Auto Invoice Sales Orders

You use the Auto Invoice Sales Orders task to automatically invoice sales orders in the sales module that meet your defined criteria. The Auto Sales Invoice Orders task is designed to alleviate the large number of orders that require invoicing once the product has shipped.

You can configure your Auto Invoice Sales Orders task to only invoice orders that are completely shipped or determine if you want to invoice partially shipped orders. When invoicing sales orders in e-automate there are a variety of warnings that you may encounter letting you know the order is not ready to invoice. You can see a complete list of errors or warning that can occur in e-automate.

When invoicing sales orders you can determine to send invoices to the document queue for sending later via email, fax, or print using Auto Send Customer Documents. In addition to directing what happens to the fulfilled invoices you can also direct what happens to a packing list and/or a picking list. The Auto Invoice Sales Orders task allows you to identify an appropriate printer to which you want to send the packing or picking lists.

You use the Auto Invoice Sales Orders task to filter the sales orders that are eligible for auto invoicing. You can filter by sales order types, sales orders statuses, and customers. Each of the filters offer an advanced filter to give you more control. If necessary you can constrain multiple tasks that run on various schedules to accomplish you goals.

General Task InformationGeneral Task Information

From the e-automate Tools menu, select E-agent to open the E-agent - Tasks window.

From the e-agent toolbar, click [New]. E-agent opens the new task window.

From the list, select Auto invoice sales orders.

Click [OK]. E-agent displays the task setup window.

In the Task name field, leave the default name or enter a new name for the task.

Note: All tasks must have a unique name. If you are using multiple tasks for a variety of reasons, each task must have its own, unique name. You can schedule all tasks at different intervals.

In the Task engine field, use the drop-down menu to select the task engine on which you want to run the task.

In the Task user field, use the drop-down menu to select the user under which e-agent is to run this task.

To make this task operational, check the Enabled checkbox.

Options TabOptions Tab

Verify the Options tab is forward.

If you want the Auto Invoice Service Calls task to only invoice shipped orders or partially shipped orders, check the Fulfill shipped items only checkbox. This checkbox allows the task to automatically invoice sales orders that are partially shipped. If you do not want the sales order to invoice until all items on the sales order have been shipped, check the Fulfill completely shipped orders only checkbox.

If there are warnings on the sales order, you can configure the e-agent task to prevent the task from auto invoicing the sales order by checking the Do not invoice if warnings exist checkbox.

Note: A complete list of errors and warning are displayed below in the Advanced Information section.

To send all non-zero dollar invoices to the document queue, check the Send non-zero dollar invoices to the document queue checkbox.

To include zero dollar invoices with those invoices being sent to the document queue with this task, check the Send zero dollar invoices to the document queue checkbox.

To print a packing list when this task runs for each invoiced sales order, do the following:

Check the Print packing list checkbox.

In the Printer field, use the drop-down menu to select an appropriate printer.

To show canceled items on the packing list, check the Show canceled items checkbox.

To show back-ordered items on the packing list, check the Show back ordered items checkbox.

To show previously shipped items on the packing list, check the Show previously shipped items checkbox.

To print a picking list when this task runs for each invoiced sales order, do the following:

Check the Print picking list checkbox.

In the Printer field, use the drop-down menu to select an appropriate printer.

To show canceled items on the picking list, check the Show canceled items checkbox.

To show back-ordered items on the picking list, check the Show back ordered items checkbox.

To show previously shipped items on the picking list, check the Show previously shipped items checkbox.

To identify the sales orders to include in the task, do one of the following:

To include all sales orders, verify the system is displaying an Include all (no filter) link to the right of the Include all order types field. If the system is displaying a Filtered link to the right of the Include all order types field, do the following:

Click the Filtered link to display the Sales Orders window.

Click the [Clear] button to clear the filter. Click the [OK] button to close the window and return to the Options tab. The system should now be displaying an Include all (no filter) link to the right of the Include all order types field.

To limit the sales orders to include in the task, do the following:

Click the link to the right of Include all order types. If no filter has been applied, the system displays an Include all (no filter) link to the right of the Include all order types field. If a filter has been applied, the system displays a Filtered link to the right of the Include all order types field. The system opens the Sales Orders window.

In the QuickSearch region, enter your filter criteria. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.

When the Sales Orders window displays the sales order(s) you want the system to include, click the [OK] button to close the Sales Orders window and return to the Options tab.

Set Invoice date to one of the following:

Run Date. When this option is selected, the system will use as the Invoice Date the system date on which this task is processed.

Sales Order Date. When this option is selected, the system will use as the Invoice Date the date on the sales order for which the invoice is being created.

Set Invoice date to one of the following:

Run Date. When this option is selected, the system will use as the Invoice Date the system date on which this task is processed.

Sales Order Date. When this option is selected, the system will use as the Invoice Date the date on the sales order for which the invoice is being created.

To identify the sales orders to include in the task by customer, do one of the following:

To include sales orders for all customers, verify the system is displaying an Include all (no filter) link to the right of the Include all customers field. If the system is displaying a Filtered link to the right of the Include all customers field, do the following:

Click the Filtered link to display the Customers window.

To limit the sales orders to include in the task by customer, do the following:

Click the link to the right of Include all customers. If no filter has been applied, the system displays an Include all (no filter) link to the right of the Include all customers field. If a filter has been applied, the system displays a Filtered link to the right of the Include all customers field. The system opens the Customers window.

In the QuickSearch region, enter your filter criteria. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.

When the Customers window displays the customer(s) for whom you want the system to include sales orders, click the [OK] button to close the Customers window and return to the Options tab.

Schedule TabSchedule Tab

You can choose to schedule the e-agent task so that it runs on an interval and/or you can run the task manually whenever you choose.

To manually run the task see the "Manually Running Tasks" section of the Task Functionality topic.

To schedule the task to run on a defined schedule, do the following:

Click the Schedule tab to bring it forward.

In the Recurrence pattern region, select Hourly, Daily, Weekly, Monthly, Last day of month, or No recurrence to indicate the frequency with which you want e-agent to process this task.

If you selected Weekly in the previous step, e-agent displays a Run on region with a checkbox for each day of the week. Check the box for each weekday on which you want e-agent to process this task.

In the Start recurrence field, enter (or use the drop-down calendar to select) the date and time you want this schedule to begin.

Note: This field is not available if you set Recurrence pattern to No recurrence.

In the End recurrence region, do one of the following:

Note: The options in this region are not available if you set Recurrence pattern to No recurrence.

To have e-agent process the task indefinitely using the specified Recurrence pattern, select No end date.

To have e-agent process the task only a specified number of times using the specified Recurrence pattern, do the following:

Select End after __ occurrences.

In the End after __ occurrences field, enter the number of occurrences.

To have e-agent process the task through a specified end date and time using the specified Recurrence pattern, do the following:

Select End by __.

In the End by __ field, enter the date and time by which processing of this task is to end.

Completing the TaskCompleting the Task

In the Notification e-mail field, enter the e-mail address(es) of the person or persons the system should notify each time e-agent completes processing of this task. To notify multiple recipients, separate each e-mail address using the delimiter associated with your e-mail program (e.g., if your e-mail program accepts a semicolon as a delimiter, you could enter janedoe@company.com; johndoe@company.com; joe@company.com to have the system send notifications to three e-mail addresses each time e-agent completes processing of this task).

Click [OK] to save the task settings.

Advanced InformationAdvanced Information

Possible Errors:

A serial number is required.

Bins are required on all warehouse bin distributions.

Equipment history tracking configurations prevent automatic invoicing.

RTV links are required on all RMA items being returned into an RTV type warehouse.

Sales Order is currently in use.

Serial number is duplicated on this transaction for item X.

The bin distribution does not match the quantity to fulfill.

The bins on the RTV links do not match RMA.

The following Item/Serial Number combinations do not exist in their specified bins.

This billing will cause the contract deposit balance to go negative on the following contract(s):(contract number). (If deposit based contracts are not allowed to go negative; otherwise, it's a warning.)

This will cause the availability for (item) in warehouse to be negative. Over allocation of inventory is not currently allowed in the system, thus you cannot continue! (If negative availability is not allowed; otherwise, it's a warning.)

This will cause the inventory for (item) in bin (bin) of warehouse <warehouse> to be negative. Negative inventory is not currently allowed in the system, thus you cannot continue! (If negative inventory is not allowed; otherwise, it's a warning.)

You may not fulfill more than was ordered.

Possible Warnings:

This billing will cause the contract deposit balance to go negative on the following contract(s): (list of contracts) (If deposit based contracts are allowed to go negative; otherwise, it's an error.)

This item is consumable and is not linked to an equipment.

This will cause the inventory for (item) in bin of warehouse to be negative. (If negative inventory is allowed; otherwise, it's an error.)

This will cause the availability for (item) in warehouse to be negative. (If negative availability is allowed; otherwise, it's an error.)

Usage is [shortage amount] less than the minimum expected value.