EventPro User Manual

Printing or Sending an Invoice

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Printing or Sending an Invoice

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Printing or Sending an Invoice

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1.Click on the Finance tab and select the Invoices sub-tab.
2.In the selection grid, click to highlight the invoice you want to print or select multiple invoices by holding down the Ctrl key and clicking on the invoices.
3.Click the Print button to the right of the selection grid.
4.You will work your way through three windows: Run Report, Invoice and Print.
Click to Expand/Collapse TextRun Report Window
1.The Run Report window opens.

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2.In the Run Report window, select whether you want to print the Invoice, Summary Invoice, Invoice by Sub-Group or Invoice Detailed.

The regular Invoice lists all of the items by their applicable item types.

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The Summary Invoice only shows the total for each item type.

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The Invoice by Sub-Group also lists every item, but groups them under the applicable resource sub-group, which may result in further sub-division.  For example, the Item Type may be “Staffing”, but you may have 3 sub-groups “Operations”, “Technical”, and “Volunteer”.

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The Invoice Detailed provides a detailed breakdown of locations, setup types, times, items, quantities, prices, etc.

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2.If no selections appear in the grid, click the Expand All button in the bottom left corner.
3.After you select the type of invoice you want to print, click OK.
4.The Invoice window will appear next.
Click to Expand/Collapse TextInvoice Window

The appearance of the Invoice window will vary, depending on the type of invoice you chose to print.

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1.Type in a name for the Report Title.
2.Check the appropriate Hide or Show checkboxes (e.g. Hide Zero Price Items, Show All Credits in Summary, etc.) depending on what items you want appearing in the printed invoice.  These checkboxes will vary depending on the type of invoice you are printing.
3.If you want to record the printing of this invoice in the event Communications, check the Update Communications checkbox and select a Method and Reference.
4.Choose the type of Report Shading you want.
a.Gray: The default EventPro gray scheme, which is suitable for black and white printing.
b.Color: The custom color scheme you created earlier in System Settings (review Chapter 1: Setting Up EventPro, Step 1: System Settings, Reports).
c.Designed: The color scheme set up in the report layout in the Report Designer.  If you choose this option, EventPro will not modify the color scheme as it appears in the report layout.
d.Off: No report shading.
5.Click OK.  You will next move to the Print window.
Click to Expand/Collapse TextPrint Window

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1. In the Print window, choose the Destination from the four options at the top.
a.Printer: Select the appropriate settings for your printer or PDF writer.  Choose the appropriate settings for Paper, Orientation, Page Range and Copies.
b.Screen: Select the appropriate Paper size and Orientation.
c.File: From the Type drop-down list, select what type of file you want to save the invoice as.  Choose where you want to save the invoice by clicking the folder icon to the right of the Where field. In the Save to File window, find the appropriate Folder, type a name for the file in the File Name field and click Open.  The file path will appear in the Where field. Choose the appropriate settings for Paper and Orientation.
d.Email: Select whether you want to generate a PDF, TIFF or RTF file.  Chose the appropriate settings for Paper and Orientation.  The invoice will be directed to the billing contact’s email address, when available.
2.Click OK.
3.If you are sending the invoice by email, the Communication Update [New] window will appear. Refer to further information about communications at Chapter 12: Communications.
4.After the invoice has been printed, displayed, saved to file or emailed, click Yes in the Confirm box if you want to update the Invoice Printed date or No if you want to leave it as the last printed date.