Process Invoices and Memos

Form ID: (SO505000)

On this form, you can perform a variety of processing actions on multiple SO invoices and memos. You can specify selection criteria to narrow the list of SO invoices and memos on the form. You can then process all the documents on the list or only the ones you select.

If you release the invoices and memos, the related inventory transactions will be also created. The prepared inventory transactions will be released automatically if the Automatically Release IN documents option is selected on the Sales Orders Preferences (SO101000) form; otherwise, you need to manually release these transactions.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.

Button Description
Process Initiates the selected processing (based on the Action you select) for the documents you have selected in the table.
Process All Initiates the selected processing (based on the Action you select) for all documents listed in the table.

Selection Area

In this area, you can define the date range and customer for the documents to be displayed in the table below, as well as the action to be applied if you click Process or Process All.

Element Description
Action The action to be taken on each processed invoice if you click Process or Process All on the form toolbar.

Select one of the following options:

  • Release: Releases the selected document.
  • Create and Capture: Creates a credit card payment with a captured transaction in the amount in the Unpaid Balance column for the processed invoice, and then fully applies the payment to the invoice.

    This option appears if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.

  • Email Invoice: Sends the selected invoices via email. The document selected for processing will be emailed only if the following conditions are met:
    • This document has not been emailed before (that is, the Emailed check box is cleared on the Financial tab of the Invoices form).
    • The customer account has the Send Invoices by Email check box selected.
    • The document is not assigned the Credit Hold status.

    For more details, see Mailings for Customers.

  • Post Invoice to IN: This action is obsolete and is used for backward compatibility to update the availability data in the inventory subledger in accordance with the selected documents.
  • Release from Credit Hold: Releases the document from credit hold so it can be saved with the Balanced status.
  • Print Invoice: Prints the selected invoice for sending it by postal mail. The document selected for processing will be printed only if the following conditions are met:
    • The document has the Balanced, Pending Print, Pending Email, or Pending Processing status.
    • This document has not been printed before (that is, the Printed check box is cleared on the Financial tab of the Invoices form).
    • The Don't Print check box is cleared on the Financial tab of the Invoices form.
    • The customer account has the Print Invoices check box selected on the Customers (AR303000) form.
    Note: If the Print Invoice check box is cleared on the Billing tab of the Customers form, by default, the Don't Print check box is selected on the Financial tab of the Invoices form in an invoice of the customer. You can clear the Don't Print check box for the invoice, however, and then print the invoice on the current form.

    To print a released invoice, use the Invoices (SO303000) or Invoices and Memos (AR301000) form.

    If the Show Printed check box is selected in the Selection area of the current form, the system shows both unprinted and printed invoices in the table.
Customer The customer (by its ID) for which you want to display documents.
The list of customers available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Customers (AR303000) form. With the feature enabled, a customer is available for selection if one of the following is true:
  • The Restrict Visibility To box is empty for the customer—that is, the customer’s visibility is not restricted.
  • A branch, company, or company group is specified in the Restrict Visibility To box for the customer, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
Show Printed

A check box that indicates (if selected) that the system shows both unprinted and printed invoices in the table. By default, the check box is cleared, meaning that only unprinted invoices are shown.

This check box appears on the form only if Print Invoice is selected in the Action box.
Start Date The start date of the date range for which you want to display documents.
End Date The end date of the date range for which you want to display documents.
Print with DeviceHub

A check box that indicates (if selected) that when you select a printing action and process documents, the system generates the preview and prints all selected documents using the DeviceHub tool application.

This check box appears on the form only if the DeviceHub feature is enabled on the Enable/Disable Features form and Print Invoice is selected in the Action box.
Define Printer Manually

A check box that indicates that you want to specify the printer to be used for printing documents. If the check box is cleared, the printer is automatically defined by the system.

This check box appears on the form only if the DeviceHub feature is enabled on the Enable/Disable Features form and Print Invoice is selected in the Action box.
Printer

The identifier of the printer to be used for printing documents.

This box appears on the form only if the DeviceHub feature is enabled on the Enable/Disable Features form and Print Invoice is selected in the Action box. The box is available for selection if the Define Printer Manually check box is selected.

Table

This table lists the sales order invoices and memos that meet the selection criteria you have specified. You can process all documents or only those you select.

Table 1. Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button Description
View Document Navigates to the Invoices (SO303000) form so that you can view all the details of the selected document.
Table 2. Table Columns
Column Description
Included An unlabeled check box that you select to include this document for processing if you click Process.
Type The type of document, which can be one of the following options:
  • Invoice: For a document used to bill a customer for goods shipped
  • Credit Memo: For a document used to credit a customer for returned goods
  • Debit Memo: For a document used to correct undercharging invoices
  • Overdue Charge: For a document used to charge a customer for overdue documents
  • Credit WO: For a document used to write off small credits
Reference Nbr. The reference number of the document.
Customer ID The customer that ordered goods or services.
Customer Name The name of the customer that ordered goods or services.
Location ID

The customer location from which the goods or services were ordered.

This column appears only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Location Name

The name of the location from which the goods or services were ordered.

This column appears only if the Business Account Locations feature is enabled on the Enable/Disable Features form.
Customer Order The reference number of the document as assigned by the customer.
Status The status of the document, which is assigned automatically.
Date The date of the document.
Post Period The financial period to post the transactions generated by the document.
Amount The amount of the document.
Currency The currency of the document.
Description The description provided for the document.
Terms The credit terms used in relations with the customer.