How to create a batch of invoice (from the invoicing screen)

Batch invoicing allows you to create invoices for multiple client at one time, rather than creating the invoices on an individual basis.

Steps to create a batch of invoices (from the invoicing screen)

Step 1 - Select Invoicing from top navigation bar.

Step 2 - Click the To Invoice tab.
(Select each invoice period tab in turn if you use invoice periods)

Step 3 - Select the publications and issue you want to invoice for from the sidebar. 
(Note- selecting all publications at this stage will ensure that a client advertising in more than one publication will receive all bookings on a single invoice).

Step 4  - All bookings from the selected publications & issue, which have not been invoiced will be displayed. Any bookings you do not wish to invoice at this stage can be deselected, by unchecking the box in the first column.

Step 5 - Click the green button ‘Create invoices for (7) Bookings Now’.
You may have to wait a little while for the PDF files to be generated.

Step 6 - The newly created invoices will appear under the Invoiced tab, on the Invoices / Invoices By Date tabs.

Steps to view newly created invoices

Step 1 - From the Invoicing screen > Select the Invoiced tab. Underneath there are two view options:
Invoices tab - displays all the raised invoice that have a booking in the ISSUE selected. 
Invoice by Date tab - display all invoices raised in the MONTH selected. On the sidebar select the current month (or the month in which you raised the invoices) under ‘Invoiced In’.

Step 2 - Click the sort icon to the right of the Invoice No. header, this will bring the invoices with the highest number to the top. Click again to reverse the order.
Step 3 - Click the magnifying glass to view the details of an individual invoice, this also displays the email, print and cancel options.

Steps to email batch invoices

Step 1 - Select Invoicing on the top navigation bar > Select the Invoiced tab.

Step 2 - Select the Invoices by Date tab. (or the Invoices tab if your prefer that view).

Step 3 - Select the Publications and the Invoiced In month.

Step 4 - Select the invoices to be emailed, by selecting or deselecting the check boxes in the first column - the number of invoices selected will appear in the grey box at the top of the screen.

NOTE: If you want to process a small selection of invoices, you will need to deselect all, by clicking the checkbox in the header of the first column and then select the invoices you want to process.

Step 5 Click Email Invoices.

Step 6 - Confirm you want to send the number of invoices by clicking Email Invoice(s).

Steps to print batch Invoices

Step 1 - Select Invoicing on the top navigation bar > Select the Invoiced tab.

Step 2 - Select the Invoices by Date tab. (or the Invoices tab if your prefer that view).

Step 3 - Select the Publications and the Invoiced In month.

Step 4 - Select the invoices to be printed, by selecting or deselecting the check boxes in the first column - the number of invoices selected will appear in the grey box at the top of the screen.

NOTE: If you want to process a small selection of invoices, you will need to deselect all, by clicking the checkbox in the header of the first column and then select the invoices you want to process.

Step 5 Click Print Invoices.

Step 6 - Your device file manager will open, click Save to save the zip file to the default downloads folder or chose your own preferred file location.

Step 7 - Open the zip file, click Extract All > the folder will contain a separate PDF file for each invoice. 

NOTE: See section below if you would prefer all the invoices to be in one PDF file.

Step 8 - Open the PDF file and choose the print option.

TIP: it’s a good idea to check that you haven’t included old invoices that have already been processed, particularly when viewing via the Invoices tab.

How to print batch invoices in one PDF file 

If you wish to generate a single PDF document containing all your invoices, you need to enable this by switching on the setting 'Print Batch Invoices to One File'. Otherwise a folder with individual PDF's will be created and downloaded to your computer.

Step 1 - Go to the main settings page.

Step 2 - Under Settings > Select System Defaults .

Step 3 - Under Site Defaults locate 'Print Batch Invoices to One File', turn on the toggle switch. 

Step 4 - Click Update to save.