To automatically generate a sales invoice as soon as the sales order is authorized for specific customers:

  • Open Prima and log in as Client
  • Navigate to Company > Companies > Search for company you would like to set up auto invoicing for
  • Double click on the Company and navigate to Customer > Invoice on authorization (check this box)

This will now generate invoices for any future sales orders for this customer that are marked as authorized.



To automatically generate sales invoices for all new customers on authorization:

  • Open Prima and log in as Admin
  • Navigate to Administration > System Keys > Company/Location Defaults
  • Find "Default Invoice on Authorization? Value for Company Creation" and double click to change this rows KeyData to "Y"

This will now generate invoices for authorized sales orders for all customers added in the future.



Another way to generate an invoice straight away from a sales order is to:

  • Open specific sales order
  • Navigate to Header Detail tab near top of screen
  • If the order is allocated you can create an invoice by clicking "Invoice available items" button

This will generate an invoice only for this one sales order only. 



To set up auto schedule invoicing:

  • Open Prima and log in as Admin
  • Navigate to Administration > Automation > Auto invoice schedule
  • Click "Set Invoice Schedule" and "New"
  • You must create a separate schedule for each depot
  • Can change "Options":
    • "By Company Profile" - creates invoices for items once they are delivered
    • "By Company Profile (Outstanding Despatch Status)" - creates invoice before items are despatched
  • Choose the invoice mediums that you want to create invoices automatically for
  • Tick if you want to include Support Contracts, Cash Sales and Prepaid orders
  • Tick complete if youdo not need to edit the invoices and are happy for them to go to your Financial System straightaway
  • Click "Save" 
  • Click "Edit Schedule"
  • From here you can set a start date, time and days to run, and frequency

This will generate invoices as scheduled for specified times/days.