So, what is the Sales Order Invoicing feature?
The Sales Order Invoicing feature simplifies the management of Sales Order Invoices by consolidating all functions within the same module. This setup streamlines the process of transitioning through the different workflow statuses.
Here’s a quick overview of the status flow:
To be collected - Here the sales order is marked as ready to be collected, once collected you must select the sales orders and “Collect”
Delivery notes to be released - Here the sales order is marked as ready to be dispatched, you must select the sales orders and “release for invoicing”
Generate invoice - These sales orders have been marked as collected or dispatched. Select the sales order(s) and click “Generate invoice” to invoice your customer.
While invoicing features are often located under the Finance modules, this approach keeps the Sales Order process in one place for quicker and more efficient use.
Getting There
When you are ready to raise a Sale Order Invoice:
Head to Sales Order via the Stock menu.
Click the Sales Order Invoicing button to open the Sales Order Invoicing page.
Sales Order Invoicing
Now that you are here, you can view and progress current Sales Orders through the Sales order stages:
Orders collected
Delivery Notes to be Released
Generate Invoice
Sales Order Credit Note
Orders to be collected
In this section, clicking on the plus (+) icon will expand and List out and Orders to be Collected that you have on the system.
You can change an order's status to collected by selecting the Order/s that have been collected from the list and clicking the Collect button.
Orders marked as collected will no longer appear on the list; they will move to the Delivery Notes to be Released section.
You can view the Delivery Note by hovering over the Geeni icon until the eye appears.
This will load the Delivery Note into a new window in PDF format.
Delivery Notes To be Released
Here you can select any order/s that have been delivered or collected and are ready to be Released for Invoicing.
These notes will only appear once they have been marked as collected.
You can view the Delivery Note by hovering over the Geeni icon until the eye appears. Clicking on the eye will load the Delivery Note in PDF format into a new window.
Order/s that have been marked as Released for Invoicing will no longer appear on the list and are moved to the Generate Invoice section.
Generate Invoice
From here, you can generate an invoice from the selected Sales Orders. The Sales Orders will only appear once they have been marked as collected and have been released for Invoicing.
To begin generating invoices:
Click the check box to select an order.
You can edit the information on an order by clicking on the Pencil icon.
The below fields are editable:
Order Ref
Invoice Date
Invoicing Charge
Delivery VAT
Delivery Cost
Once you have made the changes required click on the tick next to that field to save the change.
When you are happy with the details, click on the Generate Invoice button and click OK to confirm.
You have successfully moved a Sales Order through the different stages and generated an invoice.