Setting customers up for one invoice per order

Owned by Sue Michael (Unlicensed)
Last updated: Jan 15, 2024 by Diane Partridge
3 min read

Overview

A customer may choose to receive one invoice for every order. In this case, the customer is not invoiced until the order is fully shipped; shipments are not invoiced as they are dispatched. The order is ready for invoicing only when all lines on the order have been supplied. When the order is fully supplied, a single invoice is generated covering all shipments.  A Delivery Docket will be issued (settings on card must be set to print or print and email immediately) each time the sale shipment is completed/finalized.

The simplest method, and one we suggest you try first, is to set the Max Shipments/Sale on the settings tab on the customer card to be = 1.  This means that when all the stock is available and allocated to the entire sales order, only one shipment is created and that shipment will have 1 invoice. This reduces the number of shipments that you have to send out, reducing your cost.  While at the same time giving the customer just one invoice per order.  The downside of this approach is that the customer only gets the goods in one shipment, they don't get little bits of the backorders as the stock becomes available.
Note:  You can set the number of shipments to a number other than 1 eg 2 so that the first batch of backorders goes out to the customer as fast as possible as the remainder of the backorders wait until the stock is fully available for that sales order.
There is a second method, whereby the shipments for the backorders can go out more frequently as stock becomes allocated.  The customer will get a delivery docket with each shipment and then you create the one invoice when the whole order is fully supplied.  This approach involves a bit more work on your behalf and can have higher costs because there are more shipments.  
Readysell recommends you try the first approach above and get back to us if you want to try the second option.

Setting a customer up for invoicing per order

  1. In the Navigation panel, go to Relationships>Cards.
  2. Search for and select the customer you want to set up.
  3. Click the Settings tab, then click Customer Settings.

  4. In the Invoice Mode field, select Invoice Per Order. 

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  5. Click Save.

Delivery Docket method = check with the customer (how do they want to receive it? Email or printed for mailing or both)

Invoice Method = check with the customer (how do they want to receive it? Email or printed for mailing or both)

If you want the customer to receive it by email,

  • On the Contacts tab - make sure that one of the contacts are flagged for accounts payable and has an email address
  • On the settings tab, sub-tab Customer Settings - set them to email immediately or email batch or print - just depending on what you want to happen once you have generated your invoices

If this is a Head Office/Child scenario type customer where the Head office gets the documents and not the child customer please contact Readysell for more information.

Workstation setting needs to be set to have a layout of ‘tax invoice by shipment’ if the customer is set to one invoice per order. (each workstation usually has tax invoice layouts already preset to print for both tax invoice per shipment and tax invoice per sale.  If you do not - please call Readysell)  Having both sets on your system will not cause any issues.

Workstation setting needs to be to have a Delivery Docket layout on all workstations that wish to use any of the two invoice modes (it can be unpriced or just be the standard delivery docket layout and should be set to auto print)

Tip

Once a sales order has been fully supplied, an invoice will be generated automatically. You may choose to run the Invoice run.

Try and not to flip the Invoice Mode from one setting to another during the month.

If you do, please ensure that you have run the Invoice run to invoice the outstanding posting sale shipments.