This document provides detailed instructions on how to efficiently manage and process invoices in bulk through the Email/Review Invoices feature in the hirepos system. Whether you need to email invoices, bulk print them, or review them before sending, this guide will walk you through each step to streamline your invoicing process.

For reviewing and approving invoices before sending, use the Review feature:

1. Click the Review button to preview an invoice.

2. Choose to Approve or Approve & Next to proceed through the invoices.

3. Utilize the Show Approved Only setting in Filters if using the Draft/Approve process.

To email invoices in bulk, follow these steps:

1. Access the Email/Review Invoices screen via Sales/Hire > Email/Review Invoices.

2. Click the Filters button to display filtering options and adjust them according to your needs.

3. Use the checkboxes on the left to select the invoices you want to send. You can select all invoices by checking the first checkbox.

4. Click the Email Invoices button to send the selected invoices. Note that the default email template will be used.

Various filters are available on the Email/Review screen to refine your invoice management:

• Date Filters: Limit displayed invoices by their Invoice Date.

• Toggle Filters: Customize display based on customer type, sent status, approval status, on-hire status, and invoice balance.

  • Exclude Sent: Show/Hide Invoices that have already been sent to the customer. Use this to ensure you are only working with a list of unsent invoices that need to be reviewed and sent.

  • Show Approved Only: Hide (or show) unapproved Invoices. This setting can greatly assist the review/send workflow, first letting you review and approve everything you can with the setting off, and then enabling this setting and sending everything on screen. Can be used in combination with the Exclude Sent setting.

  • Exclude 'On Hire' Invoices: This is on by default. This setting will hide any on-hire invoices from the list. On-hire invoices are invoices that have not yet been rolled or returned. This is used to ensure you do not send incomplete, uncalculated or otherwise inaccurate records to your customers. Turning this setting off will allow you to send on-hire contacts to your customers from the Email/Review Screen

• Dropdown Filters: Filter invoices by specific customer, customer category, invoice category, or payment terms.

If you need to print invoices for customers without email addresses, follow these steps:

While it is recommended to email documents whenever possible, there may be instances where certain customers do not use email, and printing/posting becomes the only viable option. In such cases, hirepos offers a solution to bulk print invoices for customers without email addresses.

In order to proceed with bulk printing invoices, you must have a custom Invoices_BulkPrint.mrt file. If you do not have this file, you can request it by selecting Help > Custom Request from the menu bar at the top of the hirepos interface. The default template is designed with the customer details section indented to align with window face envelopes, but it can be customized to meet your specific requirements.

1. From the main menu strip at the top, navigate to Sales/Hire > Email/Review Invoices.

2. Click on the Filters button.

3. Click the cog icon located to the right of the Filters button.

4. Specify a Date From and Date To range for the invoices.

5. Click the Filters button again to hide the filters.

6. Turn on the Show 'Via' column to differentiate between print and email invoices.

7. Ensure that the customer has no email address recorded.

8. In the Via column, set the icon to Print for customers you wish to bulk print rather than email.

9. Click the Bulk Print Invoices button.

Note: If you do not have the custom Invoices_BulkPrint.mrt file installed, the Bulk Print Invoices button will not be visible.

After selecting the invoices for bulk printing, click the Print button via the toolbar at the top left of the report viewer. Please be aware that this report is intended for printing only and cannot be exported to PDF or emailed; attempting to do so will result in a blank page.

By following these steps, you can efficiently manage the process of bulk printing invoices for customers without email addresses in hirepos.