Video Tutorials

Printing Invoices

  1. Open the Accounts Receivable folder in the “Module Explorer” and select the A/R Invoices module.
  2. Display the Output menu and choose “Invoice Forms.” This displays the “Print A/R Invoice Form(s)” dialog box, which has four tabbed pages: “Invoice Styles,” “Invoice Filters,” “Form Specifications” and “Order.”
  3. On the “Invoices Styles” page, choose the style of invoice that you want to print. Most chambers should choose the Sheet, 8-1/2″ x 11″, Stationary option; this is for standard printer paper.
  4. On the “Invoice Filters” page choose the filters to select which invoices to print. For each filter that you select, specify the filter criteria. The recommended minimum filter criteria is as follows: “By having an amount due” and “By invoice due date.” You may also choose to filter “By batch” and “By [not] having an e-mail address.” If you would like to print only one invoice, choose the invoice from the “List View” prior to initiating the output. Then on the “Invoice Filters” tab choose “Current invoice only.”
  5. On the “Order” page, choose the order in which you want the invoices printed.
  6. On the “Form Specifications” specify what information is to be printed on the invoice.
  • “Return address”- If you want to print the chamber’s name and address in the top left corner of the invoice, mark the “Print return address at top of invoice” check box.

NOTE: The name and address that will be printed is displayed immediately below the check box. If you want to edit this information, close all modules, display the Database menu, choose the “Setup Info” menu item and update the information on the “Organization Info” page.

  • “Invoice message” – If you want to print a message on all invoices, you can either type the message in the text box or retrieve one that is stored in the Library of A/R Invoice Messages.
  • “IRS message” – If you want the “IRS message” to be printed at the bottom of the invoice, mark the “Print IRS message at bottom of invoice” check box.

NOTE: The message that will be printed is displayed immediately below the check box. If you want to edit this message, close all modules, display the Database menu, choose the “Setup Info” menu item and update the information on the “Accounting” page in the “Invoice IRS Message” text box.

  1. Choose the “OK” command button to display the Print Job dialog box from which you can preview or print the invoice(s).

For more information on saving the output settings the other options see “Creating output.”
 

Emailing Invoices

  1. Open the Accounts Receivable folder in the “Module Explorer” and select the A/R Invoices module.
  2. Display the Output menu and choose “Invoice Forms: E-mail with MS Outlook.” This displays the “E-mail A/R Invoice Form(s)” dialog box, which has four tabbed pages: “E-mail Specifications,” “Invoice Filters,” “Form Specifications” and “Order.”
  3. On the “E-mail Specifications” page, enter the subject that will appear in the subject line of each e-mail and choose the lookup button to select an “E-mail Background Color.”
  4. On the “Invoice Filters” page choose the filters to select which invoices to e-mail. For each filter that you select, specify the filter criteria. The recommended minimum filter criteria is as follows: “By having an amount due,” “By invoice due date” and “By having an e-mail address.” You may also choose to filter “By batch.” If you would like to e-mail only one invoice, choose the invoice from the “List View” prior to initiating the output. Then on the “Invoice Filters” tab choose “Current invoice only.”
  5. On the “Form Specifications” page, specify what information is to included on the invoice.
  • “Invoice message” – If you want to print a message on all invoices, you can either type the message in the text box or retrieve one that is stored in the Library of A/R Invoice Messages.
  • “IRS message” – If you want the “IRS message” to be printed at the bottom of the invoice, mark the “Print IRS message at bottom of invoice” check box.

NOTE: The message that will be printed is displayed immediately below the check box. If you want to edit this message, close all modules, display the Database menu, choose the “Setup Info” menu item and update the information on the “Accounting” page in the “Invoice IRS Message” text box.

  1. Choose the “OK” command button to display the “E-mail Job” dialog box from which you can preview or send the invoice(s).

For more information on saving the output settings the other options see “Creating output.”