Invoice shipments and partial orders
On a Per shipment order, each shipment gets its invoice automatically as it ships. On a Manual order, you decide what each invoice bills. Either way, the order's Invoices tab shows where billing stands, and the Uninvoiced shipments view lists every shipment still waiting for an invoice.
Before you begin
| Requirement | Detail |
|---|---|
| Policy | The order is on Per shipment or Manual. An order on Per order has a single order invoice and nothing to split. See Choose how orders are invoiced. |
| Permission | You need permission to update sales invoices to create and issue them. |
| Approved order | You can't invoice a draft or cancelled order. |
Read the order's Invoices tab
Open the sales order and select the Invoices tab.
- The verdict line sums it up, for example "Invoiced 3 of 3 shipments · $4,365.00 of $4,365.00".
- Invoicing: names the order's policy and where it came from, with Change to switch it while nothing is issued.
- The totals: Ordered, Invoiced, Uninvoiced, Paid, Credited and On account.
- Shipment → Invoice → Payment shows one lane per shipment: the shipment (ship date, warehouse, tracking), the invoice that bills it (number, status, due date) and the payments and credits against that invoice, with what's still due.
- Line detail lists every order line with Ordered, Shipped, Invoiced, Credited, Billable (what can still be invoiced), Unit and Billed, plus rows for fees and charges.
- The invoices table lists the order's invoices, with + Invoice to add one.
Find shipments nobody has invoiced
On Orders → Sales Invoices, select the Uninvoiced shipments tab (or click the Uninvoiced shipments card). Each row shows the Shipment, when it Shipped, Days waiting, the Sales order, Customer, Channel, Warehouse and Est. total, which is what the shipment's invoice would total at today's order prices, before fees. When every shipment is billed, the view reads "Every shipment is invoiced".
A shipment appears here when its order is on Per shipment or Manual and no invoice bills it yet. On Per shipment orders, it's usually there because automatic invoicing is waiting for you to review a draft, or because the shipment shipped before the order's policy changed.
Create an invoice
- On the order's Invoices tab, click + Invoice.
- The New invoice for order page opens. Under What are you billing?, choose:
- A shipment: bills what one shipment sent. "Nothing shipped is waiting" means every shipment is already billed.
- Specific quantities: you enter a Qty to invoice on each line. All shipped and All ordered fill the quantities for you, and Clear empties them.
- Everything remaining: everything ordered that isn't invoiced yet.
- Deposit: a percentage or amount before anything ships. See Bill a deposit before shipping.
- Check the Invoice date, Terms and Due date. The Number shows the number it will get, marked assigned on issue.
- Optionally add Notes on the invoice.
- Click Save draft to review it later, or Issue invoice to issue it now.
What you'll see: the totals panel estimates the Subtotal, Fees, Tax and Total as you go. The final tax and freight split are worked out when the invoice is saved. If money is waiting on account for the order, the page says how much will be applied, for example "$1,700.00 on account will be applied".
Review and issue a draft
A draft has Edit, Refresh from order (pick up the order's current prices and quantities), Issue and Preview PDF. Warnings appear above the lines when something needs a look, such as a price that differs from what the customer ordered.
Click Issue. The Issue this invoice? dialog lists what happens:
- the next invoice number is assigned and the lines are locked;
- the total posts to Accounts Receivable in your ledger;
- it syncs to Xero or QuickBooks if an accounting connection is set up;
- any on-account payments waiting on the order are applied.
Click Issue invoice. Issued invoices can't be edited. See Correct an issued invoice.
To issue many drafts at once, use the Drafts view on the list, select them and click Issue drafts.
Settle billing
When nothing more will be invoiced on an order, for example because the customer agreed to pay less, click Settle billing on its Invoices tab. The dialog reads, for example, "No more invoices are expected for SO-10477. $1,800.00 uninvoiced will be treated as settled." Click Settle billing to confirm. The order then shows a Billing settled chip.