Overview

This article walks through the process of moving a completed order into Accounts Receivable (A/R) in Printer's Plan. You'll learn how invoicing affects job status, how to post invoices into A/R, how to resend invoices and statements, and how posting creates valuable history records for future reorders.

Recommended Workflow

1. Start with a Completed Order

Once production is complete and your order is ready to leave the shop, it's time to generate the invoice.

Before printing the invoice:

• Verify the order details
• Review the invoice layout
• Confirm customer and delivery information

Use the Preview option to ensure the invoice appears exactly as intended before sending it to the customer.

2. Print the Invoice

When printing an invoice, Printer's Plan asks an important question:

"Do you want to mark this order shipped today?"

Your response determines the next workflow stage.

Yes - Mark as Shipped

Printer's Plan will:

• Automatically populate the Ship Date
• Change the job status to Ready to Post

This is the typical workflow for completed and delivered orders.

No - Not Yet Shipped

Printer's Plan will:

• Leave the order unposted
• Change the status to Ready to Ship

This option is useful when the invoice is generated before final delivery.

3. Verify the Job Status

After marking an order as shipped:

1. Refresh the Jobs window.
2. Locate the order.
3. Confirm it has moved from In Progress to Ready to Post.

At this point, the order is ready to enter Accounts Receivable.

4. Post the Invoice into A/R

Navigate to:

A/R → Invoices Ready to Post

Locate the desired invoice and select it.

Click:

Post Now

You can choose to:

• Post only the highlighted invoice
• Post multiple invoices at once

Once posting is complete, Printer's Plan confirms the successful posting and offers the option to print a posting report.

💡 Tip: Posting is what officially moves the invoice into Accounts Receivable and History.

5. Manage Unpaid Invoices

After posting, the invoice moves into:

A/R → Invoices Unpaid

From here you can:

• Search by customer
• View open balances
• Review invoice details
• Track outstanding payments

This area serves as your active receivables management center.

Additional tools include:

• Invoice preview
• Aging reports
• Customer balance review

These features help identify overdue invoices and monitor payment activity.

6. Resend Invoices

Sometimes customers need another copy of an invoice.

From Invoices Unpaid, you can:

• Preview the invoice
• Print another copy
• Email the invoice directly

When emailing, Printer's Plan can include multiple open invoices for the selected customer, making it easy to provide complete billing information.

7. Send Customer Statements

Statements are useful when customers have multiple outstanding invoices.

To create a statement:

1. Open Send / Statement
2. Select the customer.
3. Choose Print → Statement.
4. Preview the statement.
5. Print or email it.

Statements combine all open invoices into a single customer-facing document, making account balances easier to review and manage.

You can also customize statement details such as:

• Company address
• Contact information
• Statement formatting

Before sending to the customer.

8. Leverage History for Future Orders

Posting does more than update A/R.

Once posted, the job is also stored in History. This creates a permanent record that can be used for future work.

From History, you can:

• Search for previous jobs
• Paste completed orders
• Create new quotes from historical jobs
• Compare pricing across job versions

This makes repeat orders significantly faster and helps maintain pricing consistency.

💡 Best Practice: A complete lifecycle of Quote → Order → History gives you the strongest visibility into customer activity and pricing trends.

Why This Workflow Matters

Following the posting process ensures:

• Invoices move correctly into Accounts Receivable
• Outstanding balances can be tracked
• Statements can be generated when needed
• Historical job records remain available for reorders
• Customer billing stays organized and consistent

Proper posting connects production, billing, collections, and future sales into one continuous workflow.

Final Takeaway

Keep the process simple:

Invoice → Ship → Ready to Post → Post → A/R → History

Remember:

• Printing an invoice does not place it into A/R.
• Posting is what moves the invoice into Accounts Receivable.
• Posting also stores the job in History for future reorders and pricing comparisons.

"Keep your posting tight and your follow-up consistent, and A/R won't just work... it'll work for you."