(This function is only available if you have the Events Manager installed.) It is used to find Attendees with Charges not yet invoiced, and to produce those invoices in one batch to save time. You are first asked the full Attendees Selection Criteria, with the assumption already made that you want only Attendees not Cancelled. You may choose to only select Attendees from a given Event that are now due for Invoicing, or you could simply press [Find] and see all outstanding amounts.
The list of Attendees with at least one Charge item not invoiced is displayed to screen as normal for you to Select or simply click [√] to progress to the next stage.
The system then creates the relevant invoices - a stage that make take a little while if it is a long list. Once Done, it asks ‘Check the invoices before printing?’ - usually you would want to do so. The list of invoices is displayed on screen. You might click on the first and then scroll through them using the Next Record button, or you could 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 [√] the list of invoices, 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 below.
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’).