Invoice Management

Generate, track, and manage customer invoices

Overview

The Invoice Management module handles the billing process for shipped orders. Invoices are generated from shipments and track payment status, due dates, and QuickBooks export state. The module supports both standard invoices and credit memos.

Invoice Generation

Create invoices directly from completed shipments with auto-populated line items.

Payment Tracking

Monitor total amounts, paid amounts, and outstanding balances per invoice.

QuickBooks Export

Export invoices to QuickBooks Online for accounting integration.

Print and Email

Print invoices or email them directly to customers from within the application.

Open Invoices List

The Open Invoices view displays all unpaid or outstanding invoices, providing a quick overview of receivables.

List Columns

Column Description
Invoice # Unique invoice identifier
Customer Customer name
Cust. Loc. Customer ship-to location
PO # Customer purchase order number
Title Order title for reference
Date Invoice date
Due Payment due date
Credit Whether this is a credit memo
Total $ Invoice total amount
Exported to QB Whether the invoice has been exported to QuickBooks

Available Actions

  • Open invoice(s): Double-click or right-click to open the invoice editor
  • Export invoice(s): Export selected invoices to QuickBooks
  • Sync all open invoice(s): Synchronize all open invoices with QuickBooks
  • Sync selected invoice(s): Synchronize only selected invoices

Invoice Editor

The Invoice Editor displays all details of a single invoice and allows you to manage its contents.

Header Fields

Field Description Editable
Invoice # Unique invoice number No
Customer Customer name (click to open customer record) No
Customer Location Ship-to location for the invoice No
Invoice Date Date the invoice was created Yes
Due Date Payment due date Yes
Invoice Terms Payment terms applied to this invoice Yes
Total $$ Invoice total amount No (calculated)
Paid $$ Amount already paid No
Currency Currency for this invoice No
Exported to QB Whether exported to QuickBooks No

Toolbar Actions

  • Lock/Unlock: Lock the invoice to prevent further changes, or unlock to allow edits
  • Open Order: Navigate to the originating sales order
  • Open Shipment: Navigate to the associated shipment
  • Print: Generate a printable PDF of the invoice
  • Email: Send the invoice directly to the customer by email
Locking: Once an invoice is locked, its line items and dates cannot be modified. Unlock the invoice if corrections are needed before final export.

Invoice Line Items

Invoice line items are populated from the associated shipment and represent the parts and quantities billed to the customer.

Line Item Columns

Column Description
# Line item number
Order Item # Reference to the original order line
Part # Part number being invoiced
Part Name Part name
Description Line item description
Cust. Part # Customer's own part number
Qty Quantity invoiced
Qty U/M Unit of measure for the quantity
Unit $ Price per unit
Account GL account assignment for revenue
Total $ Extended price (Qty x Unit $)

Line Item Actions

Right-click on line items for additional options:

  • Modify account: Change the GL account assignment for selected items
  • Open customer part(s): View the customer-specific part record
  • Open part(s): Navigate to the part record in the Parts Catalog

Credit Memos

Credit memos are used to issue credits to customers for returns, adjustments, or billing corrections. They appear in the Open Invoices list with the Credit column checked.

When to Use Credit Memos

  • Product Returns: When a customer returns goods (RGA shipments)
  • Billing Errors: Correcting pricing or quantity mistakes on previous invoices
  • Allowances: Customer credits for damaged goods or quality issues

QuickBooks Export

Invoices can be exported to QuickBooks Online for integration with your accounting system.

Exporting Invoices

  1. Select one or more invoices in the Open Invoices list
  2. Right-click and choose "Export invoice(s)"
  3. The system will send the invoice data to QuickBooks Online
  4. The "Exported to QB" column will update to reflect the export status
Prerequisite: QuickBooks Online integration must be configured in Administration → Integrations before invoices can be exported.

Best Practices

  • Lock Before Export: Always lock invoices before exporting to QuickBooks to prevent accidental changes
  • Verify Amounts: Review invoice totals against shipment quantities before sending to customers
  • Timely Invoicing: Generate invoices promptly after shipment to maintain cash flow
  • Account Assignment: Verify GL account assignments match your chart of accounts
  • Credit Memo Tracking: Document the reason for all credit memos for audit purposes