Invoices are used for recording money owed by customers and any tax applicable to the sale. 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.
- A quick invoice creates only the accounting journal and provides no other record or option to record the sale of goods or print documents.
Credits 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.
- 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.
Sales orders/invoices allow you to:
- Record payments from the customer.
- Post an invoice to create the accounting and update the customer account balance.
- Print or email sales order documents to the customer.
- Ship inventory from stock.
A sales invoice is created from a sales order and will automatically be posted to accounting with the values from on the order screen. Invoicing a sales order will:
- Create the invoice accounting to record sales revenue, accounts receivable and and tax where applicable.
- Lock the sales order so no further changes can be made.
- Update the customer account balance and financial history with the amount owed. If the order has already been marked as paid the balance will automatically be cleared.
One invoice to many orders
One invoice is created for one sales order. It is not possible to create a single invoice for multiple orders. It is also not possible to merge sales orders.
Part order invoices / multiple invoices for a single order
An invoice will always be for the entire order, 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.
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.
How to invoice an order
- Search for and open the sales order.
- Click the Invoice button.
How to invoice sales orders in batches
- Go to Sales > Recent Sales/Quotes.
- Use the filters to search for the relevant orders.
- Use the checkboxes to select the orders to be invoiced.
- Click the Invoice button at the top of the list.
When sales orders are invoiced the tax date used is depends on how Brightpearl is set up. 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.
Printing & 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 switch it on at 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 > Company > Account: Options. This allows you to set automatic emailing to some customers and not others, for example, you probably won't want to email an invoice to eBay or website customers who have already paid:
- Use default email address for billing email = Yes
This will mean that any customer with a main email address will be sent an invoice.
- Use default email address for billing email = No
This will mean that the "accounts email address" in the financials tab of the customer record will be used. Where this field is blank, the customer will not receive an invoice via email. Every customer that you do wish to automatically email the invoice to must have an "accounts email address”.
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
- Go to Settings > Company > Accounting: Options.
- Your Last invoice reference is displayed; the next invoice reference is displayed below. Invoice numbers are always prefixed with "SI-". Alter the last invoice reference to change the sequence.
- Click the Save changes button.
The next invoice number to be used is updated below the field.
Note: Invoice numbers cannot be re-used.
Sales returns/credits allow you to:
- Record the refund to the customer to create the accounting and update the customer account balance. This will create a SR type journal.
- Post a credit note to create the accounting update the customer account balance. This will create an SC type journal and lock the sales credit record so that it cannot be edited.
- Receive returned goods and either add them back into stock, place them in quarantine or write them off. This will update the inventory status on the return and create the accounting for inventory using a JJ type journal.
- Print or email a sales credit document or RMA to the customer.
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.