Creating and Editing Invoices

This guide covers the process of creating and editing both Sales Order (SO) Invoices and Immediate Invoices.

Creating an SO Invoice (From a Sales Order)

An SO Invoice is generated from a sales order that has been fully or partially fulfilled. This ensures that you are billing the customer only for the items that have been shipped.

First Scenario — Auto-invoice from Marketplace Order

1. Navigate to Market -> Marketplace Order -> Orders.
2. Double-click the sales order record you wish to invoice to open it.
3. Click the "Auto-invoice" button to generate the SO Invoice automatically. The invoice will be created with a status of Open.

Second Scenario — Create an SO Invoice from the Invoices list

1. Navigate to Invoices -> Invoices.
2. Click the "Add Invoice" button (sometimes labelled "Create Invoice").
3. Search for the sales order by its SO number and select it.
4. Verify the details pre-populated from the sales order.
5. Click "Save" to create the invoice. The invoice will be created with a status of Open.

Invoice Form: SO Invoice Sections

• Invoice Details: Contains the source Sales Order, invoice date, due date, and an internal memo.
• Customer & Order Details (Read-Only): Displays the customer's contact and address information, as well as the PO number, SO number, and warehouse from the original order. Note: the PO number and the Warehouse fields are editable on the invoice.
• Invoice Summary (Read-Only): A real-time calculation of the subtotal, shipping, tax, total revenue, and total. It also shows the amount paid and the remaining balance. (The UI does not show a separate "discount" field.)
• Invoice Items (Read-Only / Quantity Editable): A list of the fulfilled items. Item prices are not editable on SO Invoices. You may edit the quantity for a line, but the quantity must be less than or equal to the fulfilled quantity for that line.

Creating an Immediate Invoice (Standalone)

An Immediate Invoice is a standalone invoice that is not linked to a sales order. This is useful for billing for services or miscellaneous items.

1. Navigate to Invoices -> Invoices.
2. Click "Add Immediate Invoice" from the main invoices list page.
3. Select a Customer and Warehouse:
   • Customer (Required): Choose an existing customer or create a new one on the fly.
   • Warehouse (Required): Select the source warehouse for the items you are selling. This will filter the available items.
4. Fill in Invoice Details: Enter the invoice date, PO number, shipping details, and any other relevant information.
5. Add Items to the Invoice:
   • Use the Item dropdown to search for and add products. The dropdown will show the available stock for each item in the selected warehouse.
   • Enter the QTY and confirm the Rate. The system will warn you if the quantity exceeds available inventory.
   • Assign a Tax Schedule where applicable. (There is no discount functionality on Immediate Invoices.)
6. Save the Invoice: Once all items have been added, click Save. The invoice is created with a status of Open.

Invoice Form: Immediate Invoice Sections

• Invoice Details: Fields for customer, warehouse, dates, PO number, and shipping information.
• Customer Details (Read-Only): Displays the selected customer's contact and address information.
• Invoice Summary: A real-time calculation of the invoice total, which updates as you add and edit lines.
• Invoice Items (Editable): A flexible grid where you can add, edit, and remove line items as needed.

Editing an Existing Invoice

To edit an invoice, open it from the invoices list. You can make changes as long as the invoice has a status of Open or Partial Paid. Additionally, fully paid invoices can be updated when necessary. Voided invoices have restricted editing capabilities.

Action Buttons on a Saved Invoice

• Save Changes: Saves any edits made.
• Void: Cancels the invoice. This is only available for invoices with a status of Open. You cannot void Partial Paid invoices.
• Print Invoice: Generates a professional PDF of the invoice.
• Email Invoice: Sends the PDF invoice directly to the customer.
• Record Payment / Pay Invoice: Opens a modal to apply a customer payment to the invoice. The action appears as a "Pay Invoice" button in the UI.
• Return: Starts the process of a customer return. The "Return" button is available for both SO Invoices and Immediate Invoices.