Accounts Receivable > Invoice > Generate Invoice from Shipment

The Generate Invoice from Shipment function wizard lets you configure AccountMate to automatically create invoices for shipped sales orders. The wizard gives you the flexibility to generate invoices based on selected or all-inclusive customer numbers, ship dates or salespersons.

For example, you may generate sales invoices for customers handled by a particular sales representative. In addition, you may generate invoices for sales orders shipped within a specific period or range of periods using its ship date.

This function offers the following benefits:

•Control over the billing of customer accounts.

•Control over the timing of when invoices for sales orders will be generated.

•Ability to generate an invoice for a single shipment or multiple shipments.

•User-friendly and intuitive wizard makes the process easier and more convenient.

Notes:

•The Sales Order module must be activated in order to use this feature. An invoice can be generated using the Generate Invoice from Shipment function only if the Generate Invoice during Shipment option in the customer record > Settings page was NOT activated during sales order shipment.

•You must activate the Automatic feature in the Invoice Numbering section in the AR Module Setup > General Information page.

• You can choose the method that AccountMate will use to generate invoices by selecting either or both of the options in the Generate Invoice From SO Shipment area in the AR Module Setup > General Information page.

To generate invoices from shipped sales orders, perform the following steps:

1.Access the Generate Invoice From Shipment function from the Invoice group in the Transactions menu of the Accounts Receivable module. The Generate Invoice From Shipment wizard opens automatically with the Selection Criteria as the first screen.

2.In the Selection Criteria screen, specify the criteria that AccountMate will use to filter shipments for invoice generation. Accept the default "All" option in each field to include all customers, shipping dates and salespersons. Click the List box button next to a field to filter either by Range or List;then, enter the appropriate values in the From/To fields of your chosen filter criteria:

oCustomer #

Enter the customer numbers for whom you will generate invoices from shipments.

oShip Date

Enter the shipping dates of sales orders that have been partially or fully shipped for which you want to generate invoices.

oSalesperson

Enter the salespersons handling the shipped sales orders for which you want to generate invoices.

3.After entering you filter criteria, click the Next button to continue. If any sales order shipments match the selection criteria you entered, the Select Shipments screen will automatically display. Otherwise, a message will notify you that no shipments meet the criteria.

4.In the Select Shipments screen, select the shipments for which you want to generate invoices. In the Invoice Date field, enter the date for the invoices that will be generated. The system will use this date as the date for posting invoice transactions in the General Ledger, and ultimately in the related financial statements.

Note: Each time you use this function you can specify only one invoice date for all the invoices that will be generated. If you need to generate invoices with different invoice dates, you must generate the invoices by batches.

5.In the One Invoice For area, you can select either of the following options:

oEach Shipment

Select this option if you want the system to generate a single invoice for each shipment. For example, if your company invoices your customers for every shipment made, select this option so that the system will generate an invoice for every shipment.

oMultiple Shipment

Select this option if you want to consolidate multiple shipments into one invoice for a particular customer. For example, select this option if you have recorded several partial shipments for one sales order, but you prefer to generate a single invoice for all selected shipments.

Note: AccountMate allows you to select the Multiple Shipment option to create one invoice for various sales orders having different warehouses. Thus, you can create a single invoice for several shipments from different warehouses, subject to the setting in the Generate Invoice From SO Shipment section of the AR Module Setup’s General Information page.

6.Review the information displayed in the grid. If you want to view the details of the sales order, click the underlined sales order number field label in the SO # column to show the sales order document.

7.To select the shipments for which invoices will be generated, accept the default checkmarks in their corresponding Select column checkboxes. Unmark the checkboxes for those sales orders that you do not want to bill at this time.

8.When you are ready to generate the invoices, click the Next button.

▪If the Invoice Date you entered is different from the sales order's Ship Date, a message will appear informing you of such and ask confirmation if you want to continue. Click Yes to continue, click No to abort, or click Cancel to stop the process and clear the screen.

▪If you click Yes, AccountMate will then display a message showing the total number of invoices created and the overall amount from all the generated invoices. Click the OK button to close the message and clear the Generate Invoice from Shipment wizard screen.

9.You may click the Back button at any time to return to the previous screen or Next to continue to the screen that follows. Click the Cancel button anytime to stop the process and exit the wizard screen.

10.After the invoices are generated, the Summary screen will automatically appear showing the total number of invoices created and the overall amount from all the generated invoices. Click the Finish button to close the wizard screen.

Generate Invoice from Shipment

Generate Invoice from Shipment

See Also