Invoices are generated by suppliers and provide customers with an online invoice that contains one or more orders in the invoiced date range. Customers can access invoice and statement reports from Supplyit. Invoices are available for export or via Supplyit's API for integration with external accounting programs.
Supplyit has an easy to use interface for suppliers to create customer invoices based on one or more orders. Invoices are accessible to customers, can be reported on and exported for use in other applications.
Location Console => Invoices => Generate Invoices
Setting Invoicing Criteria
Sale: Select if you are invoicing customer
Work: Work orders are generally for internal productions and not usually invoiced.
Contact Picker: By default all contacts of the supplier will be included. Invoices can be generated for one or more contacts by using the contact picker.
Invoice Date: The invoice date will default to the end date of the invoice period. This date can be overridden. The invoice date is the date used for invoice and statement report filters.
Invoice period: The first and last date of the order range that you want included on the to invoice. The invoice date should match the end date of the invoice period to avoid reporting issues.
Applying Invoicing Criteria
Once invoicing criteria has been set, you must apply the criteria to view what will be invoiced and any messages regarding the orders in the range. Once applied, the filtered results will display Contacts, Order Count, Order Value and Status.
- Invoice has one or more adjustments - Adjustments are recurring fees that the supplier has set to be applied to an invoice. Adjustments are described in the section below.
- Some orders contain corrections" - Corrections are usually customer credit requests. Corrections are generally reviewed by the supplier prior to invoicing. For instructions read Approving Credit Request.
- Some order have unpriced items - When prices are not set prior to a product being placed on an order, the product will appear on the order without pricing. The customer will not be charged for these items. Pricing will need to be entered and orders rebuilt prior to generating the invoices. Click 'Preview" and then the order indicated to find the unpriced item(s).
Recurring Invoice Adjustments
Invoicing adjustments are debits or credits that are applied to invoices for all or selected contacts when invoices are generated. The debit or credit can be applied per batch, per delivery or per order. An example might be a delivery fee. This type of adjustment would probably be set with a per delivery frequency because it is related to the delivery and not how many orders there might in the invoiced range.
Recurring Invoice Adjustment
Location Console => Invoices => Adjustment=>Add
In the invoice adjustment details, give your invoice adjustment a name, select the frequency, the order type (usually sales) and adjustment amount.
Setting the Frequency
- Per batch: Each invoice would incur the debit or credit
- Per delivery: Each day there is an order would incur the debit or credit
- Per order: Each order in the invoiced range would incur the debit or credit
Save the new adjustment
Setting a Scope
A scope is a group of contacts that the adjustment will get applied to. You can select the contacts individually or use a contact label (Administration=>Network=>Labels). If you do not have a contact label created, you must first create it (Administration=>Network=>Labels). Once the contact label has been created, edit your invoice adjustment and set it under Scope=>By Selector. Save your changes, when you generate your next set of invoices, the adjustment will be applied to all contacts set in the scope. If your adjustment is going to apply to all contacts, you do not need to set a scope.
Manual Invoice Adjustments and Notes
Once an invoice has been created a manual invoice adjustment or note can be added.
Location Console => Invoices
Click on the invoice that you want to enter the adjustment for and then add the adjustment. Select whether it is an adjustment or a note, fill in the additional information and add the adjustment. A manual adjustment cannot be deleted.
Tips & Tricks
- Request for credits should be reviewed using the Credit Review prior to Invoicing.
- Browser must remain open while invoices are being generated. Closing the browser may result in some invoices not being generated.
- Invoices that have been generated with the incorrect invoice date will need to be deleted and generated again using the proper criteria.
- One time adjustments are added to an invoice after it has been generated.