Customer invoices and credits

Sales invoices

An invoice is a commercial document issued to a customer detailing a transaction that occurs related to a sale. It lists the value of the transaction along with any tax applicable to the sale.

They are an important part of the accounting module - all sales should be marked as invoiced, regardless of whether the customer receives a physical invoice document. If they aren't, the accounting won't be correct.

Brightpearl provides two methods of raising a customer invoice:

  • A sales invoice is received against a sales order and provides a visible record of the invoice, the ability to invoice for products or services and to print documents. Learn more about invoicing sales orders here.
  • A quick invoice creates only the accounting journal and provides no other record or option to record the sale of goods or print documents.

One invoice to many orders

An invoice can only be received against a single sales order. 

It is not possible to create a single invoice for multiple orders, and it is also not possible to merge sales orders.

Part order invoices / multiple invoices for a single order

A single sales order can only have one invoice. It is not possible to invoice individual rows of an order.

In order to invoice for only part of a sale, the remaining items must be split to a back order.

Deleting or amending sales invoices

A sales order can be un-invoiced.

This allows for corrections to be made to the order before re-invoicing.

Learn more about un-invoicing sales here.

Foreign currency sales invoices

A sales order is always created in the currency of the customer it is added for, and the invoice is always raised in the currency of the order.

A foreign currency order is assigned an exchange rate, which is then used to convert the invoice values into base currency for the financial reporting, but the invoice balance seen on the customer account and invoice document is in the foreign currency.

A customer can have invoices in multiple currencies by changing the currency on their record before adding an order, or where orders are added for secondary contacts of a company, which have different currencies (all invoices are against the primary contact). A customer account with invoices in multiple currencies will have a separate balance for each currency.

Learn more about foreign currency sales here.

Sales returns/credits

Sales credits are the converse of sales - documents issued to a customer detailing the particulars of a refund. They are used for recording money owed to customers and any tax applicable to the refund.

Brightpearl provides two methods of recording a customer credit:

  • A sales credit is received against a sales credit (return) and provides a visible record of the refund and the ability to print documents. Learn more about sales credits here.
  • A quick credit creates only the accounting journal and provides no other record or option to refund for products or services or to print documents.

Foreign currency sales returns/credits

Just like with sales invoices and sales orders, a sales credit is always created in the currency of the customer it is added for, and the invoice is always created in the currency of the order.

A foreign currency order is assigned an exchange rate which is then used to convert the credit values into base currency for the financial reporting, but the credit balance seen on the customer account and credit document is in the foreign currency.

Dates

Tax date

When sales orders are invoiced the tax date used depends on your Brightpearl settings. The options are:

  • Always use today's date
  • Use the order date - this is the creation date unless manually edited

This is controlled by a single setting at Settings > Company > Accounting: Options, select "Use today's date as tax date" yes or no.

Payment due date

The payment due date for an invoice will be calculated using the customer credit terms. Depending on how Brightpearl is set up this can be calculated in different ways. The options are:

  • Always use today's date to calculate the payment due date
  • Use the order date to calculate the payment due date - this is the creation date unless manually edited

This is controlled by a single setting at Settings > Company > Accounting: Options, select "Use today's date as due date" yes or no.

Learn more about both of these settings here.

Printing and sending invoices

You can manually email or print invoices by using the Email/Print button within the sales order record or using batch processing from the sales list.

Each time the email/print button is used, the document is generated using a template. The original PDF version created at the point of invoicing can be found in the sales order notes and payment history.

Emailing & automatic emailing

If you'd like your invoices to be automatically emailed to customers you can enable a setting under Settings > Sales > Sales settings. This will email a PDF version of the invoice to the customer's email address as soon as the invoice is generated.

Which customer email address used is defined at Settings > Sales > Sales settings, under the 'Email addresses' section.

Learn more about both of these settings here.

Invoice numbers

An invoice number is automatically generated and assigned to sales invoices, sales credits, quick invoices and quick credits.

Invoice numbers are always prefixed with "SI-" and credit numbers are always prefixed with "SC-".

These documents share the number sequence, so an invoice could be SI-10002 and then a credit could be SC-10003. The next number to be used is defined at Settings > Company > Accounting: options.

How to set invoice numbers

  1. Go to Settings > Company > Accounting: Options.
  2. Your last invoice reference is displayed, and the next invoice reference is displayed below. Invoice numbers are always prefixed with "SI-". Alter the last invoice reference to change the sequence.
  3. Click the Save changes button.

The next invoice number to be used is updated below the field.

Note: Invoice numbers cannot be re-used.

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