Print Invoices/Credit Notes (IN42)

Additional Information
Invoice in Job Stream with Rejected EFT

The Print Invoices/Credit Notes (IN42) prints Invoices and Credit Notes entered in Enter Invoices/Direct Bills/Credit Notes (IN41).

  • All Invoices and/or Credit Notes that were entered since the last printing will print when IN42 runs, unless Invoices and Credit Notes are set up to be processed separately in Company Control Initialization (CC00/Invoicing). If Invoices and Credit Notes are processed separately, then you must select either Invoices or Credit Notes in order to print all of the items in either category that were entered since the last run of IN42.

  • All Invoices and/or Credit Notes in a batch are dated with the initial 'Invoice/GL Posting Date' entered in IN41. Note: When Credit Notes are processed separately throughout a period but not printed until the end of the period, i.e. Credit Notes are added to the batch the period and printed at the end of the period, the batch is dated with the initial 'Invoice/GL Posting Date' entered in IN41 when the first Credit Note was entered into the batch.

  • Once a batch of Invoices is printed and accepted, if there are more Invoices for the same date and Sales Branch, they can be entered via program IN41 and printed in IN42. If, however, you have a subsequent batch of Invoices for the same Sales Branch but with a different date, then Schedule Invoice/Credits (IN43) must be started before input of the next batch may begin. Note: IN43 does not need to complete before the input of the next batch is started.

  • Invoices and Credit Notes print in the Print Sequence specified in CC00/Invoicing, in either Invoice Number, Customer, or Ship Via sequence.

    • Note: When batch printing invoices, if you choose to print by either fax or e-mail, then IN42 sorts the invoices into Customer sequence; this supersedes the Print Invoice Sequence setting in CC00/Invoicing (which could be Invoice, Customer or Ship Via). This is done to reduce the number of faxes/e-mails being sent. For example, if you have a customer that has three one-page invoices in a single IN42 batch, one fax consisting of 3 pages (4 if IN42 is configured to send a cover page) is sent to the customer instead of 3 separate faxes. The same scenario holds true for the email option.

  • The number of Invoice copies that print for each Customer is determined by the 'No. Invs to Print' field set in Maintain Customer Master (SU13/Invoicing). Note: Multiple copies of the same Invoice print consecutively.

  • The Invoice displays the status of every line on the Sales Order and not just the lines that are being Invoiced. This gives the Customer a complete picture of their Order.

  • The Invoice number on the printed Invoice is suffixed by the one of the following extensions: /S, /M, or /H. The Invoice number suffix is determined by the 'Invoice Action' field in Maintain Customer Master (SU13/Invoicing). If the Invoice Action field is set to:

    • S-Send Invoice with Goods, then the Invoice number prints with a '/S' suffix.
    • M-Mail Invoice Separately, the Invoice number prints with a '/M' suffix.
    • H-Hold the Invoice, the Invoice Number prints with a '/H' suffix.

  • The Invoice is addressed in one of the following ways:

    • If the 'Invoice To' field is set to 'Same' on the Misc folder in IN41, the Invoice is addressed with the Sold-to and Ship-to names and addresses printed in the appropriate boxes.

    • If the 'Invoice To' field is set to 'Paying Office' on the Misc folder in IN41, the Invoice is addressed with the Paying Office name and address printed in the Sold-to box and the Sold-to name and address printed in the Ship-to box. (The Ship-to address is not printed on the Invoice.)

    • If the 'Invoice To' field is set to 'Receiver' on the Misc folder in IN41, the Invoice is addressed with the Ship-to name and address printed in both the Sold-to and Ship-to boxes.

    • For examples of 'Invoice To', click here.

  • Note: The Currency description prints on IN42 when non-Domestic currencies are used. When Domestic currency is used, the Currency description is not printed.

Using IN42-Print Invoices & Credit Notes:

  1. When you open IN42, the Sales Office screen automatically displays.

    • Double click on the Sales Office with which you want to work or highlight the Sales Office and press Enter.

  2. The E-mail/Fax/Printer Selection screen opens. This screen may contain up to 3 options (Printer, Fax, E-Mail), depending on the set up of CC00/Forms eXpress.

    1. Select the Printer device to which you want the Invoices/Credit Notes printed. Printer devices are set up in Maintain Printer Defaults (CC97).

      If you have a Fax device or an E-mail device configured as a Printer in CC97, you can select these devices from the Printer list. Note: If you do not have CC00/Forms eXpress set up for Fax and/or E-mail for IN42, then the Fax and/or E-mail devices configured in CC97 will NOT appear in the printer list.

      • If you select a Fax device from the Printer list, the following message displays: "You have selected a device that will Fax all Invoices to one Fax number. Do you wish to continue? Yes/No". Select Yes to continue or select No to cancel the request.

        • If you select Yes, the Enter Fax Information window opens. Complete the appropriate information and click Send to send the Invoice(s) via Fax.

      • If you select an E-mail device from the Printer list, the following message displays: "You have selected a device that will E-mail all Invoices to one E-mail address. Do you wish to continue? Yes/No". Select Yes to continue or select No to cancel the request.

        • If you select Yes, the Enter E-mail Information window opens. Complete the appropriate information and click Send to send the Invoice(s) via E-mail.

    2. Select the Fax device to which you want the Invoices/Credit Notes faxed (if applicable). Note: If the 'Batch Fax Programs' section is set to 'IN42' in CC00/Forms eXpress, then this section displays. The Fax is sent to the Fax defined for the Customer in SU13, if the Invoice Action in SU13/Invoicing is set to 'F'.

    3. Select the E-mail device to which you want the Invoices/Credit Notes E-mailed (if applicable). Note: If the 'E-mail Programs and Default Return E-mail Addresses' section is set to 'IN42' in CC00/Forms eXpress, then this section displays. The E-mail is sent to the E-mail address defined for the Customer in SU13/Invoicing, if the Invoice Action in SU13/Invoicing is set to 'E'.

  3. If you have EDI as part of your Enterprise package, the EDI Invoices screen opens. Select from one of the following two options:

    • 1-All-Print All copies of the EDI Invoices - prints ALL Invoices to the destination selected (E-mail/Fax/Printer).

    • 2-Skip-Skip print of EDI Invoice copy but print ALL others - prints only non-EDI Invoices to the destination selected (E-mail/Fax/Printer).

  4. The Report Complete screen opens when the report is generated. Depending on the print device selected, you are presented with one of the following two options:

    1. If you are printing the invoice(s) to a local printer device, PDF file or to your screen, enter the Acceptance Codes to accept the report, click Restart to restart the printing of the report, or click Abort to cancel the report.

    2. If you are sending the invoice(s) via an email or fax device, click OK to accept the report, click Restart to restart the fax/email (not always applicable), or click Abort to cancel the report.

Special Processing for Credit Card Invoices:

If you are using the optional Credit Card authorization functionality (AR38/AR39) please read this section.

  • IN42 prints the First and Second Payment Methods as entered in IN41/Totals on the Invoice form. Only the last four digits of the Credit Card number display, all other digits are masked with an asterisk (*) for security purposes.

  • If you are pre-Authorizing Invoices in OE30 (manual pre-Authorization) and the Invoice is not Authorized in IN41, the List of Invoices/Credits Not Printed opens, displaying the list of Invoices requiring Authorization. You must return to IN41, recall the Invoice and click New; the Complete Pre Authorization window opens allowing you to enter the Authorization code. When this is complete, you can return to IN42.

  • When all of the Invoices are printed, the Invoice total is fixed and payment amounts are adjusted for authorization. When the Invoices are accepted, the authorization transactions are written to the queue to draw from the pre-authorization amounts.