In Unleashed, all products and charges allocated to a Sales Order must be invoiced for the transaction to be completed. Sales Invoices generated for a Sales Order represent the revenue and monetary value the sale of your goods or services to provide clarity for your business's accounting.
To help maintain accurate and affective processes and reports, Unleashed allows you to create multiple invoices per Sales Order (SO). This is ideal for users who manage the sales process regularly, requiring flexibility between shipping and invoicing your stock. Similarly, it is particularly useful when dealing with deposit payments or consignment stock. To utilise partial invoicing in your sales process, enable the Order Management setting in your account's company settings.
Points to note
Products do not need to be in stock or available to be invoiced.
Sales orders can be part-invoiced as many times as needed until the total order quantity and amount is completely invoiced.
The first part-invoice created for a Sales Order will use the order's reference number as it's invoice number, but will replace the SO's prefix with the invoice transaction's prefix (see Prefixes). Subsequent part-invoices created for the same Sales Order will have the same invoice number but with a numerical suffix to differentiate it from the previous e.g. “SI-0000001/1,” “SI-00000001/2”.
Charge Lines are not automatically included on partially generated invoices.
We recommend you do not allocate serial numbers to partial invoices. As partial invoices may only be invoicing a decimal portion of a product's sales order quantity, this conflicts with the unit's serial allocation and can lead to errors. Serial Numbers are not required for an invoice to be completed.
Tutorial Video
Raising an Invoice from a Sales Order
Create a Sales Invoice
There are multiple ways to create an Invoice for a Sales Order in Unleashed, providing flexibility to support your business's needs and selling workflows. These methods have been further explained below:
Create an Invoice for the total Sales Order.
Create an Invoice for selected products from a Sales Order.
Create a Partial Invoice for a Sales Order.
Create an Invoice from a Sales Shipment.
Create an Invoice from the View Sales Orders page.
Create an Invoice by completing a Sales Order.
Create an Invoice for the total Sales Order
To create an Invoice for the Sales Order that hasn't had an Invoice generated yet, or for the remaining Order Lines that haven't been included on an Invoice so far:
Open the Sales Order's page and click on the "Order" drop down button in the top right corner of the page.
Select "Create Invoice".
The page will update to display the newly generated Parked Invoice, populated with all products and charges that are available to be invoiced from the Sales Order.
Create an Invoice for selected products on a Sales Order
In the instances where only certain products on a Sales Order are ready to be invoiced, use the Sales Order's checkbox and Action Cog functions to specify exactly what you need:
From the Sales Order's page, go to the "Order Lines" tab.
Use the checkbox displayed on each Order Line to select the product's due to be added to the new Invoice.
Once all the appropriate Order Lines (products) have been selected, hover over the Action Cog icon above the check boxes and select "Invoice".
The page will update to display the newly generated Parked Invoice, populated with all selected products that are available to be invoiced from the Sales Order.
If there are any Charges included on the Sales Order they will not automatically be included on a Sales Invoice generated in this way. However you can use the + icon available in the new Invoice (whilst in a Parked status) to manually include the charge after.
Create a Partial Invoice for a Sales Order
If your sales process includes a deposit or proportional upfront payment before dispatching any of the ordered goods, you can use the "Create Partial Invoice" function in a Sales Order to create an invoice based on a percentage of the order's total value.
For example, if you had a Sales Order with a total of $1000.00, which requires an initial payment for 20% of the order, use the Create Partial Invoice function in the order's dropdown menu and Unleashed will create an invoice for $200.00 (20% of $1000.00), leaving $800.00 as a remaining value to be invoiced. If a second Partial Invoice is created for another 20%, the second invoice will be created with a value of $160.00, which is 20% of the order's remaining total (minus charge lines).
To create an invoice based on a proportion of the Sales Order's total, see the below:
In a Sales Order, go to the "Order" drop-down menu in the top right-hand corner.
Click "Create Partial Invoice".
In the Create Partial Invoice pop-up window, enter a percentage value for the amount due to be invoiced from the Sales Order.
Click Create Partial Invoice.
A Parked Invoice will be created, including all products from the Sales Order, for the given percentage amount of their uninvoiced totals (excluding Charge Lines).
The partial invoicing system will calculate the most efficient/closest value it possibly can based on what products/quantities are being used. For example, if you had a Sales Order with hundreds of products, with various quantities, calculating exactly 30% of this becomes tricky, considering we only deal in units up to 2 decimal places. In the events where Unleashed rounds in this fashion, it will round down, so if it could not reach exactly 30%, instead it would reach 29.999*%. The idea is that you would never invoice more than what you were expecting.
Partial invoices cannot have any serial numbers allocated to them. Leave the Serial assignment empty e.g. 0/1, and then you can complete the Partial Invoice. If the order has serial products added and the Partial Invoice leads to a decimal quantity of these products, you must not select the Serial numbers in the invoice. In order to successfully complete the Partial Invoice, the serial number quantity assigned in the Invoice must be 0 (zero). For this reason, even if you assign Serial and Batch numbers in the SO, they will not appear inside of the Invoice automatically, you will instead have to manually enter those details.
Create an Invoice from a Sales Shipment
If your sales process requires an invoice per shipment of a Sales Order, create an Invoice specifically for the dispatch goods, either directly from the shipment's page or from the Sales Order's shipment tab. This generates an invoice that only includes the shipped goods (by default excludes Charge Lines). An invoice can be created from a shipment in any shipment status.
Open the Sales Order's Shipment page.
In the top right corner of the shipment page, select Create Invoice.
OR
Go to the Sales Order's Shipment tab.
Hover over the Shipment's Action Cog and select Create Invoice.
A Parked Invoice will be created for the uninvoiced products and quantities included on the shipment (excluding Charge Lines).
Create an Invoice from the View Sales Orders page
Use the View Sales Order's Action Cog function to create an Invoice for all invoice-able products and charges quickly and easily:
From Unleashed's main menu, navigate to Sales, Orders and select "View Sales Orders".
Filter the View Sales Orders page to locate a Sales Order needing to be invoiced.
Along the Sales Order's row in the View Sales Order page, hover over the Action Cog icon (by default displayed on the right) and select "Invoice".
The page will update to display the newly generated Parked Invoice, populated with all products and charges that are available to be invoiced from the Sales Order.
Create an Invoice by completing a Sales Order
You can also create and complete an Invoice by simply clicking the Complete button of the Sales Order. In order for the Sales Order to complete successfully it's Order Lines and Charges must be invoiced and shipped. To assist in streamlining that process when the ordered goods are ready to be invoices and shipped, Unleashed will automatically create and complete an Invoice for any outstanding products on a Sales Order when it's updated to a "Complete" status.
Please note, when completing a Sales Order, this would also dispatch a shipment for any outstanding Order Lines (decreasing your stock) whilst also creating and completing an invoice.