Send Invoices

Explanation

This activity is used to send invoice messages to customers using EDI, MHS or E-INVOICE media code.

Prerequisites

Media Code Used Prerequisites
EDI or MHS
  • A customer invoice of the state Preliminary must exist.
  • The Default check box must be selected in the Customer/Message Setup tab for a row with the INVOIC message class.
E-INVOICE
  • Extended Server must have been installed.
  • A customer invoice of the state Preliminary must exist.
  • The Default check box must be selected in the Customer/Message Setup tab for a row with the message class INVOIC.
  • E-INVOICE must be selected as the media code for a row in the Customer/Message Setup tab.
  • A person record must have been entered in the Person window for the user ID that is used to log into IFS Applications at the time of carrying out this activity.
  • Information must have been entered for the company in the Company/Invoice/Document Management tab.

System Effects

As a result of this activity, the following system effects would take place.

Media Code Used System Effect
EDI or MHS
  • An invoice message is sent to the customer.
  • Vouchers for the invoices sent are created and transferred to the Hold Table in IFS Accounting Rules.
E-INVOICE
  • An invoice message is sent to the customer.
  • Vouchers for the invoices sent are created and transferred to the Hold Table in IFS Accounting Rules.
  • The status of the invoice will change to PostedAuth (unless one or more posting and/or send errors occur, in which case, the status of the invoice would be Printed.
  • The send status of the invoice will change to Transferred, and the date and time at which the invoice was sent will be automatically entered in the Sent Time field in the Sent Invoices window. (Note: If the system is unable to send the invoice to IFS/Connect, the send status would be Error and the invoice will be displayed in the Customer Invoices with Errors window.)
  • An invoice image will be created and checked into IFS/Document Management based on the information specified in the Company/Invoice/Document Management tab.
  • If any attachments were connected in the Send Invoices dialog box, they will be saved in IFS/Document Management or in IFS/Invoice (i.e. if IFS/Document Management is not installed).

The sending invoice(s) would be carried out as a background job if it is performed from the Print Invoice window.

Window

Print Invoice
Instant Invoice
Print Customer Invoices

Related Window Descriptions

Print Invoice
Instant Invoice
Print Customer Invoices
Send Invoices

Procedure

To send invoices with EDI or MHS media code,

  1. Open the Print Invoice window. Populate the window or query for the invoice(s) you want to send.
  2. Select the invoice(s) you want to send, right click and click Send to open the Send Invoices dialog box.
  3. Select the Print Invoice Document check box if you want to create the invoice(s) being sent in the Report Archives.
  4. Click OK.

To send invoices with E-INVOICE media code,

  1. Open the Print Invoice window. Populate the window or query for the invoice(s) you want to send.
  2. Select the invoice(s) you want to send, right click and click Send to open the Send Invoices dialog box.
  3. Change the value selected for the Media Code field if required. (Note: This is possible if you have selected only one invoice to be sent. If you change the media code, carry out steps 3 and 4 of the procedure to send invoices with EDI or MHS media code after this step.)
  4. Select the Add Invoice Connected Objects check box if you want the documents connected to the invoice(s) in the Instant Invoice window to be sent with the invoice(s).
  5. If you want any document(s) that is not already connected to the invoice(s) to be sent, click Add to browse for it and include it in the invoice message.
  6. Click OK.

Note: You may click the Print/Send right mouse button option instead of Send in step 2. This right mouse button option is enabled only if the invoices you have selected to be sent include the invoices of customers for whom no information is entered in the Customer/Message Setup tab as well as that of customers for whom information is entered in the Customer/Message Setup tab. As a result, the invoices of customers for whom no information is entered in the Customer/Message Setup tab will be printed, and the system effects mentioned above will take place with regard to the other invoices selected.

To send an invoice from the Instant Invoice window, use the relevant procedure out of the two procedures cited above (i.e. depending on the media code). However, it is possible to send only one invoice at a given time from the Instant Invoice window.