Printing an individual invoice
22. Printing an individual invoice
You can print an invoice at any time, regardless of its invoice status.
Printing an invoice with an On Hold status 22.2
Printing a preliminary invoice 22.2
Printing a final invoice 22.2
Printing a final invoice with an Unknown Shipper, Consignee, or Bill To 22.3
Printing an invoice with a status other than On Hold 22.3
Preventing the Invoice Status from being changed to Ready To Print 22.4
Printing an invoice with an On Hold status
The On Hold status denotes an invoice that may require future review and modification. When printing data for such an invoice, you have two options:
· You can print a preliminary invoice if you do not want to finalize the invoice yet. The printed copy serves as a draft document.
· If you are sure that no further changes need to be made, you can change the invoice status from On Hold to Ready To Print. This denotes that the invoice requires no additional review.
When you print, the system gives you the option to change the invoice status from Ready To Print to Printed. A Printed status signifies that the invoice is final.
Printing a preliminary invoice
1. Look up the invoice in the Edit Invoice Folder.
2. Click Print in the sheet toolbar, or select File > Print.
3. In the Send Information to Printer window, indicate whether you want to print to a printer or to the online print viewer.
4. The system prints to the designated print device.
Note: Printing in this manner does not change the status of the invoice from On Hold.
Printing a final invoice
1. Look up the invoice in the Edit Invoice Folder.
2. In the Status field in the invoice header, select Ready to Print.
3. Click Print in the sheet toolbar, or select File > Print.
4. The system displays a message that asks whether you want to update the invoice status to Printed. Click Yes to change the status. Click No to maintain a Ready To Print status.
Notes:
1. The invoice status is not updated to Printed unless you print a hardcopy of the invoice, even if you clicked Yes in Step 4.
2. This message does not display if the Bill To company is to receive only master bills.
5. The Send Information to Printer window is displayed. Indicate whether you want to print to a printer or to the online print viewer. The system prints to the designated print device.
Note: If you clicked Preview to view the invoice before printing it, then print it from the Print Preview window, the status is not updated from Ready To Print to Printed, even if you clicked Yes in Step 4.
Printing a final invoice with an Unknown Shipper, Consignee, or Bill To
Your company may not allow final invoices to be printed for orders that have no TMWSuite ID recorded for the shipper, consignee, or Bill To.
Note: The CompanyValidationLevel setting in the [Invoice] section of your TTS50.INI file is used to set the validation level. For more information on setting company validation levels, refer to the Requiring a valid company ID before changing an invoice's status to Ready To Print section in the "TTS50.INI file settings that affect Invoicing" chapter.
When you attempt to print a final invoice for an order that has Unknown as the shipper, consignee, or Bill To, the system will not change the invoice status to Printed.
For example, suppose you open an invoice in the Edit Invoice Folder that has Unknown as the consignee. You change its status to Ready To Print, then select File > Print. The system displays the following message:
You would need to enter the appropriate company ID for consignee in the invoice header To field before the system will let you save the invoice with a status of Printed.
Printing an invoice with a status other than On Hold
1. Look up the invoice in the Edit Invoice Folder.
2. Click Print in the sheet toolbar, or select File > Print.
3. If the invoice has a Ready To Print status, the system displays a message asking if you want to update the invoice status to Printed. Click Yes to change the status. Click No to maintain a Ready To Print status.
Notes:
1. The invoice status is not updated to Printed unless you print a hardcopy of the invoice, even if you clicked Yes in Step 3.
2. This message does not display if the Bill To company is to receive only master bills.
4. The Send Information to Printer window is displayed. Indicate whether you want to print to a printer or to the online print viewer.
5. The system prints to the designated print device.
Note: If you clicked Preview to view the invoice before printing it, then print it from the Print Preview window, the status is not updated from Ready To Print to Printed, even if you clicked Yes in Step 3.
Preventing the Invoice Status from being changed to Ready To Print
In some business environments, you may not want billing clerks to set invoices to the Ready To Print status on certain days. For example, suppose your company prints invoices every Friday. The next Friday is 8/10. To make sure that nobody sets an invoice to Ready To Print while you are printing, you would set a lockout date of 8/10. The system automatically sets the time to 23:59, which prevents users from setting invoices to Ready To Print for the entire day.
If you try to set an invoice to Ready To Print, this message displays:
Similarly, this message appears if you try to access queues that allow you to set an invoice's status to Ready To Print:
· Print Invoices
· View Invoices On Hold
· View Invoices OnHold for Audit
The lockout date/time applies only to the date specified. If it is Wednesday and you set a lockout date/time for Friday, you will still be able to set invoices to Ready to Print on Wednesday and Thursday. The lockout does not come into effect until Friday.
This means that if you want to set lockout dates for consecutive days, you must make a separate entry for each day.
To set lockout dates, follow these steps:
1. With the Edit Invoice Folder in view, select Edit > Invoice lock out dates.
The Billing Lock Out Dates window opens.
2. Do one of the following:
· To add a row to the bottom of the list, click Add.
· To insert a row above the selected row, click Insert.
3. Adjust the date/time according to when you want to lock out users.
· If you do not want any invoices set to Ready To Print on a certain day, enter that date and accept the default time of 23:59.
· If you do not want any invoices set to Ready To Print for a certain period of a day, enter that date and the time to end the restriction. For example, if you only want to lock out users until 12:00 on a particular day, enter the date and 12:00. After 12:00, users will be able to set invoices to Ready to Print.
4. Click Save.
5. Click Close.
Note: To remove a lock out date, select its row, and then click Delete.
Invoicing 22.5 Revised: 8/2012
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