Invoice Printing

The instructions in this article relate to Invoice Printing (Preview). The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

Invoice Printing (Preview) is for printing invoices using Report Distribution for a specific debtor account, including owner and second debtor accounts as well as from GLMax. Invoices can be created using Debtor Invoice or Scheduled Debtor Invoices. 

Security Setup

Access to Debtor Invoices (Preview)  can be configured by allowing access to Invoice Entry in Security Setup.

The other areas to consider for access include: Debtor invoice configuration, Print Invoices, Print Invoices for second debtors, Scheduled Debtor Invoices, Invoice Entry Edit and Reverse, Invoice Entry notes, View invoice notes.

Invoice Printing

To print an Invoice, this can be completed at entry stage from Debtor Invoice icon using the Save and Print button, or from Invoice Printing which will open the Debtor Invoice Report Distribution screen. 

1. Search or select Invoice Printing.
2. Tag the Lot or Debtor and review the Distribution Method, include any additional attachments clicking the +Report or Attachment button. 
3. Click the cogwheel to view Configuration options. The Report Period section can be adjusted for a range. 
   • Year to date: will produce all invoices for the Current Year to today's date.
   • Year to date - include old year: will produce all invoices for the Current Year to today's date including the Old Year.
   • Month to Date: will produce all invoices created for the Current Month to today's date.
   • All history: all invoices.
   • Date range: enter in a Start date for date range report and End Date for date range report for invoices required. 
   • Show Brought Forward: Include the Brought Forward balance on the invoice.
   • Message Maker: opens Message Maker.
   • Print Message: Tick to include the message from Message Maker. 
   • Update Due Date: Update the Due Date of the original Invoice. 
4.  Click Proceed. 

How to reprint a Debtor Invoice

The Due Date of a Debtor Invoice can be amended before the Invoice is printed. You can either enter a Due Date manually or select the Update To button to automatically calculate a new Due Date based on the configured Invoice Notice Pay Days settings calculating from the Date of the Invoice. The calculation applies Local settings first, then Global settings, and if neither is configured, a default of 14 days is used. Once the required Due Date has been set, the invoice can be printed.

1. Search or select Local Transactions or Interactive Reports or Local Debtors. 
2. Locate the Debtor Invoice using the search functions and click Refresh.
3. Highlight the record and click Details.
4. Edit the Due Date or click Update To if the calculation is the required Due Date. 
5. Click Save.
6. Click Print to produce the Debtor Invoice in Report Distribution.

How to reprint multiple Invoices

To print multiple invoices use the Date range option in the configuration cogwheel in Invoice Printing. The date range is similar and easier than the previous Invoice Number range.

Reverse & Recreate Invoice

Reversing and Recreating (which allows the invoice to be edited), as well as reversing an invoice, can be performed from Local Transactions or Interactive Reports. Debtor Invoices will have a Reference starting with M000XX.

1. Search or select Local Transactions or Interactive Reports or Local Debtors. 
2. Locate the Debtor Invoice using the search functions and click Refresh.
3. Highlight the record and click Details. 
4. Make any changes to the Debtor Invoice and click Save or click Reverse Invoice to reverse.
5. Select Posting Date for the reversal and Save.