A draft invoice allows users to create and review an invoice before finalising it. This can include:
Pre-Approvals. A draft invoice can be sent to a customer for review and confirmation. Once approved an actual invoice can be generated quickly by using the 'Generate pdf' task on the draft invoice.
Batch Processing. Users can add multiple orders to a draft invoice over time before creating the final invoice.
Review & Modification. Draft invoices allow flexibility to make changes and update charges with ease.
Creating a Draft Invoice
There are 2 options for creating a draft invoice.
Create a Standalone Invoice in draft
Create an Draft Invoice against an order
Standalone invoices are typically used when there is a need to invoice for services outside of a typical transport order, for example storage fees. When creating a Standalone Invoice, the default first step is for the invoice to move into a Draft Invoice status.
Click HERE to learn more about Standalone Invoices.
Orders must be in a 'Ready to Invoice' status to create a draft invoice.
Navigate to the INVOICES > Orders to Invoice menu.
From the 'Ready to Invoice' tab, select the order(s); or charges if using Charge View, that will be placed in draft.
Click 'Create Invoice'.
A new window will open where the invoice preferences can be selected. Whatever is selected on the draft will be copied to the standard invoice.
Where multiple orders are selected, these can be consolidated to a single invoice, or grouped based on preferences. Alternatively they can also be separated to a single invoice per order.
Under 'Actions', use the option 'Create draft invoice'.
Default date will be set as the current date. If using a different date, be aware that may affect invoice number sequencing may be out of alignment.
Click SAVE.
The Draft invoice will be generated with a unique draft invoice number.
General Info:
This includes the invoice date and payment terms for the invoice.
If using exchange rates, enter the date to use for the exchange.
Remarks can be added to provide further context or details for the draft invoice.
Click into these rows to make any updates to this information, and use the SAVE icon to update.
Invoice documents and tasks:
Add documents that need to be included with the invoice, for instance if sending a billing proposal to a customer.
Once the draft invoice is ready to be generated to a standard invoice, use the 'Generate pdf' task to convert.
If pre-approval is required, prior to generating the invoice, use the 'Send Invoice' task.
Invoice lines:
Charges will be shown as a line item, associated to the order. Use the pencil icon to make any edits required.
The delete icon can be used to remove a charge. NOTE: Use with caution - this is a permanent delete of the charge.
Click 'Add Charge' to add any additional charges, these can be as a standalone charge, or from other orders from the same customer.
To modify the VAT, use the pencil icon to select the appropriate calculation method.
Once approved or ready, the draft invoice can be converted to a final invoice with a simple click of the 'Generate pdf' task. This creates the final invoice, with the unique invoice number.
Deleting a Draft invoice
Navigate to the invoices -> draft invoice section
Open your invoice page and locate the 3 dots on the right side of the page
Click on 3 dots and select "delete invoice "option.
If there are linked orders to your draft invoice, they will automatically be removed from the invoice and will get the status "ready to invoice"
Click the link below for more details on creating invoices.