About Invoice Batches

You must have the JapanCountryPack license to use the invoice batch functionality.

These forms are used with the invoice batch functionality:

• Customers
• A/R Posted Transaction Detail
• Generate Invoice Batch
• Invoice Batches
• Invoice Batch Detail
• Invoice Batch Report

The invoice batch displays all invoices, credit memos, and debit memos that have not been printed on any other invoice batch. You have the ability to verify all invoices, credit memos, and debit memos and delete individual records from the invoice batch if desired. You can then print the invoice batch. Each invoice batch is assigned a unique number. Invoice batches are generated based on a close date entered on the Generate Invoice Batch form. The day of the close date is used to determine which customers are included in the invoice batch by matching the day with the customer invoice batch cutoff day assigned on the Customers form.

The Invoice Date and the Due/Paid Date fields on the A/R Posted Transaction Detail form are used during the generation and print processing. For example, if the invoice date is set to 10/10/13 and for some reason it is changed to 11/10/13, the invoice does not get picked up in the 10/20/13 generation run unless the Override Invoice Batch Creation Rules field is checked on the Generate Invoice Batch form.

For payments, the Due/Paid Date is used to determine when a payment was made. If this date is changed, it affects the Former Invoice and Payment calculations on the Invoice Batch Detail form and the Invoice Batch Report. If a payment Due/Paid Date is set to 05/12/13 and it is changed to 11/12/13, the payment shows in the November payments and not the May payments. If you do a reprint of May, its values would be different because the payment would not show as being paid in May.

Dummy Invoices

If you have upgraded from a prior version, you must create a dummy invoice batch so that old invoices, credit memos, and debit memos do not show up on the first invoice batch sent out to your customers. A dummy invoice batch should be created for each of the cutoff days that would be run during a normal month. You should use the prior period close date, so that invoices, credit memos, and debit memos for the current period are not included in the generation of the invoice batches. If an existing customer has been in the system but was not part of the invoice batch process and is added to the invoice batch process, you should generate a dummy invoice for that customer. This prevents older invoices, credit memos, and debit memos from showing on the current period invoice batch.