Invoice Centre Fields
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The Invoice Centre offers a variety of options at the header level to efficiently manage and process the invoices. From paying the invoices to performing batch actions on line items, these options facilitate efficient invoice processing.
Print: This allows you to print the Invoice. In the pop-up window, you select the Reporting Template from a rundown of options including Invoice(With Payment History), Commercial Invoice, Invoice(Apparel), Invoice(Kit Only), and so on.
Batch Updates: This allows you to batch update for the selected invoices. There are various items you can update during batch update which you can selected from the column dropdown. For example, you can batch update tags, customer message and so on. The updated value corresponding to the column selected needs to be filled in the value field.
Verify: This feature enables users to confirm the accuracy and validity of selected invoices.
Un-Verify: This feature allows users to reverse the verification status of selected invoices if needed.
Add to Email Queue: This functionality permits users to queue invoices for sending via email at a later time.
Show Transactions: This option provides access to the Journal Transactional View for the selected invoices, allowing users to examine detailed transactional information.
Batch Delete: This option enables users to delete multiple selected invoices simultaneously.
Payment: This option provides sub-options for managing invoice payments, including sending or generating payment links, and initiating invoice payments.
Send Payment Link: This option sends a payment link to the customer to facilitate invoice payment.
Generate Payment Link: This option generates a payment link for the customer, which can be shared to initiate invoice payment.
Generate Invoice Batch: This feature allows users to create an invoice batch containing the selected invoices for further processing or analysis.
Remove Address Verification Error: This feature enables users to resolve any address verification errors associated with the selected invoices.
Generate Shipping Bill(s): This option enables users to directly generate shipping expense bills from the invoice centre. A pop-up window provides options to generate the bill.
There will be three options available:
Individual Bill: When this option is selected then for each invoice 1 Bill be generated, e.g.; if 3 Invoices are selected, 3 Bills will be generated (1 for each line). The Vendor selected in the Carrier will be used.
1 Bill Per Carrier (Vendor): For e.g.:- 3 Invoices are selected, and two Invoices have the same Carrier (1 Vendor), and one Invoice has a different Carrier with a different Vendor, then 2 Bills will be generated (1 Bill for each Vendor).
Single Bill: The user can select a common Vendor for the Invoices selected, and a single Bill will be generated.
In the Invoice module, when the “Generate Shipping Bill” option is clicked, the Bill will be generated with the default option (Individual Bill).
Please Note:
For creating a shipping expense bill, the Invoice(s) must have a third-party Shipping Carrier with the Vendor assigned to it and must have an Accrual Account.
The Shipping Cost should be greater than 0.
The feature will only work if the “Enable accrual transaction for third party carrier shipping” app config is on.
On voiding an Invoice, if there is any shipping bill linked with the invoice then the user has to delete the shipping bill first.
These fields empower users to perform accurate searches and access critical invoice-related information directly from the Invoice Centre interface. Below are descriptions for each term represented by the header level icons:
Store: This field enables users to search for invoices associated with a specific store within the XoroERP system. By selecting this option, users can filter invoices based on their respective store locations, facilitating streamlined organization and management.
Invoice Header: By clicking on this field, users can access a detailed overview of invoices based on their headers. This feature provides users with comprehensive insights into invoice-related information such as invoice numbers, status, customer names, and more.
Invoice Detail: This field grants users access to a detailed overview of invoices, focusing on specific details of each invoice. Users can view granular information such as item details, quantities, prices, and any additional invoice-specific data.
Status: This allows users to filter search results based on the status of invoices. The dropdown menu associated with this field offers options to select specific invoice statuses, including Open, Partially Paid, Paid, and Void. Users can choose individual status options or select all statuses as per their requirements.
Customer PO: This enables users to search for invoices based on customer purchase order (PO) numbers. By entering the relevant customer PO number, users can quickly locate invoices associated with specific purchase orders, streamlining invoice retrieval and management processes.
Invoice Number: This provides users with the ability to search for invoices using their respective invoice numbers. Users can enter the invoice number they wish to find, allowing for efficient navigation and retrieval of specific invoices within the system.
SO Number: This field allows users to search for invoices based on their associated sales order (SO) numbers. By entering the relevant SO number, users can locate invoices linked to specific sales orders, facilitating seamless tracking and management of transactions.
Customer Name: This field facilitates the search for invoices by customer name. Users can enter the name of the customer associated with the invoice they are looking for, simplifying the process of locating invoices tied to specific customers.
Bill to First Name: This field provides users with the option to search for invoices based on the first name of the billing recipient. Users can enter the first name of the individual or entity to whom the invoice is billed, enhancing search precision and efficiency.
Ship to First Name: Similar to the "Bill to First Name" field, this icon enables users to search for invoices based on the first name of the shipping recipient. Users can enter the first name of the individual or entity to whom the invoice is shipped, facilitating targeted search results.
Reference Number: This field allows users to search for invoices based on reference numbers associated with transactions or orders. Users can enter relevant reference numbers to locate specific invoices, providing additional context and organization to the search process.
In addition to the header options, the Invoice Centre provides users with a wide range of additional functionalities, enabling them to perform various tasks directly within the Invoice Centre interface.
Clicking on a specific invoice opens a dropdown menu offering the following options:
Print: This feature allows users to print the invoice. Upon selection, a pop-up window displays a list of available reporting templates, including options such as Invoice (With Payment History), Commercial Invoice, Invoice (Apparel), and Invoice (Kit Only).
Apply Deposits/Credits: Users can apply deposits and credits directly from the Invoice Centre. Clicking on this option redirects users to the Apply Deposit/Credit module in a popup window, where they can select and apply the desired deposit or credit.
Payment: This menu provides sub-options for sending or generating a payment link, as well as making invoice payments directly from the Invoice Centre.
Pay Invoice: Users are redirected to the Invoice Payment module to directly process invoice payments.
Send Payment Link: This option sends a payment link to the customer, facilitating invoice payment.
Generate Payment Link: Users can generate a payment link for the customer, which can be shared to initiate invoice payment.
Show Profitability: This option displays the profit value, profit margin, and per unit profit value of the invoice.
Show Transactions: Users can access the Journal Transactional View for the selected invoices, allowing them to examine detailed transactional information.
Create Invoice Credit Memo: This feature enables users to create an invoice credit memo for the selected invoice. Clicking this option redirects users to the Invoice Credit Module, where they can select the return inventory store and edit the credit quantity to be added. Note: Permission is required to add a non-returnable item to the credit quantity.
Create RMA: Users can create a Return Merchandise Authorization (RMA) for the selected invoice. Clicking this option redirects users to the Return Merchandise Authorization Module, where they can edit the credit quantity to be added.
Reporting: This feature grants users access to a variety of transactions and details associated with the selected invoice. The options available in the Reporting dropdown menu include:
Show Payments: This option allows users to view payments made on the invoice payment.
Show Credits Applied: This option displays the credits applied to the selected invoice for payment purposes.
Show Deposits Applied: Users can view the deposits applied to the selected invoice.
Show Sales Order: This option displays the sales orders related to the selected invoice.
Show Invoice Credit Memo: Users can view customer deposits applied to pay off the invoice.
Show Packing Slip: This option displays the packing slip related to the selected invoice.
Show RMA: Users can view the return merchandise authorization (RMA) related to the selected invoice.
Edit in New Window: This option enables users to edit the selected invoices in a separate window.
Refresh: This allows you to refresh the search results after changing the search criterion.
Download:
This versatile feature allows users to export and download data in various file formats, providing a summarized overview for quick reference. Options include CSV, TXT, MS-Word, MS-Excel, PDF, and MS-Excel(.xlsx), catering to diverse user preferences and use cases.
Advanced Search:
The Advanced Search option elevates customer information retrieval to a sophisticated level. Users can delve into a nuanced search by specifying criteria such as Column Name, Operator, and Value, facilitating precise and tailored searches.
Generate Link:
This allows you to generate link for the selected Invoice.
Columns:
Columns represent the customizable criteria available to users, enabling them to further refine their searches.
Save:
Save feature enables users to preserve any updated user interface (UI) settings, ensuring a personalized and consistent experience during future interactions with the module.
The Custom Queries option dropdown displays all queries saved from the Invoice Center. It houses all queries created in the system, irrespective of the creator.
