C-06-07 Find/Print an Invoice (View Only)

Who: Accounts
Why: Invoices can be viewed and printed even if they are currently with the Supplier for actioning. This function does not allow actioning of the Invoice (approve/reject, place on hold etc.).
Related topics
Procedure

This procedure describes how to use the Find Invoice function to open a view –only copy of an Invoice and print it. See Related Topics for details on how to action the Invoice.

To find the invoice:
6-7-1-Find-Print_Invoice-menu-LBL.png
  1. On the ConSol menu select Invoices > Find Invoices.
    The List invoices appears.
    N1 – By default the Issued From Date search field is set to six months before today. This prevents the User from accidentally starting a search for all Invoices starting from the oldest Invoice in the system (attempt to return a huge volume of results). Be aware that you may need to clear this date in order to set up your required search criteria.
    6-7-1-b-Find-Print_Invoice-Search_default-LBL.png

    N2 - There are two types of Invoice that can be generated within ConSol:
    • Tax Invoice
    • RCTI – Recipient Created Tax Invoice
    N3 - To reset any drop down list, select the blank line at the top of the list. For example, selecting the blank line on Invoice Type means the search will find all types of invoice.
    6-7-1-a-Find-Print_Invoice-Inv_type-LBL.png
  2. Fill in criteria to find the required Invoice(s).
    Typically you might fill in the Order No or Purchase Order No to find a specific Invoice or Issued Date From to see all Invoices after a certain date.
    The following example shows how to search for all Invoices associated with a particular Project:
    6-7-1-c-Find-Print_Invoice-find_PV-LBL.png
    1. Click the Search icon next to Project View Id.
      The Pick Project View window opens.
      6-7-1-d-Find-Print_Invoice-Pick_PV-LBL.png
    2. To search by Project View ID, fill in the Project View ID (or part of it) and press ENTER (or scroll down and click the Search button).
      A list of matching Project View IDs is displayed below the Search button.
      6-7-1-e-Find-Print_Invoice-select_PV-LBL.png
    3. Click the Select button next to the required Project View.
      • Do not click the Project View Id link (N1). This will go to the Project View screen so you are no longer in the Find Invoice function.
        6-7-2-Find-Print_Invoice-PV_link-LBL.png
      The Pick Project View window closes.
      N5 - The Project View ID is entered into the Find Invoice screen.
      6-7-2-a-Find-Print_Invoice-search_PV-LBL.png
    4. Click the Search button.
      The list of Invoices associated with the specified Project View are displayed below the Search button.
      6-7-3-Find-Print_Invoice-List_Invoices-LBL.png
  3. Click the View button next to the required Invoice.
    A view-only copy of the Invoice appears.
    6-7-4-Find-Print_Invoice-ReviewInvoice-LBL.png
  4. To print the invoice, click the Print button.
    The Invoice Print Preview window opens.
    6-7-5-Find-Print_Invoice-PrintDialog-LBL.png
  5. Click the Print button.
    If your computer is set up to access a printer, the invoice is printed on that printer.
  6. Click the Close button.
    The Invoice Print Preview window closes and the display returns to the Tax Invoice screen.
    6-7-6-Find-Print_Invoice-back_to_list-LBL.png
  7. Click the Back button.
    The List Invoices screen appears with the list of Invoices that you can view.
    6-7-7-Find-Print_Invoice-list_again-LBL.png
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