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 Process orders or by selecting Process order from the order.

On the Order delivery and invoicing page, first choose the processing method. There are two options in the view:

  • Deliver and invoice
  • Deliver only

Activate the desired processing method by clicking the corresponding button.

Different delivery methods

1. Normal delivery where all lines are delivered

In a normal delivery, all order rows are delivered and, if needed, invoiced at once.

  1. Select all products on the order row.
  2. Click Deliver selected if you only want to deliver the rows.
  3. Click Deliver selected and create invoices if you want to deliver and invoice at the same time.

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

In this example, some rows are delivered completely, some partially, and some are left completely undelivered without backorder.

  1. Deliver the top row completely:
    • Tick the top row as active. This is the default.
  2. 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.
    • If you do not want to backorder the remaining quantity, click the Backorder (8) bar. The bar turns gray and remains in the No backorder state.
  3. Leave the bottom row completely undelivered:
    • Set the quantity to 0.
    • Click the Backorder (30) bar. The bar turns gray and remains in the No backorder state.
  4. Finalize the delivery:
    • Click Deliver selected or Deliver selected and create invoices.

3. Leaving for backorder (1. example)

In this example, only the top row is delivered and the two bottom rows are left completely for backorder.

  1. Deliver the top row completely:
    • Tick the top row as active. This is the default.
  2. Leave the two bottom rows for backorder:
    • Untick the row so it is not active.
    • Set the quantity to 0. The program suggests backordering the remaining quantity by default.
  3. Finalize the delivery:
    • Click Deliver selected or Deliver selected and create invoices.

4. Leaving for backorder (2. example)

In this example, the top row is delivered completely, the middle row partially, and the bottom row is left completely for backorder.

  1. Deliver the top row completely:
    • Tick the top row as active. This is the default.
  2. 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.
  3. Leave the bottom row 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.
  4. Finalize the delivery:
    • Click 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.

  1. Select multiple orders from the same customer in the Open sales orders view.
  2. Make sure that on the customer card, on the Edit additional information tab, the option use consolidated invoicing by default is ticked if you want to create a consolidated invoice automatically.
  3. Continue processing the orders normally by delivering and invoicing the selected orders.

When multiple orders from the same customer are selected for processing and the customer card has the option use consolidated invoicing by default selected, a consolidated invoice is created from the orders. 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

In the Order delivery and invoicing view, you can choose how the order is invoiced.

  1. Select the invoicing method:
    • Select whether the order is invoiced per order.
    • Select whether multiple orders are combined into one consolidated invoice if you have selected multiple orders.
    • Select consolidated invoicing by adding information to a previous invoice if you want to add new orders to an existing invoice.
  2. Make selections related to the date of the invoice to be created when the order is ready for invoicing.

The option Set the invoice delivery date to the latest delivery date of the selected rows sets the invoice delivery date to the latest date of the selected order rows. This selection remains in the browser's memory. If it has been selected once, the checkbox will be on by default in the future.

The selection is reset if the user clears the browser cache and cookies, switches to another browser, or uses a different computer. If you do not select this, the invoice delivery date will be the delivery date on the order and will not be determined 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, 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 you want to print or send order documents at this point.

  1. During processing, select that you want to print or send order documents.
  2. Click Deliver selected.
  3. Select which documents you want to print or send.
  4. Specify which documents are sent to warehouse personnel and which to the order's customer.

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

Returning sales order rows to uninvoiced status

If necessary, it is possible to return already invoiced order rows back to an uninvoiced state. After this, the specific order row can be processed again.

  1. Open the sales order from which you want to return rows to uninvoiced.
  2. Click the required rows on the sales order.
  3. Select Do for selected.
  4. Select 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 you accidentally marked a row as delivered and the row has not yet been invoiced, the row can be reverted to undelivered.

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.

  1. Delete the old, already delivered rows.

  1. Save the sales order.

This will make the new row undelivered.

Frequently asked questions

Question: How do I handle the delivery and invoicing of an open sales order?
Answer: Open the Open sales orders view, select the order, and select Process order. In the Order delivery and invoicing view, select the processing method (Deliver and invoice or Deliver only), make the row-specific delivery selections, and finally click Deliver selected or Deliver selected and create invoices.

Question: How do I leave an order row or part of it for backorder?
Answer: Change the deliverable quantity in the Invoice / deliver column and leave the remaining quantities as zero. The program suggests backordering the remaining products. If needed, you can change the backorder status to No backorder by clicking the Backorder bar.

Question: How do I create a consolidated invoice from multiple orders?
Answer: In the Open sales orders view, select multiple orders from the same customer. Make sure that the customer card has the option use consolidated invoicing by default selected. When you deliver and invoice the orders, the system creates a consolidated invoice if the orders are from the same customer and have the same currency.

Question: How do I return a sales order row back to uninvoiced status?
Answer: Open the sales order, click the rows to be returned, select Do for selected, and select Return rows to uninvoiced. Remember to update the necessary changes to the sales invoice row information, as the system does not change previously created invoice rows.

Question: How do I correct a situation where a row has been marked as delivered by mistake, but it has not yet been invoiced?
Answer: Select the desired rows from the sales order and make copies of them, delete the old delivered rows, and save the sales order. The new rows become undelivered and you can process them again.

Question: How do I select the delivery date for the invoice to be created?
Answer: In the Order delivery and invoicing view, you can select Set the invoice delivery date to the latest delivery date of the selected rows. In this case, the invoice delivery date will be the latest delivery date of the selected rows. If you do not select this, the invoice delivery date will be the delivery date on the order.

Question: Can I print and send order documents to different recipients?
Answer: Yes. In the order processing view, you can select which documents you print or send. You can specify documents for warehouse personnel and for the customer and provide a separate email address for warehouse personnel.

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.