Invoice Batch Posting

Batch Posting

Overview

Batch Posting is a 2-step process that will

1. Post a batch of invoices to the accounting system
2. Process your newly posted invoices by printing and emailing to your customer.

Batch Post

Opening the screen will display all invoices (freight bills) that are ready to be posted.

The top of the screen shows filters that you may set to isolate invoices by customer, manifest, division, or for a range of invoice dates.  At the bottom of the screen are filters for invoices to customers what either want Summary Invoices or do not want Summary Invoices.  This setting is in the Customers > Sales / Invoicing tab for each customer.

Check the Set Posted Bills to Delivery Complete to automatically advance the freight bill status to Completed once Posted.

MRD - Missing Required Documents - This indicates that the yellow highlighted lines are missing one or more images required before sending the invoice to the customer.  Setting required document images is done in the Customers > Sales Invoicing tab for each customer. 

Invoice button - Click to open the invoice.
Post checkbox - Check this box to select the invoice for posting.
Bill To Customer
Invoice #
Invoice Date
Delivery Date
Summary - This is the Summary # that may have been assigned from the Freight Billing > Search button > Assign to Summary button.  You would use this to group a specific group of invoices to be on a Summary Invoice.
# Printed - This is the number of times that invoice has already been printed.
Hld - If this box is checked, the Invoice is ON HOLD. 
MRD - If this box is checked, the Invoice is Missing Required Document images.
Manifest - This displays the delivery manifest number this bill is on.  The field shows in 3 different colors.

• Plain background - The bill is on the manifest but has not yet moved.
• Green - The manifest is Enrouted but not yet Completed.
• Red - The manifest is Completed.

Procedure

1. Decide what invoices you want to post by setting your filters at the top.  Some of the columns are sortable by clicking on the column header.
2. Click the Select All button in the bottom left.
   • Any line that has the Hld or MRD box checked will not be selected automatically.
   • You may override either checkbox by unchecking it, and then checking the Post checkbox to queue that line for posting.
3. Click the Post Selected Transactions button.  This will attempt post each invoice that has the Post checkbox checked.  The results will be displayed showing if any were not posted.  Reasons for not posting might include, no Bill To Customer or no revenue on the bill.

After posting, the Process Batch screen will appear.  This is summarized list of each customer that had invoice posted in the previous steps.

Note: You can also skip the above steps and click the Process Batch button to go directly to this screen and review or re-process any previous batches.

A Batch No. will be assigned to this batch of posted invoices, with the user name and date of the batch creation. Drop down to see previous batches that may be selected for reprocessing.
Email Body - This will be the body of the email sent to each customer.  You can edit that for this batch or permanently set it in the Setup > Company Setup > Customer Messages - InvoiceEmailBody option.
Select checkbox - These will be automatically checked when the screen is opened after posting.
Individual - This is the invoice print style selected for this customer.  You may change here or in the Customers > Sales / Invoicing tab for each customer.
Summary - If this is a Summary Invoice customer, this will be the summary invoice print style.
Custom - This will be disabled unless you have a Custom Invoice Print routine that created by Artronix.
Delivery - Determines if the invoice will be printed or emailed.

• E-Mail - You must have one or more email addresses preset in the Customers > Contact Information tab with the Email Invoice checkbox checked.
• Print - These will print to your printer using the saved print selections that you last used when printing an invoice individually in the Freight Billing > Print button.

Click the Process Invoices to print and email your invoices.  You may recall this batch, check the Select checkbox, and reprocess these invoices anytime.

Print Options

This tab contains the printing selections for Summary Invoice printing. 

Select the Batch No or Beginning and Ending Summary invoice numbers.

Set your print options for your specific needs.  Click the Print button to print your selected summary invoices.

Messages

This is a legacy option that was more relevant back in the days when you might print multiple copies of an invoice (i.e. Customer Copy, Office Copy, etc.).  This option will be removed in a future release.