Invoicing
Lead Commerce has a very efficient and optimized invoicing feature built in to the sales portion of our platform, aimed at making billing for shipped orders as easy as possible. This section will discuss how to use the invoicing features within Lead Commerce.
| Manual Invoice Feature | Creating invoices from placed Sales Orders through the Invoice tab on specific orders. Invoicing allows for you to bill for what has been shipped. Sales orders may have multiple fulfillments and shipments, may have multiple invoices. |
| Auto Invoice Feature | New Lead Commerce feature that allows for the automatic generation of invoices upon a completed fulfillment |
Manual Invoicing Feature:
Invoicing allows you to bill for what has been shipped. A Sales Order reflects all items and changes made to an order. However, with an Invoice you have the ability to Invoice the customer for what has been shipped. Just as one Sales Order may have multiple fulfillments or shipments; one Sales Order may have multiple invoices.
Once you have a Sales Order that has at least one item that has shipped, you can create an Invoice.
In the Sales Order, go to the Invoices section and click on the green New Invoice button
Note: An invoice can only be generated for items that have been shipped/fulfilled.
| Invoice ID | Invoice identifier; Notice: the Sales Order number with a -1, -2, and so on appended to the end |
| Line Items | Number of line items on the invoice |
| "Created On" | Date invoice was created |
| Days Past Due | Number of days since the invoice was created |
| Invoice Amount | Total amount due after items shipped |
| Amount Due | Invoice amount less the Amount Paid |
| Amount Paid | Amount paid on invoice |
| Status | Status for the invoice. A status of Balance Due indicates the items have not been paid. |
Editing Invoice
On the Edit Invoice window, you will notice several options:
| Download | Will create the HTML invoice template that you can print to send to your customer. |
| Cancel | Allows you to cancel the invoice and create a new one |
| Notes | Allows you to add notes to each invoice as long as the notes are plumed into the HTML template |
Download Button - Clicking on the Download button will create the HTML invoice template that you can print to send to your customer. When printing you will notice there are headers and footers, if these are not desired, un-check the headers and footers print option on the print window.
Cancel Button - The Cancel button will allow you to cancel the invoice and create a new one. For example, if you have multiple items in one invoice, then realize you needed multiple invoices or vice versa.
Notes Button - The Notes section will allow you to add notes to each invoice. NOTE: This option is available as long as the notes are plumed into the HTML template (more information on invoice templates can be found here ).
Invoice Template
The invoice template, similar to the order template, can be customized. This template can be found in Settings > Templates > Order Emails > Default Template. Then, click on the Invoice Summary section.
Auto Invoicing Overview:
First, it is important to note that the auto-invoice feature of LC is configured on the Customer level, and must be mapped on the Customer Type as well as when the customer is set up in the system.
Instructions on how to set up the Auto Invoicing feature on the Customer level can be found here.
There are three statuses associated with the auto-invoicing feature. They are as follows:
| Disabled | Auto invoicing feature is disabled |
| Create Invoice | An invoice is created within the LC system when a shipment is made/fulfilled |
| Create and Email Invoice | An invoice is created and e-mailed to the customer within the LC system when a shipment is made/fulfilled |
NOTE: Invoices will only be issued to customers once an order has been shipped and fulfilled.
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