AR summary invoices

Note

The summary invoice feature is only available if you have the Summary Invoice interface enabled.

Summary invoices let you group multiple invoices into a single billing invoice. This is useful when your company performs on-going work for a customer during a billing cycle. For your accounting purposes, invoices need to be entered as each job/task is performed so that you can book the revenue and keep track of the work. Your customer, however, may want to receive a single invoice for the entire month of work rather than an invoice for each individual job/task.

Summary invoices do not affect the general ledger. A summary invoice shares fields in common with transaction invoices. When a transaction invoice is linked to a summary invoice, the transaction invoice assumes the terms and due date of the summary invoice. Because linked transactions are included when summary invoices are printed, the individual transaction invoices cannot be printed from the Invoices folder.

Create a summary invoice

In the Navigation pane, highlight the Accounts Receivable > Summary Invoices folder.
Click . The New Summary Invoice window opens.
Enter the name of the Batch to include the summary invoice in. The default is the name of the last batch entered on a summary invoice.
Select the Customer to create the summary invoice for.
Enter the summary invoice Date.
In the Invoice # field, enter the invoice number to assign to the summary invoice. If the summary invoice type you assign to the invoice has an invoice scheme associated with it, ActivityHD will automatically generate this number when you enter a summary invoice type and save the summary invoice, so you can bypass this field.
In the Type field, select the summary invoice type.
Enter the PO # associated with the invoice.
The Tax Entity field is enabled if the summary type requires grouping by tax entity. Select the tax entity to group by.

Note

If a summary invoice requires grouping by tax entity, it cannot be set to "Locked" until all linked invoices have the same invoice tax entity.
In the Salesperson field, select the salesperson primarily responsible for the sale. The default salesperson comes from the customer record.
Enter a Description of the summary invoice.
In the Location field, select the customer location to associate with the invoice. The default location comes from the customer record.
If you need to prevent the summary invoice from being locked, mark the On Hold checkbox. When a summary invoice is on hold, transaction invoices can still be linked to and unlinked from it, but the summary invoice cannot be locked and thus cannot be printed.
In the Attributes field(s), enter the appropriate attribute item(s) for the summary invoice. In particular, be sure to enter values for required attributes.
In the Terms field, select the payment terms to apply to the summary invoice, if any. ActivityHD calculates the due date and discount detail and disables the Due field and Discounts table. Clear this field if you need to enter the due date and discount detail manually.
The Basis field contains the amount of the summary invoice that is subject to discount. This amount is calculated as detail lines from linked invoices are added to the summary invoice. Each line's ARCode determines whether or not the line's amount is added to the basis. If you need to override the basis amount, enter the actual discount basis amount. The override basis amount displays in purple.
If you cleared the Terms field, the Due field is enabled and the summary invoice date is loaded as the default due date. If you need to override the date, enter the date that full payment on the summary invoice is due.
If payment terms are specified on the summary invoice, the Discounts table is disabled. If you left the Terms field blank, the table is enabled so that you can specify discounts for early payment. For each discount detail line you need to add to the table, do the following:
1. In the Date column, enter the date by which payment must be received to receive the discount described on this detail line.
2. If the discount is a percentage of the basis amount, enter the discount rate in the Percent field. ActivityHD calculates the Amount for you.
3. If the discount is a flat amount, enter the discount amount in the Amount field. ActivityHD calculates the Percent discount for you.
Save the summary invoice.
Click . The Find dialog box for invoices opens with the "Ready to Summarize" filter applied.
Select the invoices to summarize on the summary invoice. You can use Ctrl and/or Shift selection to select multiple invoices.
Click OK. ActivityHD prompts you to confirm that you want to link the selected invoices to the summary invoice.
Click Yes. The invoices are loaded into the integrated Linked Invoices HD view at the bottom of the Summary Invoice window.
Save the summary invoice.

Delete a summary invoice

Link invoices to a summary invoice

You can manually link an invoice to a summary invoice from the Summary Invoice window.

You can always link an invoice to a summary invoice when:

The transaction balance is zero.
A summary type is not assigned to the customer.

The Link function helps you find valid invoices that are ready to link to a summary invoice.

Note

There is also a Link Any function available by clicking the down arrow next to the Link button or by selecting > Tools > Link Any. This function shows all unlinked invoices for the customer whether or not they match the specifications from the summary type. This is useful if there is incorrect information on the summary invoice or on the transaction invoices which is preventing matches. After you select the "partially valid" invoice, you can clean up the information on the invoice and/or summary invoice.

To link an invoice to a summary invoice:

Link an invoice to a summary invoice

In the Navigation pane, highlight the Accounts Receivable > Summary Invoices folder.
In the HD view, locate and double-click the summary invoice you need to link transaction invoices to.
Click . The Find dialog box for invoices opens with the "Ready to Summarize" filter applied.
Select the invoices to summarize on the summary invoice. You can use Ctrl and/or Shift selection to select multiple invoices.
Click OK. ActivityHD prompts you to confirm that you want to link the selected invoices to the summary invoice.
Click Yes. The invoices are loaded into the integrated Linked Invoices HD view at the bottom of the Summary Invoice window.
Save the summary invoice.

Unlink invoices from a summary invoice

Lock a summary invoice

Print summary invoices

Before you can print a summary invoice, all its linked invoices must be merged and the summary invoice must be locked.

Note

Summary invoices that are not eligible for printing are automatically excluded from the Print AR Summary Invoices wizard.

Print summary invoices

In the Navigation pane, highlight the Accounts Receivable > Summary Invoices folder.
Start the Print AR Summary Invoices wizard:
- To print all eligible summary invoices or a filtered subset of summary invoices:
  1. Right-click the Summary Invoices folder and select Select and Print from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the summary invoices.
  3. Click Next >>. ActivityHD determines which summary invoices are valid for printing.
- To print specifically selected summary invoices:
  1. In the HD view, select the summary invoices to print. You can use Ctrl and/or Shift selection to select multiple summary invoices.
  2. Click . ActivityHD determines which summary invoices are valid for printing.
Click Next >>.
On the Options tab in the Preferred Invoice Delivery section, ensure the checkbox is marked for each delivery method you want to print summary invoices for. Your options are:
- Include summary invoices with "Print" delivery option
- Include summary invoices with "Email" delivery option
If you want to send summary invoices to customers using the Email > Email to Customers feature, select the Email Defaults tab to set up the default email content. Otherwise, skip to step 11.
From the From drop-down list, select the email account from which to send the email. Your options are:
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
Use the CC and BCC fields to enter any email addresses to copy and/or blind copy on the customer emails. Separate email addresses with semi-colons.
Enter a Subject for the email. You can use keywords to customize the content of the subject line of the email. Keywords are replaced in the resulting email with the corresponding information from the summary invoices. Click here to see the keywords available for use when you customize an email for summary invoices.
If invoice attachments are enabled in Accounts Receivable, the Include Summary Invoice Attachments (Email to Customers) checkbox is visible. Mark the checkbox if you want the Include Summary Invoice Attachments checkbox to be marked by default in the Email Summary Invoices to Customers dialog which opens when you select Email > Email to Customers. If the checkbox is marked, all attachments on a summary invoice and on its linked transaction invoices will be copied to the email message.
Enter the body content for the email. You can use keywords to customize the content of the body text of the email. Keywords are replaced in the resulting email with the corresponding information from the summary invoices. Click here to see the keywords available for use when you customize an email for summary invoices.
Select the Output tab.
In the Design field, look up and select the summary invoice design to use.
In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
  - Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the summary invoices in the Crystal Reports viewer.
  - Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the summary invoices in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the summary invoices.
- - Opens a drop-down menu so that you can select whom to send the email to. Select Email to send the summary invoices to a list of recipients you specify. Select Email to Customers to send each customer a copy of their summary invoice(s).
  When you choose Email to Customers, summary invoices are attached in pdf format with file names of the form "Invoice <number>.pdf".
- - Opens the Export Report dialog so that you can save the summary invoices to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
- - Attaches a copy of the summary invoices to the corresponding summary invoice records.
When you finish printing summary invoices, click Next >>. ActivityHD instructs you to click OK in order to mark the summary invoices as printed.
Click OK. ActivityHD marks the summary invoices and reports how many summary invoices were successfully marked as printed.
Click Finish to dismiss the wizard.

Reprint summary invoices

After a summary invoice has been printed and flagged as printed, it can only be printed again using the Reprint AR Summary Invoices wizard.

Note

Summary invoices that are not eligible for printing are automatically excluded from the Reprint AR Summary Invoices wizard.

To reprint invoices using the Reprint AR Summary Invoices wizard:

In the Navigation pane, highlight the Accounts Receivable > Summary Invoices folder.
Start the Reprint AR Summary Invoices wizard:
- To reprint all eligible summary invoices or a filtered subset of summary invoices:
  1. Right-click the Summary Invoices folder and select Select and Reprint from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the summary invoices.
  3. Click Next >>. ActivityHD determines which summary invoices are valid for reprinting.
- To reprint specifically selected summary invoices:
  1. In the HD view, select the summary invoices to reprint. You can use Ctrl and/or Shift selection to select multiple summary invoices.
  2. Click the down arrow next to the Print button and select Reprint from the drop-down menu. ActivityHD determines which summary invoices are valid for reprinting.
Click Next >>.
On the Options tab in the Preferred Invoice Delivery section, ensure the checkbox is marked for each delivery method you want to reprint invoices for. Your options are:
- Include summary invoices with "Print" delivery option
- Include summary invoices with "Email" delivery option
If you want to send summary invoices to customers using the Email > Email to Customers feature, select the Email Defaults tab to set up the default email content. Otherwise, skip to step 11.
From the From drop-down list, select the email account from which to send the email. Your options are:
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
Use the CC and BCC fields to enter any email addresses to copy and/or blind copy on the customer emails. Separate email addresses with semi-colons.
Enter a Subject for the email. You can use keywords to customize the content of the subject line of the email. Keywords are replaced in the resulting email with the corresponding information from the summary invoices. Click here to see the keywords available for use when you customize an email for summary invoices.
If invoice attachments are enabled in Accounts Receivable, the Include Summary Invoice Attachments (Email to Customers) checkbox is visible. Mark the checkbox if you want the Include Summary Invoice Attachments checkbox to be marked by default in the Email Summary Invoices to Customers dialog which opens when you select Email > Email to Customers. If the checkbox is marked, all attachments on a summary invoice and on its linked transaction invoices will be copied to the email message.
Enter the body content for the email. You can use keywords to customize the content of the body text of the email. Keywords are replaced in the resulting email with the corresponding information from the summary invoices. Click here to see the keywords available for use when you customize an email for summary invoices.
Select the Output tab.
In the Design field, look up and select the summary invoice design to use.
In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
  - Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the summary invoices in the Crystal Reports viewer.
  - Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the summary invoices in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the summary invoices.
- - Opens a drop-down menu so that you can select to whom to send the email. Select Email to send the summary invoices to a list of recipients you specify. Select Email to send the summary invoices to a list of recipients you specify. Select Email to Customers to send each customer a copy of their summary invoice(s).
  When you choose Email to Customers, summary invoices are attached in pdf format with file names of the form "Invoice <number>.pdf".
- - Opens the Export Report dialog so that you can save the summary invoices to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
- - Attaches a copy of the summary invoices to the corresponding summary invoice records.
  Note
  If you attached a summary invoice to its summary invoice record when you initially printed it and attempt to attach the reprinted summary invoice, ActivityHD will advise you that there is an existing attachment named SummaryInvoice.pdf and prompts you whether to replace it or to cancel the attachment process.
When you finish reprinting summary invoices, click Finish.

Summary Invoices Listing

Purpose

The Summary Invoices Listing provides a list of the summary invoices created in Accounts Receivable.

Content

For each summary invoice included on the report, the listing shows:

batch - entry number
customer code and customer name
invoice date
invoice type
payment terms
sales tax amount
invoice amount
invoice number
PO number
invoice description
due date
salesperson
summary invoice status
invoice balance.

In addition, you can include one or more of the following:

locations, attributes, and discounts (location address; attributes and assigned values; discount date, discount percentage, discount basis, discount amount)
payments (receipt - batch entry number, receipt type, deposit ID, GL date, reference, description, payment amount)
linked invoices (for each linked invoice: batch - entry number, invoice number, customer code, description, invoice date, invoice type, customer tax category, sales tax amount, invoice amount, balance)
invoice detail for linked invoices (for each detail line: line number, ARCode, description, quantity, unit price, discount, invoice amount, cost, item tax category, whether taxable, sales account)
tax detail for linked invoices (for each tax entity: tax entity code, tax amount)
memos
timestamps
custom fields.

The following totals appear on the report:

summary invoice totals by invoice type
payment totals by receipt type.

Print the report

In the Navigation pane, highlight the Accounts Receivable > Summary Invoices folder.
Start the report set-up wizard.
- To report on all or a filtered subset of summary invoices:
  1. Right-click the Summary Invoices folder and select Select and Report > Summary Invoices Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected summary invoices:
  1. In the HD view, select the summary invoices to include on the report. You can use Ctrl and/or Shift selection to select multiple summary invoices.
  2. Click .
- To report on a particular summary invoice from the Summary Invoice window:
  1. In the HD view, locate and double-click the summary invoice to report on. The Summary Invoice window opens with the summary invoice loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Locations, Attributes, and Discounts
- Payments
- Linked Invoices. If you select this option, the two checkboxes immediately below are enabled. Mark the checkbox(es) for the type(s) of detail about the linked invoices to show on the report. Your options are:
  - Invoice Detail
  - Tax Detail
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Memos
- Timestamps
- Custom Fields (only visible if custom fields are set up)
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Summary invoices
Invoices
Invoice detail
Attributes
Tax entities
Discounts
Receipt detail

Summary Invoice Record ID

Batch

The name of the batch of summary invoices the summary invoice is included in. The default batch name is the name from the last summary invoice entered. The batch name allows you to group summary invoices for printing and reporting.

Entry #

This field defaults to the next sequential number available for the specified batch, or "1" if this is the first summary invoice in the batch.

If you need to override the entry number, you can press Ctrl+Alt+U or select > Tools > Unlock Entry # to enable the field for editing. The combination of batch name and entry number must be unique across all summary invoices.

Customer

The customer for which you are creating the summary invoice. The customer selected determines the summary invoice defaults including summary invoice type, salesperson, location, and payment terms.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Date

The summary invoice date.

Invoice #

The invoice number assigned to the summary invoice. If the summary invoice type assigned to the invoice has an invoice scheme associated with it, ActivityHD automatically generates this number when you enter a summary invoice type and then save the summary invoice; in that case, you can bypass this field. Otherwise, you can enter the summary invoice number.

Amount

The amount of the summary invoice. ActivityHD maintains this field; it cannot be modified. The amount is updated as you link invoices to the summary invoice.

Balance

The summary invoice amount minus the amount of receipts. ActivityHD maintains this field; it cannot be modified.

Status

The current status of the summary invoice. Valid statuses are:

New. A summary invoice in "New" status can be edited and invoices can be linked to or unlinked from it. A new summary invoice can be placed "On Hold". "On Hold" status allows linking and unlinking of invoices, but prevents a status of "Locked".
Locked. In order to print a summary invoice, its status must be "Locked". A summary invoice in "Locked" status cannot be edited and invoices cannot be linked to or unlinked from it. Before a summary invoice can be locked, all invoices linked to the summary invoice must merged. Only locked summary invoices can be included on AR statements. A locked summary invoice cannot be unlocked once it is included on an AR statement.
Note
If you must change a summary invoice that is on a statement, first delete the statement, then change the summary invoice's status from "Locked" to "New".

Summary Invoice tab

Summary Invoice

Type

The summary type for the summary invoice. The summary type defines how to summarize invoices.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

PO #

The purchase order associated with the summary invoice.

Tax Entity

The tax entity to group by. This field is enabled if the selected summary type requires grouping by tax entity.

Note

If a summary invoice requires grouping by tax entity, the summary invoice cannot be locked until all linked invoices have the same invoice tax entity.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Salesperson

The salesperson primarily responsible for the sale. The default salesperson is the default salesperson from the selected customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Description

A description of the summary invoice.

Location

The customer location associated with the summary invoice. The default location is the location from the selected customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

On Hold

If this checkbox is marked, prevents the summary invoice from being locked. When a summary invoice is on hold, invoices can still be linked to and unlinked from it, but the summary invoice cannot be locked and thus cannot be printed.

Attributes

A field displays in this section for each active attribute with AR usage.

[Attribute Name]

An attribute item that applies to the summary invoice. In particular, be sure to select an attribute item if this is a required attribute.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Payment Terms

Terms

The payment terms to apply to the summary invoice. The default terms are the default terms from the selected customer.

ActivityHD uses the payment terms to calculate the due date and discount detail. Clear this field if you need to enter the due date and discount detail manually.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Basis

The amount of the summary invoice that is subject to discount. This amount is calculated as detail lines from linked invoices are added to the summary invoice. Each line's ARCode determines whether or not the line's amount is added to the basis. If you need to override the basis amount, enter the actual discount basis amount. If you override the basis amount, the amount displays in purple.

Due

The date that full payment on the summary invoice is due. If you selected payment terms, this field is disabled and shows the calculated due date. If you did not specify payment terms, the due date defaults to the summary invoice date. Enter a different due date if needed.

Discounts table

This table shows the available discount(s) for early payment of the summary invoice. If you selected payment terms, the table is disabled and shows the discounts defined on the selected payment terms. If you did not specify payment terms, use the table to define the available discount(s).

Date

The date by which payment must be received to receive the discount described on the current detail line.

Percent

If the discount is a percentage of the basis amount, this is the discount rate. ActivityHD will calculate the discount amount.

Amount

If the discount is a flat amount, this is the discount amount. ActivityHD will calculate the percent discount.

Invoice Totals

Count

The number of invoices linked to the summary invoice.

Amount

The total amount of the invoices linked to the summary invoice.

Balance

The total amount of the invoices minus the amount of receipts against the invoices.

Sales Tax

The sales tax amount from the invoices linked to the summary invoice.

Gross Sale

The gross sale amount (before sales tax) from the invoices linked to the summary invoice.

Payment Totals

Count

The number of receipts associated with the summary invoice.

Payment

The total amount of payments received against the summary invoice.

Discount

The total discount amount claimed against invoices linked to the summary invoice.

Adjustment

The total adjustment amount applied to invoices linked to the summary invoice.

Linked Invoices

The Linked Invoices pane shows the AR Invoices HD view filtered to show all invoices currently linked to the selected summary invoice.

Double-click a row in the pane to drill down to its record in the Invoice window.

To link an invoice to the current summary invoice, click and then select Link to link to an invoice for the selected customer, or select Link Any to link to an invoice for any customer.

To unlink an invoice from the current summary invoice, select it in this pane and click .

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Invoice Detail tab

The AR Invoice Detail pane shows the AR Invoice Detail HD view filtered to show all invoice detail lines for the selected summary invoice.

Double-click a row in the pane to drill down to its record in the AR Invoice Detail window.

Invoice Tax Detail

The AR Invoice Tax Detail pane shows the AR Invoice Tax Detail HD view filtered to show all invoice tax detail lines for the selected summary invoice.

Double-click a row in the pane to drill down to its record in the AR Invoice Tax Detail window.

Receipts tab

The Receipts pane shows the Receipts HD view filtered to show all receipts for the selected summary invoice.

Double-click a row in the pane to drill down to its record in the Receipt window.

Receipt Detail tab

The Receipt Detail pane shows the Receipt Detail HD view filtered to show all receipt detail lines for the selected summary invoice.

Double-click a row in the pane to drill down to its record in the Receipt Detail window.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected summary invoice.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Note

You cannot delete an attachment that is designated as the primary attachment. If you need to delete a primary attachment, you must first set the Attachment field to "<blank>", save the record, and then go to the Attachments tab to delete the attachment.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

In addition, the Printed section shows the user, date, and time of summary invoice printing, the primary attachment to the summary invoice, and the current state of the "Printed" flag. (The actual printed summary invoice can be viewed from the Attachments tab.)

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Extras\Accounts Receivable\Import AR Summary Invoices.xls

Common accesses available on summary invoices

Access	A user with this access can...
Change	Use the mass change action on summary invoices.
Change Logs
Custom Fields	Create and edit custom fields for summary invoices.
Data	Have read-only access to summary invoices from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete summary invoices.
Edit	Edit summary invoice records.
Export	Export summary invoice records from ActivityHD.
Import	Import summary invoice records into ActivityHD.
New	Create new summary invoice records.
Read	Have read-only access to summary invoice records.
Report	Run reports with summary invoice information.
Report Designs	Create and edit report designs with summary invoice information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to summary invoices.
Shared Filters	Create and edit shared filters on summary invoices.
Visible	View the Summary Invoices folder in the Navigation pane.

Special accesses available on summary invoices

Access	A user with this access can...
Print	Print summary invoices.
Reprint	Reprint summary invoices.

The following built-in filters are available for summary invoices:

Filter Name	Effect
Ready to Email	Lists summary invoices with a print status of "Ready" and invoice delivery type of "Email".
Ready to Print	Lists summary invoices with a print status of "Ready" and invoice delivery type of "Print".
Ready to Print/Email	Lists summary invoices with a print status of "Ready".

From

The email account from which the summary invoice email will be sent. This field defaults from the From field of the Email Defaults tab.

This field is disabled.

The email address(es) to which the summary invoice email will be copied. This field defaults from the CC field of the Email Defaults tab.

BCC

The email address(es) to which the summary invoice email will be blind copied. This field defaults from the BCC field of the Email Defaults tab.

Subject

The subject of the email. This field defaults from the Subject field of the Email Defaults tab. You can use keywords to customize the content of the subject line of the email. Keywords are replaced in the resulting email with the corresponding information from the summary invoices. Click here to see the keywords available for use when you customize an email for summary invoices.

Include Summary Invoice Attachments

Mark this checkbox to copy all attachments on a summary invoice and on its linked transaction invoices to the email message. The state of the checkbox defaults from the Include Summary Invoice Attachments checkbox of the Email Defaults tab.

[Email body]

The body content of the email. This field defaults from the body field of the Email Defaults tab. You can use keywords to customize the content of the body of the email. Keywords are replaced in the resulting email with the corresponding information from the summary invoices. Click here to see the keywords available for use when you customize an email for summary invoices.

AR invoice email keywords

The following keywords are available for use in the subject and body of email produced in the Print/Reprint Invoices process for attaching invoices:

<CUSTOMER NAME>	<INVOICE DATE MONTH>	<DUE DATE YEAR>
<CUSTOMER CODE>	<INVOICE DATE MONTH NAME>	<MERGE #>
<ADDRESS NAME LINE 1>	<INVOICE DATE DAY>	<TERMS CODE>
<INVOICE #>	<INVOICE DATE YEAR>	<TERMS DESCRIPTION>
<INVOICE DESCRIPTION>	<DUE DATE>	<CUSTOMER PO #>
<INVOICE AMOUNT>	<DUE DATE MONTH>	<ATTRIBUTE ITEM CODE attribute name>
<INVOICE BALANCE>	<DUE DATE MONTH NAME>	<ATTRIBUTE ITEM DESCRIPTION attribute name>
<INVOICE DATE>	<DUE DATE DAY>

AccountingWare, LLC

6224 34th Street

Lubbock, TX 79407

806.687.8500 | 800.354.7152

AR summary invoices

Create a summary invoice

Link an invoice to a summary invoice

Print summary invoices

Summary Invoices Listing

Purpose

Content

Print the report

Data extensions

Summary Invoice Record ID

Summary Invoice tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Invoice Detail tab

Invoice Tax Detail

Receipts tab

Receipt Detail tab

Notes tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

Summary invoices security

Common accesses available on summary invoices

Special accesses available on summary invoices

Summary invoice filters

Email Summary Invoices to Customers

AR invoice email keywords

AR invoice email keywords