Invoice Messages

When you add transactions that generates a receivable balance (typically Agency Bill, Misc. User-defined, or AFES transactions types), the Messages button on the Enter Transactions screen is enabled. Click the Messages button to insert a custom message on the invoice or to select a message from the gallery. When adding messages, please note the following:

• • If multiple transactions are included on the same invoice, the invoice messages will not print directly beneath the corresponding transactions. A list of invoice messages prints at the bottom of the invoice, below the list of items.
  • When the invoice is printed, a blank line is inserted between each individual message.

1. On the Enter Transactions screen, after completing the Tran, Description, and Amount fields, click Messages. The Invoice Messages screen displays.
   Note: If you entered multiple transactions on the Enter Transactions screen, the Attach Messages To frame allows you to select individual transactions and add different messages for each. If you add or remove a message for one transaction and then highlight a different transaction in the Attach Messages To list, you are prompted to save your changes before continuing.
2. If you wish to enter a new message, type the message in the first available numbered field. To add this message to the gallery so that you may select it for future use, highlight the message and click Add New, then click Yes to confirm the addition.
   To select a message saved to the invoice message gallery, click Select, highlight the appropriate message, and click OK.
3. You are allowed to add up to 500 different invoice messages. To add a message that will print directly prior to a message you have already added, highlight the existing message and click Insert. A new blank row is added. To remove an included message, highlight the message and click Delete. The other rows are adjusted accordingly.
   Note: To apply the message to all installments in an installment plan, select the Apply to all installments checkbox. Leaving the checkbox unchecked will apply the message only to the selected installment.
4. When you have finished adding invoice messages, click OK. Msg now displays in red on the Enter Transactions screen.
5. To view these invoice messages in the future, during the Update Transactions workflow, highlight the item with invoice messages associated and click Options > Messages. If the invoice has not been printed, you are allowed to add, modify, or delete invoice messages using the workflow described above.