'Orders to be Invoiced' can be viewed based on Orders or Charges. Each option shows individual tabs based on curated views grouping the invoice details based on the STATUS of the order or charge. Once the status has been updated to 'Invoiced' and there is an invoice number, it will show in the INVOICES submenu under the invoice number. It is possible to control what data is showing in the tables by using the 'Edit Columns' to toggle on/off relevant columns.

This shows ALL orders or charges, regardless of status of the order or charge. In the ORDER VIEW, the status shown is the status of the order (ie: Delivered, To Plan, Invoiced). In the CHARGE VIEW, the status shown is the status of the charge (ie: To Approve, To Invoice, Invoiced). Column headers can be filtered in each view allowing for better data visualisation. Use this view to gain the widest visibility for all orders or charges.

Charges that are configured to require approval before they can be invoiced will individually be tagged with the status 'To Approve'. This view can be used to filter for outstanding charges that require approval prior to invoicing.

Not Ready to Invoice status will include all the orders or charges that have not yet been set to a Ready to Invoice status. This can include various order or charge status. In each view, it is possible to set the individual record (order or charge) to ready to invoice. Column headers can be filtered so it is possible to group the records based on the outstanding task or status.

If charges need to be updated, clicking anywhere in the row will open the order details and these can be updated as required. In the Charges View it is possible to update the charges directly from the screen.

Once an order or charge is confirmed it can be set 'Ready to Invoice' which makes it available to be invoiced.

The Order View offers a wider choice of functions via the 'Quick Actions' menu. This allows a variety of functions that can be associated with processing invoices, including downloading documents, or updating the order status back to 'Not ready' if necessary.

From the Charges View, clicking on the check boxes will combine charges to create an invoice. In this way, it is possible to separate charges from a single invoice if necessary.

Once all auditing is complete, and the orders or charges are ready to be invoiced, select the check boxes and click the 'Create Invoice' button. In the Order View, this will automatically include all charges on the order. In the Charge View charges are sorted based on the charge, so be sure to select all the charges to be included on the order.

A draft invoice allows users to create and review an invoice before finalising it. Draft Invoices are given a unique 'DRAFT' invoice number. When viewing in the 'Orders to Invoice' screens, these will still show under either order number (Orders View) or by the charge description (Charge View), with a status of 'Draft Invoice'. The Invoice functionality is limited to the 'Send Invoice' task in both the Order View and the Charge View. However in the Charge View, the charges can also be updated from the main list.

Once an invoice has been created, the order / charge will show in the 'Invoiced' tab view. The Invoice column will now include the invoice number assigned to the order / charge. In the Order View, the orders are still group by order number and the Charge View will still group based on charge type.

Functionality is limited, it is still possible to update the charges on the Charge View screen, while in the Order View clicking on the order number will open the Order Detail where the charges can be updated. Once any changes have been made, the 'Send Invoice' task will show so that the updated details can be resent to the customer. If there are any errors, an alert will show on the task.

An invoice with a Posted status indicates that the invoice has been generated and issued to the customer. Once in a posted status, no further updates can be made to the charges and order details. It is possible to ADD additional charges to an the order, however this will not affect the Posted Invoice. It will move the order back to a 'Ready to Invoice' status for the new charges added, which will need to be invoiced separate to the Posted Invoice.

If any changes are required to the Posted Invoice, a Credit Note can be created, for either a specific charge on the invoice or the whole invoice. If a credit note is created, it will be shown as a negative amount in the Revenue column.

In some circumstances, it is possible for a Super Admin user to Unpost an invoice.

Based on individual business requirements, Posted invoices may be exported in a format that allows data to be transferred to a 3rd party accounting software. Where integrations exist this process may be conducted through a direct transfer.

Marking an order or charge as 'Do not invoice' removes the revenue amount and sets the value to '0'. When creating an invoice there are 2 ways to use the 'Do not invoice' option:

The Charge View will retain the original charge amount, but the revenue will be set to 0. The Order View will only show the revenue amount as 0.

Each view (Order / Charge) offers the option to create a custom view. When first selecting the + View, the default will show as ALL. Each column header has filtering options which can then be used to tailor the view to suit individual requirements. Once a column has a filter applied, the filter icon will show in green, and there is an indicator showing how many active filters are enabled. In some instance, it is possible to add multiple options on the filter.