Invoice Options

The Invoice module offers a variety of options at both the header and detail levels to efficiently manage and process the invoices. From paying the invoices to performing batch actions on line items, these options facilitate efficient invoice processing.

Invoice Header Level Options

These options are located under the "Options" menu in the top right corner of the page.

1. Void: Voids the invoice. Voided invoices are deleted permanently from the system.
2. Apply Deposits/Credits: Allows you to make the invoice payment by applying available deposits or credits.
3. Take Deposit: Allows users to record a new customer deposit or link an existing customer deposit to the invoice. Selecting this option provides the Record Deposit action, which opens the Customer Deposit module to create a new deposit and associate it with the invoice. If the customer has an existing available deposit and the invoice has an outstanding balance, users can also link the available deposit to the invoice. The system ensures that the linked deposit does not exceed the invoice's outstanding balance and that the deposit date is not later than the invoice date.
4. Payment: Provides sub-options for sending or generating a payment link, as well as making the invoice payment.

   1. Pay Invoice: Redirects to the Invoice Payment module to directly make the invoice payment.
   2. Send Payment Link: Sends a payment link to the customer to pay.
   3. Generate Payment Link: Generates a payment link for the customer. This link can then be shared with the customer to initiate the invoice payment.
5. Show Payments: Shows the payment created on the invoice payment.
6. Show Credit(s) Applied: Shows the customer credit(s) that have been applied to pay off the invoice.
7. Show Invoice Credit Memo(s): Shows the customer deposit(s) that have been applied to pay off the invoice.
8. Create Invoice Credit Memo: Creates an invoice credit memo associated with the invoice in case of return or refund.
9. Show Profitability: Shows the Profit Value and the Profit Margin of the invoice.
10. Add To Email Queue: Adds the invoice to the Email Queue for sending at a later time. If the Use Signed Invoice For Email Queue app configuration is enabled, the system attaches the most recently signed invoice when available; otherwise, it attaches the standard invoice document. If the app configuration is disabled, the standard invoice document is always attached.
11. Show Transactions: Shows the Journal Transactional View for the invoice.
12. Show Audit Trail: Shows the activity log or a detailed history of all the changes, actions, and interactions related to the invoice.
13. Create Recurring Invoice: Allows the user to set up a recurring invoice transaction.
14. Create RMA: Redirects the user to the Return Merchandise Authorization (RMA) module to initiate a return against the selected invoice. A Select Invoice Lines pop-up is displayed, allowing users to choose the items to be returned. The created RMA is automatically linked to the original invoice for traceability.

    This option is also available in the Invoice Centre by right-clicking on an invoice and selecting Create RMA.
15. Generate Shipping Bill(s): Generates a shipping expense bill for the invoice.
16. Show Activity: Opens the Data Activity popup window, where you can track and review field-level changes, ensuring that any modifications to critical data are recorded for auditing and compliance purposes.

Invoice Line Level Options

The Options menu in the Invoice Details section offers a variety of options to manage the items, while the "Sort By" option allows you to sort the items in the estimate as per your needs.

Invoice Line Level Options

These options are located under the "Options" menu in the Invoice Details section of the invoice:

1. Batch Discount: Allows applying discounts to one or more selected line items.
2. Batch Unit Price: Allows updating unit prices for multiple line items at once.
3. Batch VAS Item: Allows selecting/updating the Value-Added Service (VAS) item for multiple line items at once.
4. Void Batch Lines: Allows you to put away the inventory for selected lines back into the stock.
5. Remove Restrictions: Removes any pricing restrictions on selected line items. **This option needs elevated permissions.
6. Batch Apply Custom Price: Provides sub-options for applying custom prices to multiple line items, including standard unit price, standard unit cost, and up to fourteen custom price options.

Sorting Invoice Items

Beside the Options menu in the details section of the invoice, there is an option to sort the items. To sort the items, click on the "Sort By" option and select how you want to sort the items.

Sorting Options

The sorting options available include:

• Item Number: Arrange items either in ascending or descending order based on their item numbers.
• Total Price: Sort items based on their total price, helping you quickly identify high-value transactions. (Please note that this sorting option is not available in transfer orders as these orders do not involve pricing.)
• Quantity: Arrange items by quantity, aiding in inventory management and fulfillment tracking.

FAQ

1. Can I add a payment link to an invoice email added to the Email Queue?

A: Yes. You can add a payment link to an invoice email before sending it from the Email Centre.

Generate the payment link from the invoice by selecting Options → Payment → Generate Payment Link, and copy the generated payment link.

Then, select Options → Add To Email Queue to add the invoice email to the Email Queue. The invoice document is attached to the queued email according to the configured email settings in the Select Reporting Template pop-up.

Click Preview & Send. The queued email opens in the Email Centre. Paste the generated payment link into the email body, and send the email to the customer.

The Add To Email Queue option does not automatically add the payment link to the email. The payment link must be generated separately and manually added to the email body before sending.