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Accounts Receivable Invoicing

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ByRPI Editor
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Set-up

  • Shippers bring up tickets that have been shipped, if not, go back to shipping table to get stack of tickets.
  • Separate tickets according to customer
  • Within customer, separate PO’s
  • Separate who is mailed and who is emailed

Determine how to Invoice each PO/Customer

  • If there is only one ticket per PO # → Normal Custom Invoice
  • If there are multiple tickets w/ the same PO# → Master Invoice

Custom Invoice

  • Label Traxx, Accounting Tab, AR Invoices
  • Custom Invoice
  • Enter Ticket #, tab
  • Check Freight, verify if there should be freight or not.
  • Go to Reports > Print Invoice with Logo
  • If the invoice needs to be mailed, print 2 copies.
    • Staple one to ticket, mail the other one.
  • If invoice needs to be emailed, print 1 copy and save one as PDF
    • Staple the printed invoice to tickets.
    • Name PDF with Invoice # and save in Invoice folder under customers name. Attach the PDF in email to customer.

Master Invoice

  • Label Traxx, Accounting Tab, AR Invoices
  • Custom Invoice
  • Enter Ticket #, press tab
  • Check Freight, verify if there should be freight or not.
  • Select Post & New
  • New Invoice will pop up.
  • Enter in all tickets for PO, pressing Post & New after each.
  • When new invoice pops up, after tickets are finished, hit Cancel
  • On home page of AR Invoicing, select Master Invoice
  • In Customer PO No field, type in PO number, then press GO
  • Check mark the tickets that you have just invoiced. (All tickets with that PO # will come up, even if they were invoiced on a previous day, DO NOT check mark these!)
  • Press Continue
  • Go to Reports
  • Print Invoice with Logo, 1 or 2 copies depending on if it is emailed or mailed.
  • Follow same directions for saving as PDF if emailing as under Custom Invoice

Emailing Invoices

  • If emailing one invoice
    • Scroll down to Templates
    • Double-click on Invoice
    • See list of email addresses, CC on the email when necessary
    • In Subject Line, fill in # of invoices: Eg) 5 Invoices
    • Include name in greeting when possible
    • Write in the invoice #
    • Click on Add Attachment… at bottom or (Attach on toolbar at top if not there)
    • Window where your Saved PDF should be will pop up, if not there, navigate to the SCANS folder.
    • Double click on PDF, it will attach, open it up to verify that it is the correct invoice 

Sending AR Invoices 

 

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