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Adding Invoice in an Order

This article provides the information on how you can create invoice for an Order by selecting single or multiple products and by selecting the invoice status.

In the Create Invoice page, fill in the following details as shown in Figure 1. Each step shown in Figure 1 is explained in the below table.

Figure 1
Figure 1
Sl. No. Name Type Description
1 Is a Proforma Invoice? Optional Switch the toggle to on, if you want a proforma invoice. Upon doing so, the invoice number will not be displayed and it will auto generate a 16 digit alphanumeric code for the invoice
2 Invoice Title Required The title of the order for which the invoice is getting created, will auto-populate here. However, you can also edit the information for this field
3 Invoice Number Required The invoice number will generate according the 'Unique Record Identifier' setting
4 Invoice Date Required The current date will auto-populate as the invoice date. However, you can also edit the information for this field
5 Invoice Due Date Optional The current date will auto-populate as the invoice due date. However, you can also edit the information for this field
6 Product Optional The product selected in the order will auto-populate here. However, you can also select another product
7 Quantity Optional The quantity selected in the order will auto-populate here. However, you can also edit the information for this field
8 Product Description Optional If any description is available for the selected product, this will auto-populate when you select the product. However, you can still edit the information for this field
9 Unit Price (Currency) Optional The unit price selected in the order will auto-populate here. However, you can also edit the information for this field
10 Amount (Currency) Optional The amount selected in the order will auto-populate here. However, you can also edit the information for this field
11 + Add More Optional Click to add one more product for this invoice
12 Shipping From Optional The address of the organization by which the order is received will auto-populate here. However, you can also edit the information for this field
13 Shipping To Optional The address of the organization by which the order is placed will auto-populate here. However, you can also edit the information for this field
14 Invoice Note Optional Enter a note for this invoice (if any)
15 Invoice Status Optional Select from the options based on whichever is applicable
16 Create Project Optional Select 'Yes' if you want to create a project for this invoice

The currency code will populate according to the currency selected for different Organizational Units.

If 'Full Payment' is selected, then the Add Invoice page will look like as shown in Figure 2. Each step shown in Figure 2 is explained in the below table.

Figure 2
Figure 2
Sl. No. Name Type Description
1 Payment Date Required This field will auto-populate the current date as the payment date which can also be edited
2 Payment Type Optional Select the payment type from the drop down menu
3 Payment Ref. Number Required The reference number for payment will generate according to the 'Unique Record Identifier' Setting
4 Fiscal Year Required Select the fiscal year for the invoice
5 Ledger Required Select the ledger type for the invoice to which you want to add payment or from which you want to deduct payment
6 Payment Note Required Enter a payment note
If 'Partial Payment' is selected, then the same fields will appear as appearing for 'Full Payment' with one more field 'Amount if Partially Paid' where the partial paid amount can be entered.

The two fields 'Fiscal Year' and 'Ledger' will only appear if the Invoice is raised or received by an Organizational Unit.

If 'Create Project' is selected as 'Yes' then the 'Add Invoice' page will look like as shown in Figure 3.

Figure 3
Figure 3
Sl. No. Name Type Description
1 Project Code Required The code for project will generate according to the 'Unique Record Identifier' setting
2 Project Category Required This field will auto select a category from the available project category which can also be edited
3 Assign Project Manager Required This field will auto select the tenant admin name from the available organizational users name which will populate according to the organizational unit of the organization present in 'Order Received By' in the 'Add Order' page. However, you can still edit the information for this field
4 Start Date Required This field will auto-populate the current date as the start date which can also be edited
5 Target Date Required This field will auto-populate the current date as the target date which can also be edited
Once you are done with, click on the 'Save' button to add the Invoice.

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