How to Configure and Run Print Invoices in iDempiere
Configure the Print Invoices process in iDempiere to print or email retail sales invoices as PDF attachments to customers.
Introduction
The Print Invoices process in iDempiere lets retail businesses print completed sales invoices or email them as PDF attachments directly from the system.
The process updates each invoice’s printed status, ensuring accurate tracking of which invoices have been delivered to customers for accounting and audit purposes.
Business Rules
- Only Sales Invoices are eligible for this process.
- Email PDF requires a Mail Template to be selected before running.
- At least one selection filter (Business Partner, Invoice, Date, or Document No) must be entered.
- Only Completed or Closed invoices can be emailed as PDF.
- Print Format is selected by priority: Business Partner, then Document Type, then Organization.
- Number of copies is the sum of Document Type Copies and Business Partner Copies.
- Invoices without a valid contact email are skipped and logged as errors during email runs.
Process Flow
Navigation
Menu → Quote-to-Invoice (Sales) → Sales Invoices → Print Invoices
Configuration Steps
Step 1: Decide Print or Email Deliver
Check EMail PDF to send invoices by email; leave it unchecked to send invoices to the connected printer instead.
Step 2: Select a Mail Template (Email Only)
Open the Mail Template dropdown and choose a template configured for invoice emails. This is mandatory whenever EMail PDF is checked.
Field Reference
| Field | Sample Value | Description |
| EMail PDF | Checked | Sends invoice as PDF attachment instead of printing |
| Mail Template | Invoice Email | Template used for the email subject and message body |
Step 3: Set the Invoice Date Range
Enter Date Invoiced From and To to restrict invoices to the required period, for example 07/01/2026 to 07/22/2026.
Step 4: Apply Selection Filters
Enter at least one filter — Business Partner, Invoice, or Document No — to identify the invoices to process.
Field Reference
| Field | Sample Value | Description |
| Business Partner | ALPHA RETAIL SOLUTIONS | Restricts processing to a specific customer account |
| Invoice | 150000_06/22/2026_660.80 | Processes one specific invoice document |
| Document No | From / To range | Restricts processing to a document number range |
Step 5: Filter by Printed Status
Set Printed to No to select only invoices not yet printed or emailed.
Step 6: Run the Process and Review Results
Click OK to execute. Review the Sent and Errors count and the invoice log line before closing the window.
Field Reference
| Field | Sample Value | Description |
| Printed | No | Filters invoices that have not yet been printed or emailed |
| Run as Job | Unchecked | Runs the process immediately instead of as a background job |
Common Issues and Resolutions
| Issue | Cause | Resolution |
| Process stops with a Mail Template error | EMail PDF checked without selecting a Mail Template | Select a valid Mail Template before running the process |
| “Restrict Selection” error on run | No Business Partner, Invoice, Date, or Document No filter entered | Enter at least one selection filter |
| Invoice skipped with a Print Format error | No Print Format configured for the Business Partner, Document Type, or Organization | Configure a Print Format at BP, Document Type, or Org level |
| Invoice not emailed, logged as error | Business Partner Contact has no valid email address | Add a valid email address to the Contact/User record |
| Completed invoice not emailed | Invoice Document Status is not Completed or Closed | Complete or close the invoice before running Email PDF |
| Extra invoice copies printed | Document Type Copies and Business Partner Copies values are summed | Review the Copies settings on Document Type and Business Partner |
| Invoice missing from selection | Printed filter set to No but invoice already marked Printed | Change the Printed filter to All or Yes to locate it |
Next Steps
- Configure Print Format for invoices.
- Configure Mail Template for invoice emails.
- Set Business Partner Contact email addresses.
- Review Document Type Copies settings.