I just recently took over this position and I am wondering if I have to update the Update Archive System before you can see a batch in the Enter/Edit/Print Archive Invoices. I can look at all the other invoice batches but the one I posted two weeks ago. I am about to post another batch and am concerned that I will not be able to view the invoices.

Hello Yvonne,

There are 3 areas in Quik Invoice that hold invoices. First, there are Active Batches. You post batches from this list. A batch is posted directly into Accounts Receivable. When the batch is posted, it is removed from the Active batch list. You can find the posted invoices in the Quik Invoice History file. Archive batches must be moved or copied to the Active batch area before they can be posted. If you copy a batch, it remains in the Archive Area and a copy of the batch is made available for posting. If you move a batch, then it is deleted from the Archive area after it has been created in teh Active area.

Is it possible you moved (rather than copied) a batch from the Archive area the last time you performed this function? The fastest way to get the invoices back would be to restore the invoices from the historical file.

Hello Yvonne

Congratulations on your new position!

The Update Archive System option is there to update any batches that would currently exist in the Archive batch area, it has nothing to do with getting the batches in there in the first place.

To explain further:
1. When you post a batch (this can only be done when the batch exists in the Open batch area {Enter/edit/print invoices} - you cannot post a batch from the Maintain archived batches area), it goes directly into your A/R system - Customer Current Transactions' file.

Further to this, in QIP, all posted invoices go into the QIP History file. This is accessed by choosing "7. History maintenance" from the "4. Housekeeping" main menu option. If you would like to see the invoices you posted last week, in QIP this is where to look. (Again, you can also look at the A/R Current Transactions for the Customers you posted invoices for to see the transactions in A/R.)

2. There are two methods of getting batches into the Archive Batch area in QIP:
a) Enter them directly
This method is where you go into the Maintain archived batches area and enter the batch directly into Archive, using the same methods you currently use in the Open batch area.

b) Archive an existing batch from the main Edit/enter/print invoices area into the Archive area.

To do this you would, select (highlight) the batch you want to archive and press <Enter> on the selected batch (just as you would to go into that batch) and select Archive from the options list at the bottom of the screen.

This keeps the original batch intact in the Open batch screen, and sends an exact copy to the Archive batch area.

If you need to use 'recurring' batches, the best way to accomodate this is to use one of the methods described above to 'populate' your Archive Batch area with invoices you can 'restore' later into the open batch area in order to post them to AR.

Hope this helps!