There are two ways to export invoices to your accounting software. If you did a lot of checking prior to printing the invoices, and are confident that all is correct, you can export an entire invoice batch in one go, alternately you can check each invoice individually before exporting, and export each group of invoices, or individual invoices, as they are checked. 

Marking invoices for Exporting
In the Finance Menu, click the Invoices button to access the ‘Invoice headers’ window:-

Use navigation buttons to locate the required invoice batch, then click the Open Invoices button to access the Invoice window.  Check the details of the invoice carefully, and if all is well, click the radio button.  We strongly recommend using the navigation toolbar at the bottom of the window to go methodically one by one through the invoices, checking and marking as ‘Export ready’
 

 

The message area adjacent to the ‘Export’ area on the Invoice Batches window shows the current status of the batch in relation to exporting.
 
To export an invoice batch, having completed the process of making all the required invoices in the batch ‘Export ready’:-
•    Ensure that the relevant batch is displayed
•    Browse to locate the folder in which the export file should be created
•    Click the Checked button under the ‘Export’ heading.
If you try to export a batch in which all checked invoices have been exported, you will get the message:-

If you forgot to mark any of the invoices in a batch as ‘Export ready’, you will get the message:-
 

If all is well:-
 

As this is a ‘point of no return’:-
 

If you are really, REALLY, REALLY sure … click Yes!

 
If you need this file for importing into your accounting system, make a note of its name and location.  Even if you are not intending to import it, we recommend you keep these files as a record.

When a file of checked invoices has been successfully exported, the message adjacent to the Export area will change to reflect this, and the ‘All’ button will become inactive:-

 
You can repeat the process of marking invoices as ‘Export ready’ and then exporting ‘Checked Invoices’ as many times as necessary until all required invoices have been exported.

If the process of checking each individual invoice is not desirable, the Export All button will ignore whether or not invoices have been checked and will export AND LOCK them.  If you are feeling brave this would enable you to avoid the process of marking each invoice as ‘Export ready’!  Used in conjunction with Finance Reports (to be described in a later section of this manual) you may feel confident enough to do this.  The system will want you to think carefully about it, though:-

 

The status message will then change to 'All invoices have been exported', and both export buttons will become inactive.