Generally the invoice is printed for the customer as part of the
regular process when the Rental Return, Cycle Billing,
Miscellaneous Invoice, Order Entry and Work Order Invoice are
generated.
This utility can be used if an invoice was missed or needs to be
reprinted.
Note: Work Order Invoices can be printed separately from Print W.O. Invoices, and Order Invoices can be printed separately from Print Sales Order Invoices.
When printing the invoices from the Invoice Totals and Services the print quantity can be set as follows:
If Crystal or Jasper forms are used to print the invoice before
it is approved, the comment associated with the Daily Close 1 Approval Code replaces the document
title in the header and also prints in the footer.
If forms control is not being used the comment prints in the header
below the Shipping address.
An Alternate Language comment can be maintained.
Note: To print all invoices in Current or in Batch, leave the
Invoice# fields (Starting and Ending) blank.
When printing invoices from History without using a Customer
or Clerk filter, an invoice or invoice range must be
specified.
Check this box to print invoices for all divisions.
Uncheck this box to print invoices from a specified division.
The documents included in the output are restricted by division according to the Divisional Restricted Views assigned to the operator.
Note: There is no verification that the clerk entered is a valid code as different codes could used at different divisions.
Uncheck this box to print the document instead of emailing it.
Check this box to email the selected invoices to the appropriate contacts flagged in the Contact Information for the customer/site.
Click the ACCEPT button to generate the output, or click the CANCEL button to abort.
Print Format Option:
The option to re-print the document in the Standard format, or
print using Crystal or Jasper forms is provided if Customer Forms has been activated and setup for
this division, with the option to Prompt Format On
Reprint.
Document Reprint Log:
When multiple invoices are
emailed or printed a Document Reprint Log is
generated listing the documents with the actions and
recipients.
Force Printing of Invoices:
The feature to print
invoices in Daily Close 2 that have not
yet been printed can be set in "Printing Settings" of the Divisional Invoice Parameters.
To confirm if an invoice has been printed before running Daily Close 1, check the printed status in Hold/Release Current Invoices.
Other Print Invoice Options:
Specific invoices can
also be printed from the Document Inquiry
when the search is by invoice and from the Customer Account Inquiry.
Printing Rules Governing Invoice Appearance:
Invoices
can be printed in standard format or using forms control as setup
and defined by division in the Customer
Forms.
The basic printing rules for the standard format of the invoice are
as follows.
If your firm uses a custom invoice printing program or an
alternative invoice format, your rules may vary slightly.
Invoice Header:
For Jasper forms, company-wide and divisional logos can be defined in the Company Customer Forms, where the divisional logo matches the document division (not necessarily the customer division).
The following headings do not print if they were left blank
during Invoice entry: Division, Site, I.D., Reference, P.O. #,
Rental Discount, Sales Discount, Clerk, Salesman.
On Jasper forms the clerk code prints with the date printed at the
bottom centre of the document.
If the document originated from a Portal Confirmation, the Portal Confirmation number is added to the document header comments with the flag to print, to help identify the source of a contract/reservation/invoice.
If a line was left blank in the Bill To or Ship To addresses, the empty space will be collapsed in order to improve the address appearance.
If there are standard sales or rental discounts given to this customer and/or site, a note with the discount percentages can be printed on the document header according to the Print Discount Comments flag in the Company Contract Parameters.
An alternate language can be used on the invoice, using the
wording as entered in Document Field
Labels for Standard and Crystal forms.
Jasper forms use a separate language file as outlined in Company Forms.
The "Ref Contract#" prints in the 'Contract#' field on the PDF Invoice document when there is no “Source Doc#” value defined.
XML output of the invoice information includes the operator code, operator name, and ship via code.
Invoice Details:
A default flag to print Safety Notes on
Invoice product detail lines can be set in the Company Invoice Parameters and this company default
can be over-ridden for a specific customer according to the print
flag set in the customers' Additional Customer
Information.
Safety Notes automatically print on the associated product line
item details of the rental documents including
Quotes/Reservations/Contracts but Invoices is optional.
Standard and Crystal forms print the products in the order
selected on the document according to the Document Sort Preference selection.
Jasper forms is designed to list all Rentals first, followed by
Sales, and then Services and Taxes. The Document Sort
Preference is applied within the Rentals list and within the
Sales list.
If a sales item has serial numbers associated with it, the serial number selected during invoice entry will print on the invoice.
On Jasper documents, the Rental Period represents the
Hours Out since the last billing and does not necessarily reflect
the hours billed.
The prompt to Print Rental Period in the "Print Settings" of
the Divisional Invoice Parameters controls
whether the Rental Period is printed on Jasper and "Plain
Paper" Invoices.
Sales items do not print the rental period.
The Show Rent Period 1 Day If Less Than 1 Day & Daily
Rate Used flag in the Company Customer
Forms controls whether a One day rental period is printed on
the document when the Rental Period for the item is actually
less than a day, but the item is being billed the full daily
rate.
This feature applies to Jasper
Invoices/Contracts/Quotes/Reservations and Plain Paper
Invoices.
Note: Exceptions could occur due to Pro-rating or Over-time hours as controlled by the Rental Product Class.
Refer to Rental Period on Document for information on how the rental period is determined.
If Damage Waiver was selected, the waiver information will print in the Services section after the products are listed.
Sales and Rental items that are GST exempt can be identified with an asterisk (*) preceding the relevant product numbers on the document, if the option is set in the Company Contract Parameters.
If a Deposit was entered, the deposit information with the amount print on the invoice.
A currency comment can be printed on the invoice, such as "SOLD
IN $US".
This can be setup in Document Field
Labels, by currency code.
In Divisional Printing Parameters the flag to Print No-Charge Items determines whether or not items which rent or sell for zero amount print on the invoice.
In Divisional Invoice Parameters, the
flag to Print Detail Line 2 governs the second detail print
line of the invoice, which can be flagged to print the serial
number (non-bulk only), and the Date/Time Out and Date/Time Billed
Thru.
Line 2 for rental items, prints the serial number (non-bulk only),
number of days billed, the rental period in Hours, Days or Weeks,
and also Standard Charge for that Period.
In Divisional Invoice Parameters, the flag to Print Rental Rates governs whether the rental product rates flagged to print in Rate Book are also printed on the Invoice, as controlled by Company Default Rates.
The rate information for rental products on invoices that
originate from a source contract reflects the rates defined on the
contract even if the contract has been deleted.
The rate information for rental products that is printed on a
posted Miscellaneous Invoice from History, reflects the rates that
are captured at the time the invoice is posted in the Daily Close 2: Generate Postings.
Note: This could mean that if rates are changed for a rental product when that product is on an unposted Invoice in Current status, any later reprint of the Miscellaneous Invoice from History may not print the correct rates structure as of the time of the rental, instead the invoice will reflect the updated rates as of the time of posting the invoice.
In Divisional Printing Parameters, the
flag to Print Time In Document Details controls the printing
of the TIME on the rental product details, on Contracts, Invoices,
and Off Rentals.
If the Time is suppressed, the wording of "DATE/TIME OUT", on the
Invoice, should be changed for Standard forms and Crystal reports
in Document Field Labels to something more
appropriate, such as "DATE OUT".
For Jasper documents refer to Jasper Appearance and
Formatting window of Customer Forms
for the language and label controls.
If a product has meter or blade usage tracking, the meter out/in, meter used/allowed, meter overtime units, and meter amount are printed.
When a cylinder invoice generated from Cylinder Entry or from a cylinder Cycle Billing run is printed using Jasper forms, then a summary is printed on the invoice to explain the product sales and rental billings, and to list container rentals still out on the contract.
XML output of the contract or invoice product detail information includes the Sales or Rental Group code Group description.
Service Details
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