Post invoices
Once you have printed your invoices, use Post invoices and credit notes to update the Sales Ledger. This posts all orders that have been partially or completely invoiced.
If you need to refund an online payment after you have posted your invoices, use Refund Online Card Receipt.
-
The invoice is added to the customer's account in the Sales Ledger. This adjusts the balance and the turnover value for the customer.
If you have not selected Add Directly to the Sales Ledger in the SOP settings Processing tab, the invoice is added to the pending transactions file. You must update this from the Sales Ledger.
-
If a payment was entered with the order, this is posted to customer's account and allocated to the invoice.
All orders entered with a payment are added directly to the customer's account in the Sales Ledger.
- If you have integrated with Project Accounting, actual project revenue postings are made.
-
If the SOP setting, Invoice is posted, is selected for Update stock quantities when, then actual project cost postings are also made.
- If you have integrated with Project Accounting, and are using Work In Progress (which is selected in the Project Accounting Settings | Posting tab)
- If you chose to Update stock quantities when order despatch is confirmed in SOP Settings | Processing:
- Direct cost nominal postings are moved from the WIP code to the cost transaction Expense code.
- Uplift cost nominal posting is moved from the WIP code to the cost transaction Expense code.
- WIP value is set to 0 (zero).
- The Finalised Date is set to the Invoice date.
- If you chose to Update stock quantities when invoice is posted:
- The cost transaction Expense code is updated with the values of direct and uplift cost nominal postings for WIP.
- The Finalised Date is set to the Invoice date.
- The Nominal Ledger is updated with the invoice values.
Note: The values will be posted in and out of the WIP account and leave a value of 0 (zero) in the WIP account.
Note: The full cost will be finalised even if the order line has only been partially invoiced.
To post invoices
Open: Sales Order Processing > Order Processing > Post Invoices and Credit Notes.
-
Select whether you want to post any previously unposted invoices, or invoices that have been created for any customer orders.
-
If you are posting unposted invoices and credit notes, select from the following range of choices.
All customers
You do not need to enter any criteria.
Single customer
Select the customer account.
Range of order/return dates
Select the From and To dates for the range of orders.
Range of invoice/credit notes dates
Select the From and To dates for the range of invoices.
-
If you are posting invoices for orders, select from the following range of choices.
All orders
You do not need to enter any criteria.
Single customer
Select the customer account.
Single order
Select the order number.
Range of order numbers
Select the From and To numbers for the range of orders.
Range of order dates
Select the From and To dates for the range of orders.
Range of invoice numbers
Select the From and To numbers for the range of invoices.
Range of invoice dates
Select the From and To dates for the range of invoices.
-
- Click Post to post the invoice(s).
Check when invoices are ready to post
Once invoices or credit notes have been printed for items in the order, they are ready to be posted.
You can see when invoices or credit notes for an order are ready to despatch from the Sales Orders List.
Open: Sales Order Processing > Sales Orders List.
- The Invoiced column shows Full when all items in the order have printed invoices, or Part if there are items that do not have printed invoices.
-
The Status column shows:
- Live: Some invoices or credit notes still need to be posted for the order.
- Completed: Invoices and credit notes have been posted for the sales order, and the customer and nominal account balances have been updated.
Open: Sales Order Processing > Sales Orders List.
- Right-click anywhere in the list.
-
Select Columns > Invoiced.
Select Columns > Document Status.