Invoices

Use the Invoices page to view and edit invoice data. Pro forma invoices and standard invoices are transferred from the ERP system to the Shipping area through the Invoice BOD. An Invoice BOD supplements shipped shipments with pricing information.

To access the Invoices list:

  1. Select Shipping > Invoices.
  2. Specify search criteria in one or more of these fields:
    Invoice
    This field shows the number of the invoice.
    Invoice Date <
    This field contains the ending invoice date to filter the display of the invoices.
    Customer
    This field contains an arbitrary set of characters that is used to uniquely identify a customer in an accounting entity. The customer is read from the ERP system.
    Customer Name
    This field shows the name of a customer or a customer group.
    Type
    This field indicates the type of invoice:
    • Invoice: Regular invoices notify customers of the money they owe.
    • Proforma Invoice: Proforma invoices can be used for a variety of reasons. For example, these invoices provide documentation of valuation for a shipment of goods that must be insured.
    Status
    This field indicates the invoice status:
    • Successful
    • Failed
    • Failed - System
    • Failed - Correctable
    • Revalidate
    • Blocked
    • Failed - Rejected
    • Manually Rejected
  3. Click Drill down for the desired invoice to review this information:
    Invoice
    This field shows the number of the invoice.
    Invoice Date
    View or specify the date on which the invoice was issued.
    Customer
    This field contains an arbitrary set of characters that is used to uniquely identify a customer in an accounting entity. The customer is read from the ERP system.
    Tax ID
    The tax ID is a number used to identify legal persons or businesses. The tax authorities assign the tax numbers to the registered businesses. Your business partners must provide you with their tax number. Business partners without a tax number are considered to be private persons.
    Total Amount
    The total amount shows the item price, including the surcharges.
    Item Amount
    The field shows the item amount on the invoice.
    Freight Charge
    This field shows the freight surcharge.
    Packaging Charge
    This field shows the cost of the packaging.
    Other Charge
    Specify any other charges such as insurance costs.
    Currency
    This field shows the transaction currency.
    Customer Name
    This field shows the name of a customer or a customer group.
    'Attention of' Name
    This field shows an additional name.
    Street
    This field shows the street name.
    Postal Code
    This field shows the postal code.
    City Name
    This field shows the city or location name.
    Country
    This field shows the country.
    Type
    This field indicates the type of invoice:
    • Invoice: Regular invoices notify customers of the money they owe.
    • Proforma Invoice: Proforma invoices can be used for a variety of reasons. For example, these invoices provide documentation of valuation for a shipment of goods that must be insured.
    Status
    This field indicates the invoice status:
    • Successful
    • Failed
    • Failed - System
    • Failed - Correctable
    • Revalidate
    • Blocked
    • Failed - Rejected
    • Manually Rejected
    Internal Version Number
    This field shows the revision number of the shipment. This number provides information about whether a shipment was sent more than once.
    Accounting Entity

    For each user, one or more accounting entities must be configured. For a specific user, you must set one of these accounting entities as default accounting entity.

    Each transaction belongs to this default accounting entity of the user. The user can alter the default accounting entity using the Accounting Entity combo box.

    The user can view the data of the default and all other assigned accounting entities.

  4. Expand Bill To Information.
    The information in this section relates to the Bill To address.
    Bill To
    This field shows the Bill To address, the address to whom the bill must be sent for payment. It can be the address to whom the goods are delivered, but this is not necessarily the case.
    Name
    A name.
    'Attention of' Name
    This field shows an additional name.
    Unit
    This field shows the unit designator.
    Floor
    The field shows the level of the building.
    Building Number
    The building number allows to identify a particular building.
    Building Name
    The building name allows to identify a building.
    Post Office Box
    The post office box is located on the premises of a post office station.
    Street
    This field shows the street name.
    Postal Code
    This field shows the postal code.
    City Name
    This field shows the city or location name.
    Country
    This field shows the country.
    Country Subdivision Code
    This field shows the country subdivision code.
    Address Line 1 through Address Line 6
    These fields show additional parts of the address, which are defined by the user or updated based on the address format.
    DUNS Number
    The Data Universal Numbering System number is a unique nine-digit code that is used to identify companies and group entities within an organization. It is issued at a company's request by the business information provider, Dun & Bradstreet.
    Tax ID
    The tax ID is a number used to identify legal persons or businesses. The tax authorities assign the tax numbers to the registered businesses. Your business partners must provide you with their tax number. Business partners without a tax number are considered to be private persons.
    Accounting Entity

    For each user, one or more accounting entities must be configured. For a specific user, you must set one of these accounting entities as default accounting entity.

    Each transaction belongs to this default accounting entity of the user. The user can alter the default accounting entity using the Accounting Entity combo box.

    The user can view the data of the default and all other assigned accounting entities.

  5. Review this information that is displayed in the Line table:
    Line
    This field shows the invoice's line number.
    Item
    This field shows the item number that identifies the item.
    Item Description
    This field shows a short description of the item.
    Price
    View or specify the item price, which is the price for one unit of the item.
    Price Unit
    The price unit shows the unit to which the price relates.
    Total Amount
    The total amount shows the item price, including the surcharges.
    Item Amount
    The field shows the item amount on the invoice.
    Total Amount
    The total amount shows the item price, including the surcharges.
    Item Amount
    This field shows the line item amount. The line item amount is the product of quantity and price.
    Shipment
    This number identifies the shipment. A shipment contains several packaged items to be delivered to a customer's Ship To address.
    Shipment Line
    This field shows the line number of the shipment.
    Quantity
    This field shows the quantity of the product that is delivered to the customer. The shipped quantity value is the sales order quantity. After a quantity is shipped, you can invoice that quantity.
  6. Click Drill down in the Line table to open the Invoice Line Details.
  7. Review this information.
    Line
    This field shows the invoice's line number.
    Item
    This field shows the item number that identifies the item.
    Item Description
    This field shows a short description of the item.
    Price
    View or specify the item price, which is the price for one unit of the item.
    Price Unit
    The price unit shows the unit to which the price relates.
    Total Amount
    The total amount shows the item price, including the surcharges.
    Item Amount
    This field shows the line item amount. The line item amount is the product of quantity and price.
    Shipment
    This number identifies the shipment. A shipment contains several packaged items to be delivered to a customer's Ship To address.
    Shipment Line
    This field shows the line number of the shipment.
    Quantity
    This field shows the quantity of the product that is delivered to the customer. The shipped quantity value is the sales order quantity. After a quantity is shipped, you can invoice that quantity.
    Sales UOM
    This field shows the unit of measure in which the item is sold to the customer.

    The sales unit of measure can differ from the other units of measure.

    Quantity UOM in Shipping
    This field shows the quantity expressed in the shipping unit of measure.
    Shipping UOM
    This field shows the weight unit of measure for the items on the shipment.
    Quantity UOM in Inventory
    This field shows the quantity expressed in the inventory unit of measure. The inventory unit of measure and the sales unit of measure can differ. If the sales quantity in the sales unit of measure is not available, the Quantity UOM in Inventory field value is converted into the sales unit of measure.

    This field is for information only and is not printed.

    Inventory UOM
    This field shows the weight unit of measure for the items in inventory.
  8. Click OK to return to the Invoice page.