Invoice Export

□	When you have a very large quantity of Recurring Revenue Invoices that need to be billed:

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When your Company mails a high number of Recurring Revenue Invoices, DataBill™ (or similar services) may save money and time by providing a more efficient statement processing, electronic billing and bill printing solution which can improve your cash flow by eliminating the need for dedicated staff and equipment for these functions.

•	If you choose to do so, use this Invoice Export function to create a text file with the necessary Invoice information.

•	The Export Selection may be Dates and Invoice Numbers based, or Billing Cycle based.

•	You also may restrict the selection to those Invoices that have not already been printed.

•	On the Main Menu Select Maintenance then Choose the Accounts Receivable sub-menu, and Select Invoice Export.

HelpFilesInvoiceExportOptionsForm

Invoice Export - Options Form

□	Export By Options - Choose the method which should be used to select the Invoices that are to be Exported.

•	Export By Date Range - Define the Date(s), Invoice Numbers and Division(s) to be included.

•	Click the Date Range button (see the mouse pointer in the illustration below).

HelpFilesInvoiceExportByDateRange

•	Unprinted Invoices Only? - Check this box to exclude Invoices that were previously printed.

•	Date Range - By default, the From and To Dates will both be Today.

▪	Use the Drop-Down Date Selection Boxes provided to modify this Date Range.

•	Invoice Range - By default, the From and To Invoice Numbers will the oldest to the newest Invoice Numbers ever used within the Accounts Receivable System.

▪	Modify these Invoice Numbers as required.

•	Division - Choose whether to include all Subscribers with or without Division Codes assigned, or select a specific Division.

▪	All - Click this button to include all Subscribers that match the specified Date Range and Invoice Numbers.

▪	One - To limit the selection to those Invoices from Subscribers assigned a specific Division Code:

o	Click the One button.

o	Use the Drop-Down Selection List provided to Choose the desired Division Code.

•	Export by Billing Cycle - Enter the specific Billed Month and Recurring Billing Cycle to be exported.

•	Click the Billing Cycle button (see the mouse pointer in the illustration below).

HelpFilesInvoiceExport

Invoice Export Billing Cycle Option dialog

•	Unprinted Invoices Only? - Check this box to exclude Invoices that were previously printed.

•	Last Period Run - For information purposes only, the last Recurring Billing Cycle and associated information that was run (not the last one exported) is shown.

•	Period To Export - Specify the Year, Month and Billing Cycle of the Invoices that are to be exported:

▪	Year - Use the Drop-Down Selection List to Select the appropriate Year - which by default will be the Year of the Next Month from Today.

▪	Month - Use the Drop-Down Selection List to Select the appropriate month - which by default will be the Next Month from Today.

▪	Cycle - Use the Drop-Down Selection List to Select the Recurring Billing Cycle to be exported.

•	Comments - Enter any comment or explanation that is to be included in All of the Invoices that will be exported.

•	The Comments entered here, or when Printing Invoices, becomes the default Comments in the User Options Form's Company tab's Company Settings dialog in the InvoiceExport.MemoText Settings field.

□	Process - Once the Export By Options are chosen, Click the Process button to initiate the Invoice Export.

•	This procedure will create a text file containing the Invoices data, which may be then used by a Third-Party Billing & Printing Service Provider (such as DataBill™).

•	Click the Process button

HelpFilesInvoiceExportDialogBox

•	The dialog box at the bottom of the Invoice Export Form will describe the various initialization steps (as shown above).

•	When the Parameters have been verified, a Windows® "Save As" dialog will be opened.

HelpFilesInvoiceExportTextFileName

▪	Enter the desired filename for the text file that will contain the Invoices data.

▪	Click Save to start the Process procedure.

•	Once the Invoices data have been written to the text file, you will be asked to indicate whether those Invoices are to be Marked as Printed.

HelpFilesMarkInvoicesAsPrijted

•	The dialog box at the bottom of the Invoice Export Form will report the final results.

HelpFilesInvoiceExportDialogBoxResults

•	Two text files will be created:

1.	Def.txt - a file format definition.

2.	filename.txt - the actual Invoice Data that was exported.

•	Close - Click the Close box (T) at the top right of the Invoice Export Form when the process is completed.

•	Warning - If the export selections resulted in no Invoices to Export, an Information message will be displayed.

HelpFilesNoInvoicesMatchCriteria