Invoicing gives you a way to specify how deposits for orders are applied or to allow customers to pay for items they were quoted. Invoicing is for order and quote transactions that have already occurred. If you select the account before you choose the Invoicing (F5) key, the list of orders or quotes that display is limited to that account. To review a complete list of orders or quotes, don't select an account before you choose this function key.

Note: There is also an Invoice Orders Utility, where you can create invoices for several orders at time. Click here to learn more.

Invoicing a Quote or an Order

When a customer paid a deposit on an order that you want to modify or you want to invoice a quote, you can use the process below. Although these transactions are different, the invoicing process for them is the same.

To invoice an order or quote for all items in the transaction:

1. From the Main Menu, choose Point of Sale > Sales. The Sale Entry form displays.

2. Do one of the following:

• If you want to invoice an existing quote or order and you know the name of the account, in the Name field, choose the account you want to invoice.

• If you want to invoice a quote or order for a cash or system account, continue to the next step.

3. Choose the Invoice (F5) key. A context menu displays to ask you to choose either a Customer Order or Customer Quote. The Select Quote or Select Order box displays, depending upon your choice.

4. From the Quote # or Order # list, choose the transaction you want to invoice.
Note: If you need help finding an order or quote, use the alternate menu for additional options, including Delivery Name, Customer PO #, Delivery Address, and Select. To use the alternate menu, type the text you want to match in the Order # (or Quote #) list, and then choose the alternate menu option.
For example, if you are searching for an order that is part of the customer's PO, type the PO number in the field and then choose Customer PO# from the alternate menu. A selection list of just those orders or quotes that match the PO you entered display (if any).

If you choose the Select option on the alternate menu, the Customer Order Selection box presents additional search options. You can use this box to search for both orders and quotes.

When you have the order or quote you want to invoice in the list box, continue to the next step.

5. Continue based on the type of invoice you need to create:

• To create an invoice for all items in the order or quote, leave the All Items button selected and continue to the next step. When you select the All Items button, the entire order or quote will be selected for sale.

• To create an invoice for some of the items in the order or quote, choose the Selected Items or the Branch Items Only button. When you select this option, the Select box expands to show new options.
  Note: We demonstrate this process using the Order scenario, but it works the same way for Quotes.

For more about the Branch Items Only option, click here.

Using this option you can specify which items in the transaction are part of this invoice and which items will be part of the next invoice for the order or quote. This is particularly useful when items are on back order. It keeps the order or quote open for the items have not yet been invoiced. Any items that are not sold in full will not be considered back-ordered but are considered "unsold." The only way to designate an item as back-ordered is to use the Selected Items option.*

*When referring to a "backorder" in this way, we are discussing the status of the item opposed to whether the item is still available for sale from the order. Items are either sold, back-ordered, or unsold. An item must be partially sold to be assigned the "backorder" status. This distinction is used to tell the difference between an item that wasn't completely sold but was invoiced and an item that just hasn't been invoiced yet. It also allows you to select which items a customer still wants to keep open on an order item-by-item when an order is being partially sold. Some document styles key off of this distinction.

a. To choose the items the customer wants to include in the current invoice, place a check in the Select column at the end of the item's row.

b. If you need to back order an item, reduce the Quantity column entry to the number of items that are part of the current invoice. The application checks the BckOrd and the Select columns to reflect the back order status of the remaining items. If no items are back-ordered or remain unsold, the transaction will be closed after it is processed and fully paid.

The Total Selected amount reflects the cost associated with the selected and non-back ordered items.

The Deposit Remaining amount reflects the amount of the deposit associated with the transaction (if any).

The Deposit to Apply amount is calculated based upon the selections in the data grid. The total is calculated for each selected item using the item's quantity, price, and taxable status. Click here to learn more about the Deposit to Apply field entry.

You can still modify the Quantity amounts for items in the data grid. As you make changes, these amounts discussed above change to reflect the new calculation.  Make any changes to quantities here before you continue to the next step. The Select column of check boxes determines which items are to be copied into the Point of Sale grid in the next step.

5. When the items are defined for the Invoice, choose Accept.  The Point of Sale form updates to display the items the customer wants to invoice.

6. Choose Process (F12) to invoice the selected Order or Quote items. The Process Invoice Document form displays.

7. Complete the changes to the transaction that are required for the Order or Quote and choose Finish (F12).

Understanding the Deposit To Apply Entry

The deposit to apply is calculated based upon your selections in the grid. The total produced is calculated for each selected item using the item's quantity, price, and taxable status. The deposit to apply total will not include any adjustments associated with the order. Adjustments may be adders or discounts, prorated using a number of methods (invoice, item), may be taxable (or not), and may be based only on the discountable total (which also may include sales tax or not). When partially invoicing an order, any adjustments which are a set dollar amount (not a percentage) default to the full amount of the adjustment. Manual amount adjustments are not prorated based on the order amount selected for sale. If you remove the adjustments from the partial sale of the order, the deposit will match the total. It is suggested that you "sell" adjustments with the final invoice of the order when it is begin sold in increments so that the deposits can be prorated properly.

Applying a Partial Deposit to an Order

You can add a partial deposit when the customer is only paying for a part of their order due to a back order of some items or some items are at another branch.

To apply a partial deposit to an order:

1. From the Main Menu, select Point of Sale > Sales. The Sale Entry form displays.

2. Choose Invoicing (F5) and choose Customer Order from the context list. The Select Order list displays.

3. From the Order # list, choose the order you want to submit a partial deposit for.

4. Do one of the following:

• If the customer wants to include some of the items in the order in the partial deposit, click the Selected Items button. A list of items associated with the order display. Choose the Select check box at the end of the row for each item the customer wants to include in the order deposit.
  If some of the items need to be back ordered, in the Quantitty column, change the amount to the number you can provide based on your current on-hand stock. The application selects the BckOrd (Back Order) check box and the Select column to back order them.
  Any order that has a back ordered item on it will remain open until the balance of the items are invoiced later.
  
  Then continue to the next step.

• If the customer wants to include only the items in the current branch in the partial deposit, choose Branch Items Only. Then continue to the next step.

5. In the Deposit to Apply field, enter the amount of the original deposit the customer wants to apply to the invoice.

6. Click Accept to continue. The data grid updates to show the items and remaining quantities to invoice. The application only invoices the customer for the amount for the remaining items that are in the data grid.

7. Choose Process (F12) to process the transaction.
When finalizing, the Invoice tab on the Process Invoice Document window should display the Deposit amount equal to the Deposit to Apply field amount in the Select Order box.

8. Accept the payment for the remaining deposit amount and choose Finish (F12).

Orders with Branch Items Only Designations

If enabled, the "Branch Items Only" feature allows a user to designate material branches for each item on an order. When enabled, and an order has branch designations, an additional radio button is provided on the Select Order form.

A Delivery parameter and application user security setting are used to enable this option.

Messages

When the customer order is associated with an account assigned to invoice terms code, the application compares the account's current terms with the order's terms (if any). If the order has no terms or the order's terms differ from the accounts, a message is provided. This is done immediately after closing the "Select Order" form.

• Warning: This order does not have invoice terms specified.

When the terms differ, a slightly different message displays.

• Warning: The terms on this order are different than the default terms for the account.