10.4.1. Operating Invoices

Generate Invoices - Process

The Generate Invoices process, located in the Quote-to-Invoice -> Sales Invoices menu is used to generate batch invoices. Before running the process you can specify the following parameters:

• Date Invoiced - date used on the generated invoices;

• Organization, Business Partner,Bill To,Order, Date Ordered, Delivery Date - selection filters for the orders based on which invoices will be generated;

• Currency - select the currency that will be used on the invoice;

• Document Type for Invoice - select the document type used for the generated invoices. If no selection is made if, the document type specified in the definition of the sales order document type will be used;

• Document Action - will determine the document status of the generated invoice;

  • "Prepare" - the generated invoices will have the "In Progress" document status and can be edited. To generate their effects within the system the invoices need to be completed;

  • "Complete" - the generated invoices cannot be edited and no further action will be required;

• Conv. rate of source document- if checked and a different currency than on the source document is selected, the conversion rate applicable for the document date will be used. If not checked the conversion rate applicable for the current date will be used;

• Consolidate to one Document - select to create single invoice for multiple orders with the same bill to business partner and location;

• Split By Line Due Date - select if you want to issue invoices based on the line due dates.

Press the Start button to generate invoices. The invoices will be generated based on the invoicing rule on the order. After running the process a the document numbers for the generated invoices will be displayed in the log section. To view the generated invoices, open the Invoice (Customer) window located in the Quote-to-Invoice -> Sales Invoices menu. Details in Invoice (Customer).

Note: In the following situations you do NOT generate an invoice:

• if, in the definition of the Sales Order document type, you have not specified the document type of the invoice that is to be generated;

• if the Invoicing Rule on the Sales Order is After Delivery and the delivery has not yet been completed; partial invoices will be generated for partial shipments;

• if the Sales Order status is either Voided or Closed;

• if the Sales Order lines have been closed through the Close Order Line process found in the Order Line tab.

Generate Invoices - Form

The Generate Invoice window, located in the Quote-to-Invoice -> Sales Invoices menu is used to manually generate invoices based on sales orders. The following fields are available:

• Organization, Business Partner, Warehouse, Date Ordered - search filters for sales order lines;

• Search button - used to display sales order lines in the Generate Invoices section, using the provided search filters;

In the Generate Invoices section, select the sales order lines and enter the following parameters:

• Date Invoiced - date used on the generated invoices;

• Currency - select the currency that will be used on the generated invoices;

• Document Type for Invoice - select the document type used for the generated invoices. If no selection is made if, the document type specified in the definition of the sales order document type will be used;

• Document Action - will determine the document status of the generated invoice;

  • "Prepare" - the generated invoices will have the "In Progress" document status and can be edited. To generate their effects within the system the invoices need to be completed;

  • "Complete" - the generated invoices cannot be edited and no further action will be required;

• Conv. rate of source document - if checked and a different currency than on the source document is selected, the conversion rate applicable for the document date will be used. If not checked the conversion rate applicable for the current date will be used;

• Consolidate to one Document - select to create single invoice for multiple orders with the same bill to business partner and location;

• Split By Line Due Date - select if you want to issue invoices based on the line due dates.

Process button - press to generate invoices based on the order lines and parameters selected;

To view the generated invoices, open the Invoice (Customer) window located in the Quote-to-Invoice -> Sales Invoices menu. Details in Invoice (Customer).

Note: If, for the sales order type (the source document used to generate invoices), the generated document type (Customer Invoice type) has not been specified, then the standard processes used to generate documents on the workflow will not generate invoices!

Update Price Limit

The Update Price Limit/Cost on Invoices (Customer) process, located in the Quote-to-Invoice -> Sales Invoices menu, calculates products costs for customer invoices matched with shipments:

• The Unit Cost field, located in the Invoice Customer window, Invoice Line tab, will display determined product cost;

• If specified by process parameters, the Limit Price will be updated using the product cost value;

  • For voided/reversed pairs the limit price will be copied from the original invoices;

• Currency conversion is done automatically;

Before running the process you can specify the following parameters:

• Organization, Date Invoiced - selection filters for invoices;

• Update Price Limit Too - if checked, the process will update the limit price on invoice details;

Accounting Consequences

The accounting consequences generated when posting a customer invoice are described below. The revenue accounts are defined in the Product window. The tax accounts are defined in the Tax Rate window. The customer account is defined in the Business Partner window.

• Customer Invoice

  • Debit: Customer Receivables

  • Credit: Tax Liability

  • Credit: Product Revenue

Note: if you have selected cash-based accounting, the customer invoices will not generate any accounting transaction. The accounting consequences will be generated from the Payment window.

Details in Accounting and Open Items.