Printing an Invoice Immediately After Posting

You can print an invoice immediately after posting it.

For more information about the O/E Invoices screen, see O/E Invoices Screen.

  • Decide which report format to use for the invoices you are printing. More...

    The following invoice formats are included with Sage 300:

    • OEINV01.RPT. A "datapiped" invoice for laser printer (plain paper version).
    • OEINV02.RPT. A "datapiped" invoice for preprinted forms.
    • OEINV03.RPT. An invoice for Internet inquiries (iConnect Sales Orders).
    • OEINV04.RPT. A "non-datapiped" invoice for laser printer (plain paper version).
    • OEINV05.RPT. A "non-datapiped" invoice for preprinted forms.

    You can also use Crystal Reports to customize a format for your requirements. For more information, see Customizable Formats for Printed Order Entry Forms.

  • Check the print destination.
  • If you are planning to send these forms by email, make sure that:
    • An Email delivery method is selected in the Accounts Receivable customer record, and that the email addresses are up to date.
    • Email messages exist for these forms in Order Entry. If you need to create email messages, see Creating E-mail Messages .

    For more information about sending documents to customers by email, see Sending Order Entry Forms to Customers by E-mail.

If the Keep Transaction History option is not selected on the O/E Options screen, Sage 300 deletes information for printed invoices when you run Day End Processing in Inventory Control, preventing you from reprinting any invoices after you run Day End Processing.

Regardless of whether you keep history, however, you must print invoices before they can be cleared by Day End Processing or using the Clear History form.

To print an invoice immediately after posting it:

  1. On the O/E Invoice Entry screen, create or select an invoice, and then click Post.

    Note: You can also post and then print an invoice from the O/E Order Entry screen or the O/E Shipment Entry screen if you select the Create Invoice option before posting the order or the shipment.

  2. On the Confirmation screen that appears, make sure Invoice is selected (if you are posting an order or a shipment), and then click Yes.

    The O/E Invoices screen appears, displaying the invoice number you posted.

  3. In the Use Invoice field, type the name of the invoice form to use, or click Browse, and then select the form from the list that appears.

  4. Select a delivery method. More...

    • Print Destination. Print the invoices to your usual print destination.
    • Customer. Use the delivery method specified in each customer record in Accounts Receivable.

      If you select Customer as the delivery method, select the ID for the message you want to send with emailed documents.

      To view or edit the message for the selected ID, or to add a new email message, click the Zoom Zoom button button for the Message ID field.

  5. Select options for printing the invoice. More...

    You specify the following options, as needed:

    • Print Serial/Lot Numbers. If you use Serialized Inventory and Lot Tracking, select this option if you want the invoice to show serial numbers or lot numbers assigned to serialized or lotted items.
    • Require Shipping Labels. Select this option if you want to print a shipping label. (When you print shipping labels, you can print labels for invoices that were marked as requiring them.)

      You can print shipping labels only if you entered a number on the Totals tab for the invoice.

    • Include Backordered Items. Select this option to show backordered items on these invoices.
    • Use Custom Form. Select this option to use a custom form that does not use the report selection criteria set by this print form.

      Important! Select this option only if you are using a customized invoice form that requires it.

    • Print Kit Component Items. Select this option if you want the printed invoice to show all components in kit assemblies.
    • Print Bills of Material Component Items. Select this option if you want the invoice to show all components in assemblies that are manufactured from bills of material.
    • Retainage. Select this option if you want the printed invoice to show retainage amounts.

      Note: The Retainage option appears only if you use Project and Job Costing and have selected the Retainage Accounting option in Accounts Receivable..

  6. If you want to review the invoices before printing, or to print a test copy and verify that information is aligned correctly on a preprinted form, click Align.
  7. When you are ready to print the invoice, click Print.