To be able to start invoicing, the orders need to have status 'Ready to Invoice'.
Setting Orders Ready for Invoicing:
Identifying Orders to invoice:
Orders can be set to 'ready for invoicing' at any point based on individual business needs. The most typical workflow is to set this status once an order is in a Delivered status.
Using tasks, it is possible to configure this status as manual or automatic. If setting this as automatic, using the 'Schedule After' event, will determine the timing for when this status is automatically updated. It is still possible to manually set the status prior to the event selected in configuration.
If configured to automatically update after 'Deliver Order' the order status will automatically move from 'Delivered' to 'Ready for Invoicing' and the order will become available in the Invoices Module for further auditing.
If set as a manual update, once the order is in a 'Delivered' status, a user will need to manually update the task to set the status to 'Ready for Invoicing'.
If using a manual process to update the status, first start by determining which orders need to be updated. From the Orders menu:
Use default tab views, for instance 'Delivered', or 'All' if status doesn't have to be delivered.
'Edit Columns' to toggle data columns on/off.
Create a custom '+View', and use column filtering to select what to show in the view
Column Filtering Options:
Consolidate orders onto a single screen, making it easy to audit for invoicing.
Customise the view based on specific criteria such as customer names, dates, or any other relevant parameters to invoice the related orders.
The example below shows a custom view for 'Invoice Audit'. Column headers are then filtered based on customer, order execution status (delivered), order status not being set as 'Invoiced', and the task as 'Ready for invoicing'.
This then shows all the outstanding orders for the specific customer that need to be audited and set ready for invoicing on a single screen.
Marking Orders Ready for Invoicing:
In order for orders to move into the Invoicing module the status must be 'Ready to invoice'. Orders can be updated either individually or in bulk by using the 'Quick Action' function.
Individually mark orders to 'ready to invoice' via the order list view or in the order details page.
To select Multiple orders, click Quick Actions, and select 'Ready to Invoice'.
Confirm your selection by marking the check box for the chosen orders.
Click the green 'Complete' button at the bottom of the screen.
Once orders have been updated it is recommended to complete a final verification to confirm all expected orders are included.
Create Invoice:
Once orders have been audited and determined that all the necessary benchmarks for invoicing have been met (order status, received documents, etc) and the status has been updated to 'Ready to invoice'; the order will move into the INVOICES module to complete the Invoicing process. Creating and processing the invoice will be completed here.
Navigate to INVOICES and select 'Orders to Invoice'. All orders are available here, and will fall into one of the default tabs (Not ready to invoice / Ready to invoice / Draft Invoice, etc...). Click the link below to learn about how to get the most out of the views available, to best suit your business processes.
Select orders with the 'Ready to Invoice' status. This can be from the default tab, or a custom view, based on user preference.
You can apply filters like customer name/date to narrow down your selections (also see Customise Invoice List View).
Invoice based on Order or Charges - Learn more HERE.
Creating an Invoice:
Choose one or multiple orders and click on 'Create Invoice'.
Tailor your preferences by selecting consolidation options or creating separate invoices for each order.
If looking at consolidating orders to an invoice, based on a set of criteria usse the preference for 'Custom Order Grouping' and toggle on/off the preferred option.
Click SAVE to confirm the option and generate the invoice.
Other options for invoice preferences include adjusting the number of orders that can be included in the invoice and creating separate invoices per order.
Select the action of each line depending on what needs to happen with these orders.
Do not invoice: Will set the revenue value to 0 and update the status to Do not invoice. This will show in the 'Do not invoice' tab.
Add to existing invoice: Invoice options that match the Bill To Customer will be shown in the 'Existing invoice' field. If multiple invoices, including draft invoices exist these will show. It is not possible to add to an invoice that is already posted.
Create draft invoice: This will create a draft invoice with a unique draft invoice number. The invoice can be sent to the customer for approval if necessary. Amendments and additions can be made to the invoice.
Click HERE to learn more about Draft Invoices.
Create invoice: This will create the standard invoice, with a unique invoice number that can be sent to the customer. This is the invoice the customer will pay against, and that will will be transferred / imported to accounting software.
Select the date of the invoice, which will default to current date. If creating a draft or standard invoice, the date can be adjusted on the invoice itself. This date will drive the due date, based on the customer payment terms (ie: 15, 60 days, etc.)
Adjusting invoices:
Once an invoice or draft invoice has been created, you will be able to find these under invoices column.
There are default tab views based on the Invoice status (draft invoice, invoiced, invoice posted, cancelled), or by ALL status.
Column filters can also help to create granular view of the data
Click on the invoice ID to open the invoice page and make adjustments.
General Info: Dates can be updated directly by clicking in the row. Payment Terms will show a drop down menu of available options that can be selected. Click the SAVE icon to update.
Invoice documents and tasks: Add any additional documents that might be required for invoicing purposes. Tasks (generate / send / post) associated to processing the invoice will be included here.
Invoice lines:
Click 'Add Charges' to add any additional charges that might be missing on the invoice.
Add charge from order shows charges based on other orders for the same customer.
Standalone charge pulls from standard charge types available in the various pricelists.
Select 'Remove/credit selected charges' to update a specific charge (or all charges), click the corresponding checkbox next to the line item. Select the required action.
Remove from invoice will set the charge status back to 'To Invoice' or 'Do not invoice'.
Move to other invoice shows a list of available invoices for the same customer that the charge can be moved onto.
Create new invoice removes the charge and creates a new invoice with this charge showing.
Create credit note will create a credit note (CN) with a unique number, that shows the charge as a negative value. The existing invoice will show the CN number as a label next to the negative amount. This is typically used if the invoice is in a posted status and adjustments are required.
Select 'Edit VAT%' to modify the tax rate on the invoice. A drop down menu will show available options.
Edit the data of the charges or add descriptions via the "pen" icon.
Generating invoice PDFs
Verify that invoice details are accurately registered in the invoice page.
Click on the play button located on the right side of the task line:
Tasks can also be executed in BULK via Quick actions in the invoice list view.
Once the invoice has been generated, the preview of the PDF will also be visible for any final checks on the invoice.
If there are any changes made in the invoice (eg. adjusting date or removing/adding an order, you will need to regenerate the PDF to see the changes.
Click on the 3 dots located next to the task and click 'Retrigger'
Print documents from invoice detail.
It is possible to Print documents directly from the invoice detail page. If selecting the Print option before the invoice has been generated, the print preview will display any associated documents that are selected to print. Once the invoice has been generated this will also show in the print preview.
Sending Invoices to Customers:
Once the invoice has been generated (Generate pdf), the option to 'Send invoice' will become available. In order to send the invoice, there must be a contact listed on the customer profile, with the Billing role.
Click on 'Send Invoice' carefully reviewing details before initiating the sending process.
Once the Send Invoice task is selected, a new window will open where the task can be completed.
Verify the Recipient email address is correct
Confirm the required attachments are selected. If any additional documents are required and available these can also be selected, ie: POD/CMR, etc.
Click SEND.
If there are any issues with the Send Invoice task, an alert will be generated.
Once the invoice has successfully sent, the note will be added to the invoice, showing the task completed details (user / date & time stamp).
Click the eye icon to show a preview of the email that was sent, along with the invoice and any other attachments.
If the recipient does not receive the email, it can be retriggered which will reopen the 'Send Invoice' screen.
Use the 'Forward' option if the email needs to be forwarded to another email address.
Tasks can also be executed in BULK via Quick actions in the invoice list view.
Depending on individual business requirements additional tasks may be configured as part of the invoice process.
Posting the invoice:
The final default task is to set the invoice to a Posted status.
If using a 3rd party accounting software with an integration, the option may be to send directly to accounting, which will transmit the data directly. Alternatively, it may require a manual export of the data to a format that can be uploaded.
Navigate to INVOICES > Invoices, and select the 'Invoiced' tab.
Invoices can be updated individually by clicking on the Invoice number. Under the 'Invoice documents and tasks' the option to Post Invoice (Send to Accounting, etc) will show as a task.
Click the 'Play' button to complete the task. The status will update to Invoice Posted.
Tasks can also be executed in BULK via Quick actions in the invoice list view.
Once POSTED invoices can not be adjusted. Click HERE for Posted Invoice restrictions.
Once the invoice is in a posted status, it is ready to be exported manually so that the data can be used in the accounting software.