View and Print an Invoice Report

This activity presumes that you have calculated the invoice. See Calculate and Preview Invoice Line Items.

This activity is applicable to all document types.

Security Note: To print the report, you need the Allow the user to print invoice reports security right in the Contracts domain security rights group for this activity.

Activity Steps

Open the Sales Invoice, Credit Note, Purchase Invoice, Purchase Credit Note, Demurrage Invoice, Freight Invoice, Freight Commission Invoice, Freight Demurrage Invoice, Freight Demurrage Commission Invoice, Service Invoice or Service Demurrage Invoice.
Select the Report tab.
If invoice printing settings are configured to Preserve Invoice Report Information, and the invoice is locked, the invoice XML is loaded from the MineMarket database. See Specify Sales and Marketing Settings.
Otherwise, when the Report tab is selected, the invoice creation process uses the invoice XSD file (called InvoiceDataSet.xsd, located in the invoice report template folder configured for the MineMarket Service) to produce an invoice XML object containing the invoice details.
Select the Crystal Report Template from the templates located in the folder defined by the Template Path on the Invoice Types screen.
Default: The template specified for the invoice type in the contract. If no template is specified in the contract, the template specified for the invoice type in the Invoice Types screen is used for the invoice report.
If the default invoice report template (InvoiceDefault.rpt) is used, the logo is retrieved from the company. If the company does not contain a logo, the Datamine logo displays in the invoice report.
If a different invoice template is selected, the invoice document is regenerated.
If Payments Due is checked for the invoice iteration type, the generated invoice document displays required payments.
Incremental invoice numbers are entered manually into the invoice document, or generated by using a script.
The invoice document can be exported or printed using the Report Viewer toolbar.
Note: If Enforce Printing Control is checked for the invoice iteration type (see Set up Invoice Iteration Types), the system controls the printing of the original and draft invoices, with a counter to manage how many invoices have been printed. If the original invoice has been printed, it cannot be unlocked. If invoices are to be printed, reviewed and subsequently changed, do not enforce printing control.
The PrintCount property on the invoice increments every time the print icon is clicked in the Crystal Report viewer. The value of the PrintCount property can then be used to place comments on the report. Example: After the first time the invoice is printed, write "Copy Of" on the invoice header.
If invoice printing settings are configured to Preserve Invoice Report Information:
1. To store a PDF version of the invoice document, as generated for the selected invoice template:
  1. Ensure that the invoice is locked. See Lock an Invoice or Invoices.
  2. Print the invoice document by clicking the Print icon on the Report Viewer toolbar.
    If the invoice is locked, when an invoice document is generated and printed, the invoice document is stored as a PDF document and the Show Printed Version button displays.
    Note: One PDF document is stored per invoice template used to print the invoice document.
    If the invoice is unlocked, all stored PDF documents for the invoice are deleted.
2. To display the stored PDF document in an external PDF viewer (for example, Adobe Acrobat), click Show Printed Version.
  Security Note: You need the Allow the user to print invoice reports security right in the Contracts domain security rights group for this step of this activity.
  Note: Viewing a stored PDF version of an invoice creates a copy of the PDF in the temp folder within the invoice printing folder that is specified in the MineMarket Server configuration.
3. To delete a stored PDF document:
  1. Click Remove Printed Version.
    Security Note: You need the Allow the user to delete preserved printed invoice reports security right in the Invoices user group security rights group for this step of this activity.
    Note: Any copy of the PDF in the temp folder within the invoice printing folder that is specified in the MineMarket Server configuration is also deleted.
  2. Confirm the deletion.
If invoice printing settings are not configured to Preserve Invoice Report Information, to print the report:
1. Select the printer and the number of copies to print in the Report Viewer toolbar.
2. Click the Print icon in the Report Viewer toolbar.
3. Click OK.