Issue invoices for the online paid sale orders

Requirements

This tutorial requires the installation of the following applications/modules:

Configuration

To issue invoices for sales orders that have been paid online, you need to set up invoicing policies according to the operations of your company:

  • Invoice what is ordered: quantities of products/goods on the invoice are based on the sales order, regardless of whether it has been delivered or not.

  • Invoice what is delivered: quantities of goods on the invoice are based on the delivered quantities.

Navigate to Website > Configuration > Settings, and select the Invoicing Policy you want.

Set up the invoicing policies

You can also set up the invoicing policy individually for each product. Navigate to Website > eCommerce > Products, and select a product, in the General Information tab, you can choose the invoicing policy you want.

Product settings

Note

If you set the invoicing policy in both places, the system will give priority to the product configuration first.

Automatic invoice

You need to enable the Automatic Invoice feature to issue invoices for online paid sales orders on the eCommerce website. Navigate to Website > Configuration > Settings, and check on Automatic Invoice, this field is only available when you select Invoice what is ordered to issue invoices based on order quantity.

Automatic invoice settings

Customers successfully place orders and make payments online.

Customers ordering

To check the orders, navigate to Website > eCommerce > Orders. The status of the online paid order will be changed to Fully Invoiced.

Orders list

Click on the order that needs to be checked for more details. You could view the order history, payment terms, and automatically generated invoice information in the Chatter section of that order.

Details of auto-invoiced orders

The status of this invoice is POSTED.

Automatic invoice Automatic invoice1

Manual invoice

Invoice what is ordered

Once the order has been paid online, the status of this order will change to To Invoice.

Create invoice according to ordered quantity

The relevant payment information that has been entered can be viewed in the detailed orders. You can create an invoice for this order by clicking on the Create Invoice button.

The detail of orders according to ordered quantity

Click on the Confirm button on the invoice.

Validate invoices

Payments will be reconciled and matched with the invoice. The Chatter section of the invoice will show the history of the related information.

Validate invoices according to ordered quantity

Note

To follow this instruction, make sure you set up the Invoice what is ordered policy at the beginning.

Invoice what is delivered

The status of the online paid orders will be changed to Nothing to Invoice.

The status of orders according to delivered quantity

Invoicing delivered quantities will require two conditions, besides the customer’s payment, the products must also be delivered to the customer. On the order, click on the Delivery button in the top right corner to confirm deliveries.

Deliver orders Validate delivery Completion of the delivery

Note

Remember to set up the Invoice what is delivered policy before following the instructions.

When the deliveries are done, you can issue an for invoice the orders as per the below instructions.

Create invoices according to delivered quantity

Validate the invoice in the next step.

Validate invoices according to delivered quantity

Payment information is matched with the invoice instantly.

Complete invoices according to delivered quantity