This article will show you how to utilize the Create Invoice Screen:
Quick Reference
- Creating the invoice is the first step of the Accounts Receivable process
- An invoice can be created at any time within the shipment life cycle. This can be done from the Shipment Detail page by navigating to the menu towards the top right, then going to the Accounting tab and selecting "Create Invoice". If the shipment has been delivered, an option to create the bill will also be present.
- When a shipment is marked as Delivered, the accounting process begins: the shipment will be ready to be invoiced to a customer, and a bill can be paid to the carrier or vendor
- Another way to Create an Invoice is to access the Create Invoice Page, which is located under the top option Accounting -> Create Invoice.
- The Red Warning Triangle icon will show you shipments that are missing POD and BOL when they are marked as being required documents within the customer's accounting profile settings; once you attach the BOL or POD, the red alert icon will be replaced by a Black Check Mark
- Note: The POD Required column will display the number of PODs attachments required based on the number of delivery stops. The system should count stops of type Drop, Both, and Last Drop to determine this number. Separate POD attachments will need to be uploaded into the shipment to satisfy this number.
- A checkmark in the 'Bill Received?' Column signifies that the bill has in fact, been received; if the 'Auto Validated' column does not have a checkmark, this could mean the shipment is missing a margin or that pricing has been changed manually since creation
- Pricing Changes can be made from this screen by clicking the Sell Amount--this will pop up the edit pricing worksheet
- The Approve Bill flag can be used to approve the bill at the same time as invoice creation
- Multiple invoices can be created at one time by utilizing the checkboxes; when creating an invoice from this screen, you can select which date gets applied as the creation date with the dropdown next to the Approve and Create Invoices button
- You can move any invoices with discrepancies to the variance list by using the Move to Variance List button
Modifying the Invoice Content Template
Contents of an invoice, such as formatting, text, reference numbers, etc., can all be modified in the content template for "EMAIL Invoice HTML." More information on editing content templates can be found in the following article: Content Templates
Invoice Pay Now Feature
For customers using the Authorize.net Payment gateway, you can use the following code snippet to add a "Pay Now" button to the Invoice. This is visible in the browser and also works in the PDF that is generated.
