Print invoices from sales orders

Note - information

Use this to print invoices that you entered in the Sales orders module. If you want to print invoices from the Invoicing module, see Print or reprint invoices and credit notes (from Invoicing).

Print invoices

Open: Sales Order Processing > Document Printing > Print Invoices.

  1. Choose which invoices you want to print. You can display All orders or select to print the invoices by Range of order nos, Range of order dates, Single customer, or Single order.

  2. You can filter the displayed invoices by Account type and Layout.


    Displays all invoices for the selected range.


    Only displays invoices in the selected range for customers that use consolidated billing (selected in the customer account Documents tab).

    One invoice is printed per customer for multiple orders. If the orders use different delivery addresses, one invoice per delivery address is printed.


    Only displays invoices for customers who do not use consolidated billing.


    Select this to additionally filter the displayed invoices by the invoice layout used. Select the relevant layout from the drop-down list.

    The layout is specified in the customer account Documents tab.

  3. Click Display. A list of orders matching the specified criteria is displayed.

    You can select a specific invoice from the list to print or click Select All to choose all displayed invoices.

  4. Enter the Print details.

    Invoice date

    Enter the invoice date. This is the:

    • VAT point date.
    • Date the transaction is posted to the customer's account and the ledgers.
    • Date used to age the transaction.

    Consolidate orders with different delivery addresses

    Select this to consolidate orders where the customer has different delivery addresses.

    This prints all selected orders for a customer on a single invoice, regardless of delivery address.

    You must have selected to use consolidated billing in the customer's account.

    Note: If you choose to consolidate an invoice where some orders for the customer are triangulated and some orders are not, two invoices are printed. The triangulated orders will print on one invoice and the non-triangulated orders on another.

    Use invoice only

    Select this to specify an alternative invoice layout. Choose the layout from the drop-down list.

    This overrides the invoice layout specified as the default in the customer account Documents tab.

    Invoice layouts are created in the Invoice layouts window.

  5. For foreign currency invoices, select the Exchange Rates tab to view or amend the exchange rate used to process the invoice.

    This tab is only visible if you have selected Use exchange rates when printing invoices and credit notes from Sales orders in SOP Settings.

    Note: If this tab is not visible, the exchange rate set when the order was entered, is applied to the invoice.

  6. Click Print to print a selected invoice from the invoice list. Click Print All to print invoices for every order displayed in the list.

    • If any invoices fail to print, a warning message appears. From here you can view the details of invoices that have not been produced in the Print Invoices window. This occurs when Sage 200 detects that the VAT, goods or VAT summary totals of the invoice will be negative. This commonly occurs when items on the order have been part despatched.

    • Consolidated invoices are the exception to the rule. Any invoice that cannot be produced, because it has a negative value, can be consolidated with another invoice so that the total value of the invoice is a positive value.

Check which invoices are ready to print

You can see when invoices or credit notes are ready to print from the Sales Orders List.

Open: Sales Order Processing > Sales Orders List.

  • The Ready For Inv column shows Yes when some items on the sales order have been despatched (or do not require despatch) and are ready to have invoices printed.
  • The Invoiced column shows:

    • Part: Only some of the items have been included in a printed invoice, but some items have not yet been invoiced.
    • Full: All items in the order have printed invoices.

    Once an item is partly or fully invoiced, it can be posted. If an order is not fully posted, its Status will still be Live.

Save invoices 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.