TITLE: Invoices

PURPOSE: Creating invoices in Distru is a common way of sending customers a document of your transaction, referencing how much money is owed for that invoice's associated sales order and maintaining a historical record of received payments.

TABLE OF CONTENTS:

  1. Overview

  2. Invoice Structure

  3. Edit Invoice Form

    1. Sales Order

    2. Billing Address

    3. Invoice Date and Due Date

    4. Owner

    5. Internal Notes

    6. Message to Customer

    7. Terms & Services

    8. Custom Fields

    9. Invoice Items

    10. Additional Charges / Discounts & Taxes

Overview

  • Invoices are part of the sales order family. 

  • A sales order must first be created before an invoice can be created. 

  • Each order can have multiple invoices. 

  • Each line item from the sales order can be invoiced separately (unless packages are assigned before the invoice is created, in which case each package can be also invoiced separately)

  • Pricing cannot be adjusted on invoices, only on sales orders

  • Discounts / Charges / Taxes can be applied to invoices independently of sales orders

  • If a sales order has one invoice, updating the SO (whether changing the line items or changing charge / discount / taxes) will prompt the user the option to update the invoice

  • If a sales order has more than one invoice, updating the SO's charge / discount / taxes will not propagate to the multiple invoices

Invoices Structure

Invoices can be created:

  • After a sales order is created, or...

  • At the time the sales order is being created if you 'save and invoice' after clicking 'Submit' on the sales order (saving the sales order).

Edit Invoice Form

To edit the invoice, you can click the diagonal pen icon on the top right of the invoice if looking at the invoice from the sales dashboard view.

This invoice edit form can also be accessed by clicking the 3 action dots on the invoice details page and selecting 'Edit Invoice.' The fields of the form are explained in detail below.

  • Sales Order

    • The sales order this invoice is associated with by default. Invoices can also be reassigned to a different sales order by removing the sales order present in this field and selecting another by typing into the blank sales order field.

  • Billing Address:

    • Select a billing address (can have multiple locations if you added them to your customer’s Company info)

  • Invoice Date and Due Date:

    • Set the Invoice Date as desired, a common choice is selecting the day the order will be physically delivered. Choose the due date at your discretion or as dictated by terms outlined under Settings > Customize Distru > Payment Terms

  • Owner:

    • Whichever user is responsible for the invoice, typically the Sales Rep

  • Internal Notes:

    • This field will auto populate from internal notes on the sales order upon creation. Edits made to this field will not update the internal notes on the sales order. Anything entered here will only be viewable by your staff. It's a great place for sales to make notes for the order fulfillment team.

  • Message to Customer:

    • This field will also populate from the sales order. Default messages can be set to appear on every sales order (and therefore every subsequent invoice) by navigating to Settings > Company > Company Settings > Sales Order Settings > Default External Notes (ex: Thank you for your order!). Anything entered in this field will be customer facing.

  • Terms & Services:

    • Any additional unique terms, conditions, disclaimers or explanations can be added here.

  • Custom Fields:

    • Any custom fields that are created on the invoice table by users in your company's Distru account will appear as options to edit after the Terms & Services field, and before the line items field. These custom fields will only be present if any exist for the invoice table.

  • Invoice Items:

    • Here you can edit or remove line items, but you cannot edit the quantity or price. You can also add, edit or remove a description for each line item that will appear on the invoice.

  • Additional Charges / Discounts & Taxes:

    • These will carry over from the sales order but can be modified on the invoice as needed.

Payments

Auto-handling of Partial Rejections

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