Print or reprint invoices and credit notes (from Sales Orders)

Find this screen

Open: Sales Orders > Document Printing > Invoices

Open: Sales Orders > Document Printing > Credit Notes

Open: Sales Orders > Document Printing > Reprint Invoices

Open: Sales Orders > Document Printing > Reprint Credit Notes

Open: Sales Orders > Sales Order List, then select orders or returns, then select a Print or Reprint option

Watch a video

Invoices from sales orders (video)

How to

Choose what to print

You must print invoices and credit notes separately.

Use these screens to print invoices from sales orders or credit notes from returns.

Note: Invoices created in the Invoicing module should be printed from the Invoicing List instead.

1. Select what to print from the Sales Order List or the Print Invoices / Credit Notes window.

   • Open: Sales Orders > Sales Order List.

     Select the required orders or returns from the Sales Order List, then select a Print or Reprint option.

     If an order has invoices or credit notes that are ready to print, the Ready to Inv column in the Sales Order List shows Yes. See When orders and returns are ready to print.

   • Open: Sales Orders > Document Printing > Invoices or Credit Notes.

     To change the selection, use the selection criteria to choose the invoices or credit notes you want to print, and click Display.

2. Print the invoices or credit notes.

   • To print everything in the list, click Print All.

   • To print some of the items, highlight the invoices or credit notes and click Print.

     You can use Ctrl+click to select multiple items.

Only print invoices and credit notes that use a specific layout

This filters 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, such as one for email.

Open: Sales Orders > Document Printing > Invoices or Credit Notes.

1. In the selection criteria, choose All invoices and then Layout.

2. Select the required layout from the drop-down list, then click Display.

Print to a different layout

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 invoice only or Use credit note only is not selected.

• To override the layout on the customer account and use a different one, select Use invoice only or Use credit note only, then choose the required layout from the list.

Change the exchange rate on foreign currency invoices and credit notes

When a sales order or return is printed, the main exchange rate set in Sage 200 is applied. This may be different to the exchange rate used when the order was entered. If you need to, you can apply a different exchange rate when printing.

This can be useful if you need adjust the exchange rate to apply the most recent rate, for example, or to apply the exchange rate in use when the order was entered.

• To change a single exchange rate for the Euro:

  • Enter the exchange rate in the 1 € equals column for your base currency The operating currency used by your company and the Nominal Ledger; other currencies are regarded as a 'foreign currency'..

    Euro exchange rates are entered as Euro to base, e.g. €1 = £0.87

• To change a single exchange rate for other currencies:

  • Enter the exchange rate in the 1 £ equals column.

  • When prompted, click Yes if you want to update the exchange rates in the Currencies and Exchange Rates screen with the rate you've entered here.

• To change a period exchange rate for the Euro:

  • Enter the exchange rate in the Period € equals column for your base currency The operating currency used by your company and the Nominal Ledger; other currencies are regarded as a 'foreign currency'..

    Euro exchange rates are entered as Euro to base, e.g. €1 = £0.87.

• To change a period exchange rate for other currencies:

  • Enter the exchange rate in the Period £ equals column.

  Note: You won't be able to save the changes for period exchange rates here. If you want to save these, you need to do this using the Currencies & Exchange Rates screen.

If you want to update the exchange rates set in the Currencies and Exchange Rates screen with the rate you've entered here, click Yes to the Update Exchange Rates message.

Reprint invoices and credit notes

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.

Open: Sales Orders > Document Printing > Reprint Invoices or Reprint Credit Notes.

Open: Sales Order List > Print > Preprint Invoice or Reprint Credit Note.

1. To find the invoices or credit notes to reprint, select one of the following and click Find.

   • Number of the invoice or credit note.

   • Date of the invoice or credit note date, using the date picker .

   • Sales Order number.

   • Customer account, by entering the Code, Short Name or Postcode.

2. Select the required invoices or credit notes, and then select Print. You can use Ctrl+click to select multiple items.

Make changes to printed invoices or credit notes

If you need to need to change the address, you can do this when reprinting.

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

Email invoices and credit notes to customers

If you want to email invoices / credit notes to customers, you'll need to print them to Preview or the Spooler first ( Tools > Choose Output Mode).

• From the Preview window, click Email.

• From the spooler, highlight the required invoices / credit notes and click Email.

The email address the invoice / credit note is sent to depends on the settings for your layouts.

• If the email options have been set up the layout, then the email address specified on the customer's account is used.

• If email options haven't been set on the layout, then you can enter the required email addresses.

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: Customers > Customer 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.

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Useful info

When orders and returns are ready to print

You can only create invoices and credit notes from your orders and returns once some goods have been despatched or received. Only the despatched or returned lines are included on the invoice or the credit note.

You can't print:

• Orders and returns that are On Hold.

• Orders and returns where no items have been despatched or received.

Check which orders have invoices or credit notes that are ready to print

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

Open: Sales Orders > Sales Order 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.

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 one of the default layouts that or you can customise a default layout to suit your organisation.

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

• Add your organisation's logo. See Add an image in Report Designer (video).
• Change the text appearance, font and size. See Change the text style in Report Designer (video).
• Change margin, borders, columns.
• Add or remove data fields. See Add a variable in Report Designer (video).

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 Use custom layouts.

 

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Fix it

There are no orders / returns to print message

This means that Sage 200 can't find any orders or returns that are ready to print, using the filter criteria you've entered. Try changing the criteria.

You can't print invoices or credit notes for:

• Orders or returns that are On Hold.

• Orders or returns when no goods have been despatched or received.

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What happens when I

Print the invoices?

• The invoices are sent to the printer, spooler An area in Sage 200 where you can save all your reports in a list, rather than sending them directly to the printer. The reports stay in the Spooler until you choose to delete them. You can print them as often as you require. or to the screen as a preview, depending on your output mode How reports and documents are handled when you click Print. You can send them directly to the printer, as preview on screen, or to print later from the spooler..

• The next invoice number is applied to each invoice.

• Each order line is updated to show that it's been invoiced.

• The despatch history is updated to indicate that the invoice has been produced.

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