Print Invoice Workspace

Use this workspace to invoice a range of sales or subscription order numbers in one operation.

You can also use this workspace for blanket invoicing. Blanket invoicing means that you create one invoice that includes deliveries from different sales or subscription orders. You can also reprint invoices in this workspace. You can limit the printout to include only part of the sales or subscription orders that are ready for invoicing or a range of existing invoices.

You can print sales orders out directly in the Sales Orders workspace after you create and/or edit them, by using the Print Invoice action-for example if the customer is collecting the items in person and wants an invoice on the spot.

If you create many sales or subscription orders daily and perform an equal number of deliveries, it can be convenient to invoice all of the sales orders in one operation, once a day. You do this in this workspace, but before you start, it can be useful to go through the list of sales or subscription orders in the Invoicing Listing workspace, where you can deselect individual sales orders.

If you want to create invoices, Maconomy prints out an invoice for all sales or subscription orders that match the selection criteria. You can create a sales order invoice only if:

• You have not selected the Invoice in Job Cost field.
• The order is ready to be invoiced, that is, items have been delivered but have not been invoiced.
• You have selected the Batch Invoice field in the Sales Orders workspace or the Invoice field in the Invoicing Listing workspace.

To invoice a subscription order, you must first approve the subscription order by using the Approve Order action in the Subscription Orders workspace in the Subscription module. Maconomy ignores invoices that are based on blocked sales orders; you cannot print them out until you revoke the block in the Unblocking workspace. Similarly, Maconomy ignores invoices for customers who have been blocked or blocked for delivery.

When you invoice in this workspace, Maconomy automatically creates an invoice journal in the G/L module. The sales are posted to the relevant G/L accounts when the invoice journal is posted. If the sales involve a job, entered in the Job No. field in the Sales Orders workspace, Maconomy updates the job cards in the Job Cost module when the invoice journal is posted.

If the currency of the invoice is the same as the base currency of the company that is responsible for the invoice, Maconomy rounds the total invoice amount. However, Maconomy only does this if you specified a rounding unit for the current currency in the field External Rounding Unit in the Currency Rounding workspace in the Set-Up module. If this is the case, Maconomy rounds invoice amount totals to the specified unit. The printout of an invoice thus shows the total invoice amount as well as the amount that constitutes the rounding. When posting the invoice, Maconomy posts the rounding as follows: The customer (and thus the A/R Control Account) is debited the invoice total after the rounding, while a rounded amount, if any, is credited to or debited from the account for amount rounding, depending on whether the amount has been rounded up or down. The other entries that the invoice might cause are posted normally.

When you invoice a customer, Maconomy updates the customer's item range, which you can see in the Item Assortment workspace in the Inventory module. Maconomy copies the pricing combination group, quantity, price, and invoice date for each order line to the item's line in the customer's item range. If the item does not already exist in the customer's item range, Maconomy creates it there. For bills of materials, it is the BOM itself, and not the item parts, that are Maconomy creates in the item range.

When you print new invoices, the printout only shows those lines where the quantity ordered is greater than zero. However, if you select the Include zero amount lines on printouts system parameter, the printout also includes lines that have an ordered quantity of zero.

You can reprint invoices that have already been printed. If you choose to reprint invoices, Maconomy prints an invoice for every existing invoice in the selection criteria. An existing invoice is only reprinted in this workspace if you deselect the Printed field in the Show Invoice workspace for the invoice in question or if you select the Reprint field in this workspace. Maconomy does not perform invoicing when reprinting, because the new printout should be considered a copy of the original one.

Note that the printout always leaves out lines where the quantity for packing is zero, whether you selected the system parameter or not. However, text lines (lines where no item number has been specified) are always included, even though the quantity ordered and for packing on text lines is zero.

If a customer payment mode on an order uses electronic collection, Maconomy creates the invoice journal without printing out the invoice unless you select the Print Invoice field for the customer payment mode in question in the Customer Payment Modes workspace in the Banking module. The invoice is, however, included on reprints.