Customer Invoices

Overview

A customer invoice registers a customer's financial obligation related to a sales order. You can create it based on a sales order. If advanced warehousing is not used, customer invoice also registers the shipment of goods and provision of services by the enterprise.

Generating Customer Invoices

To control whether invoicing is required:
  1. Go to Sales > Invoices for registration.
  2. Filter the list by the sales person.
  3. Analyze the list of orders and take relevant actions: issue customer invoice or initiate further goods issues by the sales order.
To register customer invoices:
  1. Go to Sales > Issue invoices. The system will display a list of reference documents awaiting the customer invoice issuing. It shows sales orders with:
  • For fulfillment status
  • Ship / Reserve at warehouse action
2. Filter the list by Company and Warehouse.
3. Select sales orders and open the Fulfillment status report.
4. Check if there are any items to issue invoices for.
5. Create a customer invoice for one or more selected lines (one or several sales orders) by clicking Register by orders or Register by shipment.
The system will automatically create a customer invoice and fill it with the information from the sales order.
Alternatively, you can generate a customer invoice based on the sales order:
  1. Go to Sales > Sales orders.
  2. Click the required document and then click Generate > Customer invoice.
You can also create a customer invoice manually:
  1. Go to Sales > Sales documents (all).
  2. Click Create > Customer invoice.

Reviewing Open AR/AP Items

  1. Go to Sales > Sales documents (all).
  2. Open the Customer invoice.
  3. Click Reports > Customer AR/AP open items.
  4. Analyze the open AR/AP items.
  5. Check if there is a prepayment item. If there is no prepayment made, the next step will be to send the invoice to the customer.
  6. Open the prepayment document (Incoming payment – Bank account or Incoming payment – Cash account), go to the Payment details tab, and check if it is assigned to the Sales order.
  7. Open the Customer invoice and check if it is assigned to the Sales order.
The system will automatically clear the open items if the customer invoice and the prepayment correspond to the same sales order.
If the customer invoice and the prepayment have different sales orders, move to the next step.

Checking if AR/AP Open Item is Linked to Prepayment

If the customer invoice and the prepayment have different sales orders
  1. Go to Sales > Sales documents (all).
  2. Open the Customer invoice.
  3. Go to the Main tab to see the reference as a header or go to the Goods tab to see references for each line.
  4. Change the reference(s) to the Sales order.
  5. Open the prepayment document (Incoming payment – Bank account or Incoming payment – Cash account).
  6. Go to the Payment details tab to see the reference as a header or references for each line.
  7. Change the reference(s) to the Sales order.

Allocating Prepayments Manually

If the open AR/AP item is not linked to the prepayment, allocate prepayments manually:
  1. Go to Sales > Sales orders.
  2. Open the required document.
  3. On the Main tab, click Payment offset.
  4. Click the Other prepayments tab.
  5. Select the unallocated payment document.
  6. Click Offset/transfer advance.
  7. Click Offset.

Sending Invoices to Customers

Print the sales invoice and send it to the customer. Record the communication in Business Interactions.