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Sales Order to Invoice

This paragraph describes how shipped Sales Orders can be invoiced, combined or one by one.

Setup Combined Invoice Schedule

To make use of one process for invoicing Shipped Sales Orders it is advised to make use of HB Combined Invoice Schedules.

To setup the HB Combined Invoice Schedules you can use the Tell me what you want to do function searching for HB Combined Invoice Schedules. Press New to create a new record, enter a Code, Description and Interval Formula for the period you want to combine shipments on one invoice. On field 'Interval Option' you can choose the Invoicing method. Following options are available:

  • Per Period
    This combines shipments within the Interval Formula on one invoice
  • Per Order
    This only puts shipment lines for one order on one invoice
  • Per SHip-To Code
    This combines shipments within the Interval Formula per Ship-to address on one invoice

After setting up the HB Combined Invoice Schedules you need to setup one of those schedules on each customer record. Before you do that the field 'Combine Shipments' needs to be true.

Combine Shipments

To combine shipments base on the HB Combined Invoice Schedules you need to start the combine shipment batch. In the Tell me what you want to do function search for HB Combine Shipments.

Before starting this batch it lets you enter a Posting- and Document Date form you invoices and lets you filter on Sales order and Sales Shipment fields.

It also allows you to setup if invoices can be posted directly or only created and if Invoice Discounts need to be recalculated.

It is possible to schedule the combine shipment batch to process after office hours. It is also possible to add this combine shipment batch to the Job Queue entries to schedule this daily or weekly.

More Information about this can be found via the link in the Links section of this page.

Post Sales Order

Another way of invoicing shipped sales orders is by posting them from the Sales order Card or list. For this go to the Sales order list and open the sales order to be invoiced ans press Posting > Post. Three options are given:

  • Ship
    Only post Sales Shipment for this sales order. All lines having a Qty to Ship >0 will be posted.
    This option is only available if no warehouse activities are required.
  • Invoice
    Only post Sales Invoice for this sales order. Alle lines having a Qty to Invoice >0 and a Qty Shipped not Invoiced >0 will be posted.
  • Ship and Invoice
    Combines both options above.
    This option is only available if no warehouse activities are required.

This function is also available as a batch process to post sales invoices for multiple sales orders. From the sales order list choose Posting > Batch Post. Before activating this you are able to filter on sales order records and choose a Posting Date. Also you can setup if you want Invoice Discount to be recalculated before posting the sales invoices and you can choose the posting type like described above (Ship, Invoice or both).

As well as the HB Combined Shipment Batch, the Post batch function can be scheduled to process after office hours or setup as a Job Queue entry to be scheduled daily or weekly. More Information about this can be found via the link in the Links section of this page.

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