Running generate invoices process

In the Generate Invoices (RGI) you can produce orders and invoices, and post invoices and deferred revenues to the SunSystems Financials module.

You can also use Validate only mode to validate the invoices to be produced without producing invoices or ledger postings.

  1. Access SunSystems.
  2. Specify RGI in the search field and select Generate Invoices (RGI).
  3. Select the Generate Type Code and click OK.
  4. Click Amend.
  5. Optionally, specify the Generate To Date.
  6. Click Run.
  7. Specify this information:
    Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Preset Data Access Group (DAG) Code
    The DAG code to be applied to restrict operator from accessing this data.
    Lookup Code
    you can produce orders andThe lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Description
    Up to 50 characters to describe the contract. Either Description or Short Heading must be specified.
    Status
    Each static data record contains a status code that determines the current processing status of the record:

    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.

    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.

    • Suspended/Held - a suspended record.

    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

    A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record. You can alter the status of a record at any time. You must use the options on the Action menu to change the status
  8. Specify this information from the Options tab:
    One Period Billing
    Select Yes to bill just one period.
    Credit Check
    Select Yes to perform credit check.
    Ledger Interface
    Select the Ledger Interface to use for the overall posting of invoices when running Generate Invoice. Line details are taken from the Ledger Interface for the particular Sales Type for each line.
    Default Deferred Ledger Interface
    Specifies the Deferred Ledger Interface to be used for deferred income if one has not been specified for the Sales Type.
    Consolidate Prior Periods
    Select Yes to consolidate posting of prior periods.
    Update Phase
    Select Yes to update the Phase Code field of processed contract line.
    Update Phase With
    Specify value to update the Phase Code field.
    Generate What
    Select what to generate:
    • Invoices
    • Orders
    • Validate only
    Generate With Hold
    Select Yes to force Recurring Invoicing to generate invoices and put them on the order tables with a status of Held.
    Print Option
    Select Yes to print the Sales Invoice Document and the Ledger Import Report.
  9. Specify this information from the Dates tab:
    Invoice Date
    Select the date to be used to create invoices.
    Period
    Specify the invoice period to be used to create invoices.
    Order Date
    Select the date to be used to create orders.
    Generate To Date
    Select up to what date you want to generate invoices to.
  10. Specify this information from the Selection tab:
    Filter Name
    Specify RIGI filter type which defines the selection criteria to be applied.
    Invoices or Credit Notes
    Select contract lines:
    • Invoices
    • Credit Notes
    • Both
  11. Click OK.