Printing Invoices


Concept


Steps:

  1. Begin by navigating to the Student Invoice Extract page.

     

    Click the Student Financials link.

    Step 1
  2. Click the Bill Customers link.

    Step 2
  3. Click the Student Bills link.

    Step 3
  4. Click the Produce Extract File link.

    Step 4
  5. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use.

     

    Click the Add a New Value tab.

    Step 5
  6. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

     

    Enter the desired information into the Run Control ID field. Enter

     a valid value
     e.g.
     "EXTRACT01"
    .

    Step 6
  7. Click the Add button.

    Step 7
  8. Use the Student Invoice Extract page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

    Step 8
  9. Select one of the four Print Invoice by options:

     

    Billing Request Number: Prints all student invoices with a specific billing request number. When you select this option, the Billing Request Nbr field becomes available.

     

    Customer ID: Prints an invoice for a single student. When you select this option, the ID and Invoice Number fields become available.

     

    Invoice Date: Prints all student invoices with the same invoice date. When you select this option, the Invoice Date field becomes available.

     

    Invoice Range: Prints a range of student invoices according to their invoice numbers. When you select this option, the Start and End fields become available.

     

    Click the Print Invoice by list.

    Step 9
  10. Click the Invoice Date list item.

    Step 10
  11. The Invoice Date field appears, based on the Print Invoice by value you selected.

     

    Click in the Invoice Date field.

    Step 11
  12. Enter the desired information into the Invoice Date field. Enter

     a valid value
     e.g.
     "7/27/2007"
    .

    Step 12
  13. The Override Bill Request Layout check box is applicable only when you select the Print Invoice by option of Invoice Range or Invoice Date.

    Step 13
  14. Click in the Invoice Layout field.

    Step 14
  15. Enter the specific layout to format the printed invoices. You want to use Tuition and Fees Layout #7.

     

    Enter the desired information into the Invoice Layout field. Enter

     a valid value
     e.g.
     "TF7"
    .

    Step 15
  16. Enter the logic that the system uses to select the address printed on the bills.

     

    In this case, you want to select the logic that causes the system to look for home address first, then mailing, permanent, and work addresses.

     

    Click in the Address Usage field.

    Step 16
  17. Enter the desired information into the Address Usage field. Enter

     a valid value
     e.g.
     "SLCT ORD 1"
    .

    Step 17
  18. The Override Address Info check box affects only the printing of bills that the system already generated. If you select this check box, the process ignores the address already associated with the bills and selects addresses to print according to the order selected in the Address Usage field.

    Step 18
  19. If you select the Address not required check box, the system prints bills even if the process finds no address.

     

    Click the Address not required option.

    Step 19
  20. Select the Use Email Address check box if you send invoices by email.

    Step 20
  21. Select the Print Zero Bill check box to print zero balance bills.

    Step 21
  22. Enter the path of the directory to which the system sends the extract file.  Form Based Extract Bill uses this field to print the invoices.

     

    Click in the Output File Directory field.

    Step 22
  23. Enter the desired information into the Output File Directory field. Enter

     a valid value
     e.g.
     "c:\user\invoices"
    .

    Step 23
  24. Enter the name of the file that the system generates.

     

    Click in the Bill File field.

    Step 24
  25. Enter the desired information into the Bill File field. Enter

     a valid value
     e.g.
     "stuinv1"
    .

    Step 25
  26. At this point, you would continue to run the Student Invoice Extract process just as you would any other PeopleSoft Enterprise Process Scheduler process.

     

    Refer to the Running Reports module for examples of running a process.

    Step 26
  27. Click the Save button.

    Step 27
  28. After the Student Invoice Extract process runs successfully, you will need to print invoices using Crystal.

     

    Click the Print Invoice Crystal link.

    Step 28
  29. Use the Student Invoice Crystal page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

    Step 29
  30. Unlike the Student Extract Invoice page, here you want to print an invoice for an individual student:  Terry Steward, whose ID is SFTRN035.

     

    Click in the ID field.

    Step 30
  31. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SFTRN035"
    .

    Step 31
  32. Click in the Invoice Number field.

    Step 32
  33. Enter the desired information into the Invoice Number field. Enter

     a valid value
     e.g.
     "AY 00-02 0000000001STU"
    .

    Step 33
  34. Select the beginning and end anticipated aid terms for the term range.  The term range determines for which terms the anticipated financial aid appears on the bills.

     

    Click in the Aid Term From field.

    Step 34
  35. Enter the desired information into the Aid Term From field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 35
  36. Click in the Aid Term To field.

    Step 36
  37. Enter the desired information into the Aid Term To field. Enter

     a valid value
     e.g.
     "0610"
    .

    Step 37
  38. At this point, you would continue to run the Student Invoice Extract process just as you would any other PeopleSoft Enterprise Process Scheduler process.

     

    Refer to the Running Reports module for examples of running a process.

    Step 38

You have successfully printed invoices using both Form Based Extract Bill and Crystal.

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