Printing Invoices and Statements

Invoices

To generate and/or print multiple invoices, press the Print Invoices button on the "Getting around Smart" window, or select \Accounts \Customers \Print Invoices. Single existing invoices can also be printed wherever they can be viewed.

Select the New Invoices tab to generate and print new invoices.

In order to appear on an invoice, jobs or charges must be approved in the Prepare Items for Invoicing window, their Received Date must be on or before the Include Items to date, and they must comply with the filter (if any) set in the Filtering tab.

If you are using Billing Cycles, items will not be included in the invoice run unless their billing period has expired, or they are marked Invoice Now. Check Ignore Billing Cycle to suppress Billing Cycles for this run only (this will have the effect of printing invoices for all approved items which conform with the date selection).

Choose Generate, Don't Print if invoices are going to be passed to another system (usually, an accounting system) for printing.

To create a message which will appear at the top of each invoice in this run, press the Invoice Message button. If a message has been specified, a green tick will appear on this button.

Only one user is permitted to print invoices at any one time, and other users are locked out from this window. However, if a user terminates invoice printing abnormally (for example, due to a system failure) the lock may remain on, even though no printing is in progress. If you are sure no invoice printing is in progress you may over-ride the lock and continue.

Choose the Existing Invoices tab to reprint invoices which have already been created. Only invoices in the specified date or number range will be printed (the date of the jobs or charges on the invoices is ignored). The invoices must also comply with the filter (if any) set in the Filtering tab.

Check the Unpaid invoices only box to see only invoices with an outstanding balance. (You may also want to select a Customer in the Filtering tab.)

The settings on the Sorting and Display tab are retained between invoice runs.

Check Print invoices first, details later to print all the invoices first followed by all the service details (offsite reports). This only applies for customers where the options Print Offsite Reports behind and/or Print Other Service Details behind have been selected in the Customer Details window. Checking this option enables you to use different paper, e.g. letterhead for the invoices and plain paper for the service details. You are given an opportunity to change paper between runs. Please note the setting you make here will also apply when printing invoices from other windows.
Checking Show Balances shows an aged balance at the time of invoice printing at the top of the invoice. Note that if you reprint the invoice at a later date the balances will probably be different.
Detailed changes to Invoice Layout may be made by clicking the button. This button is greyed out unless a division is selected in the Filtering tab (see below), since some invoice settings are division-specific.

Press the Customer button to select from a list of customers or clear the current selection. This filter applies to both new and existing invoices.
Check the Master Customer box to print invoices for the customer and any customers which have this customer as their Master Customer.
Select a Division to print new or existing invoices for that Division (the term Division may differ depending on your system configuration). If you select All Divisions and the same customer is being invoiced by two or more Divisions a separate invoice will be generated for the charges from each Division.
You must select a Division to enable the Invoice Layout button in the Sorting and Display tab (some layout settings are Division-specific).
Select a Service Type to create new invoices only for that service type. This selection has no effect when reprinting existing invoices.
Select Include Credits to reprint credits, or print new credits which have not previously been printed.

Select one or both printers in the Printer Setup tab if you don't want to use the default printer for this PC. You can also select a printer while previewing the invoice run.

Invoice layout

The Invoice Layout window specifies positioning of your invoice on the page and optionally suppresses or shows information. You reach this window by pressing the Invoice Details button on the Sorting and Display tab. This button is disabled unless you select a Division in the Filtering tab (some settings are Division-specific). You can also reach this window from the Division Details window.

In general these setting will be configured during installation by your Smart installer.

Generate invoices but don't print them. Over-rides the 'Print Invoices' setting, for new invoices only.

Print invoice on letterhead. Removes the name and address of the division from the invoice and makes room for letterhead. Layout settings can be adjusted to accomodate most letterheads.

Font for Division Name Choose a showy font for your company name if you wish.

Repeat Remittance Advice Repeat the remittance advice on all pages of a multi-page invoice. The price is omitted except on the last page.

Suppress BSB/Ref This field may have a different label depending on your system configuration.

Don't print GST
Determines whether GST amounts are shown for each line item.

Because of rounding when GST is calculated, there is sometimes an apparent discrepancy between the amount of GST displayed on the line items and the total for the invoice. This is unavoidable unless you display prices to 4 or more decimal places. Hiding the GST amount for the invoice item for the line item will prevent any discrepancy appearing. If you never have more than one item on an invoice you can safely display all GST amounts.

The total GST for the invoice is displayed regardless of this setting.

Include patrol details on invoice
Include details of individual patrols (when recorded using the Advanced patrol facilities) on the invoice. The actual on and offsite times (if any) are shown. If there are no on- or off-site times, the booked times are shown.

Troubleshooting

When you preview invoices and then cancel them, the invoices which have been generated are deleted. This may cause unexpected results if two or more operators attempt to simultaneously print new invoices. For this reason, only one operator may print invoices at any time, and other operators are locked out.

If the printing operator has a system failure, other operators may be locked out even if printing is finished. If this is the case, clear the Invoice Lock box on the Accounts tab of the System Configuration window.

If your system fails while printing invoices, a condition may occur where jobs and charges have a status of 'Approved' or 'Invoice Now' but display an invoice number. To resolve this condition, print a new invoice run with settings which will include these jobs or charges. NB if you preview the new invoice run and then cancel the preview you may destroy invoices which have already been generated.

Statements

To print statements for all customers, select \Accounts \Customers \Print Statements from the Main Menu.

To print a statement for a single customer, highlight the customer in the Customer List and click the Statements button.