Prior to generating the invoice, users have an option to preview the contents through the Preview button.  When the preview is evoked, a Report Viewer window will appear displaying the contents of the invoice report and will label the invoice number with “Draft”.  Access the Report Viewer section for more information.

 

Once revenue has been allocated for an order, an invoice can be generated and sent to the customer(s).   Refer to the Orders with Revenue not Invoiced Report for specifics on un-invoiced orders.

 

Creating an Invoice

1.   In Mover’s Suite,

2.   Open Revenue Entry or Claims.  Note: Generating an invoice through Claims requires that a Handling Revenue item or Receivables item exists for the record,

3.   Find and access an order (check the Orders with Revenue not Invoiced Report for a detailed listing of order not yet invoiced but have revenue assigned to them),

4.   Open the Summary tab,

5.   Click on the Invoice button and the Invoice Management interface will appear,

6.   Click on New Complete to create a complete invoice or click on New Supplement to add a supplemental invoice.  A new complete invoice will include all available items that exist for the order and a new supplemental will include only those that are not listed on the new complete invoice.

Note: Generating an invoice when one exists that contains one or more of the same line items will void the original.  A user will be prompted when generating the subsequent invoice.

Figure 4: Duplicate invoice item confirmation

A Select Invoice Customer dialog will appear if revenue exists for the order from more than one customer.  A user will be prompted to select a customer (see Working with Invoices for Multiple Customers).

In the New Complete or New Supplement Invoice interface:

7.   Update the Send Invoice To address, if the option is available.  The ellipses button will become active if the Invoice Manual Address Flag is set and/or if the Remit-To is set to a van line.  Refer to the Updating the Bill-To Address on an Invoice section for details on updating the customer or address,

8.   Select an Invoice Date.  This is the date shown as the Invoice Date and used to calculate the Due Date per the Invoice Terms,

9.   Select which Invoice Terms to display on the invoice:

Invoice Terms Option	Descriptions
None	The due date and the payment after the due date will not appear on the invoice report.
from Customer	This setting will pull and display any terms that have been defined for the Customer in Microsoft Dynamics GP.
from System	This setting will display the terms defined for the branch in use (refer to the System ID Setting for Invoices section for more information).

Note: Invoice conditions, e.g. “Balance unpaid 30 days from…”, if defined for the system or the customer will always appear on the invoice report.

 

10.  Select a Header from the available list of branches.  The Header prints centered at the top of each invoice,

11.  Select a Remit-To as the location of where the payment is to be sent.  This can be set to any branch or van line define on the system,

12.  Select a Source from the source grid.  Once selected, the items available for the source will appear as options in the section below it.  If revenue items are imported directly as invoice line items, then they will automatically appear as invoice line items.   Read more about setting up revenue to appear automatically as invoice line items within the Automatic Invoiced Revenue Line Items section. 

13.  Add or remove invoice line items by using the double-arrow keys to add () a source item as a invoice line item or to remove () invoice line items from being included on the invoice,

Tip: Use the screen splitters to show or hide the source and source revenue items, as needed.

14.  Press the Edit button to edit a selected invoice line item record.  When editing, the user will be presented with an edit interface that applies to the type of item the record is.  For example, transportation charges will be edited using either an Edit Revenue Item or an Edit Revenue Group interface.  This description can be up to 128 characters in length and the text will wrap when displayed,

Tip: Hover the mouse over the fields that indicate an ellipses (…) to view the entire display from the selected item grid.

Tip: A user can double-click the invoice line item to invoke the edit window.

15.  Use the Group function by selecting one or more line items and pressing Group.  Refer to the Grouping Invoice Line Items section,

16.  Use the move arrows to arrange the items by moving the selected line up () or down () one record in the list or move the item to the top () or bottom () of the list,

17.  Press the Add button to add a new line item (charge) to the invoice.  Refer to the Adding an Invoice Line Item section for details,

18.  Enter a Pre-Payment amount if some amount of the revenue has been received.  This amount is deducted from the Invoice Total and the Amount Due that displays on the invoice document,

19.  Press the Invoice Note button to access the Invoice Notes dialog.  Enter the note description, up to 256 characters, that prints at the bottom of the invoice. 

Tip: The note can be edited repeatedly after it has been saved.

20.  Select an Invoice Report from the available list.  The list is based on the user’s Report Profile and is made up of all the Report documents that have a System ID setting of “REVI”; refer to the Reports topic for System ID Setting for Invoices for details,

21.  Press the Preview Invoice button to display the invoice document as a draft within the Report Viewer.  The document produced will include an invoice number that contains the word Draft instead of a numeric invoice number,

Figure 5: Invoice draft number example

22.  Press Generate Invoice to create the actual invoice document, invoice number, and related database entries.  Once pressed, the application will open the invoice document within the Report Viewer.

 

When the invoice is generated the New Complete/New Supplemental Invoice interface will close and the invoice will be available within the selection grid in the Invoice Management interface.

 

Reminder:

Once the invoice is created a user has options to View the invoice document, to Copy the invoice (which will void the invoice being copied), or Void the selected invoice.  Further, additional invoices can be created for each customer by performing addition New Complete and/or New Supplemental invoice generation functions.