Invoices

Invoices Overview

The Invoices Report in SapphireOne Job Projects Mode is used to produce reports on all Client Invoice data within SapphireOne. Invoices can be printed direct to printer and on various paper options including Letterhead Paper, Plain Paper, Plain Pre-Printed Paper and Custom Advanced options.

When the Invoices Report is selected from the Inventory Sales Reports Menu, SapphireOne will present a print dialog screen for the user to select and customise the criteria and data they would like included within the report.

The user can select from the Print Destination, Report Type, Report Sort Order and Report Selection drop-down menus to determine the preferred report layout. Reports are created using a combination of the selected metrics.

Print Destination Menu

The Print Destination Menu allows the user to choose the destination for the Report, and select from the options Printer, Custom Report and Quick Report.

Printer Tells SapphireOne to send the report straight to the Printer. 
EmailThis allows the user to email the report directly from SapphireOne.
Custom Report This allows the user to create a custom designed report. Once selected SapphireOne will use this option on the Print Destination menu. 
Quick Report Selecting this option will open the Sapphire Quick Report function. 

Report Types Menu

Selecting the Report Type option will enable the user to print different layout styles of the report.

Plain Paper This will print a Standard SapphireOne Invoice onto blank sheet of paper. It will print everything including all lines and any graphics. 
Plain Preprinted This will print only the text onto the paper, with the lines and graphics already pre-printed on the paper. 
4010 Preprinted This is for dot matrix printers with the boxes already in a pre-set format. 
Direct-1 This drives a serial printer directly using the settings defined in Utilities Mode allowing any style of pre-printed paper to be used. This is set up within Utilities > Controls > Direct Print Layouts. 
Direct-2 This drives a serial printer directly using the settings defined in the Utilities Mode allowing any style of pre-printed paper to be used. This is set up within Utilities > Controls \ Direct Print Layouts.
Letterhead PaperPrints the Invoice directly onto letterhead paper. This is set up in the Utilities Mode . This is set up within Utilities > Controls > Direct Print Layouts. 
Custom Invoice–1 This prints the Invoice as defined by SuperReport 1.  Utilities > Controls > Super Report Layouts. 
Custom Invoice-2 This prints the Invoice as defined by SuperReport 2.  Utilities > Controls > Super Report Layouts.
LandscapeThis will print directly in landscape format.
Advanced This allows you to specify the number of copies and paper type prior to printing. Addition details below.
Discontinued InventoryThis will include Inventory items that have been flagged as discontinued.

Advanced Printing Options

The Advanced print option is under the Report Type drop-down selection menu item. Once this option is selected and printing is initiated SapphireOne will display the Invoice Print Settings dialog as seen below. Using this advanced print option an invoice may be printed with many different methods.

Mix and match is allowed of any type of reports but when any selection of report is made the user is advised to check the method and copies carefully. Please note that SapphireOne will by default select Plain Paper and 1 as the default printing options as seen below.

  1. Print Selection – First highlight an item then click in the first column with the tick header.
    • There are at present 8 options split up into 3 basic groups. Make your selections by placing the cursor in the first column and clicking once.
    • Once this is done a for a Mac or a + symbol will be displayed indicating that the print item has been selected.
  2. Method – Next left click on the cell at the junction of the highlighted line and the Method column.
    • SapphireOne will display a menu with 9 options from Plain Paper, the default through to Landscape.
    • Select the print method that is required.
  3. Prints – Then while the item is still highlighted click in the Prints column.
    • A menu will be displayed which allows for the direct entry for the number of prints required from 1 through to 11. Numbers other than these may be entered by selecting the Other option from this menu.
  4. Email – Provided emails have been correctly set up in SapphireOne the user may select this checkbox which tell SapphireOne to sent the invoice as an attachment to an email instead of printing it.

Report Sort Order Menu

The Report Sort Order Menu allows the user to select from various sorting methods and criteria to organise data in different sequences while still maintaining the same fundamental report format. The user can sort data by:

No SortThis will not apply any additional data sorting to the report.
By IDThis will sort the order of the data by inventory ID.
By TypeThis will sort the order of the data by transaction type.
By Date InThis will sort the order of the data by the date the transaction was created.
By Date DueThis will sort the order of the data by the due date of the transaction.
By Internal RefThis will sort the order of the data by the Internal Reference Number of the transaction.
By Sequence NumberThis will sort the order of the data by the Sequence Number of the transaction.

Report Buttons

Print ButtonSelect this button to Print the Report.
Cancel ButtonSelect this button to Cancel the Report.
Record List ButtonSelecting this button brings up a list of all inventory items within the users SapphireOne data file. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to search for the inventory item to be printed.
Options ButtonThe Options Button allows for even further customisation of the Report.
Queue ButtonSelecting this button will put the report in a Queue, allowing the user to select the time and day for the report to run and print.
Background ButtonSelecting this button allows the user to run the report in the background of the SapphireOne server, allowing the user to continue with other tasks while the report is generating.

 You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

Was this helpful?

Previous Article

Transactions

Next Article

Job Project Financials