Skip to main content

O365: Bulk Invoicing from Office 365

O365: Bulk Invoicing from Office 365

See also - Blogs on Library, List, Linking, Teams, Invoicing and Workflow

Note - requires compatible client versions of Word and Excel

Earlier posts have covered List and Library creation and producing high quality single invoices from Office 365 and SharePoint.

In this post I'll demonstrate how to push bulk invoicing from the Office 365 platform.



Create the List

First you will need to create the SharePoint List.


Be sure to include fields for Invoice number, date, each address field, quantities and price. Remember that most countries have minimum legal requirements regarding what needs to be shown on an invoice.

Build the Content

Add content to the list as required. This can be done as orders are fulfilled or work completed and may be part of a broader process that includes works order processing and stock control.

Once there is data in the list you can export it. Select 'Export to Excel' in the top menu of the list

This will create a query on the local computer which may be opened with Excel. Save the Excel spreadsheet to a convenient place on the local machine, or in a cloud location. Remember to give the file a name that you can use each time to perform the download. The content of the SharePoint list will change with each financial period and the new Excel download will reflect those changes, so you will need to overwrite the previous period result.

Create the Invoice Template

Note -  You only have to do this bit once

Create this using the client based version of Word to include any company branding, logos, contact detail and company registration numbers
 
Once you have the format of the invoice completed click 'Mailings' in the top menu and then click the drop menu under 'Start mail Merge'. Select 'Step By Step mail Merge Wizard'.

From the wizard panel on the right select to create letters
Select to use the current document and on the next page select to use an existing list. Locate the Excel download you created in the previous step.

Insert an address block under the 'To' heading in the template and select to map fields. Add other fields such as Invoice Number, Invoice Date, etc to the template.

The next step allows you to review the work so far by clicking through the records you will see each record detail allocated to the template.

Don't forget to save your work.

The invoices can be printed individually or streamed to the printer in bulk. You can also print to PDF if you use a mailing agency or wish to sent invoices as PDF attachments to emails.

Use it again and again

Your SharePoint list is now configured and the export to excel will always produce a query in the same format. Save this to the same name as the previous export, overwriting the last period and the Word Invoice template will always find the fields in the same place.



We can show you how, or we can do it for you.





Labels:

Comments

Post a Comment

Popular posts from this blog

Microsoft Teams

Microsoft Teams – Not only but also... What is Teams? Chat, Meetings, Calling, Collaboration | Microsoft Teams That’s the legend that Microsoft uses to head their Google listing. And it does those things really well. But -  There’s more . Teams also delivers a gateway to the fabulous world of SharePoint file storage, SharePoint and Office 365 index and search and Office 365 file security. All without the need for technical knowledge or extensive configuration. All well and good... What exactly does that mean? When you create a new team, simply click the ‘Join or Create a Team’ box at the lower left of the teams window, you launch a new team that has all the necessary attributes. This includes a mailbox, chat, call and video meeting area and a SharePoint file space with a basic library. Move shared documents, of any type, into the library and they are shared with other team members (the share facility is configurable to exclude individuals in the team who do not have sufficient righ...
Post a Comment
Read more

O365: Getting Really Useful Data into SharePoint Libraries

O365: Getting Really Useful Data into SharePoint Libraries See also - Blogs on  Library ,  List ,  Linking ,  Teams ,   Invoicing ,  Workflow ,   Bulk Invoicing  and  Spreadsheet Data A really useful SharePoint Library structure will give you something like this -  Just typing the words 'Credit Card' into the SharePoint search box returns a list of items relating to credit card across the entire Office 365 site. Security Don't worry about users accessing documents that are restricted. If you create or place a document into a Teams Document Library, it will be available to members of that Team by default. However, each document can be locked down to no access, view only or edit. You can also stop sharing any document, or alternatively share only with the members of the team you select. Users with whom the document has not been shared with will not be able to access it. Being More Specific   That's fine if you know which Credit C...
Post a Comment
Read more

O365: Create a SharePoint-On-Line Library

O365 is a tremendous resource. It can serve a business better when SharePoint on-line libraries are used as a repository for files and documents on which collaboration is required.  Instead of circulating documents for input by different users, simply save them to a SharePoint library where selected personnel can access them for update. Creating a library is a simple process which needs no technical expertise greater than the ability to use a computer. For this exercise we will create and start to populate a library for storing invoice documents.  Select the Site  An O365 domain can contain many sites. Libraries and Lists within a site can be made to interact with one another so data can be readily shared across the site and recycled. For example, if we choose to create a Customer List within a site and we populate the list with customer names and addresses we can allow other libraries and lists within the site to access and use the name and address data. So, the first jo...
Post a Comment
Read more