Statuses
| Column | Value | Meaning |
|---|
| Status | Draft | Not issued yet. No number, nothing posted. Can be edited, refreshed from the order, issued or deleted. |
| Issued | Numbered, locked and posted to your books. Owed by the customer. |
| Void | Cancelled. Keeps its number, and its posting is reversed. |
| Payment | Unpaid, Partially paid, Paid | Payments and credits applied, against the total. |
| Due status | Not due | Due date more than 7 days away. |
| Due in n days / Due today | Due within the next 7 days. |
| Overdue n days | Past the due date with a balance. |
| Paid | Nothing left to pay. |
Kinds of invoice
| Kind | What it is |
|---|
| Order invoice | The single invoice of an order on Per order. It mirrors the order. |
| Invoice | Bills a shipment, chosen quantities or everything remaining. |
| Deposit invoice | Bills a percentage or amount before anything ships. |
| Consolidated invoice | Combines a customer's shipped, uninvoiced orders for a week or a month. |
List columns
| Column | Shows |
|---|
| Invoice # | The number, with an Order invoice chip for order invoices. A draft reads Draft invoice. |
| Sales order | The order it bills. |
| Customer | The customer. |
| Status, Payment, Due status | See Statuses. |
| Invoice date | The invoice date. |
| Due date | The due date. from terms means it's worked out from the customer's payment terms. |
| Total, Paid, Balance | The invoice total, what's paid, and what's still owed. |
| Shipments | The shipments the invoice bills. |
| Accounting | The sync state of its accounting entry, such as Failed. |
| 810 | The state of the EDI 810 invoice sent to your trading partner. |
More columns are available under Columns.
Quick views and filters
| Quick view | Shows |
|---|
| Unpaid | Issued invoices with a balance |
| Overdue | Past their due date with a balance |
| Due in 7 days | Falling due within a week |
| Drafts | Not yet issued |
| Awaiting 810 | Waiting to be sent to an EDI trading partner |
| Uninvoiced shipments | Shipments no invoice bills yet |
Filters: Status, Payment, Due status, Customer, Channel, Policy, EDI 810, Accounting and Date.
The invoice page
Header: the number with its status, payment and due chips; the customer, sales order, customer PO, invoice date and due date (with the terms). Buttons: Record payment, Email, Download PDF and More: Send pay link, Create credit note, Create supplementary invoice, Void invoice, Archive and, on a draft, Delete draft. A draft has Edit, Refresh from order, Issue and Preview PDF instead.
Tabs: Details (lines and fees, shipments, payments, applied credits, the document preview and connected systems), Payments, Accounting, EDI, Notes, Documents, Tags and Activity.
Footer: Subtotal, Discounts, Fees, Tax, Total, Paid, Credits and Balance due.
Settings → Invoicing
| Setting | Options | Default |
|---|
| Default invoicing policy | Per order, Per shipment, Manual | Per order |
| Sales channel overrides | Per channel: Policy, Fee allocation, Number format, or Use default | Use default |
| Invoice number format | Tokens {order}, {seq}, {seq:3}, {series}, {series:6}; presets SO-10482.1 and INV-000001 | SO-10482.1 |
| Freight & order-level charges | Prorate by product value, All on the first invoice, All on the last invoice, Separate fees-only invoice | Prorate by product value |
| Auto-issue shipment invoices | On / off | |
| Invoice date | Ship date, Issue date | |
| Email invoice on issue | On / off | |
| Invoice Amazon MCF shipments awaiting tracking | On / off | |
| Void unpaid invoice when its shipment is voided | On / off | Off |
| Overdue payment reminders | On / off, with the days overdue to send on | |
Customer → Settings → Invoicing
| Setting | Options |
|---|
| Invoicing policy | Inherit (channel / account default), Per order, Per shipment, Manual, Consolidated |
| Invoice email | Where issued invoices are emailed. Falls back to the billing email. |
| Consolidated invoicing | Off, Weekly, Monthly |
Next steps