Printing customer invoices

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To print customer invoices and statements for multiple clients, use the Print Accounts Receivable Forms screen. To print invoices for a single customer, use the Enter Invoices screen.

Regardless of which method you use to print accounts receivable forms, you must select a layout. If you selected layouts in the Invoice layout and Statement layout fields in the Forms Processing section of the Setup > Clients > Accounts Receivable tab, the application automatically selects those layouts for you.

Note: When printing invoices with a future date, you must set the AR date to that future date or beyond (via the Actions > Change AR Date dialog). If the AR date is before the invoice date, the application will not print the complete invoice.

Printing multiple invoices and/or statements

  1. Choose File > Print Accounts Receivable Forms.
  2. Select the invoices to print.
    1. When you open the Print Accounts Receivable Forms screen, the Invoices tab is selected by default. Items listed in this tab were entered in the Actions > Enter Invoices screen or assessed via the Assess Finance Charges screen.
    2. Click the plus (+) sign next to a client to display the list of customers for whom unprinted invoices, credit memos, and finance charges have been created.
    3. In the Layout column, verify that the appropriate AR form layout is selected for the client.
    4. Click the plus (+) sign next to each customer for whom you want to print invoices. The grid expands to display the list of invoices, credit memos, and finance charges available to print for each customer.
    5. Mark the checkbox next to each invoice that you want to print.
  3. Select the statements to print.
    1. Click the Statements tab.
    2. Select the date to use as the statement date for the printed statements. The Statement activity date range uses this date to determine the activity range end date.
    3. Select the date range for which the print the statement activity.
      • Month-to-date: includes activity for the month-to-date based on the date selected in the Statement date field. The date range fields display the first day of the month and the date selected in the Statement date field.
      • Quarter-to-date: includes activity for the quarter to date based on the date selected in the Statement date field. The date range fields display the first day of the quarter and the date selected in the Statement date field.
      • Year-to-date: includes activity for the year to date based on the date selected in the Statement date field. The date range fields display January 1 of the current year and the date selected in the Statement date field.
      • Prior year month-to-date: includes activity for the month to date for the prior year based on the date selected in the Statement date field. The date range fields display the first day of the month for the prior year and the date selected in the Statement date field for the prior year.
      • Prior year quarter-to-date: includes activity for the quarter to date for the prior year based on the date selected in the Statement date field. The date range fields display the first day of the quarter for the prior year and the date selected in the Statement date field for the prior year.
      • Prior year year-to-date: includes activity for the year to date for the prior year based on the date selected in the Statement date field. The date range fields display January 1 of the prior year and the date selected in the Statement date field for the prior year.
      • Custom Range: includes activity for the dates you select in the date range fields.
    4. In the Statements grid, click the plus (+) sign next to a client to display the list of customers with statements that are available to print.
    5. Mark the checkbox next to each statement to print.
  4. As you select invoices and statements to print, the application updates information at the bottom of the screen to display the total number of invoices and statements selected to print and the total amount for all selected invoices and statements. Verify the information in these fields.
  5. Click the Print Selected button to open the Print dialog, where you can select print options for the selected invoices and statements.
  6. If one or more of the selected invoices has a blank reference number, Accounting CS opens the Confirm Next Reference Numbers dialog. Specify the next reference number to use for the affected clients, and then click OK.
  7. After the application prints the invoices and statements, it displays a message prompt asking if all invoices printed successfully.
    • If all invoices did print correctly, click Yes.
    • If any of the invoices did not print correctly, click No. Accounting CS opens the Document Printing Confirmation dialog. Mark the checkbox next to each invoice that didn't print correctly and click OK. The application returns the invoices to the Unprinted status so that you can reprint them.

Printing individual invoices

  1. Choose Actions > Enter Invoices.
  2. Select the appropriate client from the client selection field in the upper-right corner of the screen.
  3. Enter a new invoice or Locate the invoice that you want to print..
    • In the Rapid tab, locate the row for the transaction in the grid, and then click the column to the left of the Type column to select that row.
    • In the Detail tab, use the Navigation buttons buttons to locate the transaction.
  4. Click the Print button to open the Print dialog, where you can select print options for the selected invoice.
  5. After the application prints the invoice, it displays a message prompt asking if all invoices printed successfully.
    • If the invoice did print correctly, click Yes.
    • If the invoice did not print correctly, click No. Accounting CS opens the Document Printing Confirmation dialog. Mark the checkbox next to the invoice and click OK. The application returns the invoice to the Unprinted status so that you can reprint it.

Related topics

Accounts Receivable service overview

Entering customer invoices

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