About invoices in the sales workspace

You can create an invoice for each shipment or consolidate multiple shipment documents for the same customer into a single customer invoice in the Process shipments (SO503000) window, or you can combine orders for an invoice manually by clicking Add order on the Document details tab of the Customer invoices (SO303000) window.
You can generate an invoice for only a confirmed shipment (one with the Confirmed status).

An invoice created in the Sales workspace has one of the following statuses:

• On hold
  You can save an invoice with this status if you want to continue editing it.
  To save the invoice with the Balanced status, clear the Hold check box and save the document.
  If the Validate totals option has been selected in the Sales order preferences (SO101000)window, you first need to type the control total into the Amount field.
• Balanced
  A Balanced invoice can be released to the Customer ledger workspace.
  When you release an invoice, the statuses of shipments included in the invoice change to Invoiced.
• Open
  When an invoice is released to the Customer ledger workspace, it gets the Open status until it is paid for by the customer.
  Also, upon release of the invoice, the status of the original sales order changes to Completed.
  You can print the invoice (individually or among other invoices and notes) and send it to the customer by postal mail or you can send the invoice as an email or e-mail attachment depending on the mailing settings of the customer account.
  
• Closed
  Once it is fully paid, the invoice gets the Closed status.

The release of an invoice generates transactions in the Customer invoices (SO303000) window and updates the General ledger workspace.
The reference to the batch that posts transactions to the general ledger can be found on the Financial details tab of the Customer invoices (SO303000) window.
Salespersons' commissions are calculated when the invoice is released or paid, depending on the commission settings in the Customer ledger preferences (AR101000) window.
Total freight charges may include premium freight, insurance, shipment, and other charges that apply to the shipped goods and to entire shipments.
The premium freight amounts, which are specified for sales orders, are allocated among the shipments fulfilling the order, according to the option selected in the Freight allocation on partial shipping field in the Sales order preferences (SO101000) window, which can be one of the following:

• Allocate proportionally
  Distributes the premium freight amount shipments proportionally to the partial shipment amounts.
• Full amount first time
  Assigns the premium freight amount to the first shipment.

An invoice of the cash sale type is generated for a cash sale order.
The document updates appropriate sales and cash accounts.

An customer ledger document of the cash return type is generated for cash return orders that are used to account for returns on cash sales orders.
The document updates appropriate sales and cash accounts.

A credit note is generated when an order of the credit note type is fulfilled to adjust the customer's balance with the company by the amount of the returned goods.
Credit notes are used for unauthorised and authorised returns.
A credit note can be released to the Customer ledger workspace and can update the Inventory workspace.
In the Customer invoices window, for a Balanced credit note, the following actions are enabled in the Actions menu of the toolbar:

• Release
  Releases the Balanced note to the Customer ledger workspace, to credit the customer account for the returned goods.
• Update IN
  Releases relevant data to the Inventory workspace.
  The stock levels will be increased in the Inventory workspace by the quantity of returned goods.

The original order will get the Completed status once the related customer ledger credit note is released.
The reference number of the batch that posted the related transactions to the General ledger workspace can be found on the Financial details tab in the Customer invoices (SO303000) window.

You may need to reorder invoice lines that you have added to be in a specific order requested by the customer.

Also, you may need to sort invoice lines by the shipment number and order number to make it easier to review a printable invoice.

You can reorder the lines of an invoice until it has been released.

The order number of each invoice line on the Document details tab is shown in the Sort order column (which is hidden by default).
Once you reorder the lines, the system automatically regenerates the order numbers for each document line in the Sort order column.
You can select the lines to be reordered in any combinations, such as the following:

• A single invoice line (for example, line 3 or 8).
  
  To select a single line, click it.
• Multiple non-contiguous lines (for example, lines 1, 3, and 7).
  To select these lines, hold the Ctrl key down while clicking the row selector next to the needed lines.
• A contiguous group of invoice lines (for example, line 5 through line 9).
  To select a group of lines, select the first line in the group, and hold the Shift key down while clicking the last line in the group.
  (Alternatively, you can click the first line and then press Shift+Down arrow until all the needed lines are selected.)
• A non-contiguous group of invoice lines (for example, line 5 through line 7, and line 10).
  To select a non-contiguous group of lines, hold the Ctrl key down while clicking the row selector next to the needed lines.

All selected lines are grouped and thus are moved contiguously, even if you have selected multiple non-contiguous document lines.

After you have selected the needed lines, move them to the new place in the table in one of the following ways:

• Drag the selected line or lines to the place where you want to move them.
  
  A thin red line between the table lines shows where these lines will be inserted.
  
  Once you drag the selected lines, the system moves these lines and regenerates the Sort order numbers for all the lines in the table.
• When you need to move invoice lines between pages, cut the selected invoice lines and paste them to the new place in the table.
  To cut the lines, press Ctrl+X, or right-click the table and then click Cut row.
  Then click the line above which the cut lines should be inserted, and press Ctrl+V; alternatively, you can right-click the table, and then click Insert cut row.

The invoice lines that you add by using the Add order dialog box are added to the table in the order in which you have added them.

If you need to rearrange the lines in the table to sort them by shipment numbers and order numbers, you can click the Reset sorting button in the table toolbar of the Document details tab.

When you click this button, the system automatically sorts the invoice lines and regenerates Sort order numbers for all the lines in the table.

Inserting lines into invoices

You can insert a single line to any place in the document.

To do this, click the line above which the new line should be inserted and then press Shift+Insert, or right-click the needed line and then click Insert row.

The system adds a new blank line.

When you finish populating the line information and save your changes, the system automatically regenerates the Sort order numbers for all lines in the table.