AR: Invoice Register Report

Overview

The Invoice Register Report is used to view invoice details for selected invoices. Use this report for reviewing revenue, tax, and invoice totals, and for invoice processing status. You can filter by Customers, Customer Types, Invoice Numbers, Invoice Dates, Posting Dates, Invoice Status, Delivery Options, and Delivery Methods.

The Summary report contains the Invoice #, Customer #, Customer Name, Service Location, Invoice & Posting Dates, Revenue Total, Tax Total, Invoice Total and Print Status. Subtotals display for revenue, tax, and invoice totals for each Customer.

The Detail report contains all items in the Summary report plus the Job #, Inventory Item #, Item Description, Quantity, Unit of Measure, Price, and Revenue Amount per Item. The Detail report also allows for including Attachment File Name and GL Distribution information.

The Grid View export also includes Billing Period From and Billing Period To Dates.

When running the Invoice Register you can also select to include all invoices, unposted invoices only, or posted invoices only. You can select to Include Credit Memos Only to include only negative invoices (credit memos) on the report. You can select to exclude or include by Customer Balance Posting Invoices. You may group the report by Invoice Number, Customer Number, or Customer Name.

You can filter, group, and print by Tiers, allowing for total customization of the report. To make filtering easier, for any Tier, you can include All, Pick/Create or Exclude parameters. Using Tier Templates to set up and save report templates makes it easy to generate a specific report each time you need it, without having to recreate the criteria. See Using Tier Templates for more information.

The report includes a GL Recap section for each Tiered Group, and also after the Grand Totals, that shows the GL Accounts affected by the invoices within the filter criteria. The G/L Recap only includes the Revenue portion of the invoices (what was billed through the invoice details). It does not include any Tax Totals and also does not include any Customer Balance Posting invoices. The Recap by GL section will print on the Summary and Detail Reports.

There is also general Recap area that breaks out the Revenue Total, Tax Total and Invoice Total for each of the Invoice Statuses.

The report also includes a Recap by Delivery Option section that displays counts, amounts, and recipient counts for each Delivery Option. This recap prints at each Tier level and at the grand total level.

Key Functionality

The AR Report Customer Invoice Register screen has its own Security Group, AR Report Invoice Register.

The AR Report Customer Invoice Register screen is part of the AR Reports ALL Security Group.

Tip:  For more information see Security Groups Overview and Security Groups By Module.

Type a description to name the report. This description prints above the Report Title.

The Default Company Name for Report is populated from the Company Setup screen. The list contains all companies for which you have security permissions to view. If you have permission for only one company, that will be the only one displayed in the list. If you have permissions to multiple companies, the list will display those companies PLUS the default reporting company.

When discernible, WinTeam will print the appropriate company name and logo on each page; otherwise the Default Company Name will print. That is, if a Company level is included in the tiered section and is displayed in the tiered information at the bottom of the page, then that company's Report Name and Logo (if selected) prints on that page.

If there is not a Company identified in the tier area of the page, then the Default Company Name for Reports is used. The default Company Name and Logo is also used for the Total Enterprise report. For more information see Learning about WinTeam Reports.

Use the Report Format option to choose the level of detail for the report.

The Summary report contains the Invoice #, Customer #, Customer Name, Service Location, Invoice & Posting Dates, Revenue Total, Tax Total, Invoice Total and Print Status.
The Recap section lists the Revenue Total, Tax Total and Invoice Total for each of the Print Statuses.

The Detail report contains all items in the summary report plus the Job #, Inventory Item #, Item Description, Quantity, Unit of Measure, Price, Revenue Amount per Item, and Work Ticket Number. When selecting the Detail Report Format, two additional options become available:

  • Include Attachment File Name
  • Include GL Distribution

Both the Summary and Detail reports have a Recap by G/L section and a Recap by Delivery Options (if the Recipients option group is NOT None.) after the totals that print for each group, and also after the Grand totals that show the GL Accounts affected by the invoices within the filter criteria.

Select to group the report by Invoice Number, Customer Number, or Customer Name. The default selection is Invoice Number.

Recipients

Select to exclude or include Recipients on the report.

  • Select None (this is the default selection) to exclude Recipients on the report.
  • Select Current to include current Recipients on the report. The Recipients will print under each invoice. The Recipients listed here is what displays on the Recipients grid on the AR: Invoices (Recipients tab). When this option is selected the report will also include the Recap by Delivery Option.
  • Select History to include Recipients that were sent the invoices, including invoices using the Print Method. The Recipients listed here is what displays on the History grid on the AR: Invoices (Recipients tab). When this option is selected the report will also include the Recap by Delivery Option.

Select to include all invoices, unposted invoices only, or posted invoices only.

Customer Types

Select the Customer Types to include on the report.

Select All to include all Customer Types on the report.

Select Pick to define specific Customer Types for the report. When you select Pick, the Customer Types list displays. Select the check box next to each Customer Type to include on the report.

Customers

Select the Customers to include on the report.

Select All to include all Customers on the report.

Select Range to define a range of Customer Numbers for the report. When you select Range, the Customer Number range fields display. Type the beginning Customer Number in the From field and the ending Customer Number in the To field.

Select Pick to define specific Customers for the report. When you select Pick, the Customer list displays. Select the check box next to each Customer to include on the report.

Select Create to define your own list of Customers. When you select Create, a small grid displays to the right. Enter the Customer Numbers you want to include in the list, or use the Lookup to locate the Customer Numbers.

Select Exclude to identify records that should not be included. When you select Exclude, a small grid displays to the right. Enter the Customer Numbers you want to exclude in the list, or use the Lookup to locate the Customer Numbers.

Delivery Options

Use the Deliver Options to filter the invoices by delivery options.

Select ALL to include all invoice regardless of the Delivery Option.

Select Pick to select invoices with specific Delivery Options. When you select Pick, each Delivery Option displays. Select the check box next to each Delivery Option (Print and/or E-mail, E-mail Only, or Do Not Send) to the include on the report.

Delivery Methods

This is available if the Recipients option is either 'Current' or 'History'.

Select ALL to include all invoice regardless of the Delivery Method.

Select Pick to include recipients with a specific Delivery Method. When you select Pick, each Delivery Method displays (E-mail eHub Link, E-mail PDF, or Print). Select the check box next to each Delivery Method to include on the report.

Invoice Dates

Use the Invoice Dates category to filter the report criteria by invoice dates.

Select All to include all invoices regardless of the invoice date.

Select Date Range to define a range of dates for the report. When you select Date Range, the date range fields display. Type the beginning date in the From field and the ending date in the To field, or use the Date Control to select a date.

Invoice Status

Use the Invoice Status category to filter the invoices by status.

Select All to include all invoices regardless of the status.

Select Pick to select invoices with specific Status descriptions. When you select Pick the Print Status description list displays. Select the check box next to each Print Status description to include invoices with the Print Status description on the report.

  • Select Do Not Send to include invoices marked Do Not Send.
  • Select Duplicate Invoice to include invoices marked Duplicate. When invoices have been processed, and have an Invoice Sent status, and then the invoice is processed again, the status becomes Duplicate.
  • Select Invoice Resent to include invoices that have been resent.
  • Select Invoice Sent to include invoices that have been processed and have an Invoice Sent status.
  • Select Resend Invoice to include invoices that have had changes made to it after it was processed the first time, and has not been processed the second time with the changes.
  • Select Send Invoice to include invoices that have not been processed.

Invoices

Use the Invoices category to select the invoices to include on the report.

Select All to include all invoices.

Select Range to define a range of invoice numbers for the report. When you select Range, the invoice range fields display. Type the beginning invoice number in the From field and the ending invoice number in the To field.

Posting Dates

Use the Posting Dates category to filter the report criteria by posting dates.

Select All to include all invoices regardless of the posting dates.

Select Date Range to define a range of dates for the report. When you select Date Range, the date range fields display. Type the beginning date in the From field and the ending date in the To field, or use the Date Control to select a date.

User Names

Use the User Names category to select the records to print based on who created the invoices. This allows users to process their own work without processing the work of others.

Select All to include all invoices.

Select Pick to define specific invoices by the user who created them.

Use the Tier Template to define and save customized settings for a report. To use an existing template, select the template from the list and click Load.

To create a new template, you can load an existing template, make the necessary modifications, click Save, and define a new template name in the Save As dialog box. Alternatively, you can start with a blank template by clicking the Clear button.

To modify an existing template, load the template, make the necessary modifications, and then click Save. The name of the existing template display in the Save As dialog box. Click OK.

For more information see Using Tier Templates and Using Tier Parameters.

Select to group the information by Parent Customer. This check box is NOT selected by default.

The Print Enterprise Totals check box is available to users who have more than one company, and may be selected to print enterprise totals on the report. This check box is selected by default.

If this is not selected, the report prints only the tiered reports that are marked for printing.

This check box is available when using the Detail Report Format.

Select the Include Attachment File Name to include the file name of any attachment associated with an invoice. This could be a spreadsheet, doc, pdf or image file; basically any file with supporting information.

This check box is available when using the Detail Report Format.

Select the Include GL Distribution check box to include GL Distribution information on the report.

This check box is not selected by default.

This check box is available when the Print Balance Posting Only check box is NOT selected.

Select the Exclude Balance Posting Invoices check box to exclude information from Customer Balance Posting for the specified invoice date range.

If you select this check box, the Print Balance Posting Only check box is no longer available.

This check box is available when the Exclude Balance Posting Invoices check box is NOT selected.

Select the Include Balance Posting Only check box to include information from Customer Balance Posting for the specified invoice date range.

If you select this check box, the Exclude Balance Posting Invoices check box is no longer available.

Select the Include Credit Memos Only check box to include only negative invoices (credit memos) on the report.

This option is available for both the Detail and Summary Report Types. This check box is NOT selected by default.

Select the Include Logo on Report check box to print the company logo on the report. This check box is selected or cleared by default, based on the option selected in SYS:Defaults. However, you can modify the setting on each report.

Select the Include Report Criteria check box to include a list of the report options selected for this report. The Report Criteria page includes any ranges specified and each Category/Record selection made for the report. This check box is NOT selected by default.

Note:   Multi-Company—WinTeam looks to the Job's Company logo to determine which Company logo to use on the Work Ticket Report and Work Tickets.