Print and reprint invoices

Find this screen

Open: Invoicing List > Print > Print Invoice or Print Credit Note

Open: Invoicing List > Print > Reprint Invoice or Reprint Credit Note

How to

Choose what to print

You must print invoice and credit notes separately.

You can't change the contents of an invoice or credit note, once it's been printed. You can only change the customer's address or the customer's order number.

You can't print more than 100 invoices or credit notes at a time.

  1. Highlight the required invoices or credit notes from the Invoicing List and click Print. These invoices / credit notes are then displayed on the Print screen.

  2. To change the selection, use the selection criteria and click Display.

  3. Highlight the ones that you want to print.

    You can use Ctrl+click key to highlight multiple individual invoices/ credit notes.

Only print invoices and credit notes that use a specific layout

You can filter the list based on the invoice layout used. This is useful, if you need to put special stationery in the printer or if you want to print using a specific layout.

  1. In the selection criteria, choose All invoices and then Layout.
  2. Select the required layout from the drop-down list. Click Display.

Print to a different layout

Use this if you want to override the layout set on the customer account.

Choose the invoice or credit note layout that you want to use.

  • If you want to use the layout specified on the customer account, make sure Use alternative layout is not selected.
  • To override the payout specified on the customer account, select Use alternative layout and choose the required layout from the drop-down list.

Reprint invoices and credit notes

You must reprint invoices and credit notes separately. You can't reprint invoices and credit notes if they are on hold or have been cancelled. The reprinted documents have COPY printed at the top.

  1. Highlight the required invoices or credit notes from the Invoicing List and click Reprint. These invoices / credit notes are then displayed on the Reprint screen.

  2. To change the selection, use the selection criteria and click Display.

  3. Highlight the ones that you want to print.

    You can use Ctrl+click to highlight multiple individual invoices/ credit notes.

Make changes to printed invoices or credit notes

Once an invoice has been printed it becomes a legal document so most information can't be changed.

If you need to need to change the address or customer order number, you can do this when reprinting.

If you need to change anything else such as the invoice date, you'll need to cancel the invoice and recreate it.

If you've printed your invoices and your customer's address has changed, you can reprint them and change the address.

  1. Select the required document and click Amend Details.
  2. Enter the new address or click Copy from customer if the new address has already been updated on the customer's account.
  3. Click Save. You can then reprint the invoice or credit note.

If you've printed your invoices and need to change the order number that your customer gave you, you can reprint them and change the order number.

  1. Select the required document and click Amend Details.
  2. Enter the Customer Order Number.
  3. Click Save. You can then reprint the invoice or credit note.

Save invoices or credit notes to cloud document storage

You can set up Sage 200 to save invoices and credit notes to cloud document storage when you print (or email) them, so that they can be viewed by everyone.

If the invoice or credit note has been printed (or emailed) and saved to your cloud document storage, you can view it in PDF format.

Open: Invoicing > Invoicing List, then select a single invoice or credit note and click View in Document Storage.

Open: Sales Ledger > Customers List, then select the customer and click View in Document Storage.

  • The customer's folder is displayed in cloud document storage. The Invoice and Credit Note folders contain the appropriate documents for the customer.

See Save printed documents to cloud document storage.

Useful Info

More about document layouts

Invoices and credit notes are printed using document layout files. These document layout files determine the appearance of your invoices and credit notes. You can use the default layout that we've created for you or you can customise the layout to suit your organisation.

You customise your document layouts using Report Designer ( Tools > Run Report Designer). This allows you to:

  • Add you company logo
  • Change the text appearance, font and size.
  • Change margin, borders, columns.
  • Add or remove data fields.

If you save your customised layout with the same filename as a default layout, then your customised layout will be used automatically.

For more information on how to customise your document layouts, see Designing your own reports and documents.

Sage 200 has a set of defaults layouts that you can use 'out of the box'. We recommend that if you want to use customised layouts that you make change to these defaults.

Layout Filename Description

SOP Invoice (Single Plain paper)

SOP Credit Note (Single Plain paper)

Designed to print on single sheets of plain paper with borders to define the sections.

SOP Invoice (Single)

SOP Credit Note (Single)

Designed to use with our pre-printed stationery. Does not have borders to define the sections.

SOP Invoice (Continuous)

SOP Credit Note (Continuous)

 Designed to print on our pre-printed continuous stationery.

Just set you new layout as the default.

Open: Tools > Choose Layouts.

  1. Choose one for the following from the Layout drop-down list:

    • SOP Invoice
    • SOP Credit Note

  2. Click the Browse button next to Filename and choose the layout you want to use.

    • Default layouts can be found here: default > layouts.
    • Customised layouts can be found here: custom > layouts

If you want to use more than one layout, then you need to:

  • Add each one to Sage 200.

    Open: Settings > Sales Orders > Maintain Invoice Layouts or Maintain Credit Note Layouts.

    • Click Add and select the layout file from the options available in the Layouts folder.

      This add the new layout to layout list. Each new layout has a label of SOPinvoice2, SOPInvoice3 etc.

    • To make the new layout the default, click Default.

  • Choose the layout to use on each customer account

    Open: Customer List > Amend Account | Documents.

    • Select the sales invoice layout to associate with the customer account from the Sales invoice layout drop-down.
    • Select the sales credit note layout to associate with the customer account from the Sales credit note layout drop-down.

Fix it

There are no invoices/ credit notes to print message

This means that Sage 200 can't find any invoices or credit notes that are ready to print, using the filter criteria you've entered. To resolve this:

  • Try changing the criteria.
  • Check that the invoices or credit notes are not on hold.
See also

Email invoices and credit notes (from Invoicing)

Post invoices and credit notes

Cancel invoices and credit notes

Put invoices and credit notes on hold

View invoices and credit notes

Invoice and order user permissions

Save printed documents to cloud document storage