Invoice schemes

Create an invoice scheme

1. In the Navigation pane, highlight the Accounts Receivable > Setup > Invoice Schemes folder.
2. Click . The New Invoice Scheme window opens.

   

3. Enter a unique Code for the invoice scheme. Shorter codes facilitate faster data entry.
4. Enter a Description of the invoice scheme.

5. In the Prefix field, specify any text to print in front of the invoice number.

   Example

   To differentiate credit invoices from other invoices, you could prefix the invoice numbers with "CR".

6. In the Display Digits field, enter the number of digits to use for invoice numbers (1-10). If the actual invoice number contains fewer digits than specified here, leading zeros are used to fill out the invoice number.

   Example

   If you specify 6 digits here and the invoice number is 543, the invoice shows 000543.

7. The Last Number field tracks the last invoice number that was used for the scheme. For a new invoice scheme, the value defaults to 0. If you need to start numbering at a different point, enter an appropriate last number.
8. In the Assignment field, select when invoice numbers for this scheme are to be assigned. Your options are:
   • Merge. Invoice numbers are assigned when invoices are merged.
   • Entry. Invoice numbers are assigned when invoices are entered.
9. If you want to allow invoice numbers from this scheme to be overridden with a manual entry, mark the Allow Override checkbox. Invoice numbers cannot be manually overridden once the invoice is merged. If you do not mark this checkbox, the Invoice # field on invoices is not editable.
10. Save the new invoice scheme.

Invoice Schemes Listing

Purpose

The Invoice Schemes Listing provides a list of the invoice schemes defined in your system.

Content

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

• invoice scheme code
• description
• prefix
• number of display digits
• last invoice number used
• when the invoice number is assigned
• whether the assigned invoice number can be overridden.

The following total appears on the report:

• record count.

Print the report

1. In the Navigation pane, highlight the Accounts Receivable > Setup > Invoice Schemes folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of invoice schemes:
     1. Right-click the Invoice Schemes folder and select Select and Report > Invoice Schemes Listing from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the data.

        

   • To report on specifically selected invoice schemes:
     1. In the HD view, select the invoice schemes to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular invoice scheme from the Invoice Scheme window:
     1. In the HD view, locate and double-click the invoice scheme to report on. The Invoice Scheme window opens with the invoice scheme loaded.
     2. Click .
3. Select the Options tab.

   

4. To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
5. Mark the checkbox(es) for the additional information to include:
   • Timestamps
   • Memos
   • Custom Fields (only visible if custom fields are set up)
6. Select the Output tab.
7. 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).
From
The email account from which to send the email. Valid 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.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extension is available for the report:

• Invoice schemes