26 Print Invoices

This chapter contains the topic:

26.1 Printing Invoices

You use the Invoice Print (P48504) program to print draft or final invoices for your customers. The timing of when you print these invoices, determines the draft or final status. If you print invoices before you create Accounts Receivable invoices (Create A/R and G/L Entries, P48199), the invoices are draft invoices. If you print invoices after you create the A/R invoices, the invoices are final invoices.

The system allows you to print draft invoices to allow project or account managers to verify the accuracy of invoice information prior to mailing the invoice to a customer, using the information from the Billing Workfile (F4812).

If you find errors, you can make corrections to the invoice, usually without having to delete the entire batch of invoices.

You can print final invoices to send to a customer for goods or services rendered. Printing final invoices or reprinting an invoice retrieves invoice information from Billing Workfile - History (F4812H).

JD Edwards World recommends that you print the final invoices for the customer after you create A/R and G/L entries and post the invoices to A/R. To ensure that the information on the invoice matches the invoice information in the Accounts Receivable Ledger (F0311), print invoices after the A/R information is processed.

Caution:

If you print final invoices prior to completing creating and posting the A/R invoices, you run the risk of inadvertently modifying the invoice information that you printed and mailed to the customer.

You can use the following methods to print invoices:

Method Procedure
Automatically You can print invoices for your customers as you generate invoices. Use this method to print invoices in a batch during invoice generation.
Manually You can print invoices after you generate them. When you use this method, you can:

  • Print invoices from any existing batch

  • Reprint batches that include revised invoices

  • Print invoices that have completed the billing process with workfile transactions in history

Navigation

From Contract Billing Processing (G52), choose Invoice Generation

From Invoice Generation (G5221), choose Print Invoices (P48504)

After you create an invoice batch, you can print the invoices. You use the following methods to control the layouts that the system uses to print invoices:

  • Key Type and Table Key fields on Format Cross Reference (P4858) to specify a default layout

  • Invoice Format field on Contract Master Revisions (P5201) to assign a layout for a specific contract

If you have not specified an invoice layout for a contract, the system uses the key type and table key combination that you have defined on Format Cross-Reference to determine the invoice layout to print. The system uses the following hierarchy to search for layouts:

  • Work order (SBL)

  • Work order class (WR07)

  • Contract number (DOCO)

  • Parent contract number (PCTN)

  • Customer (AN8O)

  • Job number (MCU)

  • Job class (RP11)

  • Company number (CO)

26.1.1 Before You Begin

  • Define invoice layouts

  • Assign a key type and table key combination to an invoice layout on Format Cross-Reference or assign an invoice format code to a contract on Contract Master Revisions

You can access Format Cross-Reference from within Invoice Layout Revisions (P4850)

  • Create invoices automatically or manually

To print invoices

On Print Invoices

Figure 26-1 Print Invoices screen

Description of Figure 26-1 follows
Description of ''Figure 26-1 Print Invoices screen''

  1. Enter the batch number that contains the invoices to be printed.

  2. Place the cursor in the following field:

    • Version

  3. Choose Field Sensitive Help (F1).

    The system displays DREAM Writer Selection List.

    Figure 26-2 DREAM Writer Selection List screen

    Description of Figure 26-2 follows
    Description of ''Figure 26-2 DREAM Writer Selection List screen''

  4. On DREAM Writer Selection List, choose Select Value (Option 4) for a specific program version.

    After you enter the information, the system displays the version number you selected in the Version field on Print Invoices. If you do not specify a version in the Version field on Print Invoices, the system runs version ZJDE0001.

    Note:

    The value for the invoice type in the processing option for the ZJDE000l program might not correspond to the value indicated in the DREAM Writer title. If you need to change the invoice type for the print program, you can access this processing option when you select Print Invoices. Choose the Versions List function (F8) and then select Change (Option 2) for the version.

  5. Choose Submit Batch (F6).

    The system displays the message Verify Invoice Print Submission.

  6. Choose Submit Batch again.

26.1.2 What You Should Know About

Topic Description
Locating a batch number If you do not know the batch number for the invoices you want to print, you can locate the batch in Batch Review (P48221) or you can locate it Print Invoices.

1 – Place the cursor in the following field: Batch Number

2 – Choose Field Sensitive Help (F1). The system displays Batch Selection Window.

3 – On Batch Selection Window, complete the following field: User ID If you enter an asterisk in the User ID field, all batches created by all users are displayed, regardless of the batch activity status. The most current batch is displayed last.

4 – Choose Select (Option 4) for a specific invoice batch. The selected batch number is displayed in the Batch Number field on Print Invoices.
Invoice types The invoice type in the processing option for Print Invoices must correspond to the invoice type for the layout design you assign to the invoices

If the invoice types do not match, the system cannot print the invoices.
Printing selected invoices in a batch You can print selected invoices rather than an entire batch. To do this, use the data selection for the DREAM Writer version that you specify on Print Invoices. For example, you can limit the print selection to a business unit or an invoice number.
Printing invoices from multiple batches You can use the Restricted Global Invoice Print program (P48506G) on the Contract Billing Advanced Operations menu to print selected invoices or all invoices from multiple batches.