Create a New Invoice

Owned by Former user (Deleted)
Last updated: Dec 04, 2023 by Andres Toledo
5 min read

Our billing system offers auto and manual invoice options, including Mass Allocation and Automatic Billing features for improved operations. To manually invoice items that need to be manually processed, go to the Order Entry tab or use Ctrl+O from any screen.

User Roles: Admin, Procurement Manager, Sales Manager, Cashier, Sales, and Allocations.

The system displays a message once you select a customer who has prebooks pending to be billed. For more information, read .

How to Create an Order

  1. Go to Order Entry and select Add Order. 

  2. Select the Customer, Date, Carrier, and Customer PO or Ref. # (if applicable). After selecting the customer, the system will display general information about the customer, such as Salesperson, Aging, Shipping Address, Payment Method, notes, CRM link, and more. Also, there, you have the option to   and 

  3. Click on Save.

  4. Add items by clicking on the Add Items green button. Once you click on Add Items, the Inventory window will open. There are two views for adding products:

    1. Single-mode. To add products in the single mode, click on Add in the actions column.

    2. Bulk Mode. To add a product in the bulk mode, search for the product, fill in the "Qty,"  and change the price if needed. You can also press the "Enter" key to add the item. To learn more, read .

  5. Once you have added the required items, close the Inventory window. The items are added at the bottom of the General Order Information.

  6. Click on Save if everything is correct.

  You can also add future inventory, individual units, and hard goods. To sell products from the future inventory, go to the "Future" tab, click "Add," and fill in the details for boxes or units.

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Create an order from the Order Entry - Add Order screen.

 

Future Ship Dates

When the Ship Date of the order exceeds 8 days from the current time, the system will prompt for validation upon attempting to Save the order. To proceed, please type in the word "ACKNOWLEDGE" and select Yes, Continue. The confirmation button will only appear after the acknowledgment word is entered.

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Overselling Products

If the quantity entered by the user exceeds the available stock, a notification will pop up. Clicking "OK" will fill in the available quantity, but if "Cancel" is chosen, a new input will be required. This applies to boxes, units, hard goods, and order modifications.

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Tips to Create Invoices

  • If a customer has multiple ship-to's, the users can select the one they need from this screen as well.

  • If the Salesperson Code setting is enabled, under the Add Order screen, the field for Salesperson Code will appear to select a code from. Also, if under the settings, there is a code selected as 'default', the system will automatically default to that specific code. For more information on how to set up a Salesperson Code, please read the following article: .

  • Additional charges can be added to an order. To learn how to do this, please refer .

  • Temporary Invoices can also be activated by contacting . You can learn more about this by reading .

  • For the users to be able to change the Salesperson in the invoice, please refer to the next article: .

  • If you want to hide the Aging and GPM column per line when creating the order, you have the option of using the shortcut: Ctrl + U, or activating the User Option: Hide Sensitive Data on Sales Screen for each salesperson company user. For more details, review: .

  • When the user is invoicing Open Market Units, the system will take into account the Default Price A or Price B setting within the customer's account, including any Price B markup/markdown over Price A that may have been pre-configured.

  • While adding products remember the system will only display inventory On Hand having an arrival date previous to the Order Date when the  is activated. 

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See the Landed Cost Details of a Product

When adding products to invoices, the system provides the option to view the landed cost component by double-clicking on the product name. It's important to note that the system automatically calculates the landed cost per unit and per box.

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Salesperson Management

The system, by default, will associate a salesperson with the order based on the salesperson that was assigned to that customer.

The user is allowed to override the salesperson that was entered previously on the order by changing the"Salesperson" field if the "Allow salespeople to change the salesperson of the order" setting is enabled on .

To learn how this setting works, follow either link below: 

  • Single Location: .

  • Multi-Location: .

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Sell Products From any Vendor

If the is enabled (also for the salespersons), the system gives you the option of consolidating the lines with the same product, even if they belong to different vendors. To do that, check the Group Vendors Box (or press the V key from the Qty or Unit Price field).

Notice that the system will consolidate the same product lines, even if they have a different price (the system will show a weighted average price) unless the Separate lines by price option is enabled.

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