Search

Watch the videos: Lookups     Grid Reports   How to email invoices

 

Go to Invoice > Invoice Lookup

Hover the mouse over the different menu options. If the cursor changes to a hand (Hand_Cursor), then click to go to the subject.

WorkshopStock ItemsSupplierCustomerQuotesLedgerInvoiceEmployeecompanyFileSales OverviewGift CardInvoice OptionsInvoice ExtraRecurring Invoice LookupCashUpNew Credit NoteCredit Note LookupInvoice LookupNew InvoiceInvoice_Main_Menu

  Arrow_Blue

Invoice Lookup

The Invoice Lookup form provides a list of all invoices, allowing you to:

•Bulk print multiple invoices at once.

•Send bulk emails to customers.

 

Analysis Features

In the Analysis tab, you can:

1.Use pivot grids to organize and filter data.

2.View summaries for quick insights.

3.Generate graphs to visualize trends.

Note:

By default, only the last 1,000 invoices are displayed. To view more, adjust the Records Per Page setting at the bottom of the form.

Hover the mouse over the different fields on the form. If the cursor changes to a hand (Hand_Cursor) , click to get more information.

 

Recalculate PaidRecalculate PaidCash on DeliveryInvoice OptionsDelivery AddressTill No.Coloured ColumnsPaid ByWarehouseEdit DateTermsEmailableTotal DueTurnoverCustomer RepInvoice Lookup SecuritySummary BarJob Quote NoInvoice LabelOpen FormReceive Customer PaymentNew Invoice BasedExportAnalysisCredit NoteCorrect ChangeInvoice NoFiltersDiscount %Discount AmountBatch PrintCheckboxRepOrder NoBranchClearDate Range QuickDate RangeRow SelectorDue DateRecordsEdit FilterGrid ReportSelect All VisibleSelect All VisibleCheckboxSearch BarExportPrintClear FilterRefreshInvoice_Lookup

 

Menu Bar On The Invoice Lookup Form

Print

Print the invoice lookup form. Before printing you can remove columns rearrange et.cetera. See Lookup

Print Analysis

Print the data on the Analysis - Summary of Data tab

Export to XLSX

Export the Invoice Lookup form to Excel.

Recalculate Paid

calculator_edit 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. Go to Invoice Lookup.

2. Check 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.

•Only three substitutions are available namely: 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.

 

Pin NoteTo 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.

 

clip0002 Light 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.

 

documents_email 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.

 

 

 

Explanation of Some of the Invoice Lookup Columns

Most columns are self-explanatory, so we'll only discuss a few key columns here. Remember, you can hover your mouse over fields in the form to get additional information.

 

•  Recurring Invoice: Displays the recurring invoice number if the invoice originated from a recurring invoice.

•  Emailable:    Will show a check mark if the Invoice column checkbox is selected on the customer form under the Contacts & Address Tab.

•  Job card No.: Displays the job card number if the invoice originated from a Job Card.

•  Quote No.:  Shows the quote number if the invoice originated from a Quote.

•  Discount Amt and %: Displays the discount amount if any discount was given.

•  Edit Date: Displays the system date and time when the invoice was created.

•  Payments Due: All invoices that are now due are displayed in red. The payment due date can be set on the invoice form under the payment tab.

 

Payment Due Date Options in SI+.

The Due Date on an invoice can be determined in several ways, depending on your configuration and preferences.

 

Option 1: Based on Payment Terms

•Default behavior.

•The due date = Invoice Date + Payment Terms (e.g., 30 days).

 

Option 2: Due date Option available (recommended):

•Go to Invoice > Invoice Options and select the General Tab.

•Enable "Calculate Due Date From Statement Date (End of Month)".

•Calculation:

1.Get end of the invoice month (e.g., 5 May → 31 May).

2.Add 1 day (→ 1 June).

3.Add payment terms (e.g., 14 days).

4.Resulting due date = 15 June.

 

Option 3: Fixed Day of the Month (e.g., Salary Payday)

•Go to: Customer Form > Credit Control tab.

•Enter a value in the Salary Payday field (e.g., 7).

•The due date will be set to the 7th of each month.

 

Option 4: Manual Override

•While creating the invoice:

•Go to the Customer / More tab.

•Manually change the Due Date.

 

Viewing Due Invoices

The Invoice Lookup form displays all invoices that are due.

The Age Analysis report includes a “Due” column, which shows a summary of total outstanding amounts per customer.

 

This makes it easy to track unpaid invoices and follow up with customers efficiently.

 

 

Reports available on the Summary of Data Tab.

1.        Compare Cash Sales against On Account sales

2.        Compare Sales per Salesperson                                                                  

3.        Discount per salesperson (Usage - See which salesperson is giving the most discount - is his sales higher than the other salespersons that gives less discount?)

4.        Sales per customer per date

5.        Affect of Discount on Sales

                                         

Reports available from the Invoice Lookup Tab.

1.         All invoices below a certain amount. (filter it per date range and Rep.)

           Usage - To set a target that a salesperson must not have more than 10 invoices below $20 per month.

2.        All Invoices where the discount % is higher than for e.g.10%

3.        Sum of today's invoices.

4.        Today's invoices.

5.        This weeks invoices.

6.        Show only credit notes.

7.        All invoices with job cards.

8.        All unpaid invoices.

9.         Invoices not mailed this month.

10.         Invoices that can't be mailed.

11.        Show credit notes grouped by salesperson.

12.        Total Spend.

Go to Invoice Lookup  -- Right-click on the Customer Code Column and select Group by this Column  or click on the analysis tab (Next to invoice Lookup) and select Sales per Customer or Sales Per Customer per Date.

You can also get the total spend on the Stock Turnover Form

 

Keywords: Attach To Email,Batch Email - Invoice Lookup,Batch Print - Invoice Lookup,Change Order No - Invoice Lookup,Corrections,Credit Note,Customer History,Delivery Note - Invoice Lookup,Discount - Invoice Lookup,Due Date,Email Compose,Email Direct,Emailable - Invoice Lookup,Export An Invoice,Export PDF's - Invoice,Export SIE - Invoice,Invoice Corrections,Invoice Lookup,Job Card No. - Invoice Lookup,Overdue - Invoice Lookup,Paid By,Paid Invoices,Payment,Payments Due - Invoice Lookup,Qoute No. - Invoice Lookup,Receipt,Reprint Invoice,Shipping Label,Tracking Number