Invoices and credits

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Bookmarks: Sync to Xero | API ready | Edit invoice details | Create sales return | Redo or reverse an invoice

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This page lists all invoices and credit notes. Once the orders have been shipped out, they turn into invoices and can be found on this page.

You can search for the following:

• Order number
• Invoice number
• Customer reference
• Customer name

You can filter the list by:

• Date range
• Location

 

Sync to Xero

If there's an active Xero connection, you can click 'Sync to Xero' to upload the un-sent invoices/credit notes to Xero.

You can access the Xero's settings page for more options available.

 

API ready

Before an invoice/credit note can be exported to Xero, it must be set as API ready.

By default, at the time when the orders are invoiced, they are automatically flagged as API ready. You can manage this automatic setting from the settings page.

To set one or more invoices to be API ready (if they are not already):

     1. On the main Invoices & credits page, tick to select one or more invoices/credit notes
     2. Click the 'Set API ready' button

     Alternatively, when viewing an invoice:

• Toggle 'Api pending' on
  

 

Edit invoice details

On the invoice view details page, if the invoice/credit note has not been exported to Xero, you can change the following details:

• Customer reference
• Due date
• Channel source
• Payment term

Click the Save button to confirm the changes. These changes will be recorded in the audit log against the invoice/credit note.

 

Create sales return

On the invoice view details page, you can create a new sales return by following these steps:

   1. Tick one or more product lines to be returned
   2. Click on the Actions menu
   3. Choose 'Create sales return'

A new credit return order will be created based on the selections. It can be found on the sales orders page or the returns page. You can then edit or change its details, including add/remove product lines.

You can also leave the credit return as un-processed and add notes or update the user status to keep track of where the return is at.

For example, you could create a user status to inform everyone that the credit return order sits with the customer or items to be picked up.

 

Redo or reverse an invoice

The redo invoice function provides a quick way to re-process a posted invoice.
For example: to change product quantities or fix the sold prices.

To redo an invoice:

• Note, if the invoice has been sent to Xero, then the redo function is disabled, use "Credit & re-invoice" instead
• Go to Sales menu, then "Invoices & credits"
• Search for the invoice then click on it
• From the Actions menu, click "Redo invoice"
  • Note, if the invoice has payments allocated to it, the redo invoice will not work.
  • In order to redo the invoice (that has payments), offset or reverse the payments first. To do that:
    • Note down the total amount paid
    • Click "Actions"
    • Click "Pay invoice"
    • In the amount field, enter a negative number of the total amount paid
    • Click "Invoice"
• After that it reverse the invoice and re-open the order for modifications. With that, you can
  • Change the order details including product line items and prices
  • Or, cancel the order so effectively reverse or void the invoice in whole.

This function automatically performs three tasks at once:

1. Creates a credit note
2. Posts the credit note to offset the invoice
3. Creates a new order with the same order number

The end result are:

• The original invoice is credited and stock items are returned
• The new sales order and invoice numbers are the same as the original.
• Both credit note & the original invoice will be flagged as redone, hidden and they don't appear on the invoices list.
• See the sample transactions list below:
  

 

Watch a video on how to do it: