We had our OE company profile set so that invoices that were faxed or emailed did not show as printed in the system. It is changed now, but we are left with hundreds of old invoices with print status' that need to be corrected so that they will clear the current grid.

Of course, we do not want to actually print any of them and would really like to avoid printing them to file one-by-one. We have not been successful in finding a way to easily change the print status, in bulk, so to speak. I think it is not helping that so many of them have the email or fax preference.

Any suggestions appreciated!

Jody

Hi Jody,

If these invoices are within a range, you could choose to (temporarily) set the OE company profile to 'Mark Printed to screen as Printed', Then in the Order Entry / Print Invoices screen, select the range of invoice numbers, choose Screen as the print destination instead of Printer or File, and click the Print button. This will set the print statuses to Printed without having to print to paper.

You could also select an electronic printer driver such as AdagioPDF to print the invoices, rather than Print to Screen, to get the same effect.

When you indicate that Fax or Email is the preference for the customer - if I understand the comment correctly - just make sure that you do not select the 'Match Preferred Send Method' and all invoices will be printed to screen or PDF. Unless these customers are set to not allow printing invoices.

I changed the Profile and that does work. However, I am encountering an obstacle when I attempt to print: I get the message "Nothing in range to print"

I can do individual invoices from the grid but it doesn't seem to allow for printing a range there. When I use the drop down Order Entry menu to print invoices, I get that "nothing" message, which I have seen a lot of times before in other circumstances. This appears whether I try to print one invoice or a range there.

These are really old documents but they are available one-by-one. Is there something I can do about that "Nothing in range to Print" message?

Thanks!

Hi Jody,

Printing a range of invoices does behave a little differently than one-off printing from the invoice grid. One-off printing will bypass some settings such as the customer-allowed or preferred way of receiving documents, but these are adhered to when printing a range. So the the answer may depend on how the orders and customers are set up.

Are customers allowed to have invoices Printed? This is seen when editing a customer and on the Invoicing tab, and perhaps what you alluded to in your original post. If customers do not allow printing, then this is why the program does not print them - even to screen.

If customers do allow printing, but it is not the preferred way, just ensure that the option to 'Match Preferred Send Method' is not selected.

And one final point. You can edit the invoice grid to add or remove columns. Include the field for 'Print Status' and 'Moved to History' to give more information about these invoices. If it has been 'copied' to History via Day End Processing, you will see a value of Yes in the 'Moved to History' column. And for printed invoices, the invoice date has to be older than that selected on the Day End Processing screen in order to delete them from current.

Thanks to your input, I see where the problem is. Until now, I did not have the understanding of the Print/Fax/Email selection for the customer being considered as "allowed" or not and many do not have Print selected at all. That, along with the Company Profile setting that did not consider fax/email as "printed," means this will be a bigger housekeeping task than I was hoping!

And thanks for the tips about editing the columns on the grid. Very useful!

Jody

Hello Jody,

There is a Show me how... video on our web site that describes how the Column Editor works in all the Adagio modules. Virtually every Grid can be customized.

Also, you can quickly set the preferences for a large number of customers by exporting the current settings to Excel, using Excel to set the value you want, and then importing the new value back into Adagio Receivables.

Any Adagio consultant would be able to do this in under an hour (but they may have a minimum billing charge).