The UGA Financial Management System allows you to reprint invoices if necessary. This can be for a specific invoice or a range of invoices.
In this article, you will learn the steps to reprint an invoice.
First, log into the UGA Financial Management System.
Click the Classic Home button.
To navigate to the Reprint Invoices page, select:
Main Menu > Billing > Generate Invoices > Non-Consolidated > Reprint Invoices
The Reprint Invoices search page is displayed.
Click the Add a New Value tab.
You can use this page to enter the Run Control ID for Reprinting Invoices.
A Run Control ID is an identifier that uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures when a process runs in the background, the system does not prompt you for additional values.
Note: To use the same Run Control ID for future jobs where you want to reprint invoices, you will want to enter an ID that is easily recognizable by you. One good option is to start with the initials of the module you are working in, followed by the name of the process.
Enter the appropriate information into the Run Control ID field.
Example here: BI_REPRINT_INVOICE.
Click the Add button.
The Reprint Invoices page is displayed. You can use this page to select the parameters to choose from when reprinting the invoice.
In the Selection Parameters section, make sure the Include Open Items Only checkbox is not checked.
The Range Selection box provides the parameters you can choose from to select the Invoices you want to include in the Reprint process.
Example shown here: Invoice ID selection checked.
Enter appropriate information into the From Business Unit field.
Example shown here: "18400".
The To Business Unit field will default to the value in the previous field.
Enter appropriate information into the From Invoice field.
The To Invoice field will default from the Invoice number in the previous field.
Click the Run button.
The Process Scheduler Request page is displayed. From this page you can select which process to run in queue.
Click the checkbox next to the Print Invoice w/XML Publisher description.
Click the OK button.
Click the Process Monitor link.
The Process List page is displayed. This page is used to monitor the status of the process.
Click the Refresh button several times or until the Run Status field displays "Success" and the Distribution Status field displays Posted.
The Run Status and Distribution Status fields have been updated with Success and Posted.
To return to the previous page, click the Go back to Reprint Invoices link.
Click the Report Manager link.
The List page is displayed. Within the Reports field, you will find the selected invoice along with a PDF link to the corresponding invoice.
Click the appropriate Report link.
In the File List section of the page, click the pdf link.
If you receive a message asking if you want to Open or Save the file, you can do either.
Example shown here: Open the file.
Depending on your browser, you may or may not receive a security warning after you click the pdf link.
A PDF copy of the reprinted Invoice is displayed.