A deposit enables charging for a portion of the job as a deposit before commencing production. Only one deposit can be created per job or order. A deposit cannot be created if an invoice exists for the order:
When the order is subsequently invoiced, the deposit line is brought through onto the invoice as a negative (credit) line.
Partial invoicing enables invoicing portions of a job or sales order instead of invoicing the entire job or order at once.
'Invoicing_FullyInvoicedRule' Setting: This setting is responsible for determining how an item is considered fully invoiced, which in turn enables the partial invoicing functionality:
There are two possible values for this setting:
‘Invoice Value >= item value’: - When the total of all invoices is greater than or equal to the quoted price, including freight.
The invoiced percentage will show on jobs and sales orders when this option is selected.
'Item exists on invoice': - If an invoice exists for an item, that item is considered fully invoiced irrespective of the value of the invoice. This means that if you invoice a job or sales order and approve the invoice, the entire job or sales order will be marked as fully invoiced.
If you invoice a job using the "invoice by operation" method and approve the invoice, the job will be fully invoiced once there is an invoice line for every operation on that job.
The cost of the operations is not considered for determining if the job is fully invoiced.
If you invoice a sales order and approve the invoice, the sales order will be fully invoiced once all sales items and handling charges are present on an invoice.
The cost of these lines is not considered for determining if the sales order is fully invoiced.
The invoiced percentage will not be displayed on jobs or sales orders when this option is selected.
Over-Invoicing
The following setting only comes into play when the above setting is set to Invoice value >= item value.
When this setting is disabled, users will be able to edit the invoiced value down, leaving the order ‘Partially Invoiced', but will not be able to edit the invoice value to more than the quoted value.
If over invoicing is disabled, you can select which user roles can bypass the over invoicing check with a warning allowing them to proceed with saving the invoice:
If an order is being over invoiced, but the system does not allow over invoicing and the user does not have a role that can bypass the over invoicing check, the following warning is presented, and the invoice cannot be approved:
If the user does have an over invoicing qualifying role, the following warning is presented, allowing the user to proceed with saving down the invoice:
Draft Invoices
When a draft invoice has been created, a deposit cannot be created unless the draft invoice(s) are voided.
When a draft invoice is created, it shows there is an invoice on the order, but it does not show as being partially invoiced and the invoice progress bar does not show:
Draft Invoice Same Invoice, now approved
Once the invoice is approved, the Invoiced Status on the order shows as Partial, a warning icon is displayed indicating that further partial invoices are to be created and the invoice progress bar shows what percentage of the order has been invoiced.