Generate Invoices

1. From the Home screen, do one of the following:

   • Click Procedures on the navigation panel.
   • Click Areas > Procedures on the menubar.
   • Click the down arrow next to Home on the options bar and select Procedures.

From any other area of the program, do one of the following:

1. • Click the down arrow to the right of the Home options bar button and select Procedures.
   • Click Home > Procedures on the menubar.

2. Click Accounting on the navigation panel or Areas > Accounting on the menubar.
3. Click Generate Invoices on the navigation panel.
4. To display invoices that meet specific criteria, use the search bar. Make a selection in each dropdown menu and enter a criterion in the field, if necessary, to populate the list.

The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

• Exclude: Available when you select Zero Balance. Exclude zero balance invoices from the search results.
• Include: Available when you select Zero Balance. Include zero balance invoices in the search results.
• Equals: Enter the search criterion (e.g., the profit center) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
• Less Than: Available when you select Item #. Enter a number equal to or greater than the number(s) you are looking for.
• Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars. Click Find.

To see the filter that is currently applied to the list, hover over the Search where text. To clear the currently applied filter for the current session only, click the Clear Filter link label.

Note: Your filters will save automatically and will be applied by default the next time you access this list.

You can apply multiple filters if necessary.

5. You can change the columns that display in the list if you wish.
   1. Click the Select Columns link on the right side of the header bar. The Select Columns window displays. 
   2. Select the checkbox next to each column that should be included in the list. Deselect the checkbox next to each column that should be removed from the list. 
   3. Columns will display in the order in which they are listed. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
   4. Click OK or press [Enter] to save your changes. 
      
      Click Cancel to close the window without saving your changes.
6. All invoices in the list are selected by default. To deselect all of the available invoices, click the Deselect All link on the Available Invoices header bar. The link then changes to Select All. Click it again to reselect all invoices.
7. Select the checkbox for each invoice you wish to generate, or deselect the checkbox for any invoices you do not wish to generate. 
8. Do one of the following:
   • Click Actions > Generate Selected Invoices on the options bar.
   • Click Actions > Generate Selected Invoices on the menubar.
9. The Generate Selected Invoices window displays. Make a Sort by selection:
   • Account Code
   • Account Type
   • Agency
   • Branch
10. Optionally enter an invoice Message.

To select an available invoice message, click the Select Message link label on the Invoices header bar. Click on the appropriate message in the list and click Finish.

11. Select an invoice Priority and Complexity.

12. To change the circumstances under which you are notified that the invoices have printed, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
    
    
    • Notify if unsuccessful only
    • Notify if successful or unsuccessful
    • No notification
13.  Different distribution options are enabled, depending on the preferred contact method for the accounts that are marked to receive invoices.

    • Email

      1. In the Email/Fax Options section, select the sender from the From Email dropdown or click the Change Sender link label.

      If you click Change Sender, the Change Sender pop-up window displays.

      1. Select an email address from the dropdown.
      2. Click Finish or press [Enter] to accept the change and close the pop-up window.
         
         Click Cancel to discard changes and close the pop-up window.

      2. If you have custom email signatures and want to use a different one, select it from the Signature dropdown. Click the Refresh link label to reset to the default signature, or to clear the field if no default signature is set.
      3. Enter a Subject for the email.
      4. Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
      5. Choose to email the file Now or Schedule it to send later. If you choose Schedule, enter a date and time for the email to send.
    • Fax
      1. You are prompted, "A sender must be defined for the outgoing fax." Click OK.
      2. In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Complete the remaining fields and click Finish or press [Enter].
      3. Enter the correct Fax number if it does not default.
      4. Enter a Subject for the fax.
      5. Optionally enter a Message to print on the fax cover sheet.
      6. Select a fax Cover page.
      7. To change the Language of the selected Cover page, select it from the Language dropdown menu.
         
         Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
      8. If you want to see a preview of the fax cover page, click the Preview link label to the right of the field.
      9. If you want to change the name of the person who is sending the fax, click the Change Sender link. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
      10. Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
      11. Click Finish.
    • Print
      1. Select the Printer, or click Change Printer Settings to display the Print window.
      2. Choose to print the file Now or Schedule it to print later. If you choose Schedule, enter a date and time for the file to print.
      3. Click Continue.

Agencies that use invoice quality check do not distribute the invoices immediately upon generation; the invoices are distributed upon approval. If an invoice being approved has a delivery method of Mail, a Print window displays at this time, where you can select the printer to which to send the invoice when it is approved.

14. Choose to send or print the invoices Now or Schedule them to be sent or printed later. If you choose Schedule, enter a date and time for the invoices to be sent or printed.

15. If the invoices are for clients, you may have the option to select the Send SMS checkbox to notify the primary contact on each account via text message that the invoices have been generated (this option is not available for other entity types.) Click here for more information on how the default setting for this checkbox is determined.
    
    If you are sending an SMS message, optionally change the Template for the message:  

    The Send SMS checkbox only displays if the primary contact on at least one of the selected accounts has an SMS-enabled phone number and the Generate Invoices event is activated in SMS Events Configuration. Its default setting and your ability to edit it depend on the configuration of the Generate Invoices event.  

    If the event is Not Required, the Send SMS checkbox defaults selected. If the event is Required, the checkbox defaults selected and disabled, although you can change the Template selected for the message. If the event is set to Background, the checkbox does not display and a text message is sent automatically using the template selected in SMS Events Configuration.

1. Click the lookup button in the Template field.    
2. To filter the list of available templates, select a Tag.   
3. Select the Template and then click Finish.  
16. Click Preview to view the invoices before printing them.
    
    Note: Printing from the preview does not generate the invoices or provide any auditing. To generate the invoices, close the preview and click Finish.
    
    Click Finish or press [Enter] to generate the invoices.
    
    Click Cancel or press [Esc] to exit the workflow without generating an invoice.

Note: Archived transactions are omitted from invoices, and these transactions' amounts are excluded from Amount and Balance fields.