This guide covers order delivery, backorder, and invoicing. It provides instructions on how to handle open sales orders, how to return a sales order row to an uninvoiced state, and how to revert a delivered row back to undelivered.

Contents

Order processing

Handling an undelivered order begins either in the Open Sales Orders view by selecting the order(s) and clicking the Process Orders button or by selecting  Process Order from the order.
On the Order Delivery and Invoicing page, first choose the processing method. By clicking the desired button, this method is activated:
- Deliver and Invoice
- Deliver Only


Different delivery methods

1. Normal delivery where all lines are delivered

Select all products and then press "Deliver Selected". If Deliver and Invoice at the same time, press "Deliver Selected and Create Invoices"

2. Some lines are delivered completely, some partially, others not delivered

  • The top row is delivered completely: Check the row as active (this is the default)
  • From the middle row, deliver 12 pcs and leave the rest undelivered: Change the quantity in the Invoice/Deliver column to 12. When only part of the quantity on the order is selected for delivery, the program suggests backordering the remaining products by default. In this case, the rest are not to be backordered, so click the "Backorder (8)" bar, which will turn gray and remain in the "No Backorder" state.
  • The bottom row is left completely undelivered: Set the quantity to 0. Click the "Backorder (30)" bar, which will turn gray and remain in the "No Backorder" state. 
  • Finally "Deliver Selected" or "Deliver Selected and Create Invoices".

3. Leaving for backorder (1. example)

  • The top row is delivered completely: Check the row as active (this is the default)
  • The two bottom rows are left for backorder: Uncheck the row as active and set the quantity to 0. The program suggests backordering the remaining by default.
  • Finally "Deliver Selected" or "Deliver Selected and Create Invoices".

4. Leaving for backorder (2. example)

  • The top row is delivered completely: Check the row as active (this is the default) 
  • From the middle row, deliver 7 pcs and leave 13 pcs for backorder: Change the quantity in the Invoice/Deliver column to 7. When only part of the quantity on the order is selected for delivery, the program suggests backordering the remaining products by default.
  • The bottom row is left completely for backorder: Change the quantity in the Invoice/Deliver column to 0. When only part of the quantity on the order is selected for delivery, the program suggests backordering the remaining products by default.
  • Finally "Deliver Selected" or "Deliver Selected and Create Invoices".

5. Consolidated invoicing of multiple orders

In Open Sales Orders, you can select multiple orders for processing at once. If multiple orders from the same customer are selected for processing, a consolidated invoice is created if the customer card has the option "use consolidated invoicing by default" checked on the Edit Additional Information tab. Invoicing orders as a consolidated invoice is also possible for an open sales invoice when the sales orders being processed are from only one customer and all have the same currency.


Order delivery and invoicing

You can still choose whether to invoice the order per order, combine multiple orders into one consolidated invoice if multiple orders were selected, or consolidate by adding information to a previous invoice.

When the order is ready for invoicing, you can make selections related to the date of the invoice to be created.

Set the invoice delivery date to the latest delivery date of the selected rows, which sets the invoice delivery date to the latest date of the selected order rows. This selection remains in the browser's memory, meaning if it was selected, this checkbox will also be on by default in the future. It resets if the user clears the browser cache and cookies, switches to another browser, or uses a different computer. If this is not selected, the invoice delivery date will be the delivery date on the order, and it will not be based on the order rows. 



In the Order Delivery and Invoicing view, you can also:

  • Choose whether to copy subtotal rows from the order to the invoice
  • Choose whether to copy attachments from the order to the invoice
  • Update the average purchase price for the invoice rows of the invoice to be created. 

Finally, select "Deliver Selected and Create Invoices".

Other considerations in the view are:

  • The current day is suggested as the default date for invoices.
  • The view remembers the user's previous selections. When returning to the view, for example, the invoice date, processing method, and panel "open"/"closed" selections are as per the previous processing session. 
  • Order rows are grouped by status - undelivered and uninvoiced.
  • Previously invoiced rows of the order can be viewed in the same view if desired, but by default, the grouping of invoiced rows is closed.
  • For each order, it is shown whether it can be delivered completely or not (based on stock balances)
  • If the company has inventory management and multiple warehouses, the delivering warehouse can be selected or changed in the view.
  • Each row can have its own delivery date. The row-specific delivery date also becomes the date of the inventory transaction
  • A summary of the actions is provided at the bottom of the page
  • Subtotal rows can be copied to the invoice if desired

Printing and sending order documents

In the order processing view, you can decide whether to print/send order documents at this point.

If selected during processing, after the Deliver Selected button, you can choose which documents to print/send. This can be specified for what is sent to warehouse personnel and what is sent to the order's customer.

At this stage, you can still provide an email address, and this can be different for warehouse personnel than the recipient's email address, which comes from the customer's details. 

Returning sales order rows to uninvoiced status

If necessary, it is possible to return already invoiced order rows back to an uninvoiced state, after which the specific order row can be processed again. This is done by clicking the necessary rows on the sales order > Do for selected > Return rows to uninvoiced.

When using this function, it is important to note that the system does not automatically affect the invoice rows previously created from the invoiced rows. The user must make the necessary changes to the sales invoice row information themselves.

The inventory transactions of the products are automatically returned to the order's inventory information.

Reverting a delivered row back to undelivered

If a row was accidentally marked as delivered and it has not yet been invoiced, this can be corrected as follows:

When it is necessary to revert order rows to undelivered, proceed as follows. (This is done per row or as needed for all rows, but in any case, changes are made at the row level):
1. Select the desired rows from the sales order and make copies of them

2. Delete the old, delivered rows

3. Save the sales order. 

This will make the new row undelivered. 

Keywords: Order processing, delivery, backorder, consolidated invoicing, invoicing.

Keywords: Creating consolidated invoicing

 

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.