Invoicing & Un-Invoicing Sales Orders

Invoicing will complete a sale and ensure all the necessary actions are taken to update the customer and accounting are taken. It should be performed even if the invoice document does not need to be sent to the customer.

Invoicing can It can be performed at any stage in the sales cycle - so before or after taking payment or shipping. And it can be done one order at a time, or in batches.

Invoicing can be reversed by un-invoicing which allows corrections to be made to the order before re-invoicing.

Invoicing sales orders

Invoicing is a required step in Brightpearl to complete a sale. It can be performed at any stage in the sales cycle - so before or after taking payment or shipping. And it can be done one order at a time, or in batches.

Invoicing a sale will:

  • Create an invoice reference and invoice document
  • Update the order status to the "invoiced" status defined by the sales workflow
  • Update the customer's account balance and financial history
  • Lock the sale so no further changes can be made
  • Post an SI journal in accounting (in base currency)
  • (Optional) Automatically email the billing customer the invoice

How to invoice an order

  1. Search for and open the sales order.
  2. Click the Invoice button.

Howto Invoice 1

How to invoice sales orders in batches

  1. Go to  Sales > Recent Sales/Quotes .
  2. Use the filters to search for the relevant orders.
  3. Use the checkboxes to select the orders to be invoiced.
  4. Click the  Invoice  button at the top of the list.

Howto Invoice 2

Foreign currency invoices

An invoice will always be created in the currency assigned to the customer. When creating foreign currency sales both the customer and the customers price list should set to use the same currency.

Accounting created for foreign currency sales will always be created in your Brightpearl account base currency by using the order exchange rate. The exchange rate is defined by the Brightpearl currency in settings.

sales order 3

How is the order base currency value calculated?

The base value is calculated on a line-by-line basis by converting the total line value in the foreign currency using the exchange rate in the order and rounding to 2 decimal places. The amount for each line is then added together in order to reach the total base value.

Why is the base value calculated in this way?

Since each row could potentially be posted as a separate ledger entry (with different account codes or tax codes), we need to convert to base currency then round each ROW to 2 decimal places. Summing these rounded rows will not necessarily add up to the same amount as if you'd just converted the foreign order total into base currency. If the total is converted rather than each line it can result in a mismatch between Brightpearl and your customer's system. By converting on a line-by-line basis you shouldn't encounter this issue.

How to invoice an order

  1. Search for and open the sales order.
  2. Click the Invoice button.

Howto Invoice 1

How to invoice sales orders in batches

  1. Go to  Sales > Recent Sales/Quotes .
  2. Use the filters to search for the relevant orders.
  3. Use the checkboxes to select the orders to be invoiced.
  4. Click the  Invoice  button at the top of the list.

Howto Invoice 2

Un-invoicing

Invoices can be reversed by un-invoicing. This allows changes to be made to the order before re-invoicing.

Un-invoicing should be used only to make corrections, for example where an incorrect product, price, tax or nominal code was used. Refunds, returns or exchanges should be handled using a sales credit by cloning the original sales invoice.

Once the edits have been made to the order it will need to be re-invoiced. Re-invoicing will lock the order once more.

RN uninvoice

What happens to the accounting?

Invoicing a sales order creates an SI journal (SC for credits). When the order is un-invoiced this journal will be cancelled. A cancelled journal is not deleted but the values are written to zero and the account codes switched to 9999 Mispostings. These journals can still be found within the general ledger, and will all be visible on the corrections report, accessible from the reports menu. When un-invoicing it is a requirement to enter a reason for doing it, this reason can be seen within the cancelled journal and on the corrections report.

When the order is re-invoiced a new accounting journal is created using the new information but the same invoice/credit number, the original accounting journal will remain in a cancelled state. Whilst un-invoiced the invoice/credit reference is reserved for this order and will not be used for any other order that may be invoiced/credited during this time of it being re-opened.

Does it matter if the order has already been shipped / paid?

No, any existing payments or shipping records will not be affected by un-invoicing. The items will remain shipped and the payment will remain on the order. The accounting for the shipment(s) and payment(s) will not be changed or cancelled.

Who can un-invoice?

Only staff/users with the relevant permissions are able to un-invoice. These permissions are:

  • Ability to add/edit sales
  • Ability to make accounting corrections

un invoicing permissions

When is it not possible to un-invoice?

It is not possible to un-invoice when:

  • It contains receipts/payments that are bank matched.
  • It contains receipts/payments that are bank reconciled.
  • The journal date is before the accounting lock date.
  • The journal date is in a closed accounting period.
  • When there is a related drop-ship note (i.e. a drop-ship purchase order exists).

How to un-invoice a sale

  1. Search for and open the sales order.
  2. Click the Un-invoice button at the top of the screen.
    uninvoice
  3. Enter a reason for the changes and click "Un-invoice" to proceed.
    uninvoice reason

Emailing invoices to customers

Invoices can be emailed to customers manually, or automatically as part of the process of invoicing.

By default invoices will be sent to the email address seen in the invoice address details on the order. This email address will default onto the order depending on settings, but can always be manually overridden, either on the order, or when manually emailing a single invoice.

Which email address is used by default?

The invoice email address can be set to default to:

  • The primary contact email address
  • The Accounts email address assigned to the ordering customer

Note: When using automatic emailing of invoices and you have retail customers to which invoices should not be sent, you will need to use the Accounts email address for automatic emailing of invoices. This requires the "Use default email address for billing email" setting at Settings > Company > Accounting: options to be set to "No" . This way, only customers which have an accounts email set will receive emailed invoices by default.

How to activate automatic emailing of invoices

  1. Go to Settings > Sales > Sales settings .
  2. Set Automatically email invoice to billing email address to "Yes"
  3. Save your changes.
  4. If only some customers should automatically receive invoices by email then you should also go to Settings > Company > Accounting: Options and set  Use default email address for billing email  to "No". When this is set to no, ensure that those customers using automatic emailing have an accounts email address assigned. If this is set to yes then the primary contact email address will always be used to email every invoice automatically.
  5. Save your changes.

How to email an invoice to a customer

  1. Search for and open the sale.
  2. Click the email/print button.
  3. Select or enter the email address to send it to.
  4. Type an email body.
  5. Click to send the email.

How to email invoices in batches

  1. Go to  Sales > Recent Sales/Quotes .
  2. Filter the list to display the invoiced orders for which invoice documents need to be emailed. If the list is greater than 25 invoices then use the filters to restrict the list to 25 results.
    Note:  It is only possible to email in batches of 25. Brightpearl has a deliberate restriction to prevent your emails from being regarded as spam.
  3. Use the checkboxes to select the invoices to be emailed.
  4. Click the Send email  button.
  5. Select the invoice template to use.
  6. Click to email the documents.

Printing invoices

Invoices can be printed from Brightpearl using customized templates. They can be produced one-by-one or in batches.

How to print an invoice

Before an invoice can be printed, the order must have been invoiced. This will generate the invoice reference.

  1. Search and open the sales order/invoice.
  2. Click the Email/Print button at the top of the screen.
  3. The invoice document is displayed using the default invoice template and branding defined by the sales channel and its channel brand. If necessary use the link at the top of the page to change the template.
  4. Click the Print link at the top and send it to the printer.

How to re-print an invoice

When an order is invoiced the PDF document is produced and attached to the order. It can be seen in the order Notes and payment history tab fas well as on the customer timeline. From here the original document can be viewed or printed. The exception to this is when the orders were invoiced as a batch and the option to skip producing the PDF documents was chosen:

Screen Shot

If the PDF document is not available in the notes and payment history, then the invoice can simply be re-printed from using the Email/Print button within the order.

How to batch print invoices

  1. Go to Sales > Recent Sales/Quotes .
  2. Filter the list to display the invoiced orders for which invoice documents need to be printed.
  3. Use the checkboxes to select the invoices to be printed.
  4. Click the Print button.
  5. Select the invoice template to use.
  6. Click to print the documents. They will be displayed in a new tab in the browser from where they can be sent to the printer.

Invoice templates

A template is used for printing or emailing invoice documents. Multiple templates can be created and selected for creating invoices. The default template used when invoicing an order is selected from the channel brand connected to the order sales channel, along with the logo and business name and address. This allows branding to be applied to documents based on the channel from which the order came.

To learn more about building templates in Brightpearl visit the Templates page.

How to change the default invoice template

  1. Go to Settings > Company > Company information .
  2. Click to edit the relevant channel brand.
  3. In the pop-up window, select the Templates tab.
  4. Select the default sales invoice template and save.
  5. Ensure the channel brand is assigned to each sales channel which should use these templates, company details and logo, at Settings > Company > Channels .
 
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