Invoicing Sales Orders

Prepare Invoice

1. Manual Invoice Creation (One invoice per shipment)
   1. Open the Shipments form (SO302000) by searching for the shipment number or navigating via the inquiry list. (The shipment must have the Confirmed status.)
   2. On the form toolbar, select PREPARE INVOICE. 

3. A new invoice will be created and automatically opened in the Invoices form (SO303000) with a status of Balanced status.
4. Proceed to the Print or Email Invoice section of this document.

2. Batch Invoice Creation (Multiple Shipments)
   1. Open the Process Shipments form (SO503000)
   2. Select Action = Prepare Invoice
   3. Adjust the header filters to narrow the list of shipments as needed.
   4. Select the checkbox next to each shipment to be invoiced.
   5. Click PROCESS on the toolbar

1. 6. Invoices will be created for each selected shipment and added to the Invoices list (SO303000) in a Balanced status.
   7. Proceed to the Print or Email Invoice section of this document.

 Print or Email Invoice

1. Manual Print or Email (Single Invoice)
   1. Open the specific invoice in the Invoices form (SO303000).
   2. Click the ellipsis menu (…) and select Print Invoice to open a preview of the Invoice & Memo form (SO643000).

NOTE: Selecting Email Invoice will send the invoice automatically to the customer’s billing contact using a predefined email template.

No manual changes can be made to the recipient or email body using this option. 

1. 3. On the toolbar, choose your preferred action:
      1. PRINT = Generates a paper copy.
      2. SEND = Opens a new email activity with the invoice attached.
      3. EXPORT = Saves the invoice as Excel or PDF.
   4. Proceed to the Release Invoice section of this document.

2. Batch Printing (Multiple Invoices)
   1. Open the Process Invoices and Memos form (SO505000).
   2. Select Action = Print Invoice
   3. Adjust the header filters to narrow the list of invoices needed.
   4. Select the checkbox next to each invoice to be printed.
   5. Click PROCESS on the toolbar
   6. Print the generated file using your preferred local printer.
   7. Proceed to the Release Invoice section of this document.

NOTE: The Email Invoice action here functions the same way as in the manual process – it automatically emails each invoice to the customer’s billing contact using the default email template.

No manual changes can be made to the recipient or email body using this option.

Release Invoice

1. Manual Release (Single Invoice)
   1. Open the Balanced invoice in the Invoices form (SO303000).
   2. Click RELEASE on the toolbar.
   3. After release:
      1. The invoice status changes to Open or Closed, if the invoice has a balance of $0.
      2. It appears in both Sales Orders and Receivables modules.
      3. The AR journal link becomes available on the FINANCIAL tab.
      4. The related inventory issue transaction is created and released.

2. Batch Release (Multiple Invoices)
   1. Open the Process Invoices and Memos form (SO505000).
   2. Select Action = Release
   3. Adjust the header filters to narrow the list of invoices needed.
   4. Select the checkbox next to each invoice to be released.
   5. Click PROCESS on the toolbar
   6. After release:
      1. The invoice statuses are updated to Open or Closed, if the invoice has a balance of $0.
      2. Invoices are visible in both the Sales Orders and Receivables modules.
      3. The AR journal link becomes available on the FINANCIAL tab of each invoice.
      4. The inventory issue transactions are created and released.