Printing an invoice

The following section provides step-by-step instructions for printing invoices in nGenue.

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Prerequisites

Before proceeding printing an invoice, the correct invoice number must be identified. To do this:

1. Navigate to the Review invoice item batch details screen.
2. Select the end user, delivery month, and any other applicable filters.
3. The system will display the invoice number associated with the chosen criteria.

This ensures that invoices generated during billing are accurately selected for printing.

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Procedure to print an invoice

Step 1: Navigate to the Print invoice screen

1. Log in to the nGenue application.

2. Click Search and enter print invoice in the search bar.

3. Double-click Print invoice to open the Print invoice (billing) screen.

4. The following are the fields and options available on the Print Invoice (billing) screen, along with their detailed descriptions. The users can apply filters and manage invoice printing on this screen.

   Search criteria filters
   These fields help narrow down the invoices to be printed or previewed.

   Fields	Description
   Only print new and unprinted invoices	Ensures that only invoices that have not been previously printed are included in the print job. Prevents duplicate printing.
   Set the invoice print date after completion	Updates the invoice record with a “print date” once the printing process is completed, allowing tracking of when invoices were actually printed.
   Filter by date	Enables filtering of invoices by a specified invoice date range.
   Invoice date (From–To)	Defines the exact date range for invoice selection. Only invoices generated within the given range will be displayed or printed.
   Delivery month	Filters invoices by the delivery month and year for which the billing was generated. Useful for selecting invoices belonging to a particular billing cycle.
   Invoice number range	Allows you to print invoices within a specific invoice number range. Useful for reprinting or reviewing a subset of invoices in numerical sequence.

   

   Customer and organizational filters
   These fields let users filter invoices by customer type, utility, consultant, or legal entity.

   Fields	Description
   Select single LDC	Filters invoices belonging to a single Local Distribution Company (LDC). Helps when invoices are associated with multiple LDCs but you want only one.
   Select a single pool	Filters invoices for a specific pool of customers/contracts. A pool groups end users under a marketer or contract.
   Select a single rate	Filters invoices by rate class. Useful for printing invoices that fall under a specific pricing or tariff category (e.g., industrial, commercial, residential).
   Select a single end user	Filters invoices for one specific end user. Allows you to preview or print invoices for a single customer instead of an entire batch.
   Select a single parent	Filters invoices linked to a parent account. Useful for consolidated billing scenarios where multiple child accounts roll up to a parent.
   Include all related price master member	Ensures invoices include all accounts tied to a specific price master member, even if not explicitly selected.
   Parent consultant	Filters invoices associated with a parent consultant who manages customer accounts under a hierarchy.
   Retail consultant	Filters invoices linked to a specific retail consultant responsible for managing customer relationships.
   Retail billing method	Filters invoices by billing method (e.g., budget billing, standard billing). Helps segment invoice generation based on billing approach.
   Legal entity	Filters invoices tied to a specific legal entity within the organization. Useful when multiple entities operate under the same platform.

   

   Print and formatting options
   These fields control how invoices will appear when printed.

   Fields	Description
   Optional remittance acct ID	Dropdown to select an alternative remittance account ID that should appear on invoices for payment purposes.
   Include letterhead logo	When checked, the invoice is printed with the company’s letterhead/logo. Unchecking may be useful for draft or internal copies.
   Suppress all multi-facility sum pages	Suppresses the summary page that lists totals across multiple facilities. This is helpful when detailed invoices per facility are sufficient.
   Suppress duplicate label on reprints	Removes the “Duplicate” watermark/label when reprinting invoices. Ensures reprints look identical to originals if required for official use.
   Standard customers / Budget bill only	Radio button that lets you choose whether to print invoices for standard customers (regular billing) or only budget bill customers (equalized monthly billing).
   Delivery method	Allows filtering invoices by delivery method (e.g., email, print, electronic file). Determines how the invoice is distributed to the end user.

   

   Invoice list preview
   This section displays the list of invoices that match the selected filters. It allows users to review details before printing.

   Fields	Description
   Display invoice list that will print	Button that generates and displays the list of invoices matching the selected filters.
   # Invoices to print	Shows the total number of invoices that will be printed based on the selected filters.
   Total to be printed	Displays the combined invoice amount of all invoices selected for printing.
   Sales taxes	Displays the total sales tax amount across all invoices to be printed.

   

   Invoice details (preview section)
   When invoices are displayed, the following fields appear in the preview grid:

   Fields	Description
   Invoice format	Defines the template or layout used to generate the invoice (RDL format). Different formats may group or display charges differently.
   LDC	The Local Distribution Company associated with the invoice.
   Invoice #	Unique number assigned to each invoice for tracking and reference.
   Invoice date	The official date on which the invoice was generated.
   Generation date	The system date on which the invoice was created. May differ from the invoice date.
   Invoice total	The total amount due on the invoice, including charges and taxes.
   Due date	The payment due date specified on the invoice.
   End user	The customer or account name associated with the invoice.
   Facility	The facility or service location tied to the invoice.
   City & state	The geographical details (city and state) of the end user facility receiving the invoice.

Step 2: Printing or previewing invoices

In the Print invoice (billing) screen, follow these steps:

1. Select the delivery month, LDC and any additional filters if required.
2. Click Display invoice list that will print. The system populates the bottom section of the screen with matching invoices, showing key details like invoice format, LDC, invoice number, invoice date, total amount due, end user, facility, city and state.

3. Click the Print preview icon (first icon in the top toolbar).

   1. The invoice is displayed in PDF format and can be downloaded if needed.
   2. The invoice opens in a browser window for review.

4. After preview, invoices can be printed individually or in batches.

This step completes the invoice lifecycle, ensuring that billing data is formally communicated to end users.

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