Accounts Receivable — Create Invoices
Batch creation for Auto‑Billing customers
← Back to Invoicing Menu ← Back to AR Menu AR Introduction

Overview

The Create Invoices utility allows you to generate customer invoices in batch, based on a selected date range and customer criteria. When All Customers is selected, the system will include only those customers flagged for Auto Billing in the Customer Setup → Billing screen.
This program is typically run at the end of a billing cycle to generate invoices for all completed files that fall within the specified date range. The system evaluates the range using a user-selected date basis—such as File Date, Release Date, or other relevant milestones.
Important: Before running this process, confirm that:

  • Customers are correctly configured for Auto Billing
  • All applicable default charges have been set up
    (See: Auto-Billing Setup for configuration steps)

Create Invoices screen
Figure 1. Create Invoices — Batch parameters

Prompts & Parameters

  • 1. Department# or (A)ll — Choose a specific Department number or enter A for all departments.
  • 2. Customer or (A)ll — Enter a customer code or select A to include all customers flagged for Auto Billing.
  • 3. Enter Starting Date — Beginning of the date range.
  • 4. Enter Ending Date — End of the date range.
  • 5. Date Based On? — Field used to evaluate the range. Typical values:
    • F — File Date
    • A — Arrival Date
    • R — Release Date
    • D — Duty Pay Date
    • E — Export Date
  • 6. Invoice Date — Posting date to apply to the new invoices created by this run.

NOTE: This program creates invoices for files within the date range. Selecting A for customers will only include customers marked for Auto Billing. See the (B)illing screen in Customer Setup.

Create Invoices (Step‑by‑Step)

  1. Enter Department# or A for all.
  2. Enter the Customer code or A for all Auto‑Billing customers.
  3. Enter Starting and Ending dates for the range.
  4. Choose the Date Based On basis (e.g., F for File Date).
  5. Enter the Invoice Date to print/post on generated invoices.
  6. At the command prompt, choose:
    • Line# — Jump to a prompt number to revise an entry.
    • Q — Quit without saving.
    • P — Post and create invoices.

The system processes all eligible files within the specified date range and generates invoices for each applicable customer.
Upon completion, it displays the View Created Invoices screen, where you can print or email each invoice as needed.

Examples

Example — Department A, single customer, File Date basis
  • Department: A
  • Customer: HAMFOR (Hampton Forge Limited)
  • Starting/Ending Dates: 10‑01‑25 to 10‑12‑25
  • Date Based On: F (File Date)
  • Invoice Date: 10‑12‑25

Result: Invoices are created for eligible files in the date range. Only customers with Auto Billing enabled are included when All is selected.

Validation Rules

  • Department and date range are required.
  • Invoice Date must be within an open accounting period.
  • If Customer = A, only customers flagged for Auto Billing are processed.
  • Date range must be valid (Start ≤ End).

Troubleshooting

  • No invoices created → Confirm date basis and range; verify customer(s) are flagged for Auto Billing.
  • “Invalid accounting period” → Adjust Invoice Date or request period opening.
  • Customer not found → Check customer code or use A for all Auto‑Billing customers.