Using enhanced invoice print options to print invoices


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(Preliminary: Features are subject to change)

7.Changes to the Invoicing application


The V.2006 changes to the Invoicing application include:

Using enhanced invoice print options to print invoices 2

Displaying one of the TrlType1–4 fields in the Edit Invoice Folder 28

Making a trip billable after departure from the last stop 29

Changes to Canadian tax setup and maintenance 30

Having the invoice status set to RTP when you
re-open a master bill 46

Using Dist(RoundTrip*Adj) as a charge type Unit Basis 49

Looking up invoices based on a master order in the
Batch Rating window 53

Defaulting a user’s RevType1 value in Invoicing
retrieval windows 54

Viewing stop details in the Order Stops window 55

Displaying the master order number 56

Keyboard shortcut added for Compute function 57

Displaying a confirmation message in
the Invoices On Hold queue 57

Auto rating an order when it is opened in Invoicing 59

Updating the Bill Date when the invoice status is set to Ready To Print 61

Counting sequential events at the same location as one stop in Order Entry, Dispatch, and Invoicing 62

Assignment history available in Invoicing 65

Specifying how many days after the order’s delivery date the Invoices On Hold queue will override a paper work requirement 66

Enhancements made to the Orders Ready
to Prepare queue 73


Using enhanced invoice print options to print invoices


First available in General Availability Release 2006 R2 (build 2006.05_10.0216).

To issue an invoice in previous versions of TMWSuite, you first had to create the invoice through the Invoicing application, print it to the default printer, and then send the invoice via fax or U.S. postal service. If set up to use EDI, you could also send the invoice via EDI 210 output. You could not fax information directly from the system unless sending it through the TMW Imaging system.

Now, when you update an invoice or master bill to a Printed status, you can send it directly to a specific client from within TMWSuite without intermediate printing or using Imaging. Using the enhanced invoice print options accessible in the Bill To company profile, you can specify that invoices (both freight and master bills) be e-mailed, faxed, printed on a printer other than the system default, or a combination of these. Because the setup is in the Bill To company profile, you can have different settings for each of your clients.

Warning: The enhanced invoice print feature was designed to be used primarily when printing invoices directly from the Print Invoices queue, without having the Print Preview option selected.

You may print from the Edit Invoice Folder using the enhanced invoice print settings, however, when you print on a one-by-one basis, a hard copy will be always be sent to the default printer.

This document shows the results of printing invoices using enhanced invoice print options from both the Print Invoices queue (recommended) and Edit Invoice Folder.

You must do the following before you can use enhanced invoice printing:

  • Install software required to use the enhanced invoice print options.

  • Set up the EnhancedInvoicePrint= General Info Table and TTS50.ini file settings to configure and use enhanced invoice print options.

  • Use the Invoice Output Selection window in the Bill To company profile to set up enhanced invoice printing on a client-by-client basis.

Note: If any Imaging product is turned on through the InvoiceImaging
Activated=Y setting in the [Invoice] section of the TTS50.ini file, the enhanced invoice print options set up in the Invoice Output Selection window for Bill To companies are not used when printing in Invoicing. The default Imaging print functionality is used.

Installing software for enhanced invoice printing options


The enhanced invoice print options are free through TMWSuite. However, to create PDFs for
e-mail and send faxes, you must install additional third-party applications.

The following TMW installation files are available in the Clients Only FTP area of the TMW Systems website.

  • Enhanced Invoice Printing.msi

This file installs the PowerBuilder 9 Client Runtime DLL files, registers them, and sets up the PowerBuilder directory for other installation files.

Note: This file must be run before configuring any other TMW or third-party installation files.

  • drivers.zip

The zip file allows you to set up the printer postscript driver files which are required to format PDF files correctly so you can send invoices using the enhanced invoice print e-mail option.

  • comprint.dll

This is a TMW-specific enhanced invoice print DLL file that allows you to print using a printer other than the system default printer.

The following software applications must be acquired through third-party vendors:

  • GhostScript

This application is required to create PDF files, which are included in e-mails sent through the enhanced invoice print e-mail functionality. The software is free but must be acquired through Artifex Software, Inc. Refer to www.ghostscript.com for the latest GhostScript Windows installation files.

  • Symantec WinFax PRO

This application is required for integrated fax functionality and must be purchased through Symantec Corporation. Refer to www.symantec.com/winfax for the most recent information on this product.

Complete the steps in the following sections to install the applicable enhanced invoice print files.

Note: The installation must be completed by a user who has network system administrator rights.

Installing PowerBuilder files


PowerBuilder installation files are required to run all enhanced invoice print options properly in TMWSuite. The Enhanced Invoice Printing.msi file installs the PowerBuilder 9 Client Runtime DLL files, registers them, and sets up the PowerBuilder directory for other TMW and third-party installation files.

Notes:

1. The Microsoft Windows installer package file (Enhanced Invoice Printing.msi), created by TMW, is a storage file containing the behind-the-scenes system instructions and necessary data required to install the PowerBuilder files.

2. The Enhanced Invoice Printing.msi file must be run before configuring any other TMW or third-party installation files.

1. Select a location on your hard drive to download the setup files from the FTP site.

Note: Installation files are usually placed on the C:\ drive.

2. Double-click the Enhanced Invoice Printing.msi file to start the installation process.

This file is located in the C:\ drive folder in which you placed the TMW installation files.

3. Click Next in the Welcome to the PowerBuilder Client Runtime Setup Wizard window.

4. The Select Installation Folder window displays. Click Next to install the PowerBuilder 9 Client Runtime DLL files to the default directory C:\Program Files\Sybase\Shared\PowerBuilder9.



Note: The PowerBuilder directory will be used to store other TMW and third-party printer installation files.

5. Continue to click Next until the Installation Complete window displays.

6. Click Close to exit.

Installing files to use the e-mail option


If you choose to use the enhanced invoice print e-mail option, the system creates each invoice and master bill as a PDF file. The PDF is then attached to an e-mail and sent to a specified recipient when you print in Invoicing.

To maintain structure for the files that will be used for the e-mail option, printer drivers and postscript files must be located in the subdirectory of the directory in which the PowerBuilder runtime DLL files are stored.
Installing printer drivers

Printer drivers are required to format PDF files correctly.

1. Create a folder in the C:\Program Files\Sybase\Shared\PowerBuilder9 directory named “Drivers.”

Note: If you are using WinZip or any other third-party extraction application, you will not need to create the folders in the PowerBuilder directory. The necessary folders will be created during the extraction process.



2. Extract the PowerBuilder9 printer drivers from the drivers.zip file and place them in the C:\Program Files\Sybase\Shared\PowerBuilder9\Drivers directory.

The drivers.zip file is located in the C:\ drive folder in which you placed the TMW installation files.
Installing the GhostScript application to create PDF files for e-mail

To produce PDF files through the enhanced invoice print feature, you must install the GhostScript application. Ghost Script is freeware that can be obtained from the Internet. The latest installation executable and instructions can be found at www.ghostscript.com.

Before you install the GhostScript software, you must first set up the folder in which the application files will reside.

1. Create a folder in the C:\Program Files\Sybase\Shared\PowerBuilder9 directory named “GS.”

Notes:

1. This folder will contain the postscript files which will be installed during the GhostScript installation.

2. If you are using WinZip or any other third-party extraction application, you will not need to create the folder in the PowerBuilder directory. The necessary folder will be created during the extraction process.



2. Complete the installation of the GPL GhostScript 8.15 application.

Notes:

1. The software must be installed on the same machine(s) from which the freight or master bills are printed.

2. Verify the installation directory is set as C:\program files\sybase\shared\powerbuilder\gs.
Verifying the GhostScript installation

After you have installed the GhostScript files, verify that the GhostScript directory, which contains the GhostScript DLL file, appears in the user’s system path environment variable.

1. Double-click the System icon in the Windows Control Panel to open the System Properties window.



2. Click the Advanced tab in the System Properties window.

3. Click the Environment Variables button at the bottom of the Advanced tab to view the variables for the user.



4. Double-click on the Path variable row in the User variables for user section.

The C:\program files\sybase\shared\powerbuilder\GS\gs8.15\bin directory displays as the last listing in the Variable value field.



Note: If the correct directory location does not display, you may need to manually add or edit the information.
Verifying Sybase Datawindow PS as a printer option

Your system must have a postscript printer profile to configure PDF files properly. The Sybase DataWindow PS postscript printer option is automatically added to the Printers and Faxes window the first time you print in Invoicing using the enhanced invoice print e-mail option.

After you have printed through the Invoicing application, verify that this option now appears in the Printer and Faxes window.


Registering the printer DLL file to use a user-defined printer


To use a printer other than the system default each time you print invoices for a designated Bill To, you must register the printer comprint.dll file.

1. Create a folder in the C:\Program Files\TMW Systems, Inc\ directory named “Enhanced Invoice Print.”

2. Copy the comprint.dll, a TMW-specific Enhanced Invoice Print DLL file, from the C:\ drive installation folder to C:\Program Files\TMW Systems, Inc\Enhanced Invoice Print folder.

3. Register the comprint.dll file.

Note: This must be done by a user with system administrator rights in the Regsvr32 application.

You can register the file one of two ways.

A. Click on the Start button in the Windows Status bar.

B. Select the Run option from the pop-up menu.

C. In the Open field, enter regsvr32[space].

D. Drag the comprint.dll file from an Explorer window to the Open field.

The text in the Open field will display as:
regsvr32 “C:\Program Files\TMW Systems, Inc\Enhanced Invoice Print\comprint.dll”

E. Click OK.



Or

A. Open a DOS window and navigate to the directory containing the comprint.dll file.

The recommended directory is C:\Program Files\TMW Systems, Inc\Enhanced Invoice Print.

B. Type regsvr32 comprint.dll in the DOS window.

Either method will display a RegSvr32 message stating that the registration succeeded.


Configuring files to use the fax option


The Fax Invoice option in the enhanced invoice print setup allows you to print and send invoices and master bills as fax sheets to the Bill To company.
Installing the WinFax PRO application

To produce fax files through the enhanced invoice print feature, you must install the WinFaxPRO application. WinFax PRO software is a third-party application and must be purchased from Symantec Corporation. Refer to www.symantec.com/winfax for instructions on how to install and use this product.

Notes:

1. The software must be installed on the same machine(s) from which the freight or master bills are printed.

2. The WinFax PRO Controller must be started and its icon displayed in the Windows taskbar prior to faxing an invoice. Attempting to fax without this process started results in unreliable fax operation.



The WinFax printer options are automatically added to the Printers and Faxes window when you install WinFax PRO.


Preparing a fax cover sheet

When using the fax option, you have the choice to use a fax cover sheet. Before setting up the enhanced invoice fax option, prepare a fax cover sheet file.

The fax cover sheet file may created in any word processing application; however, the file type must be a Fax Cover Page (*.cvp) file.

Making the required entry in the General Info Table


The EnhancedInvoicePrint General Info Table setting determines if the Invoice Output Selection window is accessible through the Bill To company profile. This window allows you to set up the e-mail, PDF, print, and fax options for the invoice output.

Note: The TTS50.ini setting of the same name, EnhancedInvoicePrint=, does not affect the invoice option setup. The INI setting determines whether the system will use the invoice options enabled by the General Info Table setting.

Key name

Function

EnhancedInvoice
Print

This setting determines whether the Output button displays in the Billing section of the Company File Maintenance window. The button is used to access the Invoice Output Selection window, where you can specify whether a Bill To company’s freight and master bills are to be physically printed, e-mailed, or faxed to a client.

Make your entry in the String1 field. The options are:

  • Y

The Output button displays in the Billing section of the Company File Maintenance window.

Note: The Output button displays for all companies; however, the settings you make in the Invoice Output Selection window are only applicable to Bill To companies.

  • N

The Output button does not display in the Billing section of the Company File Maintenance window. (default)

Making entries in the TTS50.ini file


The EnhancedInvoicePrint= setting in the [Invoice] section of TTS50.ini file must be set to Y to use enhanced invoice print options, such as fax, e-mail, or a specified printer, in the Invoicing application.

[Invoice]




Setting

Description

EnhancedInvoice
Print=

This setting determines whether the system will use the enhanced invoice print options specified for a Bill To company when its freight and/or master bills are set to a Printed status.

  • YES

The system will use the enhanced invoice print options specified for the Bill To company. The enhanced invoice print options include
e-mail, fax, and user-defined printer.

Notes:

1. The EnhancedInvoicePrint=Y General Info Table setting must be set to Y to provide access to the Invoice Output Selection window where a Bill To company’s enhanced invoice print options are set.

2. To print an invoice through the specified output, freight and/or master bills must be updated to the Printed status.

  • NO

The system will ignore a Bill To company’s enhanced invoice print settings.

EnhancedInvoicePrint=N (default)

ComObjectName=

This setting identifies the comprint.dll file used to handle printing a Bill To’s invoices and/or master bills to a printer other than the system default printer. The user-defined printer is specified in the Print Invoices section of the Invoice Output Selection window on the Bill To’s company profile.

Notes:

1. The default for this setting is blank. You must enter the value as PB90.n_enhinvprint.

2. The file must be registered on all machine(s) used to print invoices and master bills.

3. Registration must be completed by a user with network system administrator rights. Refer to the Registering the printer DLL file to use a user-defined printer section for further information.

ComObjectName= (default)

Setting up enhanced invoice print options for a Bill To company


Enhanced invoice print options for the Bill To company are set up in the Invoice Output Selection window. In File Maintenance, access the profile of the Bill To company for which you want to set up enhanced invoice print options.



Notes:

1. The Output button displays only when EnhancedInvoicePrint= is set to Y in the General Info Table file.

2. The Invoice field must be set to Freight Bill, Master Bill, or Both Bills.
If the No Output option is selected, invoices will not be printed or sent via e-mail or fax.

Click the Output button to open the Invoice Output Selection window.



If entries are made in this window, the Output button displays as red in the company profile to alert you that enhanced invoice print options have been configured.



Note: When using enhanced invoice print options, the system uses the
e-mail and fax information set up in the Invoice Output window. It does not use information set up in the Company Email Edit window.

The following sections define the enhanced invoice print options that can be set up per Bill To company.

Setting up the e-mail option


If a file path is specified in the Temp Directory field in the Invoice Output Selection window, and the Email Invoice option is selected, the system creates PDF files of all invoices and stores them in the temporary directory. When the system sends the e-mail, a PDF of the invoice is included as a file attachment.
Creating invoices as temporary PDF files

To produce PDFs, specify the path of your TMWSuite executables in the Temp Directory field. This path identifies where the system will store PDF copies of the invoice. If necessary, click the Browse button to search for the correct folder.



You may choose to retrieve the PDF files at a later date and manually save them to an archive location, such as a CD.

Notes:

1. You must use GhostScript software to produce PDFs that are compatible with TMWSuite.

2. Any type of PDF reader may be used to read the invoices.
Removing PDF files from the temporary directory

Select the Delete Files after Print checkbox in the Temp Directory section to automatically remove a PDF from the directory after the file has been sent with the e-mail.

Notes:

1. You must close the Edit Invoice Folder before the PDF file will be removed from the directory.

2. Only PDF files that are created while the check box is selected will be deleted.
Recording e-mail information

Through the Invoice Output Selection window, you can set up invoices to be sent as PDF attachments to e-mails.

Notes:

1. For each freight or master bill printed, an individual e-mail is sent to the intended recipient(s) with an attached PDF of the invoice.

2. Invoices that are formatted in a single page setup but extend to multiple pages to display all content will print in one PDF document. However, invoices which are formatted to print on multiple pages, such as Master Bill format 17 (which contains summary (A) and detail (B) sections), will print in multiple PDF files.

To send invoices and master bills via e-mail, do the following:

1. Select the Email Invoice check box.



2. Enter the correct information in the following fields.

Address 1

Enter the e-mail address of the intended recipient.

Note: You may include multiple recipients per Address field. Use a semi-colon (;) to separate each e-mail address. You may also use group addresses that have been set up in your e-mail application, i.e., Microsoft Outlook. For more information on setting up a group address, refer to your e-mail software documentation.

Address 2

If you did not have room to add all desired e-mail addresses in the Address 1 field, enter additional e-mail addresses if necessary.

Subject

Enter the text that will appear in the subject line of the e-mail.

Notes:

1. Use “%%1” to include the invoice number along with text. For example, “Invoice %%1 has been sent to you from Cleveland Trucking.”

2. If you leave this field blank, the default subject line displays as the invoice number. For example “Invoice 3047A.pdf.”

Warning: When printing master bills, the master bill takes the number of the first freight bill listed and uses it as the name of the master bill file. For example, if Invoice 123A, 124A, and 125A, are listed on the master bill, the file name of the master bill will display as Invoice 123A.pdf.

Text

Enter the text that will appear in the body of the e-mail message.

3. After completing the e-mail setup, click Save.

Setting up the user-defined printer option


Through the Invoice Output Selection window, you can set up the system to send invoices and master bills to a printer other than the system default printer.

1. Select the Print Invoice check box.



2. Click the ellipsis button to open the Select Printer window.



3. Select the printer to which you want to send invoices.

Note: The selection includes all printers that are available in the Windows Printers and Faxes window.

4. Click OK.

Warning: If you have the Print Invoice option selected and print through the Send Information to Printer window, whether through the Edit Invoice Folder or Print Preview window, invoices will be printed to both the user-defined printer and to the default printer.

To avoid printing hard copies to the default printer, use the Print Invoices queue without selecting the Print Preview option.

Setting up the fax option


Through the Invoice Output Selection window, you set up the system to print invoices to a fax machine.

Notes:

1. You must have WinFax PRO installed to produce faxes from the Invoicing application.

2. For each freight or master bill printed, an individual fax is sent to the intended recipient.

3. Invoices that are formatted in a single page setup but extend to multiple pages, to display all content, will print in a single fax communication. However, invoices which are formatted to print on multiple pages, such as Master Bill format 17 (which contains summary (A) and detail (B) sections), will print in multiple fax communications.

  1. Select the Fax Invoice check box.



2. Enter the correct information in the following fields.

Printer

Click the ellipsis button to the right of the Printer field to open the Select Printer window.



Select the WinFax printer option and then click OK.

Fax Number

Enter the nine-digit fax number.

Subject

Enter the default text that will appear in the subject line of the fax.

Recipient

Enter the contact name.

Cover File

Click the ellipsis button to the right of the Cover File field to open the Fax Cover Sheet window. Browse to the document you want use as a fax cover sheet and click Open.



Note: A cover page is not required; however, it is considered business etiquette to include a cover sheet when sending a fax.

Using enhanced invoice print options in Invoicing


The enhanced invoice print options set up for a Bill To company will apply to any invoice (freight or master bill) printed for that Bill To.

To print an invoice using the enhanced invoice print options, EnhancedInvoicePrint= must be set to Y in the [Invoice] section of the TTS50.ini file.

Notes:

1. All options selected in the Invoice Output Selection window of the Bill To company profile will be applied when invoices are printed individually or from the Print Invoices queue.

2. When the Edit Invoice Folder is opened, enhanced invoice print options are cached in the system. If you make any changes to the settings in the Invoice Output Selection window in the Bill To company profile, you must close and reopen the Edit Invoice Folder to have them take effect.

3. To apply the enhanced invoice print options, invoices must be updated from a Ready to Print to a Printed status. The options are not applied to invoices with On Hold or On Hold for Audit statuses.

4. If you select No in the message that asks you if you want to update invoices to a Printed status, and then continue to print the invoice, the invoices will print to the default printer and the status of each freight and master bill will remain at Ready to Print.

Printing to a printer other than the system default


If you have selected a printer in the Print Invoice option of the Invoice Output Selection window of the Bill To company, the system prints the invoice to the specified printer.

Note: You must have ComObjectName=PB90.n_enhinvprint set in the [Invoice] section of the TTS50.ini file to use the Print Invoice option.

If you are using the Edit Invoice Folder, the Invoice Printed message displays to notify you that the invoice has been printed.



If you are using the Print Invoices queue, a line in the Batch Error Log confirms that the invoice has been printed.



Warning: If you have the Print Invoice option selected and print through the Send Information to Printer window, whether through the Edit Invoice Folder or Print Preview window, invoices will be printed to both the user-defined printer and to the default printer.

To avoid printing hard copies to the default printer, use the Print Invoices queue without selecting the Print Preview option.

Using the fax option


If you have selected the Fax Invoice option in the Invoice Output Selection window of the Bill To company profile, the system sends each invoice or master bill as a fax from Invoicing.

Warning: The WinFax PRO Controller must be started and its icon displayed in the Windows taskbar prior to faxing an invoice. Attempting to fax without this process started results in unreliable fax operation.


Using the WinFax PRO Send window

The WinFax PRO Send window displays when you click Print.


A

C


B


Sections A or B of the window provide space to enter fax recipient information. Section C allows you to view the cover sheet and invoice pages that will be faxed. For details on how to use the WinFax PRO Send window, see the documentation that Symantec Corporation provides for the WinFax PRO application.
Viewing faxed invoice messages

If you are using the Edit Invoice Folder, the Invoice Printed message displays to notify you that the invoice has been printed.



If you are using the Print Invoices queue, a line in the Batch Error Log confirms that the invoice has been faxed.


Updating an undeliverable fax

If the fax is undeliverable, i.e., a wrong fax number was used, paper is not available in the fax machine, etc., the fax system does not alert you that the fax was undeliverable. The fax software is a third-party application and cannot communicate with TMWSuite to relay this information.

Once you have identified that the fax was undeliverable, whether through a fax application alert, or verbal notification from the recipient, you will need to manually update the status of the invoice from Printed back to Ready to Print and attempt to fax again.

For instructions on checking fax statuses and using fax alerts, refer to the WinFax PRO software documentation.

Using the e-mail option


If you have a path designated in the Temp Directory field to store PDF files of invoices and the Email Invoice option selected in the Invoice Output Selection window, the system sends invoices and master bills through e-mail messages.

When invoices are sent through e-mail, a PDF of the invoice is created, attached to the e-mail, and sent to the recipients specified in the Address fields of the Email Invoice section in the Invoice Output Selection window.

Note: If you have the Both Bills invoice option selected in the Invoice field of the Bill To company profile, a separate e-mail will be sent for each freight and master bill to all recipients listed in the Email Invoice section.

If you are using the Edit Invoice Folder, the Invoice Saved to PDF message displays to notify you that a PDF file has been created and stored in the temporary directory.



When you click OK, the Invoice Emailed message displays to notify you that an e-mail message has been sent to the specified e-mail addresses with a PDF attachment of the invoice.



If you are using the Print Invoices queue, the Batch Error Log confirms that the invoice has been created as a PDF and sent through e-mail.



Notes:

1. Your e-mail application’s Sent Items folder contains all e-mail that is sent through the Invoicing application.

2. Your e-mail application may display security messages when trying to send e-mail through TMWSuite. Consult your system administrator for information on using or turning off the messages.
Updating an undeliverable e-mail

It is recommended that you check your e-mail application Inbox folder after printing for any undeliverable messages. If an e-mail is undeliverable, i.e., a wrong e-mail address was used, the recipient’s e-mail server is down, etc., you will receive an undeliverable e-mail message in your
e-mail application’s Inbox folder.

Once you have identified that the e-mail was undeliverable, you will need to complete the following steps to resend the e-mail.

1. Manually update the status of the invoice from Printed back to Ready to Print.

2. Verify the reason for the undeliverable message.

A If the e-mail recipient address is incorrect, change the address in the Email invoice section of the Bill To company’s Invoice Output Selection window and save the changes.

B. If the recipient’s e-mail server is not working properly, verify with the recipient that this is the problem.

3. If necessary, close and reopen the Edit Invoice Folder and then reprint the invoice to resend the e-mail.

Note: You may not need to resend an e-mail for a recipient address whose e-mail server is down. The recipient should give you instructions on whether to resend or not.

Printing invoices for multiple Bill To's through the Print Invoices queue


When you print through the Print Invoices queue, you have the option to print invoices (freight and master bills) for multiple Bill To companies. The enhanced invoice print options that are set for each Bill To company will be applied for all invoices and master bills printed for that Bill To.

Invoices that are printed with enhanced invoice print options are noted with a blue icon in the Batch/Error Log window. In the following screen capture of a sample Batch/Error Log window, these results are displayed:

  • Bill To MUYCOL has the Print Invoice enhanced invoice print option set to a user-defined printer for freight bills. It is also set to print EDI 210s.

Result: Invoice 2884A is printed to the default printer and EDI 210 data is produced.

  • Bill To REAREA has the Email Invoice enhanced invoice print option set.

Result: Invoice 2905A is saved as a PDF and sent as an e-mail.

  • Bill To CARCLE does not have any enhanced invoice print options set and is set to print only master bills.

Result: A master bill for this company is printed to the default printer.



Notes: Master bills display the Bill To ID in the Batch/Error Log window. Freight bills display the invoice number.
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