View - Sales/Invoicing - Order
Registration
A created order forms the basis for the invoicing of that order. Information about the customer and products is inherited from the order’s registers and taken from order to invoice. This makes registration much easier.
Order Status
An order has different statuses depending on how far it has been processed. You can view what status an order is in by looking at the status drop-down list in the top-right corner.
The status represents the different stages in the sales process. An order usually starts out as an Unprocessed order. You can Transfer the order by clicking on the Invoice icon in the toolbar. Transferring involves printing out an invoice. The order will then change status to Invoiced or Invoice (not delivered). An invoice can also be a cash invoice, meaning an invoice that is paid as it is issued.
The invoicing process can either start after the products are delivered, or before they are delivered. If invoicing is to be allowed before delivery you select this option in Company Settings. Alternatively, you can also decide whether the order will be invoiced when you have set the invoice to Ready for invoicing. You can select the Ready for invoicing checkbox via the Miscellaneous tab.
Backorders
An order can be defined with the status Backorder. This means that components of the order have been delivered and invoiced.
A backorder is generated when you choose to invoice an order after you have altered the quantity which is being delivered. The backorder is handled as a new order in the system. If you choose to print the backorder, the original order number will appear on the printout.
In order to use the backorder functionality, make sure that the box Do not invoice before all products on an order have been delivered is un-ticked in the company settings for Sales and Invoicing.
You also credit an invoice from here by clicking the Delete
button.
Printouts
Orders can be printed in a number of ways and can be sent to the printer,
e-mail, fax or to a screen preview. If you have installed a PDF printer
you can transfer the document to PDF format as a file.
Tip! You can
use the filter settings to invoice several sales orders and credit notes
at the same time. You can also create individual reports for the invoicing.
The individual reports supplement the system reports which can be accessed
by clicking File - Print. An example
of how to use this functionality can be found here.
Language and customising the appearance
The order can be printed in a different language and/or with a logo added to the printout and you can enter your own fixed text.
Inserting a logo onto printouts
Adding fixed text to orders/invoice printouts
Batch Invoicing
You can create orders with status Unprocessed batch order to collect them for batch invoicing.
Credit Limits and Credit Stops
You can set up credit limits and account on hold statuses for orders. These will prevent the creation of any orders for customers whose accounts are on hold or who have exceeded their credit limit. Read more about this here.
Integration with other modules
If you created a quotation to a customer, you would normally have registered the necessary information to create an order once the customer accepts it. Therefore it is possible for you to create an order from the quotation in just a few clicks. Read more about this here.
Product deliveries are processed through the Warehouse module, if you keep products in stock. The module is integrated with the orders by a number of available buttons and options that open orders from overview screens in the warehousing module. The warehousing module gives information on Orders, not delivered and Stock.
In order registration you will be able to get an overview of the warehouse status for the various products. If it is necessary to purchase products, you can create a purchase order based on the current order. Maybe you have already ordered the products but they have not yet arrived? In this case you can make a purchase reservation for this particular order.
You can also choose to view the Delivery Plan window which displays products that have been purchased but not yet delivered.
Creating a Purchase Order Based on a Sales Order
Reserving a Sales Order against a Purchase
By clicking on the arrow to the right of the Create
Activities button you can create customised, often-used, activities.
Some add-on products allow you to define customised activities in addition
to those activities which are pre-defined in the system.
Sales and Invoicing is integrated with other modules in order to retrieve, create and edit quotations as a natural part of the working process. You will find tabs for Order in the following modules: .
Find out more about tabs: Contact, Contact Person, Project and Activities
In Time Sheet Input there are options that will allow you to transfer completed hours to Order/Project, in order to bill the hours onwards to your customer (Onward billing). Read more about Time Sheet Input here.
Note! If you regularly invoice the
same customer for the same products and/or services, you might want to
consider using the Subscription Invoicing
module for this. This module gives you a complete overview of which subscriptions
and contracts should be invoiced to which customers and how often. Find out more about Subscription Invoicing
here.
Sales and Invoicing Settings
In the User Settings for Sales and Invoicing you can decide what you would
like to display in the Sales and Invoicing screen. You can also make selections
to simplify the registration process.
The Company Settings control the usage methods for all users. Be aware that these settings are the same for Quotations, Orders and Invoicing.
Note! It is possible to edit posted invoices
and journals without needing to credit the item or redo work already done.
You can activate this setting within the Company Settings for Sales and
Invoicing by going to View - Settings - Company - Settings
per Module - Sales and Invoicing then under the General tab you are able to select Edit posted invoices
and journals. To read more about this new functionality
click here.
Read more about:
User Settings for Sales and Invoicing
Company Settings for Sales and Invoicing