Customer invoices should be created from a sales order. This will create the invoice document, post the necessary accounting and update the customer account balance and financial history. Using a sales order will also allow you to process shipments and update your inventory. However, a quick invoice can be used to simply update accounting and the customer account balance, it should not be used for normal day-to-day sales of products and services as no invoice document is generated.

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.
Where stock tracked items are invoiced, the committed figure is reduced
Now that the order is considered complete, the products are no longer committed since they have officially been sold.

Quick invoices

A quick invoice allows you to quickly update a customer account with an amount owed. This process will usually be used to simply transfer outstanding invoices from a previous system over to Brightpearl.

Posting a quick invoice will:

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.

Invoice numbers

An invoice number is automatically assigned when a sales order is invoiced. Automatically generated sales invoice numbers will always be prefixed with "SI-" followed by at least 6 numerical digits. It is not possible to define your own invoice prefix/suffix or numbering sequence.

For a quick invoice it is possible to manually enter the invoice number or allow it to auto-assign. Since this process is more frequently used when outstanding invoices are brought across from an old system where they will already have been assigned an invoice number you will be able to record the original invoice number against the customer account.

Invoice tax date

The invoice tax date used is dependent on the setup in your Brightpearl account at Setup > Company > Accounting : Options. The invoice tax date is what is used as the invoice journal date and can be significant to your tax reporting.

The choices are:

Use the original order date
The order date used by default is the date that it was originally created. This can be manually changed prior to invoicing.
Use today's date
The order date will be overridden with today's date when the invoice is generated.

Invoice payment due date

The invoice payment due date will default dependent on the setup in your Brightpearl account at Setup > Company > Accounting : Options an the customer credit terms.

The choices are:

Use today's date as the due date
Use the original order date plus credit days

Printing / reprinting and emailing invoices

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 essentially regenerated using the template. The original PDF version created at the point of invoicing can be found in the notes and payment history on the invoice.

Automatic emailing of invoices

If you'd like your invoices to be automatically emailed to customers you can switch it on at Setup > 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 at Setup > 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".

Invoicing in a different currency

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. Read more about multi-currency

Deleting / amending invoices

You can't delete or edit an invoice. Invoicing generates accounting entries and a tax document, so to conform with tax regulations, you will need to reverse the invoice by creating a sales credit and then if required you can create a new invoice.