Invoice Summary

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Invoice Summary

The Invoice Summary tab includes the invoiced Customer, delivery and order details. It allows Users to email the Invoice to relevant parties and displays the status of the Invoice. The summary screen also allows Finance Users to process an Invoice when payment is received.

The following fields are included with the Invoice Summary tab:

Fields	Description
PO Number	Auto-generated or manually entered order identification number.
Order Date	Auto-generated or manually adjusted order date.
Invoice Date	Auto-generated or manually adjusted date for the invoice creation.
Due Date	The date the invoice is due. Auto-generated based on the Default Invoice Due value defined by the Administrator.
Entered By	The User who created the invoice.
Processed By	The User who processed the invoice.
Invoice Status	Displays what stage of the order process the invoice is in.
Delivery Status	Details the status of delivery for items on the invoice
Payment Status	Details if the invoice has been paid
Payment Date	Date the invoice was processed for payment.
Shipping Date	Manually entered date of shipping.
Tracking Number	Reference number manually entered to track the order.
Apply Terms	For the system terms and conditions to be included in the PDF Invoice and the Invoice emailed to the Customer, tick the Apply Terms option.
Notes	Enter any additional Invoice information within the Notes field.
Shipping, Discounts and Taxes	Before saving an Invoice, any shipping costs to be included in the grand Invoice total can be entered in the Shipping field.
Adjustment	The Adjustment field records Customer discounts and will be subtracted from the final order total.

A flat tax percentage can be added to taxable line Items included on the Invoice. This is a global property that is configured by the system Administrator, in Setup>Billing>Tax Rate, but can be edited if required.

Emailing an Invoice

Once an invoice is created, selecting the Email button will send a copy of the Invoice to:

The Customer who placed the order
The system Finance User
The User who recorded the Invoice
The Customer who will take delivery, if different to the person who placed the order.

If the system Administrator has enabled the Email Invoice functionality in the application Setup, the Invoice will be emailed automatically to the relevant parties when it is created.

Invoice Status

When an Invoice is first logged in the system it has a status of Pending. A pending Invoice can be edited. However, when an Invoice has been successfully delivered or processed, the Invoice Status moves to Active and it is no longer editable.

An Invoice changes to a status of Cancelled when one of the following events occurs:

Another Invoice is created to supersede the original Invoice; or
The Invoice was created for a specific Incident and that Incident was deleted/cancelled either manually or due to the Incident Cancel Time, set by the system Administrator, being exceeded. See Setup>Billing within the Administrator Guide.

Editing an Invoice

To amend Invoice details or to include additional Line Items, edit or enter the information prior to selecting the Process hyperlink. This link is not available when the Invoice is in Edit mode, as all Invoice information must be locked down to ensure the application has control of the details of the Items and their delivery.