The invoice process occurs when the ordered products are packed to be sent to the ordering location/customer. A printed invoice with product quantities and prices can be created to accompany the shipment.
If the "Allow Invoicing When Quantity On Hand is Insufficient" preference is not enabled, the order cannot be invoiced unless the on-hand quantity for each product on the order is enough to cover the order quantity.
For External Customers, the products are considered consumed and costed, meaning that the only movement of products is out of the issuing storage locations. For Location Customers and Internal Customers, when the order is invoiced the products on the order are subtracted from inventory at the supply location/central storage and designated as "In Transit." The products will be added to inventory at the ordering location/customer upon reconcile.
- From the Sales menu, click Recent Customer Orders.
- To find a particular order, click on one of the status bins or click the Funnel (Filters) icon to access the screen filters. (The screen can be filtered by any column.)
- Under the Actions column, click the Invoice link corresponding to the desired order.
Notes: If the location doesn’t use lot tracking and the preference to “Allow Invoicing When Quantity On Hand is Insufficient” is enabled, users can check one or more orders in the left column and click the "Auto Process Selected" [–>] button to invoice the order(s) without editing the Invoice Quantity. If so, skip to step 9.
The order will display an alert message in the header if it is a Catering Order containing prep recipes that are not included in any Daily Prep transactions, so that they can be added for prep if necessary.
- If necessary, edit the Reference Number or add a Message to appear on the invoice document.
- If allowed and the order is for another location, you can edit the Issue Unit. This will default to the product's issue unit; the drop-down will also include the product's inventory unit and any alternate count units defined for the supply location. The values displayed in the other columns will be calculated based on the unit selected. The company product's alt units will be used if there are no location-specific entries. {Note}
- Review the order and change any quantities as necessary.
At this stage, supply location/central storage users have the option to add products to the order. This is the only stage of the process at which products may be added.
- Click the Plus (Add) icon
- Check the box in the left column for each product to add to the order.
- Click Select to add the products to the order or click Add and Close to add the products and return to the invoice.
- Enter an Invoice Quantity for each product added to the order.
- If necessary, indicate any substitute products packaged in the order.
- To indicate a substitution for a product on the order, click the hyperlinked "Product Name" of the appropriate product.
- If there is more than one substitute product, select the desired substitute.
- Click Substitute to select the product and return to the order screen.
- When all
products and quantities have been verified, click Invoice. {Note}
- When the order has been successfully invoiced, a pop-up box will open. Users can print the invoice or print Invoice Labels.
- To print the invoice, click View Printable Invoice. In the Export pop-up, download a copy of the invoice for printing.
- When finished, click Close.
Notes: The printable Invoice document will display the Total Shipping Weight, based on the Invoice Quantity for relevant products. Weights will be calculated for products that have a Containerization Weight Unit of 'LB', 'OZ', 'GM' / 'GRM', or 'KG' defined on the Optional tab of the Company Product details screen in Enterprise Manager. These fields are only visible on screen to Cruise Lines but can be updated by all Company Types via the 080 Company Products import. (For details on this file format, see our Standard Interface Guide.) For non-Cruise locations where Country = 'United States', the Total Shipping Weight will be displayed in LB; for non-U.S. and Cruise locations, it will be display in KG.