Generate Invoices

Use this form to generate accounts receivable invoices for selected sales orders or packing slips. You can generate invoices from sales orders (which generates a packing slip, if packing slips are in use), or from packing slips.

Once invoices have been generated, you can view or edit them on the AR Invoice Entry form.

Combine packing slips on invoices

If you select this option, one invoice is generated for all packing slips (of the same customer) that are selected before running the generation process.

You can generate invoices for any order line that has a status of Entered or On Packing Slip. You can start the process from both the Sales Order Entry and Packing Slip Maintenance forms.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Selection Criteria

Reference

To recall a specific set of search filters — for example, you regularly use the same logic to search for orders or packing slips to invoice — enter a reference and then click Save Criteria. You can recall the reference and the search filters display on the form.

Invoice from sales order/Invoice from packing slip

You can select whether to invoice from sales orders or from packing slips. The From/To search filters change depending on your selection, and the details returned to the table when the search is applied relate either to packing slips or sales orders.

If you select Invoice from sales order, Greentree Desktop generates packing slips for selected orders when the generation process runs.

Up to packing slip date/Up to sales order date

When the search criteria is applied, the search includes all packing slips or orders with a date up to and including this date.

Finalised packing slips/Unconfirmed packing slips

These options are only available if the Invoice from packing slip option is selected. You can include only finalised packing slips, only unconfirmed packing slips, or both in your selection.

If you select the Finalised packing slips option, only packing slip lines with a status of Finalised are included in the selection. If Unconfirmed packing slips is also selected, packing slip lines with a status of Unconfirmed are also included.

From/To Search Filters

You can search for packing slips or orders to finalise using any or all of these parameters: Branch, Location (leave empty to search all locations), Customer, Packing Slip/Sales Order Number, Run Number, and Customer order number (select Search using customer order no. range to enter a range of numbers, or leave deselected to enter one specific customer order).

Save Criteria

Use this with the Reference field to save search criteria to be recalled to the form whenever the process runs.

New Criteria

Click this button to clear the current search criteria section and return to default selections.

Delete Criteria

Click this button to clear the current search criteria section and return to default selections.

Search Now

When you have entered you search criteria, click this button to apply the search and return packing slips or orders to the table for selection. Order lines are selected in the first instance using the SO User Preferences assigned to this form. You can change default selections before processing.

You can also click the Select All and Unselect All buttons to update the Select value for all lines in the table.

Clear Table

Click this button to clear the sales order detail in the table so that the search can be re-applied if required (for example, to re-enter selections).

Note: Details display in the table in read-only format. You can double click any line and the Packing Slip Maintenance or Order Entry form (depending on whether you selected to invoice from sales order or packing slip) displays, populated with details of the line that was selected in the table when the form was opened.

Invoice Process Options

Branch for invoices

Select the branch for which the generated invoices are assigned to.

Batch date for invoices

Enter the date that are of the invoice transactions. This defaults to today's date.

Print invoices now

If you select this option, the AR Invoice report parameter form displays following generation so that you can print invoices immediately.

Print invoice log now

If you select this option, the AR Invoice Log report parameter form displays following generation, so that you can print an invoice generation log. The form lists all the invoices that were included for selection in the generation process, for which invoices have subsequently been generated.

Date to print on invoices

Enter the date to print on invoices. The default value is the document date of the generated invoices.

Total Selected

This field displays the total value of the lines selected for invoice generation.

Generate Invoices

Click this button to generate invoices for all selected lines in the table. When the process is complete, a notification displays. If there are any errors encountered in the process (for example, serial/lot numbers missing, quantities missing for quantity accounts, and the like), a message displays to identify errors. You must correct the errors before you can generate invoices.

Note: You can generate invoices from the Sales Order Entry form (when you select the Invoice print option), and from the Packing Slip Maintenance form (when you click the Generate Invoices button).

Once invoices have been generated, they can be viewed/edited using the standard AR Invoice Entry form.

Note: If credit card details were assigned to the sales order, these display the AR invoice.