Invoicing Customer Orders

The purpose of this process is to invoice customer orders.

After using this process, the delivery status of a customer order is, at the least, raised from 60 (Delivery ready for invoicing) to 70 (Invoiced). Other activities, such as updating sales statistics or account entries, are done when needed. The status of the delivery is changed as the customer order progresses. See 'CO Delivery. Display' (OIS355).

Before you start

Follow these steps

Transfers, updates and printouts are not mandatory during invoicing. The selection of these activities can be defined when needed. These activities can also be done separately, manually by invoice post-processing.

  1. Start Invoicing

    Customer order invoicing can be done in the following ways:

    In either case the invoicing activities are performed in the order set in 'Settings - Customer Order Invoicing' (CRS722).

    • Manual Invoicing

      Customer orders can be invoiced manually in delivery in 'CO Invoice. Print' (OIS180). Customer orders to be invoiced are chosen according to selections, for example, by date or payer.

    • Immediate Invoicing

      For immediate invoicing, the customer order is automatically invoiced after the issue. The issue can be made at different times, as specified in the dispatch policy in the customer order type. See 'CO Type. Open' (OIS010/G).

      This can be as follows.

      • Issue is made after the picking list is reported as delivered — auto level 3.
      • Issue is made when the picking list is printed — auto level 4.
      • Issue is made immediately after order entry is completed. This can be used for cash sales, or credit and charge orders — auto level 5. In this case, invoicing is interactive, and the order is invoiced immediately after it is completed.

      To use immediate invoicing, the order must have a customer order type with auto level invoicing=3 (Immediate invoicing after issue) specified. For more information see 'CO Type. Open'(OIS010/E).

      The invoice date and accounting date are always the date when the immediate invoice is created.

  2. Updating Bonus and Commission

    Bonuses or commissions are automatically calculated when a bonus/commission agreement is used.

  3. Updating Sales Statistics

    The sales statistics of invoiced customer order lines are updated if this is specified in the customer order type.

  4. Updating EU Sales (Quarterly Reports)

    The VAT on goods delivered within the EU between VAT registered companies must be reported quarterly. When EU sales are updated, the current customer order is in 'Trade Statistics. Open' (CRS245).

  5. Updating EU Intrastat

    EU Intrastat statistics (for goods traded between EU countries) are updated and collected. When this is done, the current customer order is in 'Trade Statistics. Open' (CRS245).

  6. Recording Invoices

    Receivable and general ledger records are created when the invoices are recorded. These records are then transferred to accounts receivable and the general ledger.

  7. Transfer to Accounts Receivables and General Ledger

    Accounts receivable records and general ledger transactions are transferred to each sub-ledger in the financial system.

    General ledger records can be transferred in detail for each invoice, or totaled for each combination of accounting date, accounting dimension 1-7, currency code, currency type, and VAT code. This is specified in 'Settings - Customer Order Invoicing' (CRS722).

  8. Printing Account Specifications

    Account specifications contain information from the receivable records and account entries (account transactions) for each invoice. The account specification for invoices already transferred to accounts receivable and general ledger can be printed.

    Account Specification Display

    This information can also be displayed on-screen using 'CO Invoice. Display' (OIS350). This helps when checking how specific invoices have been recorded.

  9. Customer Invoice Printouts

    To print an invoice document, document number 380 (Invoice) must be included in the customer order. If this is not specified in the order, an invoice will be created, but you will not be able to print out the invoice.

    Generally, the invoices are printed in order of invoice number for valid customer orders according to the selection specified when invoicing was started. The invoice number series is regulated by the customer order type.

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