We have a customer account that we have a very large volume of daily invoices. It's a complicated situation where we are required by the customer to submit for payment using another method outside of Adagio OE Invoices and so we use the Invoices in OE only for internal tracking. We need every transaction to be stored on a separate invoice so we can match up with payments later. Since we don't need a paper or electronic copy of the invoice, we do not print these invoices, ever. We use the system only to match up unapplied invoices. How can I get these invoices to move to history as normal? Please advise.

Print Invoices to Screen, rather than a printer. Ensure that the Company Profile option to 'Mark printed to screen as printed' is selected. When you select Screen as the printer destination, clicking the Print button will simply preview the documents and allow setting the print status, and thus allow moving to History (and purging from Current).

Note that clicking the Preview button will not enable this - you need to change the print destination to the Screen and click the Print button.

Okay, but would you consider adding an option in the Company Profile to allow invoices that have never been printed to move to History? We're having to go through hundreds of invoices and print them to screen for no reason other than to have them move to history. There are often times we don't need to print the invoice for any reason. We only create the invoice so we have a record of it on the system and to create a receivable for it.

It's a nuisance to have to print every invoice to screen.

Sorry Susan, this is part of the audit trail (the printing o the invoices).

We could add a customer number range to the "Print Invoices" dialog and allow you to select invoices for a specific customer to print. I think that would solve your processing option.

Another method would be to import the information directly into Adagio Invoices and post it there. Adagio Invoices will record shipments from Inventory, feed SalesAnalysis and allows importing of an invoice (unlike OrderEntry where you can only import and order).

Hi Susan

With the Read/Write version of GridView, you can create a View that displays the range of invoices (by customer and date or document) together with the print status, and then override the status to indicate that it has been printed. This should be way quicker than fake printing ranges of invoices.

But it is a little risky, since GridView R/W doesn't care about audit trail or even data integrity.

Steve

We don't have GV R/W or Adagio Invoices. We have OE & regular GV. It seems that the unprinted invoices are actually moving to history, they just aren't clearing out of current.

Until they are printed they will never leave current. This behaviour cannot be changed on a customer by customer basis (current release).

The answer from Softrak SUpport is one way around this. Another is to print to file and then delete the file. To limit the amount of printing you can select the entire range (blank to zzzzzz) and make sure the reprint option is not selected. You can make this part of your month end routine to clear these invoices at every month end.

Okay, I tried using OE/Order Entry/Print Invoices from blank to zzzzz. I don't see an option to print to file so I went with print to screen. It works except that I have to preview every one. Since it's starting in 2009 I think this could take a really long time. Where do you see the option to print to file?

Hi Susan,

There is no 'Print to file' option directly built into Adagio Order Entry for specfications. I believe the intent was that some PDF printer driver would be selected to 'print' to, rather than a typical printer.

I tried that too.. it might be a good answer if it were to create one giant pdf but it creates hundreds of individual pdf's, that required you save one at time.