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Fastbase Accounting System - Online Manual

Generate Invoices

Document 102726/1

Entered Fri, 3 Jan 2003 14:07 by Peter Campbell
Updated Wed, 4 Jun 2003 16:21
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This option is used to print reports before invoicing and to generate the invoices, usually in 3 steps.

1. Report all batch summaries for the taxi-charge accounts.
2. Report all voucher details, excluding the taxi-charge accounts.
3. Generate and print all invoices.

Select Processing Voucher Processing Generate Invoices.

Enter the Period End Date, this defaults to the last week.

Enter the Action required, either Report Only or UPDATE. Select UPDATE only once you are sure everything has been entered correctly. The update will not happen if the system detects any errors with the data during the validation process.

To perform the 3 steps as outlined above make the following selections:

Step 1 - report batch summaries

Action: Report Only
Print Voucher Details? Summarise
Include Account: Taxi-charge Account
Exclude Account:
Output Device: Select where you want the report to be printed.

Print the report, this will include a list of all taxi-charge batches including the number of vouchers in each batch and a total.

You may get a message on the screen informing you that not all batches for the current period have been closed. You will be given the option to close all the batches upto and including the entered period end date. Do NOT close batches unless you know that the vouchers will be entered before generating the invoices.

Step 2 - report all voucher details

Action: Report Only
Print Voucher Details? Yes
Include Account:
Exclude Account: Taxi-charge Account.
Output Device: Select where you want the report to be printed.

Print the report, this will include all entered vouchers. Check that each account has the correct surcharge showing.

Step 3 - generate and print invoices

Action: UPDATE
Invoice Date: Today's date (by default)
Output Device: Select where you want the report to be printed.
Invoice Printer: Select where you want the invoices to be printed.

Additional Notes

FastBase will not generate any invoices if errors are detected. Out of balance vouchers and non-entry of vouchers are considered to be errors and will stop further processing. Full details will be printed on the report highlighting any errors.

Once the invoices have been generated and printed you cannot maintain any vouchers, they can be enquired on only.

If there is a problem printing invoices you can re-print them, see Printing Invoices and Credits for details.

Electronic Invoicing

See Electronic Invoicing (Taxis) for details.