Menu Bar On The Invoice Lookup Form

Print

Print the invoice lookup form. Before printing you can remove columns and rearrange it to suit your needs.

See Lookup

Print Analysis

Analysis – Summary of Data Tab

Useful for:

•Sales summaries

•Invoice analysis

•Performance reporting

Export to XLSX

Export the Invoice Lookup data to Excel.

Recalculate Paid

Recalculate Paid

•Purpose

The Paid status of invoices is automatically updated when payments are allocated. Under normal circumstances, you do not need to recalculate it manually.

•When to use

Use the Recalculate Paid button only if the paid status appears to be out of sync — for example, if an invoice shows as unpaid despite being fully allocated.

•How to check paid invoices

To see which invoices are marked as paid:

1. Open Invoice Lookup.

2. View the Paid column.

Print Filter

Displays a list of invoices that cannot be emailed, possibly due to the absence of an email address.

Email Filter

Shows a list of invoices that can be emailed. Check the "Emailable" column for details.

Bulk Actions in Invoice Lookup.

The Invoice Lookup screen allows you to perform bulk actions on selected invoices quickly and efficiently.

Select Invoices for Bulk Actions: Use the checkbox graphic on the left-hand side of the screen to select individual invoices.

You can also apply filters to narrow down results, then click Select All to bulk-select the filtered list.

With selected:

Print

Prints all selected invoices.

Email Direct

Sends multiple invoices to multiple customers simultaneously using the Email Direct option.

•Each invoice is sent individually, using your configured email server.

•The default email message is defined under: Invoice > Invoice Options > Email tab.

•The following substitutions are available:: Company Name , Document number & Customer Name.

•❌ No additional Attachments can be made.

•✅ Setup required under: Company > Application Options > Email.

Email Compose

Sends multiple invoices to multiple customers with advanced customization.

•Each invoice is sent individually, using your configured email server.

•Customize the message using saved templates on the Compose Email screen.

•Up to 16 substitutions available, including:

•Tracking Number, Sales Order No., Invoice Number, Invoice Date

•And More ...

•✅ Add attachments as needed.

•✅ Import and send a pre-designed HTML email.

•✅ Attach the invoice using the substitution {invoice_attachment} (see the image:Email Compose).

•✅ Setup required under: Company > Application Options > Email.

To view or manage all sent emails: Company > SI Emails > Sent Emails

Attach to Email

Sends multiple invoices to a single customer as attachments.

Behavior depends on your settings in Company > Application Options > Email:

Option 1:

✅ Use Outlook if Available

→ Opens Outlook with all selected documents attached.

→ Emails are saved in your Sent Items folder.

Option 2:

✅ Use “SI send email instead of default email program”

→ Emails are sent via your SMTP server.

→ ❌ Not saved in your Sent folder.

To save a copy:

•Enable the “Sent – Save Copy in Sent Folder” checkbox.

•Make sure your Mailbox is set up via the Mailbox Setup button.

Important Note: Only select invoices that belong to one customer for this action.

If “Sent – Add to Sent Log” is enabled:

•The email is stored in the Sent Log.

•View or delete sent emails at: Company > SI Emails > Sent Emails.

Export SIE

Export selected invoices in SIE format to your hard drive. These can be imported directly into another SI+ system via Goods Receive Notes.

Export PDF's

Saves each selected invoice as a separate PDF file to your hard drive.

Invoice Lookup Columns

Most columns in the Invoice Lookup screen are self-explanatory. The following columns provide additional functionality and are commonly used for filtering, and reporting.

Discount Amount and %

Discount Amount and %

Displays:

•Discount Amount

•Discount Percentage

applied to the invoice.

Common Uses

•Monitor discounting activity

•Analyze salesperson discounts

•Audit pricing adjustments

Edit Date

Edit Date

Displays the: System Date and System Time when the invoice was created or edited.

Common Uses

•Audit invoice activity

•Track processing times

•Verify transaction history

Emailable

Emailable

Indicates whether the invoice can be emailed from the Invoice Lookup screen.

Requirements for a Checkmark

A checkmark appears when:

1. The customer has a valid email address, and

2. The Invoice option is enabled under: Customer > Contacts & Address Tab

Common Uses

•Filter invoices ready for emailing

•Identify customers missing email setup

•Bulk email invoice processing

Image

Image

Allows images or supporting documents to be linked to the invoice.

How to Add an Image

Double-click the Add Button in the Image column.

Common Uses

•Attach signed documents

•Store proof of delivery

•Save supporting paperwork

•Link customer documentation

Invoice Payment Balance

Invoice Payment Balance

Displays the outstanding invoice balance per invoice.

Common Uses

•View unpaid invoices

•View partially paid invoices

•View overdue invoices

Job Card Number

Displays the related Job Card Number if the invoice originated from a Job Card.

Common Uses

•Trace workshop invoices

•Open linked job card records

•Analyze workshop billing

Payments Due

Payments Due

Invoices with overdue payments are displayed in Red.

The payment due date is configured on: Invoice > Payment Tab

Common Uses

•Identify overdue invoices

•Follow up on unpaid customers

•Monitor credit control

Quote Number

Quote Number

Displays the related Quote Number if the invoice originated from a quotation.

Common Uses

•Track quote-to-invoice conversions

•Analyze quote success rates

•Open linked quotations

Recurring Invoice

Recurring Invoice

Displays the Recurring Invoice Number if the invoice was generated from a recurring invoice setup.

Double-click the recurring invoice number to open the linked recurring invoice setup.

Common Uses

•Identify automatically generated invoices

•Track recurring billing customers

•Open recurring invoice templates

Sales Order Number

Sales Order Number

Displays the related Sales Order Number if the invoice originated from a Sales Order.

Common Uses

•Trace order processing history

•Verify sales workflow

•Link invoices to sales orders

Send Email Date

Send Email Date

Displays the date the invoice was emailed from the:Invoice Lookup Form

Common Uses

•Verify invoice delivery

•Track customer communication

•Identify invoices not yet emailed

•

Type (Cash vs On Account)

Type (Cash vs On Account)

Indicates whether the invoice was processed as:

•Cash Sale

or

•On Account

Common Uses

•Separate cash and account sales

•Analyze customer credit activity

•Financial reporting

User Intent / Question

Route To

View unpaid invoices