Understanding the Invoice Print Version Cross Reference Program

When you print invoices, the system can use the information that you define in the Invoice Print Version Cross Reference program (P48S58) to identify the invoice print version that the system uses for printing each invoice within a batch of generated invoices. An invoice print version consists of an application, Invoice Print with Smart Fields (R48507), a version of that application, and an invoice type. You can use either of these two methods to set up information in the Invoice Print Version Cross Reference program:

• You can assign combinations of key types and table keys to an invoice print version.

  The system matches the information that you assign with the values of the billing transactions that make up individual invoices. For example, assume that you want to set up a particular invoice print version to print invoices for a specific customer. You would choose a key type and table key combination that indicates a specific customer, and then assign that combination to the invoice print version. When the system prints invoices, it searches for all invoices that belong to that customer and prints them using the specified invoice print version. The table key that you use must correspond to the key type. Using the previous example, if you enter a key type of Customer, you must enter a valid customer number in the table key.

  The system uses this hierarchy to search for invoice print versions:

  • Work order number

  • Work order class

  • Contract number

  • Parent contract number

  • Customer

  • Job or business unit

  • Job class

  • Company number

• You can assign invoice format codes to an invoice print version.

  The system uses these codes to determine which invoice print version to use to print each invoice, based on the invoice format codes that are stored for each invoice in the Invoice Summary Work File table (F4822) or, for Contract Billing only, in the Contract Master table (F5201). When you create a format code, the system supplies the default values of 9 to the Key Type field and *ALL to the Table Key field. For example, you might assign an invoice format code (FORMAT) to a specified invoice print version, XJDE0005, type D. When you print invoices, all selected invoices that have FORMAT stored in the invoice format code field are printed using version XJDE0005, invoice type D.