Methods of invoicing

A single sale order may be sent in a number of shipments, depending on stock availability. This can have an effect on how invoices are sent to the customer.

Customers can be set up for three methods of invoicing:

Invoice method	Number of orders	Number of shipments	Number of invoices	When invoices are sent	What is on the invoice
Manual invoicing	One order	At least one shipment	One invoice for each shipment	Each time goods are shipped	A single shipment
One invoice per order	One order	At least one shipment	One invoice for the whole order	When the order is fully shipped	All shipments in the order
Batch invoicing	One or many orders	Any number of shipments	One invoice for the period of time. Eg one invoice per month	Once per predefined time period	All shipments in the given time period

Manual invoicing

An invoice is generated every time goods are shipped. The invoice covers only those goods that were shipped in that shipment. This is the default method of invoicing.

One invoice per order

The customer is not invoiced until the order is fully shipped, no matter how many shipments this takes. The order is only considered ready for invoicing when all lines have been supplied. A single invoice is then generated for all shipments.

Batch invoicing

The customer is invoiced once only during a particular period of time (usually per month). An invoice batch is generated at the end of the time period, and all shipments that occurred during that period are placed on a single invoice.

In situations where a single card is invoiced for multiple children (for example, a head office), Readysell can generate either a single invoice for the head office and all children, or one invoice for each site.

Sales Invoice Workflow

The options are:

Invoice every shipment. All shipments for the customer are invoiced as they are shipped,
Invoice every order. All orders for the customer are invoiced as soon as all the goods on the order have been shipped. If multiple shipments are sent for an order. The system can be setup to print a delivery docket if the order is not complete or an invoice if the order is completed by the shipment (if this is the last shipment for the order)
Invoice every month. All shipments are invoiced once a month for the customer
Invoice shipments specified by the user. This manual approach is intended as a catch all where you don’t want any of the automated rules to apply. If a shipment or group of shipments for a customer are finalised. Those shipments can be highlighted and invoiced on one invoice or invoiced individually.
Note. If you try to invoice a shipment and there is a second outstanding shipment for the same order a warning message displayed. This is intended to warn you if you have an outstanding shipment waiting for shipment and a backorder shipment has been released before the first shipment is finalised. This gives you the option to consolidate delivery and/or invoicing of the two shipments.