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Accounts receivable

Print customer invoices and statements

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, set the AR date to that future date or beyond (
Change AR Date
 window). If the AR date is before the invoice date, the application won't print the complete invoice.

Print multiple invoices and/or statements

  1. Select
    File
    , then
    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
      Enter Invoices
       screen or assessed with the
      Assess Finance Charges
       screen.
    2. Select 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. Select the plus (+) sign next to each customer to print their invoices. The grid expands to display the list of invoices, credit memos, and finance charges available to print for each customer.
    5. Select the checkbox next to each invoice you want to print.
  3. Select the statements to print.
    1. Select 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, select the plus (+) sign next to a client to display the list of customers with statements that are available to print.
    5. Select 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. Select
    Print Selected
     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 select
    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, select
      Yes
      .
    • If any of the invoices didn't print correctly, select
      No
      . Accounting CS opens the Document Printing Confirmation dialog. Select the checkbox next to each invoice that didn't print correctly and select OK. The application returns the invoices to the Unprinted status so that you can reprint them.

Print individual invoices

  1. Select
    Actions
    , then
    Enter Invoices
    .
  2. Select the appropriate client from the client selection field.
  3. Enter a new invoice or find the invoice that you want to print..
    • In the
      Rapid
       tab, locate the row for the transaction in the grid, and then select the column.
    • In the
      Detail
       tab, use the buttons to locate the transaction.
  4. Select
    Print
     to open the
    Print
     window, 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.

This article applies to:

  • Product: Accounting CS,Accounting CS Client Access

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