Creating an invoice letter
Prerequisites
• Freeze an invoice if the invoice is not in the
Final status. For more information on freezing an invoice, see
Invoice letter.
• If an invoice is in the Invoiced status, it indicates that the invoice is final and an invoice letter has already been generated.
• Once the invoice letter is created, the invoice status automatically changes from Final to Invoiced.
Procedure
1. Go to Invoices.
2. Select the invoice for which you intend to create an invoice letter.
3. In the action panel, click Create invoice letter.
4. In the Invoice letter window, enter the Invoice date
5. To preview invoice letters, on the action panel, click Preview.
The invoice letter appears based on the invoice template you have defined.
6. Close the previewed document and click Exit in the Invoice letters if you want to return to invoices.
In the Invoice letters dialog box, you can do the following:
◦ Create invoice letters for invoices and list them in
Communication logs by using the following procedure:
- In the action panel, click Create only. An invoice letter is created and is saved in Communication logs.
After creating the invoice letter, you will find the invoice letter listed in Communication logs.
◦ Create and print invoice letters, both at the same time, by using the following procedure:
- In the action panel, click Print. Your invoice letter is created and printed, and the Invoice letters window is closed.
You will find this invoice letter listed in Communication logs.
◦ Email an invoice letter to your customer by using the following procedure:
- In the action panel, click Email. An email is sent to the email address referenced from the Address field in the Send to email address field.
After sending the email, you will find the invoice letter listed in Communication logs and you can see the actual email address that it was sent to.
◦ Edit emails of invoice letters before sending them to your customers by using the following procedure:
- In the action panel, click Edit email.
In the
Email messages window, the email address is prefilled with the resolved email addresses as defined on the
send to and
copy to fields of the invoice. These can be changed or email addresses can be added. For a description of these fields, see
Edit email fields.
You can add your own text in the content field of this window. After clicking OK, an email is sent and the window is closed. You will find the invoice letter listed in Communication logs.