Invoice delivered goods

When you deliver first and invoice afterwards, Create invoice turns your delivery orders into a draft invoice, so you do not retype the lines. For how the two documents meet, read Deliveries and invoices.

Before you start

• You need Invoice Add, and Delivery Edit on each delivery order.
• The delivery orders are Issued or Delivered, for one customer, and either all come from one quotation or all stand alone. For a quotation’s orders you also need to be able to edit the quotation.
• A delivery order raised from an invoice is already billed by that invoice and is not offered here.

Steps

1. Open a delivery order and select Create invoice: the main button on a delivered order, in the ··· menu on an issued one. For several orders, tick them in the Delivery orders list and select Create invoice above the list.
2. The dialog lists each line with its Delivery order, Item, Delivered qty and Invoice qty. Every line still to invoice is ticked at what is left.
3. Untick a line, or lower its Invoice qty, to invoice only part of it now.
4. For standalone delivery orders, every ticked line typed without a product needs one: choose it under Invoice as. When the orders do not name one contact between them, choose the Contact the invoice is addressed to from the customer’s contacts.
5. Check the Invoice date.
6. Select Create draft invoice. The new draft invoice opens.
7. Check the invoice and issue it when it is right.

What happens next

• The invoice is a Draft: nothing is billed until you issue it.
• Lines from a quotation take the quotation’s prices, tax, contact and currency. Standalone lines take the List Price of their product, or of the one chosen under Invoice as, when the product is priced in the invoice’s currency: the customer account’s currency, or your base currency when the account has none. A line with no such price comes in at zero, and easySales will not issue the invoice, or send it for approval, until you enter its price.
• Where your tax settings show a supply date, the invoice’s supply date is filled in from the delivered dates. You can change it on the draft.
• Each delivery order shows how much of it is invoiced: Not invoiced, Partly invoiced or Invoiced. What you left out stays ready for a later invoice.

Rules to know

• A delivery order from a quotation with a billing plan shows Delivery only. Its invoices follow the plan, so Create invoice is not offered for it, and the dialog explains why if you select it in the list.
• When the invoice would take the quotation past its total, easySales warns you first. Select Create anyway only if that is what you meant.
• An invoice quantity takes up to two decimal places and cannot be more than what is left to invoice.
• Voiding the invoice makes the delivered lines uninvoiced again, so you can invoice them again.

Why it works this way

You bill what the customer received. When goods go out in trips, invoicing from the delivery orders charges only the quantities that arrived, so every invoice line can be matched to a signed delivery. Customers query fewer invoices when each one agrees with the paper they signed.

Each delivered unit is invoiced once. A delivery order remembers how much of each line is already on an invoice. You can invoice a delivery in parts, over several invoices, and the same units are never billed twice.

A draft first, because the prices come from elsewhere. A delivery order has no prices, so the invoice takes them from the quotation or your product list. Starting as a draft gives you the chance to check every price and the tax before the customer is charged.

Work faster

• Invoice a week of deliveries in one go. Filter the Delivery orders list by Status Delivered and search for the customer, tick their orders and select Create invoice. See Delivery orders.
• Choose products when you deliver. A standalone line with a product needs no Invoice as choice later. See Create a delivery order.
• Keep list prices current. Standalone lines are priced from each product’s List Price, so a price kept up to date means no zero lines to fix. See Create a product.
• Invoice on the day you deliver. An issued order can be invoiced before it is marked delivered, from its ··· menu. See Invoice on time.

Examples

Two standalone deliveries on one invoice. Lim & Co delivered 4 seat cushions to Marina Physio on DO-10000044 and 6 blackout blinds on DO-10000046; the blinds were typed in without a product. Daniel Lim ticks both orders and selects Create invoice. The orders name different contacts, so he chooses Karen Lee as the Contact, and under Invoice as he picks the blackout roller blind product. At the list prices of SGD 85.00 and SGD 120.00, the draft bills SGD 340.00 (4 × 85.00) plus SGD 720.00 (6 × 120.00), SGD 1,060.00 before tax; with GST at 9% (SGD 95.40) it comes to SGD 1,155.40.

Invoicing what has arrived so far. Lim & Co’s quotation for Marina Physio has 12 storage cabinets at SGD 450.00 and no billing plan. By the end of the month two delivery orders from it, for 4 and 3 cabinets, are delivered. Mei Tan ticks both and selects Create invoice: the draft bills 7 cabinets, SGD 3,150.00 (7 × 450.00), GST SGD 283.50, SGD 3,433.50 in all. The other 5 cabinets stay on the quotation, to be delivered and invoiced later.

Common questions

• Why is Create invoice missing on my delivery order? The order was raised from an invoice, is Delivery only under a billing plan, is already fully invoiced, or is a draft or cancelled. Your role also needs Invoice Add.
• Can I invoice part of a delivery order? Yes. Lower the Invoice qty, or untick the line; what you leave out stays ready for a later invoice.
• Can I invoice delivery orders for different customers together? No. One invoice is for one customer, so create one invoice per customer.
• Can I put quotation and standalone delivery orders on one invoice? No. One invoice comes from the delivery orders of one quotation, or from standalone delivery orders only.
• Why is a line on my invoice priced at zero? It came from a standalone delivery order and its product has no List Price in the invoice’s currency. Enter the price on the draft before you issue it.
• Can I invoice a delivery order before it is delivered? Yes. An Issued order can be invoiced from the ··· menu on its page.
• What happens to the delivery orders if I void the invoice? Their lines become uninvoiced again, and you can invoice them afresh. See Cancel an invoice.

Related

• Deliveries and invoices
• Issue and deliver
• Issue an invoice
• Billing plan
• When to issue an invoice