Sales Entry Invoice Processing Report overview

Invoice processing

Invoicing is one of the last required steps to complete an order. Invoice processing places the order in Stage 4 (Invoiced) or Stage 5 (Paid), if the payment amount equals the invoice amount. An order cannot be changed or deleted after it is invoice processed, although an invoiced order can be copied to a new order.

For range or list processing, orders are invoiced, the order stage changed, and all Customer, General Ledger and Product updates are performed in this order:

• RM orders in order number order
• All other orders in order number order

This processing order is separate from the print order.

If the Our Records Only Invoice option is selected in Sales Order Entry, the order is invoice processed but output is not generated.

Central distribution center orders

An exception exists for central distribution center orders, which must also have a CDC Status of Shipped to Customer. Invoices are not created for CDC orders until they have a status of Shipped to Customer. If you include a CDC order in an order number list, the error This Central Distribution Center Order is not Shipped to Customer is included on the Exception Report.

Invoice format

Invoices can be printed in standard or non-standard formats. The type of invoice that is printed is defined in the SA Administrator Options-Documents-Sales Orders-Printing options. All invoice headings can be printed on the invoice, or invoice headings can be suppressed. If the headings are suppressed, the document name is printed so the document can be identified. If you have custom, preprinted forms, suppress printing the headings.

Pick tickets, invoices, acknowledgments, and bills of lading use either the bill-to address specified on the Customer Setup or Customer Ship to Setup record or the ship-to address from the Sales Order Entry header. If the sales order header contains a code in the Language field, the corresponding product descriptions, addons, and terms are incorporated.

In compliance with the credit card industry's Payment Application-Data Security Standard (PA-DSS) and Payment Card Industry Data Security Standard (PCI-DSS), credit card numbers are masked on all report output.

Invoice output method

You can print invoices to mail or send them electronically by email, EDI, and other methods. The Invoices (EDI 810) field in Customer Setup-eCommerce or Customer Ship To Setup-eCommerce determines the output method. When the field is blank, the invoices are printed.

To use EDI to send purchase orders to vendors, see the Infor CloudSuite Distribution Setup and Administration Guide for EDI.

Consolidated invoice printing

Orders for customers that are set up for consolidated invoicing do not print unless they are printed on demand by specifying the order number on a print list in Sales Consolidated Invoice Report or Sales Order Entry. If a back posting date is before the last consolidation date on the customer or customer ship-to record, then the invoice prints during Sales Entry Invoice Processing Report and does not consolidate. To back post orders, you must implement date ranges and back posting procedures so that these orders to fall within the last and next consolidation date ranges set up in Customer Setup or Customer Ship To Setup.

To consolidate multiple invoices into a single PDF when printing from Sales Entry Invoice Processing Report , select Group Print File in SA Administrator Options-Documents-Sales Orders-Printing. The invoice sort order selected for the report is preserved in the single PDF file. This option is only available if you have invoices set up as Print Format 4, with an Output Type of IDM Output Management or IDM Output Management and Third Party.

Recalculating costs

The prices for commodity products can fluctuate wildly in response to many conditions such as geopolitical developments, supply chain issues, or due to the long gap between when an order is placed and when it is delivered. However, you may not want the Sales Entry Invoice Processing Report to recalculate the order line sales costs and commission costs of products on an order for any number of business reasons such as to record the original costs in accounting journals.

You can determine whether the product costs and commission costs are recalculated by Sales Entry Invoice Processing Report. To make that determination, use the Use Current Sales Mgr Cost and Use Current Commission Cost fields in these functions:

• Product Setup-General
• Product Warehouse Product Setup-Costs

To control the recalculation of costs and commissions for Drop and Tied Special lines, during invoice processing, you must use Use Current Sales Mgr Cost and Use Current Commission Cost settings in SA Administrator Options-Products-Costs.

MSDS

If you are generating invoices through Infor Document Management (IDM), you can also include Material Safety Data Sheets (MSDS) when you print or email an invoice with hazardous products.

If your invoices are set up as Print Format 4, with an Output Type of IDM Output Management or IDM Output Management and Third Party in SA Administrator Options-Documents-Sales Orders-Printing, you can include the MSDS with the invoice by selecting Use IDM for MSDS in SA Administrator Options-Products-Defaults. When Use IDM for MSDS is selected, sheets set up in Infor Document Management are searched to match the correct sheet with the product. This is based on document attributes that are set up in IDM and in the IDM MSDS Sheet Xquery Attributes field in SA Administrator Options-Products-Defaults.

• If an invoice contains kit components that are flagged as MSDS products, the sheets for each components are printed or emailed as well.
• If you select to print your invoices, sheets are printed to the same printer as the invoices.
• If you select to email invoices, sheets are emailed in a separate email, with an email subject line: “MSDS Sheets for Order nnnnnn-nn”.
• If you select the Print to Email/-Fax Where Appropriate option, sheets are sent to the appropriate contacts for the invoiced customer. Otherwise, the email address on the Print Information view is used.

Manufacturer Rep sales orders

Orders created in Sales Order Entry to track commission payments only are entered as Manufacturer Rep orders. These orders are handled differently during invoice processing based on the order type and the invoice print selection.

When you implement Manufacturer Rep order processing, you create a Customer Setup record for the manufacturer vendor. This record is linked to the actual Vendor Setup record for the vendor and functions as a type of floorplan or billing customer to record commission payments. You can override the Print Invoices option for the Sales Entry Invoice Processing Report for each manufacturer customer by specifying a Print Invoice For option in Customer Setup-Ordering.

Your choices for the Print Invoice For option are Invoice To Customer, Order Customer, Neither, Both, or Report. If you select Report, the selection for the Print Invoices option is used. This is the default selection for this field. Any selection other than Report overrides the Sales Entry Invoice Processing Report print option setting. Selecting Report also honors your selection for the For (O)nly Billing, (F)loorplan, (B)oth option in Sales Entry Invoice Processing Report. If the manufacturer vendor’s Customer Setup record is set up to send statements to a corporate billing or finance company, and you select Floorplan or Both, the invoice is sent to the finance customer defined in the Statement to Customer field in Customer Setup.

Selecting Invoice to Customer prints the invoice for the manufacturer vendor. Selecting Order Customer prints the invoice for the ordering customer or ship to. Selecting Neither prevents printing an invoice for any Manufacturer Rep sales orders for this manufacturer vendor. For most manufacturer rep relationships, you would not require the invoice to be printed. Selecting Both prints the invoice for both the manufacturer vendor and the ordering customer.

The AR Control account in your General Ledger is updated for Manufacturer Rep orders to record the commission amounts paid by the manufacturer. Each Manufacturer Rep order is automatically placed on hold after it is entered in Sales Order Entry and must be released from hold when you receive the commission payment from the manufacturer vendor. During invoice processing, any portion of the commission received that is to be paid to your salesreps is calculated based on the assigned salesreps on the order and the Sales Commission Setup records. AR transactions are created for Manufacturer Rep orders with an invoice amount equal to the Actual Commission Amount recorded on the order. When the invoice is paid in Customer Cash Receipt Entry, the AR Control account is offset by the commission payment.

Manufacturer Rep orders are also unique for the file updating that does not occur during invoice processing. Sales history is not updated unless you select Store Orders in Sales Manager Data in SA Administrator Options-Documents-Sales Orders-Entry Settings. In addition, inventory balances are not updated nor are cost-associated general ledger postings made for the products entered on a Manufacturer Rep order.

Consolidated invoicing is not supported for Manufacturer Rep orders. If the ordering customer is set up for consolidated invoicing, that setup is ignored.

Invoicing exceptions are created for these errors during Sales Entry Invoice Processing Report:

• Vendor Commission Not Assigned to Manufacturer Order
• Manufacturer Line Commission Amount Does Not Match Commission Percent

Exceptions can be viewed on the Exception Report output or in Sales Invoicing Exception Inquiry.

Catch Weight

If you use the catch weight feature, you must specify the actual total weight in Sales Shipping Feedback Entry. If you do not specify a actual total weight, this message is displayed and the order is not invoiced: Actual Weight Must be Entered for All Catch Weight Lines (7193). You cannot continue with invoicing this order until this value is specified during shipping. The catch weight functionality must be enabled SA Administration-Administrator Options-Products-Defaults, and this product must have been set up as a catch weight product in Product Setup-General.