Invoicing Order

Purpose Security and Configuration Related Processes Procedure Invoicing a Sales Order Un-Invoicing a Sales Order Additional Information Generating one invoice for multiple Sales Orders and backorders Un-Invoicing a paid Sales Order

Version: As of version 16.03

Purpose

To enter a Vendor's invoice in DEACOM for an Order to Cash process.

Security and Configuration

Security/Permissions The following are required for this process. Note: Additional security may be required. See your system administrator for security access.

Configuration

• Chart of accounts should be in the system at this point.
• Vendors must be entered into the system and validated.
• Security access. Users will need access to the Purchasing menu.

Related Processes

• Modifying Sales Order Invoice
• Using an AP Suspense Account
• Generating Service Charges

Procedure

Invoicing a Sales Order

1. Navigate to Print Outs > Invoices.
2. On the pre-filter, make selections as desired. Typical selections include a specific Sales Order, Customer, Date Range, Facility, or Facility Group.
3. Select the date that the transaction should post to the GL in the "Posting Date" field if different from the Document Date (optional, see number 6 below). 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. Select the date that should print on the actual document in the "Document Date" field. The field defaults to the current date (see number 6 below).
5. The "Make Invoices Final" flag should be checked unless only printing the document for reference. Un-checking this flag will not post the invoice to the GL.
6. The "Use Ship Date As Invoice Date" flag should be checked if this follows company accounting policies.
   1. Note: Checking this flag overrides the "Posting Date" and "Document Date" fields.
7. Click "View" once all selections have been made.
8. If non-stock parts should be added to the order, click the "Adjustments" button and add parts as necessary then click "Save" and close the form. Click "Save" and close the Order Adjustment form to return to the Print Invoices form.
9. To invoice one order, select the order and click "Print One". To invoice multiple orders at once as displayed on the form, click "Print All".
10. Adjust the fields on the Copies to Print form, if desired, then click "Print". Assuming the invoicing was successful, the order(s) will no longer be visible on the Print Invoices form.

Note that if desired, an EDI can be configured to fire any time a Sales Order Invoice is created. For more information, refer to the EDI Imports page. Additionally, if a Bill-to Company has "Print Invoice To" set to "Statement Only" on the General tab of their record, a physical copy of the invoice will not be generated. Instead, the transaction will post to the GL and an EDI invoice is sent to the customer, if configured.

Un-Invoicing a Sales Order

1. Navigate to Print Outs > Invoices.
2. Click on the "Sales Order" search box to select the Sales Order to be un-invoiced.
3. Click the "Un-invoice" button. A message appears asking the user to confirm the action.

Note: The General Ledger posting date is based on the original invoice date. If this date is outside the current financial period, a system prompt prevents the user from un-invoicing the Sales Order.

Additional Information

Generating one invoice for multiple Sales Orders and backorders

This method of invoicing can also be referred to as Combined invoicing. Similar to the "Invoicing a Sales Order" process described above, this process is applicable when there are one or more Sales Orders with backorders being invoiced in the same transaction. (Note: Filters must be used to compile a list of orders for a single Bill-to Company. If orders for multiple Bill-to's are included in the list when the invoice is printed, one invoice will be created for all included Bill-to's.) Once a list of orders and backorders is generated using pre-filters and/or advanced filters, clicking the "Print All" button and setting the "Selection" to "Combined" will generate one combined invoice for all orders displayed in the Print Invoices grid. For example, assume a parent Sales Order 2017-20131-00 exists and has backorders from 2017-20131-01 through 2017-20131-05. If all orders are shipped but only orders 2017-20131-00, 2017-20131-01, 2017-20131-02, and 2017-20131-05 are in the Print Invoices grid, only those four orders will be included on the invoice. Orders 2017-20131-03 and 2017-20131-04 will show as shipped, but not yet invoiced.

To generate a combined invoice, perform the following:

1. Navigate to Print Outs > Invoices.
2. Select a Bill-to Company and enter other filters as desired, such as a date range.
   1. Filters must be used to compile a list of orders for a single Bill-to Company. If orders for multiple Bill-to's are included in the grid when the invoice is printed, one invoice will be created for all included Bill-to's.
   2. Do not select a specific Sales Order. This will prevent backorders from displaying in the report output.
   3. When setting filters, keep in mind that all orders that are included in the Print Invoices grid as a result of the filters selected will be included on the invoice that will be generated. This means that if there is one parent Sales Order and 12 backorders, but only the parent SO and 5 backorders are displayed, only those 6 orders will be included on the combined invoice. The remaining 7 orders will need to be invoiced separately.
3. Once filters are set, click "View" to generate the Print Invoices grid.
4. In the Print Invoices report output, there should be multiple orders including at least one parent Sales Order and one or more of its backorders. Verify all the Sales Orders displayed are for the same Bill-to Company and should be invoiced in this transaction, then click the "Print All" button.
5. On the Copies to Print form, choose "Combined" from the "Selection" pick list and make other selections as desired, then click "Print" to generate the invoice. All Sales Orders (for example, 2017-20752-00, 2017-20758-00, 2017-20760-00) and any backorders (for example, 2017-20752-01 through 2017-20752-12) displayed in the grid will be rolled up into one invoice.

Un-Invoicing a paid Sales Order

When necessary, Sales Orders may be un-invoiced after an order has been paid and without voiding the payment. In these situations, the payment in essence becomes a pre-payment and the un-invoice transaction causes the GL to reflect that change while leaving the cash account un-affected. The un-invoicing transaction, for a paid order, will create a journal entry with a credit for the total order amount to the "SO Pre-Payments" account specified in Accounting Options and an offsetting debit for the same amount to the COGS account from the revenue account of the item(s) on the order. At this point, the Sales Order may be un-shipped and the necessary order changes made. Once the order is re-shipped and re-invoiced, the resulting GL postings depend on the various scenarios as described below.

• Order is re-invoiced for an amount greater than the original amount - Debit to the AR account for the additional amount, debit to the sales order pre-payment account for the original order amount, and a credit for the new total order amount to the revenue account specified on the order line(s) for the item(s) on the order. If the invoice is reprinted, the amount due will indicate a positive balance for the additional amount. This amount will be also be displayed on the Outstanding Orders form via Accounting > Cash Receipts (formerly Sales Order Payments).
• Order is re-invoiced for an amount less than the original amount - Credit to the AR account for the decreased amount, debit to the sales order pre-payment account for the original order amount, and a credit for the new total order amount to the revenue account specified on the order line(s) for the item(s) on the order. If the invoice is reprinted, the amount due will indicate a negative balance for the decreased amount. This amount will be displayed as a credit balance which may be applied to future customer orders on the Outstanding Orders form via Accounting > Cash Receipts (formerly Sales Order Payments).

What account options are available to book GL postings when entering Vendor invoices?

Using an AP Suspense Account - There are two options for the GL behavior produced by receiving Purchase Orders and entering the associated Vendor invoices. The mechanics of receiving and entering the Vendor invoice are the same in both cases, but they differ in their GL results, AP reporting, and the techniques for entering adjustments to invoices that are dated in a prior, closed period. The option used by DEACOM is determined by whether an "AP Suspense" account is specified in Accounting > Options > Accounts Payable tab. If not specified, receiving creates the payable entry. If specified, a credit is made to the AP Suspense account and invoicing clears this credit and credits the specified AP account.