Invoicing and Un-Invoicing Sales Orders

Print Invoices is used to print/email/fax invoices and debit/credit memos to customers and to generate general ledger transactions for shipped sales orders.

Process Definition:

Print Invoices is used to print/email/fax invoices and debit/credit memos to customers and to generate general ledger transactions for shipped sales orders. The process allows for re- printing of previously generated invoices and debit/credit memos. Previously printed invoices may also be un-invoiced if corrections are needed after the invoice process has been completed. Once un-invoiced, the sales order is eligible again for invoicing. 

Process in Deacom:

Invoicing Sales Orders

  1. Navigate to Print Outs > Invoices.
  2. On the pre-filter:
    1. Typical selections - specific Sales Orders, Customer, Date Range or Facility.
    2. The ‘Make Invoices Final’ checkbox should be checked unless printing the invoice for reference.
      1. Note: Un-checking this flag will not post the invoice to the GL.
    3. The ‘Use Ship Date as Invoice Date’ flag should be checked if the invoice date should be the same as the ship date in Deacom.
      1. Note: checking this flag overrides the ‘Posting Date’ and ‘Document Date’ fields.
      2. Else, in the ‘Posting Date’ field, select the date that the transaction should post the General Ledger if different from the ‘Document Date’.
        • One reason to use different dates in these two fields is if the invoice needs to show in the previous month but that month has been closed in Deacom.
    4. In the ‘Document Date’ field, select the date that should print on the actual document.
      1. Note: this will default to today’s date.
  3. Click View.
  4. If non-stock parts should be added to the order, click the Adjustments button (examples would be Freight Fee, Additional Discount, Handling Fee, Service Fee).
    1. On the Order Adjustments window:
      1. Click the + button to add parts.
        • Enter the 'Part Number'.
        • The correct ‘Revenue’ account should populate from entering the part number.
        • Enter the 'Quantity' (normally 1).
        • Enter the 'Amount'.
        • Click Save and Exit.
      2. Click Save and navigate back to the Print Invoices screen.
  5. To invoice one order, highlight the order and click Print One. To invoice multiple orders at once as displayed on the form, click Print All.
  6. Adjust the fields on the Copies to Print form, if desired, then click Print.

Un-Invoicing Sales Orders

If there are errors that need correcting after an order has been invoiced, you may un-invoice a sales order and make the correction(s) as needed before re-invoicing. 

  1. Navigate to Print Outs > Invoices.
  2. Enter the Sales Order number in the pre-filter.
  3. Enter the Posting Date for the date you wish to un-invoice.
  4. Click Un-invoice.
    1. A prompt will appear stating “Are you sure you want to un-invoice order “XXXX-XXXXX-XX?”.
    2. Click Yes to un-invoice, or No to cancel.
  5. Once corrections are made, follow the steps above for Invoicing Sales Orders.
    1. Note: if attempting to un-invoice an invoice created/posted in a closed period, user must re-open the accounting period since it will use the invoice posting date as the GL date to post the un-invoice transaction.