Print or email multiple invoices—Accounts Receivable

You can print or email multiple invoices based on a range of dates or customers. Intacct also refers to this summary process as Print or email transactions.

The process involves two main steps:

1. Filter for invoices
2. Select the invoices for print or email.

Filter invoices

1. Go to Accounts Receivable > All > Invoices > Print or email > Invoices.

   Intacct displays the Print or email invoices page, where you can set delivery options and filters on the range of statements to print or email.

   Don't worry about being too precise on the options page. On the next page, you can specifically select or deselect statements to print or email.

2. In Delivery options, Intacct automatically sets Sender email address, Sender name, and Sender phone number based on your user profile information.

   You can override these defaults. For instance, you might want to change the Sender phone number so return calls to go to a customer service line. Update the contact settings in the Accounts Receivable configuration page to set default sender information for all users, regardless of who sends the email.

3. To deliver invoices to a company contact main and alternate email addresses, select Deliver to all available email addresses.

   Otherwise, the email is sent only to the contact's main email address.

4. To set a Time period, you can:

   • Set a specific date range by entering dates in Start date and End date.
   • Use the reporting period method by selecting Reporting period, then select a time period such as Current month.

5. To set limits on which invoices are selected for print, in the Filters section, set one or more of the following parameters:

   1. To limit invoices by certain characteristics, select the appropriate fields.
   2. To limit the invoices by customer, select From customer, then select a beginning customer. Intacct automatically sets the same customer ID in To customer. To expand the range of customers beyond 1, select To customer, then select the ending customer of the range. Customers are organized by customer ID.

6. To select a format for the invoices, select Printed document template, then choose a template from the dropdown list.

   To see a sample of the format, select the Pick icon to display the Select printed formats pop-up window, and then select the Preview link. If you do not select a template, the standard template format is used unless a specific document template has been assigned to the customer.

7. Select View.

   Intacct displays a new page with your selected range of invoices arranged in a table. The table includes subtotals for documents to be printed and emailed, and the overall total of selected documents.

Select invoices to print or email

Intacct automatically sets each invoice to Print or Email based on the Receive by preference in the Customer record.

If the customer record includes an email address, Intacct automatically enters the address in the Email address text box.

To select filtered invoices for print or email:

1. To change the print or email option for an invoice, select or deselect Print or Email.

   To select or deselect Print or Email for all invoices, select the diagonal arrow icon at the top of the column.

2. To email an invoice:

   1. In the Email address column, enter the email address of the person to whom you want to send the invoice.

   2. To send an invoice to additional addresses, enter them in the Email address or Bcc text boxes.

      Multiple addresses in a box need to be separated by a comma (,) or semi-colon (;).

      Addresses in the Bcc (blind carbon copy) box will not be seen in the address section of the recipients' email. You can use Bcc to send a copy of the invoice to someone inside your company such as a sales manager.

   3. Select the checkbox in the Email column of the invoice to send.

   4. Select Print or email at the top of the page.

      Intacct displays the Delivery report window with the message that your invoice has been scheduled for email delivery.

   5. Select Close window.

      You can later check the Email Delivery Log to see if any emails encountered an error during sending.

3. To print Acrobat Viewer documents:

   1. In the Acrobat Viewer page, select the Print icon in the upper left.
   2. In the Print dialog box that appears, select the printer from the Name dropdown list, and then select OK.

Send invoices to multiple email addresses

To send documents to more than one email address, you must have multiple email addresses entered in the customer record.

To add more than one email address to the Customer record:

1. Go to Accounts Receivable > All > Customers.

2. Find the Customer record that you want to update.
3. Select More actions > Edit at the end of the row.

4. Add email addresses to the Email address and the Secondary email address fields.

   If you need to email more than two contacts at this customer, enter multiple email addresses in the secondary email address field separated by a semicolon. For example: name1@email.com; name2@email.com;name3@email.com.

5. Select Save.

1. Go to Accounts Receivable > All > Customers.

2. Find the Customer record that you want to update.
3. Select Edit.

4. Add email addresses to the Email address and the Secondary email address fields.

   If you need to email more than two contacts at this customer, enter multiple email addresses in the secondary email address field separated by a semicolon. For example: name1@email.com; name2@email.com;name3@email.com.

5. Select Save.

To send documents to multiple email addresses:

1. Go to Accounts Receivable > All > Print or email > Invoices or Statements.

2. Select Deliver to all available email addresses in the Delivery options section.
3. Set the other criteria as needed, and select View.