5. On the Print Document pop-up that appears, you may choose to Print, View, Send, or Save the document, depending on your needs.
  
  Important
  To confirm that no open orders have slipped through un-invoiced, print an Open Orders Report: see Sales Order report.