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User Guide: NS Financials
Billing –
InvoiceSystems
Reprint v1.0
Finance
Table of Contents
1. OVERVIEW ......................................................................................................................................... 2
2. INVOICE REPRINT ............................................................................................................................ 2
2.1.
PDF FILE ENCRYPTION
2
3. INVOICE PRINT & REPRINT ............................................................................................................. 3
3.1.
3.2.
3.3.
EMAIL INVOICE AS ATTACHMENT
VIEW INVOICE IMAGE
REPRINT INVOICES
3
4
5
5. REMOVING ENCRYPTION ................................................................................................................ 8
6. IMPORTANT INFORMATION REGARDING ACROBAT VERSIONS & SECURITY ..................... 11
7. GLOSSARY ...................................................................................................................................... 11
8. DOCUMENT PURPOSE ................................................................................................................... 11
8.1.
DOCUMENT HISTORY
11
9. DOCUMENT CONTROL .................................................................................................................. 11
DOCUMENT LOCATION
CHANGE HISTORY
REVIEWERS
BUSINESS SIGN-OFF
COPIES TO
REFERENCE DOCUMENTS
File: User Guide NS Financials Billing – Invoice Reprint
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User Guide
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1. Overview
On November 7, 2012 a systems enhancement to NS Financials Billing was implemented. This
enhancement allows for selected AR customers to receive invoices by email.
This update to NS Financials Billing has resulted in two key changes to the Invoice Reprint function –
2. Invoice Reprint
Reprinting invoices in NS Financials after the systems update on November 7, 2012;
2.1. a. Using Details;
Billing > Review Billing Information > Details – users may now access an invoice PDF using
the View Invoice Image option, rather than regenerating the invoice using the
icon.
2.1. b. Using Reprint Invoices;
Billing > Generate Invoices > Non-Consolidated > Reprint Invoices – users will need to make
use of the manual process using the Run button and selection of Print Options and then Email
Invoice Options to select the desired output for invoices.
2.1. PDF File Encryption
Using the Reprint Invoice function (print only) in NS Financials to bulk print a large number of
invoices, produces one single PDF file. This may be separated into single pages or invoices using
Adobe Acrobat Professional Extract.
The systems enhancement involved a change to the PDF invoice file generation in NS Financials,
moving from the process type SQR Report to XML Publisher. The resulting PDF now includes file
encryption.
Users wishing to extract pages from these files will need to remove encryption prior to using the
extract feature in Adobe Acrobat Pro.
File: User Guide NS Financials Billing – Invoice Reprint
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3. Invoice Print & Reprint
3.1. Email Invoice as Attachment
When you are creating your bill, if the customer contact you have selected in your bill has an
email address in their NS Financial record the bill will default to ‘Email Invoice As
Attachment’ and display the email address.
IMPORTANT:
1. If you do not want the client to receive an email copy of the invoice, change the
dropdown next to Invoice Media to ‘Print Copy’
2. When raising Credit Adjustments, confirm the Invoice Media field is updated for
clients with an email default if you do not want them to receive an email copy.
File: User Guide NS Financials Billing – Invoice Reprint
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The customer will receive an email with a copy of the invoice file attached (it will show as
coming from the email address of the Salesperson selected in the Bill).
3.2. View Invoice Image
To reprint an invoice generated after the Billing systems enhancement (November 7, 2012)
use ‘View Invoice Image’. This will generate an image of the Invoice much faster than using
any other method as it does not require the systems to regenerate the document.
This function is not available for invoices generated prior to November 7, 2012. Users may
use the
icon to reprint these invoices.
Regardless of the ‘Invoice Media’ default for an invoice, when using the
the output will not result in an email to the client.
File: User Guide NS Financials Billing – Invoice Reprint
Last Saved: 16 March 2016
icon to reprint,
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3.3. Reprint Invoices
If the original invoice was generated and sent to the client via email (default output of ‘Email
Invoice as Attachment’); you have the option to select the output method when you reprint
an invoice. To do this you must use ‘Reprint Invoices’.
1. Navigate to Reprint Invoices: Billing > Generate Invoices > Non-Consolidated >
Reprint Invoices
2. Select the Print Options tab
3. Select output using the drop down for Email Invoice Options
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User Guide
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4. Select the Reprint Invoices tab
5. Select Run
6. Select the first option Print UNSW Billing Invoice (Process Type: PSJob). Leave all
remaining fields as per defaults.
7. Select OK
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IMPORTANT:
1. If you use the
icon to reprint an invoice from Reprint Invoices: Billing > Generate
Invoices > Non-Consolidated > Reprint Invoices, it will not email the invoice to the
client regardless of the options selected on the Print Options screen.
2. If you update a client’s contact record to add an email contact address and then
reprint an invoice that was not originally generated using the option ‘Email Invoice as
Attachment’, it may only be reprinted as a ‘Print Only’. If ‘Email Only’ is selected on
the Print Options screen, the invoice will not be sent by email to the client.
3. If you update a client’s contact record to update an existing email contact address
and then reprint an invoice that was originally generated using the option ‘Email
Invoice as Attachment’, when reprinting using ‘Email Only’ is selected on the Print
Options screen, the invoice will be sent by email to the client’s new email contact.
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5. Removing Encryption
To confirm if your .pdf file is encrypted:
1. In Adobe Acrobat navigate to ‘Pages’ Tools, View > Tools > Pages
2. If the file is encrypted the Extract option will not be available and will show as greyed
out in the Pages menu.
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3. Users may also confirm document security by selecting the Padlock Icon for Security
Settings and then the Permission Details link.
Within the Security settings the Document Restriction Summary section is shown,
including if Page Extraction is Allowed or Not Allowed.
If Page Extraction is not allowed; you will not be able extract pages, OR print selected pages
from the document as a .pdf file, by selecting Print to Adobe PDF as the Printer Name.
To remove encryption from UNSW invoices generated from XML Publisher;
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1. navigate to ‘Protection’ tools View > Tools > Protection
2. Select the option Encrypt and then Remove
3. A dialogue box will confirm ‘Are you sure you want to remove security from
this document?’ Select OK.
Once the encryption has been removed from the .pdf file users may return to the
Pages tool View > Tools > Pages and the Extract function will now show in colour.
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To extract pages select the page(s) you wish to extract and check the ‘Extract Pages
As Separate Files’ option.
6. Important information regarding Acrobat
versions & Security
This user guide shows screen captures from Adobe Acrobat Pro version 10. Older
versions of Adobe Acrobat Pro will have different menu layout and options.
In some older versions of Adobe Acrobat Pro users may need to remove security rather
than encryption. This may cause a loss in quality of the UNSW crest image and/or
changes to the page layout of the document.
7. Glossary
Term
Description
NS Financials or
NSF
NewSouth Financials application. UNSW’s name for its Finance
system.
PDF
File format created by Adobe Systems - Portable Document Format
UNSW
University of New South Wales organisation
Small Enhancement
A change made to the system
8. Document Purpose
The purpose of this document is to provide users with information to assist with understanding a
particular task or process involving Finance Systems. A User Guide may be required as a result of:

a ticket being raised where the resolution requires a more detailed explanation

a small system enhancement being introduced

a major system implementation
8.1. Document History
The document version will be set to 1.0 on implementation.
The document version will increase by 0.1 if the User Guide is updated after implementation.
For details of the document change history please refer to the Change History section.
9. Document Control
Document Location
J:/
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Change History
Version Date
1.0
15/11/12
Description
Author
Authors
Janz Reinecke &
Rohin Whitford
Reviewers
Name
Title
Training
Informational
Review Date
Business Sign-off
Name
Title
Signature
Date
N/A (instructional)
Copies To
Name
Title
Date Emailed
Finance Website
Posted to Knowledge Base
19/3/13
Reference Documents
Document Name
Location
Version
End of Document
File: User Guide NS Financials Billing – Invoice Reprint
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