This function is used to find Orders with shipped items not yet Invoiced, and to create and print those Invoices in one batch to save time. It requires the Sales Order Processing volume to be present.
On selecting the function, the usual Sales Orders More Choices window appears. Usually, you will want to search for Sales Orders with uninvoiced Order Items, possibly from certain Companies. If so, select 'Order Items' from the Find menu and enter the "= " character in the Invoice Number field to force Enterprise 6 to find Order Items without an Invoice Number. Then, click [Find] to return to the Sales Orders More Choices window. Here, you can perhaps a specify a range of Order Dates or a particular Company. Click [Find] again and the appropriate Sales Orders will be listed. When you are satisfied with the list, click [√] in the Buttons Palette.
The system then creates the relevant Invoices - a stage that may take a little while if it is a long list. Invoices will be created for all uninvoiced Order Items for each Order. In the case of a particular selected Order that does not have any Order Items with blank Invoice Numbers, any Order Items with an Invoice Number of 'N' will be treated as uninvoiced. Note that if you have a number of Orders with many uninvoiced Order Items, but only want to invoice some of these items, you should use the 'View Sales Orders' function in the Sales Order Processing volume. With a list of appropriate Sales Orders on screen, select 'Items by Invoice No' from the Print menu. You can then print Invoices for the desired Order Items only. You will have prepared these Order Items by entering for each an Invoice Number of 'N' and, if necessary, an Invoice Date.
Once done, Enterprise 6 asks 'Check the Invoices before printing?' - usually you would want to do so. The list of Invoices is displayed on screen. You might double-click on the first and then scroll through them using the [Next Record] button, or you could double-click on just a few one at a time. NB: you don't need to press the Print button within each Invoice you look at - they will be printed in a batch after this stage is completed.
When you are ready to print the Invoices, click [√] again. You are shown the Print Settings: remember to set these to two or more copies for your own records.
When the Invoices have been printed, Enterprise 6 will ask you if it is OK to Post the Invoices now. If you [Cancel] here, Enterprise 6 will assume that, rather than Post the Invoices now, you want to Batch them for posting. Batching is designed to save time when you are printing multiple Invoices, since the time taken doing the actual postings can be 'stored up' to be activated at a time when you will be away from the machine. Batches of Invoices can be posted to the Nominal Ledger using the 'Batch Post to Ledgers' function described in the main Sales Ledger reference chapter.
In some situations (if you have the 'Allow Unprocessed Invoices' option switched on in Preferences), you may be able to print or save the Invoices without either Posting or Batching them. If you do this, you must be aware that though you may have printed the Invoice (and possibly even sent it to the client), the system has not yet been told that it is 'real' - and it will not be posted to the Nominal Ledger until you have been through the print process described above again (although you may use the option 'Preview to Screen').