Preventing an invoice from automatically printing

You can use the Our Records Only Invoice option in Sales Order Entry to prevent invoices from printing automatically when Sales Entry Invoice Processing Report, Sales Demand Invoices Report, or Sales Consolidated Invoice Report is run. This functionality is beneficial when it is unnecessary to provide the customer with an invoice. For example, when a sales order or credit is entered to correct an internal accounting issue, such an incorrect sales rep or commission. It may also prevent customers from taking unwarranted credits. These credits can result from the receipt of a Return Merchandise invoice after the customer short payed the invoice and returned the products. Credits may also be due to the receipt of an ill-timed Correction Order invoice.

If you choose not to print an invoice, it is still processed by the Sales Entry Invoice Processing Report, but does not generate any output such as a hard copy, email, fax, EDI, or Billtrust output. The number of times the invoice is printed is not incremented. After a sales order is invoiced processed, you cannot change the Our Records Only Invoice option on the sales order.

Note: Invoices that are not printed are included on the Customer Entry Statement Print Report if they are not closed by the statement date.

If the Our Records Only Invoice option is selected on a sales order, you can still print the invoice using the print function in Sales Order Entry. You can also print the invoice by specifying the sales order number in the list for the Enter a List of Order #s option in Sales Demand Invoices Report. You cannot print the sales order by including it in the range of order numbers specified on a Sales Demand Invoices Report.

To use this option, the Allow For Our Records Only Invoice option on your SA Operator Setup record must be set to Yes.

To add the Our Records Only Invoice option to the Customer Order Settings view in Sales Order Entry, use the Personalization feature.

The Our Records Only Invoice option can be used on any order type. The default setting for this option is unchecked. If an order is copied and this option is selected, the option is not selected on the new order. The Our Records Only Invoice option is displayed in the Header view in Sales Order Inquiry and included on the Sales Order Master List Report.