CenterPoint® Fund Accounting - Print/Reprint or Email/Resend Invoices

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Print/Reprint or Email/Resend Invoices Video - Duration: 8 min 40 sec

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Invoices can be printed, reprinted, emailed or resent in CenterPoint. CenterPoint allows you to email or print your invoices at the time you save the transaction entry. The invoice will be attached to an e-mail as a PDF file using the selected form design. You can also choose to print/email or reprint/resend multiple invoices after transaction entry via the Processes > Sales > Print/Email Invoices screen. During the reprint process, you can choose to keep the original invoice number or assign a new check number. There are also additional options for reprinting/resending invoices defined in this document.

One Time Setup: Email Preferences

Optional Setup: Define a Default Subject and Message for Emailed Invoices

Set Customer Email/Print Defaults

Set Sent From and Optional Email Addresses

Printing or Emailing an Invoice During Entry

Printing or Emailing Multiple Invoices

Reprint/Resend Invoices

Option 1: Reprint/Resend Invoices from Print/Email Invoices

Option 2: Reprint/Resend Transactions from Transaction Search

Option 3: Reprint/Resend From Report Drill Downs

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One Time Setup: Email Preferences

1. Select File > Preferences > Email Setup > Email Setup. Select the Database tab.
2. Enter your “To/From” Email Address. This is the email address used for testing the SMTP settings and if there aren't any Customer Invoices Sent "From" email addresses assigned under Setup > General > Email Addresses. See the Sent From and Optional Email Addresses section in this document for more information.

4. Once the To/From Email Address is entered, the system will try to auto fill the Server and Port. If it's unable to auto-fill the information, you'll have to get the information from your network administrator. They can also let you know what you should select in the Require Login and Require secure connection (SSL\TLS) fields.
5. Click Test. An email will be sent indicating the SMTP options have been set correctly. Verify that you received the CenterPoint: Testing SMTP Configuration email. See the Email Setup topic for additional information.

6. Once the email is received, select Save in the Preferences screen.

Optional Setup - Define a Default Subject and Message for Emailed Invoices

If you'd like to use the same email Subject, and Message, and Form each time you email an invoice, it can be added to this preference. This preference also allows you to add Form Fields from the customer invoice data to the default Subject line or Message text.

1. Enter a default Subject and Message. If you want to insert Form Fields into the Subject or Message of the email, click the Fields button or type [ at the location the form field should be inserted. The available Form Fields for customer invoices are:

Company Address 1	Company Address 2	Company City, State, Zip	Company Contact	Company Email
Company Name	Company Phone	Company Web Address	Custom 1-8	Customer Abbreviation
Customer Name	Due Date	Discount Date	Invoice Date	Invoice Number
Invoice Total	Memo 1	Memo 2	Payment Terms Abbreviation	Payment Terms
Shipping Method Abbreviation	Shipping Method

• For example, if you enter a customer invoice number 02389 for Andy Johnson for Alpine Sports and in the Subject you always want the Company Name/Invoice Number text/ Invoice Number from the customer invoice and the Message to include Dear/Customer Name, on the first line. Attached please find Invoice Number text/Invoice Number from the customer invoice/for text/Invoice Total from the customer invoice/on text/Invoice Date from the customer invoice on the next line, Sincerely on the next line, and then Customer Contact on the final line.

  1. In the Subject box, click Fields or type [, select Company Name, type Invoice Number, click Fields or type [, and then select Invoice Number.
  2. In the Message box, type Dear, click Fields or type [, select Customer Name, and then type a comma.
  3. In the Message box, type Attached please find Invoice Number, click Fields or type [, select Invoice Number, type for, click Fields or type [, select Invoice Total, type on, click Fields or type [, select Invoice Date, and then type a period.
  4. In the Message box, type Sincerely,.
  5. In the Message box, click Fields or type [, select Customer Contact.

  

4. Select a default Form for emailing invoices. This form will be used to format the PDF file that will be attached to the email.

4. Click Save.

Set Customer Email/Print Defaults

Prior to emailing an invoice to a customer, the customer file must include an email address and email form options on the Email/Print tab.

If your customers don't currently have email addresses on the Email/Print tab in their record , use the following step to update their records individually.

1. Select Setup > Names > Names or Setup > Customers.
2. Find the appropriate customer and click Edit.
3. Click on the Email/Print tab. Use the Email Addresses and Options section on this tab to set up multiple email addresses where Invoices can be sent for this customer. You can also select how each email is to be sent, No Email, Send "To..." (directly to the recipient), Send "CC..." (as a carbon copy), or Send "BCC..." (as a blind carbon copy, for example, the person sending the email may want to enter their own email address so they have an audit trail of emails sent ). The Email Addresses and Options settings will be used to set the default image on the Email button on the Customer Invoices (Basic) or Customer Invoices (Detail) entry screens. An envelope image with a check mark on it will mean the form will be emailed and an Envelope image with a cross-through on it will mean the form will not be emailed.
   

The Print Options section on this tab for Print Customer Invoices is used to determine if invoices should be printed for this name/customer. The Print Options settings will be used to set the default image on the Print button on the Customer Invoices (Basic) or Customer Invoices (Detail) screens. A printer image with a check mark on it will mean the form will Print and a Printer image with a cross-through on it will mean the form will not print.

4. Click Save.

Set Sent From and Optional Email Addresses

The Setup > General > Email Addresses menu selection is used to set the name and email address invoices are sent from. This menu allows you to select other Sent From email addresses for the different forms that you send via email.

You can optionally add email addresses where messages and attached documents can be sent to; including internal staff, outside accountants, or other addresses that are not related to the name/customer the transaction is entered for. You can also select how each email is to be sent, directly to the recipient, as a carbon copy, or as a blind carbon copy or set a default "From" email address for each document.

1. Select Setup > General > Email Addresses.

2. Enter the Name, the Email Address, and select how invoices should be sent, No Email, Send "From..." (the default e-mail address the invoice is sent from), Send "CC..." (as a carbon copy), or Send "BCC..." (blind carbon copy).

Printing or Emailing an Invoice During Entry

When entering invoices, the Print and Email icons will display the defaults for the selected customer. For example, if you have a customer setup to email only, the Print icon will display a red X on it and the Email icon will have a green check mark on it.

1. You can change the print or e-mail settings for a customer on the invoice entry screen by simply clicking on the Print or E-mail icons. If you click on the Print icon, you can determine if the invoice should be printed and select and change the form type, printer, or number of copies. If you click on the E-mail icon, the settings from the Email/Print tab in Setup > Customers or Setup > Names display. You can add additional recipient e-mail addresses to the To, CC, or BCC boxes by separating the addresses with a semi-colon. You can also change the Form the invoice should be printed on.
2. If a customer is setup to e-mail their invoices, the system will automatically prompt you with the Email settings from the Optional Setup - Define a Default Subject and Message for Emailed Invoices section with the Email Invoice check box selected when the invoice is saved. You can change the e-mail settings from this screen. You can add additional recipient e-mail addresses to the To, CC, or BCC boxes by separating the addresses with a semi-colon. You can also change the Form the invoice should be printed on. Click OK to email the invoice.
3. If you edited and saved a customer invoice, either/both messages: Print this customer invoice? or Email this customer invoice? display to allow you to skip emailing/printing an edited invoice. Which question displays depends on the selections on the customer's Email/Print tab in Setup > Customers or Setup > Names.
4. Use the Print/Email Invoices screen to email a group of invoices after transaction entry.

Printing or Emailing Multiple Invoices

1. Select Processes > Sales > Print/Email Invoices.
2. If this is the first time entering this screen, the screen will not list any invoices. After using the screen for the first time, the previous filter selection will automatically display.

3. If you would like to filter the list of invoices that display, click the Filter button, select your filter criteria, and either Apply the filter to the list (you will see Custom in the Filter box) or Save the filter so you can select the named filter in the Filter box in the future. In the example below, the filter is set to display invoices that aren't printed and the filter was saved with the name Not Printed - Alpine Sports.

4. To select all invoices for printing, click Check All or select each invoice you want to print/email. To unselect all invoices from the printing selection, click Uncheck All.
5. Select the Invoice form type.
6. Click the Printer icon to change the default printer and the number of copies to print.
7. Click the Envelope icon to change the defaults set in File > Preferences > Email Setup > Customer Invoices for the Subject, Message, and Form.

8. Click Email/Print to email and or print the selected invoices. Invoices will be emailed and/or printed according to the email/print settings on the customer. Click Print to print a copy of all selected invoices.
9. You will receive a Process Completed Successfully message when the invoice(s) complete emailing.
10. Click Close.

Reprint/Resend Invoices

Option 1: Reprint/Resend Invoices from Print/Email Invoices

1. Select Processes > Sales > Print/Email Invoices.
2. Choose a saved filter that will include the invoice or click the Filter button to define new filter criteria.
3. To select all invoices for reprinting/resending, click Check All or select each invoice you want to reprint/resend. To unselect all invoices from the selection, click Uncheck All.
4. Select the Invoice form type.
5. Click the Printer icon to change the default printer and the number of copies to print.
6. Select the Renumber Invoices check box to change the invoice number for printed invoices.
7. Click the Envelope icon to change the defaults set in File > Preferences > Email Setup > Customer Invoices for the Subject, Message, and Form.
8. Click Email/Print to resend and/or reprint all selected invoices or click Print to reprint all selected invoices. Invoices will be reprinted and/or resent based on the selections made for the invoices in Setup > Customers or Setup > Names > Names.
9. You will receive a Process Completed Successfully message when the invoice(s) complete resending.
10. Click Close.

Option 2: Reprint/Resend Transactions from Transaction Search

1. Select Reporting Tools > Transaction Search.
2. Enter the selection criteria for the invoices to be reprinted:

• Select a period from the drop down or enter a specific date range in the Date Selection field.
• Select Summary in the Format Definition field.

3. Click Search. The transactions that meet the selection criteria specified in step 2 will display.
4. Select the transactions you need to reprint/resend. More than one transaction can be selected at a time by dragging your mouse down the rows or by holding down the Ctrl key on the keyboard while single clicking on individual transactions.
5. Right-click and select Reprint Invoices.

Option 3: Reprint/Resend From Report Drill Downs

1. Select Reports > Reports.
2. Preview any report where the transaction will be included.
3. Click on the appropriate transaction to display the transaction in it's original format. The Printer and Email icons that display on the transaction will determine if the invoice will be reprinted/resent when you click Save.

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