How To Print Transaction Attachments

You can use the Print Receivables Transactions process to print attachments to Receivables transactions along with the transactions. You can print attachments belonging to your invoices, debit memos, credit memos, and chargebacks.

Note: You can only print attachments in PDF format that are attached to the transaction header.

Settings That Affect Printing Attachments with Transactions

Complete these settings to print attachments with transactions:

• Preferred Delivery Method: Set the Preferred Delivery Method field to Paper or Email in the profile of each customer account or site that you want to print attachments with customer transactions. The setting at the account level affects all sites belonging to the customer account.

• Attachment Categories: In the Manage Attachment Categories page, create attachment categories for each type of document that you want to attach to and print along with transactions. For example, you can create attachment categories such as Item Descriptions, Explanation of Charges, Company Contacts, or Additional Information.

  Use these settings in the Manage Attachment Categories page for each attachment category you create:

  • Category Name: For example, EXP_CHARGES

  • User Name: For example, Explanation of Charges

  • Module: Transactions (Module Key = FinArTransactionsMain)

  • Description: For example, Document that explains the charges on transactions.

  • Entity Name: RA_CUSTOMER_TRX_ALL

  • Display Name: Transaction Header

• Lookup Type: In the Manage Standard Lookups page, create the lookup type to print attachment categories called AR_PRINT_ATTACHMENT_CATEGORIES.

  Use these settings in the Manage Standard Lookups page for the lookup type:

  • Lookup Type: AR_PRINT_ATTACHMENT_CATEGORIES

  • Meaning: Categories of Attachments to be Printed

  • Description: Specifies the categories of attachments to be printed by the Print Receivables Transactions process.

  • Module: Transactions (Module Key = FinArTransactionsMain)

  • Lookup Configuration Level: User

• Lookup Codes: Create lookup codes under the AR_PRINT_ATTACHMENT_CATEGORIES lookup type for each attachment category that you created.

  Use these settings for the lookup codes:

  • Lookup Code: Attachment category name

    Note: The attachment category name and lookup code must match exactly.

  • Enabled: Yes

  • Start Date: Date this lookup code is active.

  • Meaning: User-defined explanation of the lookup code/attachment category.

  • Description: Optional description of the lookup code/attachment category.

• Generate Bill: Set the Generate Bill option to Yes for all transactions that you want to print with their PDF attachments.

How Attachments Are Printed

When you run the Print Receivables Transaction process, the process prints attachments to transactions that satisfy these criteria:

• The attachment is in PDF format.

• The attachment is attached to the transaction header.

• The preferred delivery method setting on the related customer profiles is Paper or Email.

• The attachment category is defined as an active lookup code of the AR_PRINT_ATTACHMENT_CATEGORIES lookup type.

You print four invoices with the following attachments:

• Invoice 1000:

  • Header level: Attachment A, PDF file, Category is Additional Information to Customer (category name ADDITIONAL_INFO)

  • Line level: Attachment B, PDF file, Category is Explanation of Charges (category name EXP_CHARGES)

• Invoice 1001:

  • Header level: Attachment C, PDF file, Category is Explanation of Charges (category name EXP_CHARGES)

  • Line level: Attachment D, PDF file, Category is Customer Transactions

• Invoice 1002:

  • Header level: Attachment E, PDF file, Category is Internal Notes

  • Line level: Attachment F, PDF file, Category is Additional Information to Customer (category name ADDITIONAL_INFO)

• Invoice 1003:

  • Header level: Attachment G, .txt file, Category is Additional Information to Customer (category name ADDITIONAL_INFO)

A run of the Print Receivables Transactions process will print the four invoices with the following attachments:

• Invoice 1000 with Attachment A

• Invoice 1001 with Attachment C

• Invoice 1002 with no attachment

• Invoice 1003 with no attachment