Invoice
What is an Invoice?
An Invoice is a document showing the goods and/or services billed to the Customer. If the warehousing (WMS) component of Xoro is enabled, an Invoice is automatically generated every time an SO is “Packed & Shipped”. If it is disabled, it can be entered manually or converted from a SO directly.
An Invoice depletes Inventory from a warehouse and acts as a notice of payment for Customers.
The invoice contains essential information that prompts the customer to make the payment, including:
Details of the goods or services involved
The cost of the goods or services
The payment terms
The balance due for payment
Invoices typically go through various statuses or stages during the invoicing and payment process. These statuses help track the progress of the transaction and allow you to make decisions accordingly.
Invoice statuses
Open: The invoice is yet to be paid and has no Credits/Deposits/Payments applied to it.
Partially Paid: If outstanding balance that still needs to be paid, the status of the invoice becomes "Partially Paid".
Paid: An Invoice that has been paid in full.
Invoice Header Fields
Sales
Sale Store
This is the Store from which the Invoice is being processed.
Sales
Ship Store
This is the store from which the SO is being shipped from.
Sales
Select Account
Choose the AR account for this invoice.
Sales
Ref No
This field allows you to assign a reference number or identifier to the invoice for easy tracking and reference purposes. Often this can be the SO#.
Sales
Select Customer
This field displays the Customer for the invoice. Click on the info icon
for more details on the selected customer.
Sales
Amount Due
The remaining balance on the invoice.
Sales
Date
This is the date the invoice was created.
Sales
Paid Amount
The amount paid toward this invoice.
Sales
Due Date
The date on which invoice is due for payment.
Sales
Exchange Rate
If the invoice is for a foreign customer, the "Exchange Rate" field allows you to specify the conversion rate for currency exchange
Sales
Ship Date
This field displays the date on which the sales order has been shipped.
Sales
Customer P.O
This field allows you to enter the customer's Purchase Order (PO) number, enabling easy tracking and referencing of the customer's order.
Shipping
Ship Method
This field displays the preferred method of shipment selected on the sales order.
Shipping
Ship Via/Carrier
This field displays the carrier or shipping service responsible for delivering the order to the customer.
Shipping
Tracking Numbers
This is the unique alphanumeric code used for real-time monitoring of shipment and delivery status.
Shipping
F.O.B
This field displays the freight on board - origin or destination.
Shipping
BOL Number
This field shows the BOL number associated with the shipment.
Shipping
Shipping Terms
These are the Shipping Terms selected on the order that will be applied to the invoice.
Shipping
Shipping Notes
This field displays any relevant notes or instructions related to the shipment added to the sales order.
Shipping
Credited Shipping Amount
This is the shipping amount that has been credited to the customer through an invoice credit memo.
Shipping
Master Tracking Number
This field captures the master tracking number associated with the shipment.
Shipping
Master BOL Number
This field shows the master BOL number associated with the shipment.
Shipping
Shipping Expense
This field designates the accounting expense account to which the shipping costs will be allocated.
Shipping
Shipping Cost
This field displays the total cost incurred for shipping the order.
Shipping
Tax Code
This field specifies the tax code applicable to the shipping charges.
Shipping
Tax Amount
The amount of tax applied to the shipping costs is recorded in this field.
Shipping
Total Amount
This field displays the overall total cost of the shipping, including shipping taxes.
Other
Customer Tax Code
This is the tax code associated to the customer record. Changing this allows you to apply a different tax code to all the items in the invoice. This field should already be fetched once a customer has been selected. This field can also be configured to be calculated automatically based on customer's shipping address for US and Canada customers
Other
Third Party Account
This field displays the displays the reference to the third party account identifier for the invoice associated with the orders created using an integration like Shopify, etc
Other
Risk Analysis
This field displays the potential risks associated with the invoice. This field is only supported for the invoices associated with the orders created using an integration like Shopify, etc
Other
Third Party Notes
This field displays the third party notes for the invoice corresponding to orders created using an integration like Shopify, etc
Other
Payment Terms
This field captures the agreed-upon terms of payment for the sales order, defining when and how the customer should make the payment.
Other
Project/Class
This field allows you to select a project or class to associate with the invoice.
Other
CSR (Customer Service Rep)
This field is used to capture the name of the customer service representative handling the order associated with the invoice for efficient communication.
Other
Brand
This field allows you to associate the invoice with a specific brand or product line, aiding in brand management and analysis.
Other
Discount Date
This field indicates the date by which the invoice must be paid in order to be eligible for the discount, as determined by the payment terms.
Other
Third Party Source
This field displays the displays the reference to the third party source identifier for the orders created using an integration like Shopify, etc.
Other
Third Party Ref Name
This field displays the displays the reference to the third party name identifier for the orders created using an integration like Shopify, etc.
Other
Sales Rep
This is the Sales Rep for this invoice.
Other
Invoice Tags
This field allows you to tag or categorize the invoice, making it easier to sort and filter them based on specific criteria.
Other
Select Buyer
Utilize this field to assign a specific buyer or representative responsible for handling the sales order/invoice.
Custom Fields
Custom Fields
This section captures the data in the custom fields defined for the sales order entity.
History
History
This section displays the record of all significant actions and changes related to the invoice. This includes information related to sales order, invoice, invoice payment, packing slip etc.
Inventory Log
Inventory Log
This section captures the record of all inventory-related transactions and changes associated with the invoice.
Footer
Bill To Address
This field displays the billing address for the invoice.
Footer
Ship To Address
The "Ship Address" field shows the shipping address for the invoice.
Footer
Customer Message
In this field, you can enter a personalized message for the customer or choose from pre-written messages to include in the invoice printout.
Footer
Memo
The "Memo" field provides space for writing notes or any additional information related to the invoice. This allows you to add important details or instructions that need to be considered duringorder processing.
Invoice Details Fields
Add Item
Clicking this button opens a new window where you can add items to the invoice. Search for the item in the “Item Number” field, enter a Qty, and fill in any other details. Now click Add (Enter) to add the item. Repeat this process for adding additional items.
Amount
Displays the calculated amount, which is the result of (Unit Price * Qty - Discount)
CBM
Displays the cubic meter dimensions added onto the item details.
Country Of Origin
Indicates the country of origin for the item.
Credited Qty
This is the quantity that has been credited to the customer through an invoice credit memo.
Customer Item#
Display's the item number assigned by the customer in item customer mapping module.
Description
This is an editable input field that displays the description of the item.
Discount
This is an editable field that displays the discount applied to the item.
Dropship Receipt Number
For dropship items, this field displays the dropship receipt number.
EUP
Indicates the Effective Unit Price for the item after discount.
HS Code
Displays the HS code for the item, which is used for customs and trade regulations.
Is Dropship?
Specifies whether the item is a dropship item or not.
Item#
The unique identifier for the item.
Item Type
Specifies the type of item, such as inventory, non-inventory, etc.
Project/Class
This is an editable field that displays the project or class associated with the item line.
Qty
This is an editable input field that specifies the order quantity of the item.
Status
This field displays the status of the item line.
Tax
This is the tax code applied to the item. Changing this allows you to apply a different tax to the item.
Tax Amount
The amount of tax applied to the item is recorded in this field.
Title
Displays the title associated to the base product of the item.
Unit Price
This is an editable input field that displays the unit price for the item.
Uom
This field specifies the unit of measure for the item (liter, unit, kilogram, etc.).
UPC
Displays the Universal Product Code (UPC) for the item.
VAS Item
This is an editable input field that indicates whether the item has a VAS (Value-Added Service) item applied to it or not.
VAS Item Total Cost
Displays the total cost for the Value-Added Service item.
VAS Item Unit Cost
Displays the unit cost for the Value-Added Service item.
Adding Item to Invoice
When creating an invoice, you may need to add new items to the invoice if they are not already included. XoroERP allows you to add new item(s) to the invoice if needed. You can use the "Add Item" option to add the item to your invoice. This feature allows you to easily add items to your invoice, ensuring that all necessary items are accounted for and billed correctly.
To add a new item to your invoice, navigate to the Invoice Details section and click on "Add Item" option.
On the "Item Details" page, choose the type of item you want to add, and then select the item name from the drop-down menu. Then, fill in the other details, such as item price, discount, project/class, VAS item, etc. After filling in the details, click "Add Item".
You will be navigated to the "Add/Change Invoice Qty" screen. On this page, begin by selecting the location from where you wish you add the item. Then, you can input the location and quantity details from the section below.
Add/Change Invoice Qty Fields
Location
Choose the location from which you want to add or remove the item.
LPN
This field allows you to associate an LPN (License Plate Number) with the quantity update, providing an additional layer of tracking and organization.
Available To Pick
This field displays the new available item quantity at the selected location, giving you an overview of your current stock levels. This is reflected as soon as you select the item row.
Change Qty
This field allows you to select whether you want to add the quantity or remove the item quantity.
Put-Away: Select this option if you want to remove the item quantity from the invoice and return it to the system. This is useful when you need to correct an error or adjust your inventory levels.
Pick: Choose this option if you want to pick the item quantity from the system and add it to the invoice.
Enter Qty
This field allows you to enter the number of item units you want to add or remove from the invoice.
Once you have selected the item, you will need to specify the quantity you want to add to the invoice. Enter the desired quantity, and click "Add Item".
After entering all the necessary details, click on the "Tick" icon to fetch the details in the section below. Click "Close" to apply the changes to the item quantity.
The item will be added to your invoice, and you can repeat this process as many times as necessary to add all required items. After adding all necessary items to your invoice, click "Save" to apply the changes and save the invoice.
Updating Item Quantity
Users can update the item quantity in the invoice. To update the item quantity in an invoice, simply click on the item quantity under the "Qty" column.
This will navigate you to the "Add/Change Invoice Qty" page, where you can make the necessary changes. Fill in the details on this page, as mentioned above to update the item quantity.
Finally, click on the "Save" button to apply the changes and update the invoice.
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