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Support for Custom Posting Format for AR Invoice Batch without File Export

Reference No:R2-42

Details

The support for AR invoice Batch (Receivables) Export is provided without exporting the file. A new check box Mark As Posted in the Invoicing module > Invoicing window > Actions menu > Post Batch option > Post Batch window has been introduced which modifies the Status of the Invoice Batch to Posted without creating a file export.

The details are explained in the sample workflow given below:

Sample Workflow

Prerequisites

  1. Select the Maintenance module > Items tab.

  2. Create a Serial Item [AIR TANK] and receive some Qty of the Item.

  3. Save and Exit the Maintenance window.

Scenario I

  1. Select the Account module. Tag a Company [EVERGREEN AV RENTALS].

  2. Create a Rental Reservation Order [ORD-23] for two days duration.

  3. In the Information tab, select the Sales Person importable button > the Employee window is displayed > tag the Sales Person [KAITE M MASTER], as shown in the Figures 1.0.

  4. Add the Serial Items [AIR TANK] with the Unit Price [300.00], as shown in Figure 1.0.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/ORD23TenPercTaxApplicableR242.png
Figure 1.0 Rental Reservation Order [ORD-23]

  1. Select the Return tab.

  2. Select the Location importable button. The Locations window is displayed.

  3. Search and tag the Location [EVERGREEN].

  4. Select the UDF tab and enter the UDF3 [SUMMER SHOWS].

  5. Click the Done icon to Invoice the Rental Reservation Orders [ORD-23]. The Invoice [INV-16] is generated, as shown in Figures 1.1.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/INV16R242.png
Figure 1.1 Invoice [INV-16] is generated for the Rental Reservation Orders [ORD-23]

  1. Exit the Account module.

  2. Select the Invoicing module.

  3. Create an Accounts Receivables batch by selecting the Receivables tab.

  4. Click the New icon > the Invoice Batch window is displayed.

  5. Enter the Batch Name [ACCOUNTS RECEIVABLES BATCH].

  6. Click the Add Invoices icon. The Invoice List window is displayed, listing the Invoice [INV-16].

  7. Double-click and tag the Invoice [INV-16].

  8. Click OK. The Invoice [INV-16] is tagged and the Batch ID [ID307255] is created, as shown in Figure 1.2.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/ID307255R242.png
Figure 1.2 Accounts Receivables batch [ID307255]

  1. Exit the ID307255 Invoice Batch window.

  2. In the Invoicing window, select the Actions menu > Post Batch option. The Post Batch window is displayed.

  3. Do not select the Create Export File check box and Create Files in Folder check box. Select the Invoice Format drop-down as Great Plains and the Mark As Posted check box, as shown in Figure 1.3.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/PostBatch3R242.png
Figure 1.3 Payment Format as Custom in Post Batch window

  1. Click OK.

  2. The Batch ID [ID307255] gets posted with the Status displaying as Posted, as shown in Figure 1.4.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/PostedBatchID307255R242.png
Figure 1.4 The Batch ID [ID307255] gets posted

  1. Open the ID307255 Invoice Batch. The Status of the Accounts Receivables batch [ID307255] displays as Posted, as shown in Figure 1.5.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/ID307255InvoiceBatchPostedR242.png
Figure 1.5 Status of the Accounts Receivables batch [ID307255] displays as Posted

  1. Exit the ID307255 Invoice Batch window.

  2. Verify if the Export files have been generated in the Prints folder [D:\Prints]. It will only Post the Batch and not generate any export files.

Scenario II

  1. Select the Account module. Tag a Company [EVERGREEN AV RENTALS].

  2. Create a Rental Reservation Order [ORD-24] for two days duration.

  3. In the Information tab, select the Sales Person importable button > the Employee window is displayed > tag the Sales Person [ROBERT J JEFFERSON], as shown in the Figures 2.0.

  4. Add the Serial Items [AIR TANK] with the Unit Price [300.00], as shown in Figure 2.0.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/ORD24TenPercTaxApplicableR242.png
Figure 2.0 Rental Reservation Order [ORD-24]

  1. Select the Return tab.

  2. Select the Location importable button. The Locations window is displayed.

  3. Search and tag the Location [EVERGREEN].

  4. Select the UDF tab and enter the UDF3 [SUMMER SHOWS].

  5. Click the Done icon to Invoice the Rental Reservation Orders [ORD-24]. The Invoice [INV-17] is generated, as shown in Figures 2.1.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/INV17R242.png
Figure 2.1 Invoice [INV-17] is generated for the Rental Reservation Orders [ORD-24]

 

  1. Exit the Account module.

  2. Select the Invoicing module.

  3. Create an Accounts Receivables batch by selecting the Receivables tab.

  4. Click the New icon > the Invoice Batch window is displayed.

  5. Enter the Batch Name [ACCOUNTS RECEIVABLES BATCH].

  6. Click the Add Invoices icon. The Invoice List window is displayed, listing the Invoice [INV-17].

  7. Double-click and tag the Invoice [INV-17].

  8. Click OK. The Invoice [INV-17] is tagged and the Batch ID [ID307329] is created, as shown in Figure 2.2.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/ID307329R242.png
Figure 2.2 Accounts Receivables batch [ID307329]

  1. Exit the ID307329 Invoice Batch window.

  2. In the Invoicing window, select the Actions menu > Post Batch option. The Post Batch window is displayed.

  3. Select the Create Export File check box and Create Files in Folder check box. Select the Invoice Format drop-down as Great Plains and the Mark As Posted check box, as shown in Figure 2.3.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/PostBatch4R242.png
Figure 2.3 Payment Format as Custom in Post Batch window

  1. Click OK.

  2. The Batch ID [ID307329] gets posted with the Status displaying as Posted, as shown in Figure 2.4.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/PostedBatchIDID307329R242.png
Figure 2.4 The Batch ID [ID307329] gets posted

  1. Open the ID307329 Invoice Batch. The Status of the Accounts Receivables batch [ID307329] displays as Posted, as shown in Figure 2.5.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/ID307329InvoiceBatchPostedR242.png
Figure 2.5 Status of the Accounts Receivables batch [ID307329] displays as Posted

 

  1. Exit the ID307329 Invoice Batch window.

  2. Open the Prints folder [D:\Prints\ID307329].

  3. Four TXT files [Cash.txt], [customer.txt], [dist.txt], [R2RM.txt], and [Tdetail.txt] are generated, as shown in the Figure 2.6.

https://documentation.r2help.com/mergedProjects/Invoicing/topics/images/GreatPlainsPostedFilesR242.png
Figure 2.6  Export Files in .csv format is created for the Posted Batch [ID307173]

  • For Offline Integration formats, the Mark as Posted check box will be,

  • Selected and disabled, when the Export flag is selected

  • Unselected and enabled, when the Export flag is unselected.

  • For Online Integration formats, the Mark as Posted check box will be,

  • Disabled irrespective of the Export flag

  • Selected only if the Export  flag is selected.

  • If the Batch is already posted

  • On Posted Batch, the Mark as Posted flag should be unselected and be disabled irrespective of the Create Export  File check box.

  • Alignment modifications have been performed in the Post Batch window.

  •  Moved the Invoice Format choice to the top and Moved the Mark As Posted check box to the right side

  • The above behavior is valid along with the values from the Maintenance module > Defaults settings