Invoice Report
Invoice Report Overview
The Invoice Report provides detailed reporting capabilities for invoices based on various criteria such as type, sub-type, department, category, sub-category, date range, and customer. Additional options and filters are available, which are explained in the specific tab descriptions below.
Departmentalized Data Sets
If the data sets are departmentalized, a Department column will appear between the Invoice Sub Types and Categories in the report window (see Figure 2).
Figure 2: The Invoice Report Window (With Departmentalized Data Sets)
The Toolbar
The Invoice Report Toolbar contains buttons that provide functionality for generating, printing, and exporting the report. See the image below for the toolbar layout:
The function of each button is detailed in the table below:
Buttons | Purpose and/or Function |
[View] | Click [View] to generate the report based on the selection made on the setting, option and filter type tabs. |
[Print] | Click [Print] to print or preview the contents of the report. There are two options for printing, as shown in Figure 2.
The Invoices option will print any selected invoices. The Invoices (with last signature capture) will print all invoices selected for printing in the report (can only select specific invoices in the Invoice Batch reprot), but only those with Signature Captures will print through Acrobat Reader.
The Export last Signature Capture to PDF only exports to pdf (the invoices will not be sent to the printer) The Export all Invoices to PDF exports all invoices pdf (the invoices will not be sent to the printer) The Report option will print the contents of the report grid. Both Invoices (with last signature capture) and Export last Signature Capture to PDF will create a PDF file in the PDF directory as defined in setup wizard; the file is named "Invoice000001.pdf" (where 000001 is the invoice number) |
[XML Export] | Click [XML Export] to launch Export XML (XML Central) window. |
[Exit] | Click [Exit] to close the Invoice Report window. |
[Help] | Click [Help] System Five Help |
Settings tab
Provides a number of options and filters to help you limit the information that appears on the report.
The options and filters on the tab are detailed in the following table.
Option or Filter
| Details | |
Date Filters and Options | You can specify the date range you want to report on and whether the date range applies to the Invoice Date or the Invoice Creation Date. Select which of the two dates you want to filter on and then modify the Start and End dates as required | |
Report Options | The Report Options as shown in Figure 2:
The Report Options are detailed below: | |
Profit Analysis | Check this option to include Profit in the Invoice Report. | |
Show Detail | Check this option to include a single line for each of the Invoices in the report. | |
Show Invoice Lines | This option is only available if the Show Detail option above is checked. Check this option to include the Invoice Lines in the details. | |
Credit Invoices Only | Check this option to include only Credit Invoices in the report. | |
(Tax 1) Exempt Invoices Only | Check this option to include only Invoice that were processed with Tax 1 exemption. | |
Show PO Number | Check this option to include the PO Number from the Invoice in the Report. | |
Hide Zero Total Invoices | Check this option to hide all invoices with a total amount of zero. | |
Use Small Font on Lines | This option gets highlighted when Show Invoice Lines is ticked. | |
Invoice Print Status selection |
| |
| All Invoices | This option includes all Invoices. |
| Printed | This option includes Invoices that have been printed. |
| Not Printed | This option includes Invoices that have not been printed. |
Invoices To Examine |
| This option will report all invoices that are currently or
were Layaway invoice types as of their creation date.) When it comes to layaway invoice types, the Invoice Report will display Layaway sales where the layaway date falls within the specified date range (regardless if the Layaway has been converted to an AR) |
Advanced tab
Provides a number of additional options and filters to further refine the invoices included in your report.
You can select Customer options and Salesman options on the Advanced tab. These options are in conjunction with any options or filters selected on the Settings tab.
The Customers belong to salespersons check box works in conjunction with the Salesman selection. If the check box is checked, then only invoices for customers that are assigned to the selected salesman are included in the report.
Item | Description |
Only include invoices for customers in: Stat/Prov and Country | Filter the invoice results by the customer's state. |
Customer Lookup Words tab
Provides the ability to filter the invoices included or excluded in the report based on lookup words associated with the customer. The customer lookup words filters are only applied when the Select Customer - List Invoices for All Customers (or by lookup word) check box on the Advanced tab is checked. You can use the include (using the OR statement) and exclude (using the AND statement) choices in conjunction with each other to further refine the criteria used to generate your report.
The additional options and features on the tab are detailed in Table 1.
Item | Function and/or Purpose |
Selection Criteria |
|
|
These selection criteria apply to both the Include and Exclude sub-tabs.
Batches tab
Shows you a list of the invoice batches that exist in the system. The listing is empty unless you are using the Batch Invoice Printing feature.
View tab
Is the preview of the report itself. The contents of the View tab is dependant on the settings, Advanced, Lookup Words and optionally the Batches tab selections.
Like most of System Five's grids, you have the ability to export a grid to a CSV or Microsoft Excel file, or generate an XML representation of the cells in the grid. This is useful if you need to generate an export file in a specific format that is not easily attained by the other export types.
