Reviewing an Invoice
In most cases, invoices are automatically generated when a sales order is approved so that you do not need to create them manually. However, only item lines are considered and included in the generated invoices. If you want to invoice drop ship lines or lines for intangible items (such as accounting lines), you will need to use the Review Invoice action available on the sales order.
Using Lightning
To review an invoice in Lightning:
- Click the Sales Orders tab.
- Open the sales order you want to review the invoice for.
- In the Sales Order Actions component, click Review Invoice.
- Work through the steps described below on the Review Invoice window.
Step 1: Select the Sales Order Lines to Be Billed
This step enables you to select the sales order lines that you want to include in the invoice.
- In the table, select the checkbox next to each sales order line that you want to bill.
- Make sure that all selected lines have a quantity in the Quantity to Bill field and that this quantity is correct.
- Click Next. If there are lines that have not been shipped yet, you are prompted to confirm the action. Click Confirm to continue.
Step 2: Add Serial Numbers
In this step you can add serial numbers to the drop ship lines with serialized items that you selected in the previous step.
- Click Add Serial Numbers on the first row.
- In the Add Serial Numbers window that opens, enter the serial numbers in the corresponding text area. Specify each serial number on a separate line. Alternatively, you can separate the serial number values with a delimiter (such as a comma or a semicolon), and without spaces, and then indicate the delimiter you are using in the field below.
- [Optional] Enter a delimiter.
- Click Save.
- Repeat steps 1 to 4 for the rest of the sales order line items.
- Click Next.
Step 3: Select the Accounting Lines to Be Billed
This step enables you to include accounting lines in the invoice.
- In the table, select the checkbox next to each unbilled accounting line that you want to include in the invoice. If you need to add new accounting lines or delete existing unbilled accounting lines, make sure that you do this before moving to the next step. For more information on how to add or delete accounting lines at this stage, see Adding a New Accounting Line and Deleting an Accounting Line.
- Click Next.
Adding a New Accounting Line
To add a new line while you are in Step 3:
- Click New Accounting Line.
- [Optional] In the Item Master field, select the item you are adding the line for.
- In the Quantity to Bill field, check that the value is correct. This field has a default value of 1 which you can modify if required.
- In the Price field, enter the price for the accounting line.
- Click Save.
Deleting an Accounting Line
To delete a line while you are in Step 3:
- Click on the accounting line you want to delete.
- Select Delete.
- In the Delete Sales Order Line Item dialog, click Delete.
Step 4: Add Additional Information
In this step you can modify some of the billing information fields that the invoice automatically gets from the sales order by default. You can also add some additional information such as a discount or an invoice memo.
- In the Billing Account field, override the current billing account by entering a new account.
- In the Billing Account Address field, override the current billing account address by entering a new address.
- In the Apply Discount field, enter a discount amount.
- In the Memo field, include any notes you want to associate with the invoice.
- Click Bill.
- Go to the Sales Orders tab.
- In the list view, click the sales order you want to review the invoice for.
- From the action buttons at the top of the record page, click Review Invoice.
- [Optional] To override the existing billing account, click the lookup icon on the Override Billing Account field and select a new account.
- [Optional] To override the existing billing account address, enter a new address in the Override Billing Account Address field.
- [Optional] To override the existing bill to address, enter a new address in the Override Bill To Address field.
- [Optional] To apply a discount, enter a discount in the Apply Discount field.
- [Optional] To include any notes that you want to associate with the invoice, enter your notes in the Memo field.
- In the table, select the sales order lines you want to include in the invoice. Use the Select Line Type filter and the Search Lines box to help you find the lines you are looking for.
- [Optional] To add a new line to the sales order, click Add New Line.
- [Optional] To include any serial numbers associated with an item, on the required sales order line row, click Serial Number. Then enter the list of serial numbers in the text area and click Save.
- Click Bill.