Invoicing Customers

 

Invoices are used for requesting money from customers and updating the sales revenue accounting. Brightpearl provides two methods of raising an invoice for a customer:

  • A sales invoice is raised against a sales order and provides a visible record of the invoice, the ability to ship goods out of stock and print invoice documents
  • A quick invoice creates only the accounting journal and provides no other record or option to ship goods or print invoice documents

Sales invoices

A sales invoice is created per sales order and will be to the value of the items listed on the order screen. An order can be invoiced at any stage in the sales cycle, whether the items have been fulfilled and shipped yet or not.

Invoicing a sales order will:

  • Create an invoice number
    An invoice number will automatically be assigned.
  • Create an invoice tax document
    A PDF version of the invoice will be created of the invoice document using your default invoice template (for the channel) which can be emailed and printed.
  • (Optional) Email the invoice to the customer
    If activated the PDF invoice document will automatically be emailed to the customer.
  • Lock the order lines to further changes
    No changes can be made to line descriptions, prices and the customer cannot be changed once the order has been invoiced. Any errors will need to be reversed by creating a sales credit.
  • Create an accounting journal
    A journal (type SI) will be created to account for sales, tax (if applicable) and accounts receivable.
  • Update the customer account balance and financial history
    The customer account balance (that they owe) will be increased based on the accounting journal created. If the order was already marked as paid the balance will automatically be cleared. All account activity can be seen on the customers financial history.

Sales orders/invoices allow you to:

  • Record a payment taken from the customer
  • Raise an invoice to create the accounting and update the customer account balance
  • Print or email sales invoice documents to the customer
  • Ship inventory from stock

A sales invoice is raised from the original sales order and will automatically be posted with the values displayed on the order screen. The sales invoice can be raised at any point through the sales cycle and not dependent on completing payment or shipping.

Invoicing sales order will:

  • Create the invoice accounting to record cost of sales, accounts receivable and tax where applicable.
  • Lock the sales order so no further changes can be made.
  • Update the customer account balance and financial history with the amount owed. If the order has already been marked as paid the balance will automatically be cleared.

One invoice to many orders

It is not possible to create a single invoice for multiple sales orders.

Part order invoices

It is only possible to invoice the order in full. If partial invoices are required, the remaining items will need to be split to a back order.

Multiple invoices for a single order

If multiple invoices are required all for a single order, the items for each invoice need to be split onto separate sales orders.

Deleting or amending sales invoices (un-invoicing)

Once a sales order has been invoiced it cannot be edited. To make corrections the order can be un-invoiced. This will cancel the invoice journal and re-open the order to be edited. When the order it re-invoiced, the original invoice reference will be re-used and a new SI accounting journal is created. Un-invoicing will not affect shipping or payments. Alternatively, a sales credit can be used to make corrections.

Note that any manual corrections made directly to the SI accounting journal will only update accounting and will not be reflected on the order or orders reports.

Sales invoice tax date

When sales orders are invoiced the tax date used is depends on how Brightpearl is set up. The options are:

  • Always use today's date
  • Use the order date - this is the creation date unless manually edited

This is controlled by a single setting at Settings > Company > Accounting: Options, select "Use today's date as tax date" yes or no.

Payment due date

The payment due date for an invoice will be calculated using the customer credit terms. Depending on how Brightpearl is set up this can be calculated in different ways. The options are:

  • Always use today's date to calculate the payment due date
  • Use the order date to calculate the payment due date - this is the creation date unless manually edited

This is controlled by a single setting at Settings > Company > Accounting: Options, select "Use today's date as due date" yes or no.

The payment due date can always be manually overridden.

Quick invoices

Quick invoices can be used to create the accounting for a customer invoice. It creates no visible credit record and does not allow for printing of a credit document. It will create a SC type accounting journal and update the customer account with the invoice balance.

Invoice numbers

An invoice number is automatically generated and assigned to sales invoices, sales credits, quick invoices and quick credits. Invoice numbers are always prefixed with "SI-" and credit numbers are always prefixed with "SC-". These documents share the number sequence, so an invoice could be SI-10002 and then a credit could be SC-10003. The next number to be used is defined at Settings > Company > Accounting: options.

Printing & sending invoices

Printing

You can manually email or print invoices by using the Email/Print button within the invoice or using batch processing from the sales list. Each time the Email/Print button is used the document is generated using a template. The original PDF version created at the point of invoicing can be found in the notes and payment history on the invoice.

Emailing & automatic emailing

If you'd like your invoices to be automatically emailed to customers you can switch it on atSettings > Sales > Sales settings. This will email a PDF version of the invoice to the customer's email address as soon as the invoice is generated. The email address used is defined atSettings > Company > Account : Options, this allows you to set automatic emailing to some customers and not others, for example, you probably won't want to email an invoice to eBay or website customers who have already paid:

  • Use default email address for billing email = Yes
    This will mean that any customer with a main email address will be sent an invoice.
  • Use default email address for billing email = No
    This will mean that the "accounts email address" in the financials tab of the customer record will be used. Where this field is blank, the customer will not receive an invoice via email. Every customer that you do wish to automatically email the invoice to must have an "accounts email address".