Invoicing can be done both before and after shipping the goods.
Invoicing will:
- Update the customer's account balance and financial history
- Lock the sale so no changes can be made
- Post to accounts
Invoicing will immediately create the following accounting entries:
- Debit: Accounts receivable (1100)
- Credit: Sales
- Credit: Sales Tax
Any changes to stock - the physical in-stock figure and the stock accounting figures (asset and cost of sales) - will not be updated until the order is fulfilled and the goods-out note marked as "shipped".
Invoicing a Sales Order
Follow these steps to invoice an order:
- Search for the Sales Order using the Quick Search box.
- When the order is listed, click the Order ID number to open the order.
- Click the Invoice button.
- Next, send the invoice to the customer. Click the Email/Print button.
- The invoice is displayed on-screen. Click the Print or Email links, or click Change template to select a different invoice template.
Invoicing Batches of Sales Orders
When you have a whole list of orders that need invoicing you can use batch processing from the recent sales list.
- Go to Sales > Recent Sales/Quotes. Use the filters to find the orders you need to invoice.
- Tick the checkbox next to each order to be invoiced.
- Click the Invoice button at the top of the list.
Each order will be invoiced and will be assigned your "Invoiced" status. The customer's account is updated and an accounting journal will be created for each order to record sales revenue, accounts receivable and tax. If you have automatic emailing of invoices switched on (see Setup > Sales > Sales Settings) they will be sent out straight away.
Deleting an Invoice
You can't delete an invoice, since you have entered transactions into your accounts, and a tax invoice has been generated. To conform with tax regulations, you need to reverse the invoice by creating a sales credit and then if required create a new invoice.
Multi-Currency Invoicing
Brightpearl supports invoices in as many currencies as you need. Note that the accounting and ledgers are all in your chosen base currency, which can be anything that you like, such as GBP, EUR, USD.
