Immediate Invoice¶

There is an alternative order of events for a sales order, as it is possible to print and post invoices immediately after an order has been entered.
This is done by flagging the order as an ‘Immediate Invoice’ order.
After printing and posting an invoice, it is then possible to print a works order/label, flag as WIP, manufacture blinds, change to order manufactured, then deliver.
Once delivered, the order will become archived.

Order Processing > Orders

This message now says ‘Do you want to create an immediate invoice for this order, which will be processed later?’

Invoicing (Specific Customer Request)

There is new functionality to print invoices at the same time as a printing works orders and labels.
The invoice date is left blank on the invoice print (Invoice – Bespoke 25).
We have also added in a carriage amount if it is applicable – it is the same routine as in ‘Create Invoices’.
We have created a new parameter called ‘Print WO, Labels and Invoice together’ in Administration > Parameters > Report Parameters.

If this is set to true, then when the order is saved as an ‘Immediate Invoice’, we assign an invoice number to it and add a carriage line if necessary.

Immediate Invoice Parameter

Previously, when you entered an order, it was possible to change the entry type from ‘Order’ to ‘Invoice’. The following message was then displayed.
If you chose ‘Yes’, it altered the order of the status fields.

We have had a couple of cases where users have answered ‘Yes’ without fully understanding what was going to happen, so it is now possible to stop this.
Therefore there is now a new parameter in Administration > Parameters called ‘Allow Immediate Invoice’ which defaults to false.
If it is set to true, then the above question will get asked, otherwise, it will just behave like a normal invoice.
Please note that this function only assigns an invoice number to a sales order and changes status to 'Invoice Created' so you could print an invoice document.

So now the status of the sales order is changed to the 'Invoice Created', 'Invoice Printed'.
After this, you can post the sales order with the 'Invoice Posted' button.
When it is done the status is changed to the 'Invoice Posted' and then automatically to the 'Order Entered' so the sales order is not moved to the 'Archive Enquiry'.
And now you could follow the standard processes such as 'Work In Progress', 'Order Manufactured' and 'Despatched'.
When you reach the 'Despatched' status, the sales order will move to the 'Archive Enquiry' form.

Immediate Invoice EDI Import

There is a new parameter in the customer record called ‘EDI Import as Immediate Invoice’, If this is set to true, then when an EDI file import is done, the order will be set to ‘Immediate Invoice’ = true.
Please switch the ‘Allow Immediate Invoice’ parameter on for testing this functionality.
Secondly, it is now possible to post these invoices to Sage 200 as a consolidated invoice ie all the orders for that day will have the same invoice number (if imported together) and so will be posted as one invoice (customer will have ‘Batch Invoice’ = true).
This will only be relevant when an EDI import is being done.
Therefore the invoice number used will be the same for all of the orders in the import file because they will all be from the same customer.

Bought In PO Delivery

If a ‘Bought In PO’ is for a sales order that is an ‘Immediate Invoice’ and ‘Direct Delivery by Supplier’ is also true, when the bought in PO is fully delivered, the status of the sales order is changed to ‘Invoice Posted’.

EDI Import

The invoice number is now the same for EDI orders imported for ‘Batch Invoice’ and ‘Immediate Invoice’ customers per day ie the same invoice number for all orders imported for that day.
‘Department Nominal Codes’ is now used in the EDI Import if ‘Use Department Nominal Codes’ is switched on.
If ‘EDI Import as Immediate Invoice’ is selected in the customer record, when the order is imported, the status of the order is ‘Invoice Printed’ and not ‘Invoice Created’.