Send Customer Invoice

Explanation

This activity is used to send a customer invoice to the customer via the EDI, MHS, INET_TRANS or E-INVOICE media codes.

Prerequisites

• A customer invoice with Preliminary status must exist.
• The Method Default check box must be selected in the Customer/Message Setup tab for a row with the message class INVOIC.

If the E-INVOICE media code is used, the following additional prerequisites are required:

• Extended Server must have been installed.
• E-INVOICE must be selected as the media code in the Customer/Message Setup tab for a row with the message class INVOIC.
• Information must have been entered for the company in the Company/Invoice/Document Management tab.

System Effects

• When the send invoice option is selected, an invoice message is sent to the customer, and vouchers for the invoices are created and transferred to the hold table in IFS/Accounting Rules.
• Various postings are created. For more detailed posting information, see the document Financial Events and their Bookings. It is no longer possible to modify the customer invoice.

If the E-INVOICE media code is used, the following additional system effects occur:

• 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 Customer Invoice Basic Data dialog box, they will be saved in IFS/Document Management or in IFS/Invoice (i.e. if IFS/Document Management is not installed).
• If the Add Invoice Connected Objects check box is selected, files that are connected to the invoice and saved in IFS/Document Management with the same document class defined in the Company/Invoice/Document Management tab will be fetched and included in the message.

Window

Customer Invoice
Print Customer Invoices

Related Window Descriptions

Customer Invoice
Send Customer Invoice
Print Customer Invoices

Procedure

To send an invoice using EDI, MHS or INET_TRANS media codes:

1. Open the Customer Invoice or the Print Customer Invoices window and populate or query for the invoice in question.
2. Right-click anywhere in the header or the General tab and then click Send Invoice. If you use the Print Customer Invoices window, select the record, right-click and then click Send Invoice.
3. Click OK in the Send Customer Invoice Basic Data dialog box that appears.

To send an invoice using the E-INVOICE media code:

1. Open the Customer Invoice or the Print Customer Invoices window and populate or query for the invoice in question.
2. Right-click anywhere in the header or the General tab and then click Send Invoice. If you use the Print Customer Invoices window, select the record, right-click and then click Send Invoice.
3. Select the Add Invoice Connected Objects check box if you want the documents connected to the invoice to be sent.
4. If you want to add a document that is not already connected to the invoice to be sent, click Add and browse for the document to include it in the invoice message.
5. Click OK.