Print invoices for sales orders

Use this to print invoices for sales orders that you entered in the Sales Orders module. To print invoices that you entered in the Invoicing module, use Print Invoices in Invoicing in the Sage 200 desktop.

How to

Print invoices

Use this to print invoices for sales orders that have been despatched.

Open: Sales Orders > Document Printing > Print Invoices

Choose which invoices you want to print.
- Select All orders to show invoices for all orders.
  - Select Invoices using this layout to only show invoices that use a particular layout.
    
    Tip: This is useful to only show invoices that use an email layout, or invoices that use a print layout.
    
    The default layout shown here is set in Maintain Invoice Layouts in the Sage 200 desktop.
- Select Range of order numbers to show invoices for a group of order numbers.
- Select Range of order dates to show invoices for orders by their document date.
- Select Single customer to show invoices for orders for a particular customer.
- Select Single order to show invoices for a particular order number.
  
  Tip: To see a detailed list of your orders, select Find Order.
Select Display Items to show a list of the invoices to be printed.
- If there are a number of matching orders, you'll be asked to select the orders that you want.
- Only invoices that are ready to be printed are shown in the list.
- If there are no invoices to print, this could be because the orders have not been despatched, the orders are on hold, or the invoices have already been printed or posted.
Enter the Print details.
- Enter the Invoice date. This defaults to today's date, but don't forget to change it when required.
  
  This date is used as the VAT tax point date for the invoice, which is the date the transaction is posted to the customer's account, and the date used to age the transaction.
- Select Print using this layout to print all selected invoices with a particular layout instead of the customer's default layout.
  
  If you don't select Print using this layout, the selected invoices are printed using the default layout for each customer. The customer's default layout is set as the Sales invoice layout in the customer account Documents tab.
  
  Note: If you can't see the layout you need, make sure you've set it up in Maintain Invoice Layouts in the Sage 200 desktop.
For foreign currency invoices, select Change Exchange Rate to view or amend the exchange rate used to process the invoice.

For more details, see Change the exchange rate.
Select all the individual orders you want to print, then select Print to print the invoices.

The documents are produced as PDF files. You can then view and print the documents, or download them to your device. You can also view your documents later from the print spooler. See Print reports and documents from the spooler.

Note: Invoices may fail to print if the VAT, goods, or VAT summary totals of the invoice are negative. This can commonly happen if the order has been part despatched.

Change the exchange rate

The current exchange rate is applied to the invoice when you print. This may be different to the exchange rate when the order was entered.

To change the exchange rate for the invoice before printing, use Change Exchange Rate.

The exchange rates displayed will depend on whether your customer is set to use single or period exchange rates.

Change a single exchange rate

If the customer uses a single exchange rate, the current default exchange rate is used.

For the Euro, enter the exchange rate in the 1 € equals column for your base currency. Euro exchange rates are entered as Euro to base, for example €1 = £0.87.
For other currencies, enter the exchange rate in the 1 £ equals column.

If you edit a single exchange rate here, it will only be used for the invoices that you print. If you also want to save this rate as the default exchange rate, select Apply changes to single exchange rates to the default exchange rates. You can view and edit default exchange rates in Currencies and Exchange Rates in the Sage 200 desktop.

Change a period exchange rate

If the customer uses period exchange rates, the exchange rate used is the rate for the time period that includes the invoice date.

If no period exchange rate has been set up for the invoice date, then the most recent period exchange rate is used. If no period exchange rates have been set up at all, the exchange rate is set to 1.000000.

For the Euro, enter the updated exchange rate in the Period € Equals column.
For other currencies, enter the updated exchange rate in the Period £ Equals column.

If you edit a period exchange rate here, it will only be used for the invoices that you print.

Check which invoices are ready to print

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

Open: Sales Orders > Sales Order List

The Ready For Invoice column shows Yes when some items on the sales order have been despatched (or do not require confirmation of despatch) and are ready to have invoices printed.
The Invoiced column shows:
- Part: Only some of the items in the sales order have been included in a printed invoice, but some items have not yet been printed.
- Full: All items in the sales order have been included in a printed invoice.
Once an item is partly or fully Invoiced (all items included in a printed invoice), it can be posted. If all items in the sales order have not been fully posted, the order Status will still be Live.
To display the Ready for Invoice and Invoiced columns in the Sales Order List:
1. Select the menu in the column header, then select the columns button.
2. Select Document > Ready for invoice and Document > Invoiced.

Useful info

About printing invoices

When you send goods or provide services to a customer, you print an invoice document to send to the customer. You must keep a record of invoices for your own VAT records, and it also reminds your customers that they owe you money.

You can print invoices after you have despatched the goods. You must print invoices before you post the invoice values to the customer's account.

You can print invoices for orders if they have not already been printed, and if the order has a live status and is not on hold or completed.

When printing invoices you can:

Choose the invoice layout you want to use.

You can choose a default layout for a customer on the customer account Documents tab. To use a different layout when you print, select Print using this layout.
Change the exchange rate for foreign currency invoices.

Once you have printed the invoice, you cannot amend the despatch. To amend the despatch, you must cancel the invoice, amend the despatch, and then print the invoice again.

Copies of invoices can be produced by using Reprint Invoices. See Reprint invoices for sales orders.

Outcomes of printing invoices

The invoices are produced as PDF files. You can then view and print the documents, or download them to your device.
An invoice number is applied to the invoice.
Invoice history entries are added for each item line included in the invoice.
The order despatch history is updated to indicate that the invoice has been produced.

Troubleshooting

Items could not be accessed as they are in use by another user

You cannot print items that are in use by another user, for example if someone else is currently editing the sales order.

If you want to try again to process these items, the other user must first stop working with the items. Once they've finished working with the items, select Retry.
If only some of the items were in use by another user, then you can choose not to process those items, and only process the items that aren't in use. To do this, select Continue Without These Orders.
To stop without processing any items, select Cancel.

If the items are reported as being in use by another user, but that user isn't currently working with them, the user may have a disconnected login that is locking the items. To fix this, see Clear disconnected logins.