Invoice Settings

This field value currently defaults to From Stock – the other options available in the dropdown are reserved for future use, so you should leave this set to From Stock.

When creating an invoice, you’re able to select a schedule to which repeating invoices will be generated in the future – your choice here will determine the format of the Invoice number.  For more information, see our pages on Creating Repeating Invoices and Repeating Invoice Placeholders.

If you tick this box, the relevant GL Code (determined using data from your accounting system for each Product in your system) will be visible when you are adding items to Invoices so that you can confirm or amend the default choice.

GL Code fields for items on an Invoice

Ticking this box means that if all items are not available to ship at the time you create an Invoice, items on backorder will also be shown as line items on the Invoice. If this box is not ticked, backorder items won’t show on the Invoice.

You can learn more about backorders and Invoices with this guide.

If you tick Use Third Party Billing you will have a new fields appear on the Company form that allows you to send invoices to a related Company.

When you create a new Invoice, a prompt will alert you if a third-party applies for billing purposes. For further information, see our page on Parent-Child and Third-Party Relationships.

Third-Party fields on a Company form

Third-Party billing warning on an Invoice

If you tick Use Parent Child Accounts you will have a new field appear on the Company form that allows you to send invoices to a parent Company. 

When you generate an Invoice from a Sales Order, a prompt will alert you that there are branch Companies present for the parent Company. For further information, see our page on Parent-Child and Third-Party Relationships.

Parent fields on a Company form

Parent Company prompt on an Invoice converted from a Sales Order

When you create and send an Invoice, it is sent to the Contact selected in the Send To field by default. If you tick the Email Recipient – Company box, the Invoice will be sent to the primary email address stored in the Company record instead.

Contact & Company fields on an Invoice

You can choose from the following actions when a shipment is generated from a Sales Order:

• Do Nothing – does exactly that; you will not be prevented or prompted.
• Prevent Shipment Creation – when you generate a shipment from a Sales Order that hasn’t been invoiced yet, a pop-up warning will display and warn you that an invoice needs to be created before a shipment can be generated. You will not be able to proceed with creating a shipment until the order has been invoiced.
• Show Warning – when you generate a shipment from a Sales Order that hasn’t been invoiced yet, a pop-up warning will display and you can choose to proceed with the shipment, or cancel to go back and invoice the order and then generate the shipment.
• Auto-Invoice Based on Shipped Quantity – when a shipment is generated from a Sales Order, an Invoice will automatically be created for the shipped quantity. See the section lower down called Automatically Email Invoices which allows you to disable or enable an auto-send feature.

If you have already set up Couriers in your system, you can choose a default service to apply to all new Sales Orders, which will then flow through to new shipments generated from orders. See our page on Managing Freight & Shipping for more information on how to set up Couriers.

When a shipment is generated, a confirmation email will automatically be sent to the recipient. Once you have ticked this box, the Shipment Confirmation Email Template field will become visible and you can select an Email Template to use for this purpose.

You can select whether deposit amounts should be % or $ amount.

$ amount deposit

% amount deposit

You can also specify a deposit amount here that you want to apply automatically to all orders e.g. 20% or $1,000.

You can enable this option to recognise your revenue only when you make shipments of goods to your clients. This allows correct revenue recognition in line with product delivery which is great if your product delivery is staggered, or has long lead times.

See this page for more details.

If you have set the Shipment Action field setting (see named section above) to Auto-Invoice Based on Shipped Quantity, you can choose whether an Invoice email is automatically sent or not.

You can enable or disable this function by de-selecting the Automatically Email Invoices box, which determines what happens when a Sales Order has been set to “Mark as Shipped“.

Please note that for emails to be automatically sent, you need to have your customer records set up so that they meet conditions for bulk sending emails.

You can now select on what basis your stock level is reduced in sales. This field allows you to select from 2 methods:

• On Create Invoice – stock will be reduced when an item is invoiced.
• On Mark As Shipped – stock will be reduced when an item is shipped.