How to
Creating invoices is a crucial step in managing business transactions and maintaining healthy cash flow. In ProdSys, you have the flexibility to generate invoices either from scratch or based on existing orders. Here’s a step-by-step guide to help you through both methods.
1. Creating an Invoice from Scratch
If you need to generate an invoice that isn't tied to an existing order, follow these steps:
Step 1: Access the Invoice Module
Log in to the ProdSys interface.
From the side menu, navigate to the Order list
https://app.prodsys.com/#/orders
Step 2: Start a New Invoice
Click on + New
Select order type Invoice draft
Select Customer
Press Create
Step 3: Fill in Invoice Details
All the info in the order header is pre selected from the customer data or the system
Review and change if necessary
Add Invoice lines
Press + add new above order lines in the form
This opens the order line form
Press + add new in the order lines in the form
Select what product / article / equipment to add to the invoice
Review and change qty, price, description and other details
Step 4: Review
Go back to the Pre Invoice by clicking the Name in top of the page
Check the Pre Invoice by controlling the finance in upper right corner
Preview the invoice by selecting the dropdown beside the Issue button in lower section of the page and select Preview
Step 5: Send or Export the Invoice
Once confirmed, click Issue to create the invoice.
Select Invoice method in the dialog
Press Send
2. Creating an Invoice from an Existing Order
If you want to streamline the invoicing process by using information from an existing order, follow these steps:
Step 1: Access the Order
Go to the Orders module in the side menu.
Search for the order you wish to invoice by using filters such as order number, customer name, or date.
Step 2: Create Invoice Draft
Once you locate the correct order, open it.
Click Invoice in the bottom of the page
Step 3: Select order lines to Invoice
The dialog will show all order lines with all details Order qty, Previously invoiced qty
By default the suggested qty will make and full invoice
In ProdSys, there are multiple methods available for generating invoices, each designed to cater to different business needs and scenarios. Select invoice calculation method in upper left corner. Below are the available invoicing methods:
Qty (Quantity): This method invoices based on the quantity of items or units ordered or delivered. The user can manually set the quantity to be invoiced, and the system calculates the amount based on the price per unit.
Progress %: This invoicing method is based on the percentage of progress made on a task or project. It is often used in project-based billing, where invoicing is linked to completion percentages (e.g., construction projects or milestones).
Percent: This method allows invoicing based on a percentage of the total order amount. It can be used to invoice a percentage (e.g., 50%) as a down payment or installment on the total project or order value.
Qty Delivered: This method invoices the items or services based on the quantity that has been delivered so far. It is useful for partial deliveries or when invoicing is based on actual deliveries rather than ordered quantities.
Adjust Invoice qty if necessary.
Select Create
This creates and Invoice draft and opens it
Step 4: Finalize the Invoice
Check the Pre Invoice by controlling the finance in upper right corner
Preview the invoice by selecting the dropdown beside the Issue button in lower section of the page and select Preview
Step 5: Send or Export
Once confirmed, click Issue to create the invoice.
Select Invoice method in the dialog
Press Send
Note
Sync with Accounting: Make sure your invoices are synced with your accounting system to keep financial records updated.
By using these methods, you can easily create invoices tailored to your workflow, whether you prefer starting from scratch or leveraging existing order data.