Sales Demand Invoices Report overview

Security level

The functional security level for the Sales Demand Invoices Report must be 3 (change) or higher to print invoices on demand in the functions:

• Sales Demand Invoices Report
• Print function in Sales Order Entry

Updating

Printing an invoice has no effect on the stage of the order and does not update any Sales, Product, or Customer files. Updating occurs when the Sales Entry Invoice Processing Report is run.

Demand invoices

The term, demand invoice, indicates that you can print an invoice any time that you require one. Demand invoices are generally provided to the customer before the order is invoice processed, or to reprint an invoice. Invoices can be reprinted multiple times, and can be printed for orders in all stages. Orders that are open by another operator cannot be printed. These types of orders do not print unless they are printed on demand by entering the order number on a print list:

• Orders that are set up for consolidated invoicing
• Orders with the Our Records Only Invoice option selected

By default, counter sale orders that are fully tendered and invoiced are not included in the report output. They are excluded because the customer has already received a copy of the invoice when they purchased the product. You can use the Print Fully Tendered Counter Sales? option to print invoices for fully-tendered counter sales that are included within the specified ranges of the report. Optionally, you can use the Enter a List of Order #s? option to specify individual counter sale orders to print.

Stock Orders (SO) with a zero (0.00) balance are printed if the Minimum Invoice Amount for the Invoice to be Printed option in SA Administrator Option-Documents-Sales Orders-Printing is also zero. Full Amount Tendered For All Orders is displayed for orders that have an amount tendered against them. A message is also displayed if any back orders or releases exist for the order.

Print format

Invoices can be printed in the standard or custom formats. The standard report includes the customer number with the heading page. You can also print all the headings on the invoices or, if you use pre-printed forms, suppress the headings. Select the format in SA Administrator Options-Documents-Sales Orders-Printing.

If serial numbers or lot numbers have been allocated for a product, they are printed under the product line. If comments and notes records, you can specify to print them on the invoices. If the product is a build on demand kit, all the components are printed on the invoice if you select this option when setting up kit product in Product Setup.

To consolidate multiple invoices into a single PDF when printing from Sales Demand Invoice Processing Report , select Group Print File in SA Administrator Options-Documents-Sales Orders-Printing. The invoice sort order selected for the report is preserved in the single PDF file. This option is only available if you have invoices set up as Print Format 4, with an Output Type of IDM Output Management or IDM Output Management and Third Party.

Release creation

Orders with a Just in Time (JIT) disposition create releases when these criteria is met:

• The line item is active.
• Other lines have been shifted to a release with a higher suffix number.

All lines are printed on the invoice for the order if the stage is less than Stage 4 (Invoiced). After the order is invoiced, only the lines that are considered active are printed. A line item is considered inactive if the status code is Stage 9 (Canceled). Orders with a JIT disposition with active order lines are printed on the demand invoice. If a back order exists from the release, the quantity from the back order is displayed. If no back order has been created yet, the quantity to be back ordered is displayed.

If lump sums are designated on blanket orders or blanket releases, the amount billed replaces the total on the document's Invoice Total line. If a back order exists and money was tendered, the full tendered amount is displayed on the original order, regardless of the order type.

This message is displayed under the totals only if a tendered amount exists:

Full Amount Tendered For all Orders: xx.xx 
Back Order/Release Exists

If the original order is canceled, the message is not displayed.

Set minimum amount

In SA Administrator Options-Documents-Sales Orders-Printing, you can specify a minimum invoice amount for the invoice to be printed. If the invoice amount that is due is less than the specified amount, an invoice does not print. This condition only applies when invoices are printed directly from invoice processing, and when printing a range of invoices from Sales Demand Invoices Report. It does not check this setting if you enter a list of invoices to print.

Invoice output method

You can print invoices for mailing or send them electronically by email, EDI, and other methods. The Invoices (EDI 810) field in Customer Setup-eCommerce or Customer Ship To Setup-eCommerce determines the output method. When the field is blank, the invoices are printed using the address from the sales order header.

To use EDI to send invoices to customers, see the Infor CloudSuite Distribution Setup and Administration Guide for EDI.

MSDS

If you are generating invoices through Infor Document Management (IDM), you can also include Material Safety Data Sheets (MSDS) when you print or email an invoice with hazardous products.

If your invoices are set up as Print Format 4, with an Output Type of IDM Output Management or IDM Output Management and Third Party in SA Administrator Options-Documents-Sales Orders-Printing, you can include the MSDS with the invoice by selecting Use IDM for MSDS in SA Administrator Options-Products-Defaults. When Use IDM for MSDS is selected, sheets set up in Infor Document Management are searched to match the correct sheet with the product. This is based on document attributes that are set up in IDM and in the IDM MSDS Sheet Xquery Attributes field in SA Administrator Options-Products-Defaults.

If an invoice contains kit components that are flagged as MSDS products, the sheets for each components are printed or emailed as well.

If you select to print your invoices, sheets are printed to the same printer as the invoices.

If you select to email invoices, sheets are emailed in a separate email, with an email subject line: “MSDS Sheets for Order nnnnnn-nn”.

If you select the Print to Email-Fax Where Appropriate option, sheets are sent to the appropriate contacts for the invoiced customer. Otherwise, the email address that is specified on the Print Information view is used.

Ship To invoices

The optional Ship To selection range is useful to print invoices on-demand for a specific Customer Ship To Setup record. The selection range option does not change the order in which generated invoice documents are sorted, and the Sales Entry Invoice Processing Report processing is not affected.