Using Invoice Posting

Batch posting allows for the invoices to be posted to customer balances in a batch vs. real-time when printing the invoice.

Batch Invoicing must first be enabled in Receivables Options in order for the Post Invoices To A/R option to work. If batch invoicing is enabled, invoices do not appear in accounts receivables (AR) until this routine is run.

When set to batch posting, the “invoiced” order can still be viewed in Sales Orders, Order Control, and Shipping and are available in Dispatching and the other reports that are "order" based vs. invoiced based.

Invoice posting can be run as part of the Close End of Day process. If EOD's are run at the end of each day, the invoice activity report would be the listing of invoices issued for the day. Otherwise, the user would need to print the invoice register for the period or range of dates.

Note: Batch Invoicing must first be enabled in Receivables Options in order for the Post Invoices menu option to work. If batch invoicing is enabled, invoices do not appear in Accounts Receivable until this routine is run.

1. If batch invoicing is not enabled, the message line displays "Option not available for Real-time Invoicing!!! Press Space Bar"

2. If the system cannot locate any Invoices, the message line displays “No invoiced orders found!!! Press Space Bar”.

3. If Trace,reporting is activated in Interface Options, The message line will display "Locating Trace Documents ... Please wait" to indicate that the system is locating all XML Import Trace Documents that do not have a status of Imported.another message line will display "Waiting while Trace returns the status on XX Invoices XX seconds remaining" to indicate how many invoices need to have their status updated.The system will automatically update the status of each invoice prior to posting the invoice to the accounts receivables. See Trace Overview for more information

Another message line will display "Waiting for acknowledgement of receipt of XX Invoices XX seconds remaining" to indicate how many invoices need to be sent to the Trace system

• Process Status - Either Connecting if trying to connect to the website or Connected indicating a connection has been made
• Order Number - indicates the order number being processed
• Document Status - The initial status is Uploading to indicate the file is being sent to the Trace website. After sending the file, the system will look for an updated status from Trace. The document should come back with a Received status. See Using Trace for the other possible document statuses.

4. If invoices are found to post,the Invoiced Orders selection box will appear with the following information:

• RT - Route used to ship the invoice
• Invoice - The invoice number for the shipment
• Order - The Order Number for the shipment
• Cust - The Ship-to Customer iD
• Date - The ship date
• Type - The sales Order Type
  • OR = Sales Order
  • CR = Credit Order

• Pay - If the terms type is set to Order a "Y" will display to indicate the invoice will automatically be marked as paid when posted
• Posting Issues- Posting issues will occur when an invoice cannot post due to:the following
  • EDI Item UPC missing - an EDI invoice cannot be generated due to an Item not having a UPC code defined for the customer in Item Alias or Item Alias Group. See EDI for more information
  • Next Day Tracking Number Missing - If using Next Day Freight Tracking with UPS, FedEX or DHL the invoice will not post if the Invoice does not have a tracking number assigned by the next day freight carrier. See Next Day Freight for more information.

Select one or more invoices by using the arrow keys to move to the line containing the invoice you want to select. You may also use the F9 key to select all invoices and credit invoices in the table to post--EOD will post all invoices. Press F10 to finish selection. The invoices are now posted.

Note: If the terms type for the invoice is set to yes for auto pay, the invoice(s) will also be marked as paid when the invoice is posted.

If the terms type for the invoice is set to auto pay, an Auto Cash Application report will print the following information:

• Date – The date of the invoice
• Inv – The invoice number
• Order – The order number
• Cust – The customer code ID
• Name – The customer name
• Cash – The cash reference number
• Cust – The customer bill to name
• Invoiced Amount – The dollar amount that was invoiced
• Unapplied Cash – The dollar amount of unapplied cash associated with the invoice
• Total Cash – The total cash applied.

Use the Available Actions link for more information.

Security Required : Receivables - Invoice Posting