Reprinting Archived Invoices

You must have a diskette (floppy disk) drive installed in your computer, and invoice archiving must be enabled in the Center Control File (1-6-1-1) in order to archive invoices to a disk. If an invoice is archived on a disk, you can reprint it from the Reprint Invoices (1-1-8-1) screen.

Use the following steps to reprint the archived invoice:

1. On the Main Menu, select Lubrication Menu.
2. Select Invoicing Menu (1).
3. Select Other Invoicing Options (8).
4. Select Reprint Invoice (1) to receive the following screen.

5. Fill in the following fields:

Enter the transaction number of the invoice to be reprinted

The transaction number is a number assigned to each invoice processed. Either type in the full transaction number or press [F1] for a list of invoice cashed out at the store and select a transaction from the list.

Enter the invoice number to be assigned

The system automatically fills in the invoice number assigned to the transaction. That number should correspond exactly to the number pre-printed on the invoice in the printer. If it does not, then you can manually change it here. This feature is included to keep the system informed of any invoice numbers that may be used in the process of reprinting the invoice.

Should the count begin at this point?

Enter Y to continue invoice numbering in sequence from the invoice number you assigned to the reprint. For example, if you type 3477 in the previous field and select Y in this field, the system prints invoice number 3477 on the invoice reprint, and the next invoice cashed out is assigned invoice number 3478.

6. You then receive a password prompt. Type your employee password and press [Enter] to move to the Enter the reason field. Your employee ID and reason are stored and printed on the Invoicing Exception Report, Cash Drawer Audit Report, and the detailed Transaction Report.
7. Type a brief reason why you are reprinting the invoice and press [Enter]. You receive the following message:

8. Locate the disk that contains the date specified in the message above within its High and Low fields. In the example above, the date is 10/05/2002.
9. Insert the disk in the floppy disk drive and press any key. If you want to abort the reprint, press [Esc] [Esc].
10. If the invoice is in the proper format and is contained on the disk inserted in the disk drive, it will print on your invoice printer. If the invoice does not print, you receive one of the following messages. Each message tells you what is wrong and the solution. Additional information is below each message.

• You must insert a disk in the disk drive. If you are trying to reprint a quick sale, remember that you can only reprint quick sales on the day they are created.

• This disk does not contain the invoice you requested.

• This disk is not an archive disk. You must insert an archive disk in order to get a reprint.