A Sales Order Invoice is a bill delivered to a Customer for a Product or Job completion. Credit Memos (CM) or Credit Memorandum are the offset of Sales Order Invoices, a document issued by the seller of goods or services to the buyer, which reduces the amount that the buyer owes to the seller under the terms of an earlier invoice.
In Rootstock, users can create Sales Order Invoices manually or as a natural result of the SO Fulfillment Process or Recurring Billing. Sales Order Invoices may contain one or more SO Shippers from one or more Sales Orders (setup settings regulate this). If derived from SO Shippers, only those fully shipped can be invoiced. The processing steps may vary depending on the Financial Application used with Rootstock. In this article, the steps are meant for integration with Rootstock Financials, with notations of major differences when another supported financial integration is used.
NOTE Rootstock does not contain financial information when used with a financial application other than Rootstock Financials. Rootstock does contain financial information when the Rootstock Financials Application is being used.
Customer Addresses Tab, Default Bill to, and Ship to Addresses will be used if no addresses are found (manually created Credit Memos, Sales Order Invoices without Shippers, and Credit Memo created from them).
Step 2: Select the Create Invoice box and Sales Order Line/s ready to process (those with SO Shippers fully shipped and closed). If you would also like to add an Invoice to the current batch, you can see Sales Order Invoice Batch for SO Control Setup details.
Step 3: Process SO Fulfillment.
Method 2 – Using the Create Invoice for All Shippers functionality, which creates Invoices for all the accumulated Shippers. It also gives the option to add Sales Order Invoices to the existing Invoice Batch or, if non-available, to a new one.
Method 3 – Directly from Sales Order Invoice list view
Navigation
In Classic: Rootstock Site Map > Sales Orders > SO Invoice In Lightning: App Launcher > Sales Order Processes App > Sales Order Invoice Header tab
Step 1: Click New Sales Order Invoice Header. Also possible to create a Credit Memo (CM) by clicking the New Credit Memo button and skipping steps 3, 4 & 6 for CM.
Step 2: Enter the Customer.
Step 3: Select Shippers to include in the Sales Order Invoice.
Step 4: (Optional)The user has the choice to Create Invoices and Not Add them to a Batch, Add to an Existing Batch, or Add to a New Batch by using the Batch Number drop-down field.
Step 5: Press the Create Invoice or Create Credit Memo button.
Step 6: If qualifying Prepayments are available for this customer, the user will be given the option to auto-apply them to the Sales Order Invoice or simply Continue.
NOTE The Manual Invoice (No Shippers) box allows for processing invoices that do not have/require a shipment/shippers. This feature is available with the setting Allow Invoice Creation without Shipper (SO Control Invoice Processing Tab).
NOTE Multiple Shippers can be added to a single Sales Order Invoice when all the below conditions are satisfied:
The 'Payment Terms' on the Sales Order Header associated with the selected Shippers should be the same.
The Bill-To Addresses on the corresponding Sales Order Headers of the selected Shippers should be the same.
The Ship-To Addresses on the selected Shippers should be the same when the flag 'Restrict Invoice to One Ship-To Address' is true on the SO Control Invoice Processing Tab.
Once the Sales Order Invoice/Credit Memo is saved, the page refreshes to display the below fields.
Fields
Division: This is the Division for which this Sales Order Invoice/Credit Memo is created for.
Invoice Number: This is the Number for this Sales Order Invoice/Credit Memo.
Customer: This is the Customer associated with this Sales Order Invoice/Credit Memo.
Invoice Date: This is the date on which this Sales Order Invoice/Credit Memo is created.
Pre-Approved: When checked, this field indicates that the Sales Order Invoice/Credit Memo has been through the Pre-Approval process which performs the same updates as the approval but comes without the restrictions or permissions of a fully approved invoice.
Approved: When checked, this field indicates that this Sales Order Invoice/Credit Memo is approved and the De-Approve Invoice/Credit Memo button is enabled.
Printed: When checked, indicates that this Sales Order Invoice/Credit Memo has been printed.
Transferred: When checked, indicates that this Sales Order Invoice/Credit Memo has been transferred to Accounts Receivable. The Reverse A/R Transfer for this Sales Order Invoice/Credit Memo is also enabled.
Posted (in A/R): When checked, indicates that the Receivable Session created for this Sales Order Invoice/Credit Memo has been posted.
Sales Invoice Batch: This is the Batch Number for this Sales Order Invoice.
Cancelled: When checked, indicates that this Sales Order Invoice/Credit Memo has been cancelled.
Detail Total: This value defines the total value without Tax for this Sales Order Invoice/Credit Memo.
Freight Charge: This value defines the Freight amount applicable to this Sales Order invoice/Credit Memo.
Handling Charge: This value defines the Handling amount applicable to this Sales Order invoice/Credit Memo.
Packaging Charge: This value defines the Packaging amount applicable to this Sales Order invoice/Credit Memo.
Discount Amount: This value defines the Discount amount applicable to this Sales Order invoice/Credit Memo.
Sales Tax: This value defines the Sales Tax for this Sales Order invoice/Credit Memo.
Invoice Total: This value defines the total value including Tax for this Sales Order Invoice/Credit Memo.
Prepayments Applied: This Value defines Prepayments Applied for this Sales Order Invoice. Prepayments are used any time cash is received (or desired) in advance of (or simultaneous with) the delivery of goods or services.
VAT Amount: This field contains the total VAT Amount for this Invoice (calculated when the Invoice is approved).
Accounts Receivable Session: (In Financials) This defines the link to the Receivable Session created for this Sales Order Invoice/Credit Memo during Transfer.
NOTE In Lightning, the field 'Accounts Receivable Session' is not available as field, instead it is available as an Action 'Receivable Session' on the Sales Order Invoice Lightning page. When using Rootstock Financials, once the Sales Order Invoice/Credit Memo is transferred, this Action allows the user to navigate to the created Receivable Session.
Method 6 – As the output of Sales Order Prepayments, once the SO Prepayment is released, it will generate a Prepayment SO Invoice (flagged as such on the SO Invoice > Additional > Reference tab, Prepayment Invoice, and Prepayment Number fields)
SO Invoice Edition (Optional)
Before the Sales Order Invoice is approved, Sales Order Invoices and their Sales Order Invoice Lines can be edited. After it is approved, only Custom fields and Header comments are editable.
Add SO Invoice/CM Lines
Manual Invoices: If an Invoice was added with no Shippers, by using the option Manual Invoice (No Shippers), it is possible to add new Sales Order Invoice Lines for existing Products by clicking on Add and Delete Invoice Lines button.
Credit Memo: Use Add & Delete Credit Memo Lines button to modify/add/delete lines on Credit Memos.
SO Invoices that contain SO Shippers: The User can add qualifying SO Shippers to the Sales Order Invoice by pressing the button Add to Invoice.
NOTE The user can only add the Shippers that satisfy the below conditions:
The 'Terms' on the Sales Order Invoice should match the 'Payment Terms' on the Sales Order Header associated with the new Shipper.
The Bill-To Address on the corresponding Sales Order Header of the existing Shipper(s) should match the Bill-To Address on the Sales Order Header of the new Shipper.
The Ship-To Address of the 'First Shipper' on the Sales Order Invoice should match the Ship-To Address on the new Shipper when the flag 'Restrict Invoice to One Ship-To Address' is true on the SO Control Invoice Processing Tab.
Thenewly added lines will be displayed after the user clicks Save and OK on the pop-up and automatically refreshes the page.
NOTE Negative Sales Order Invoice Lines are supported only for Product Masters with type Miscellaneous that have been flagged as Order Line Credit (Negative Price) Lead Time & Misc Tab.
Modify SO Invoice Lines or Credit Memo Lines
Details Button: Displays Sales Order Line details and comments. The user can update Pricing, Discount, and Shipping cost details for each Sales Order Invoice Line. Content can be reviewed after the Sales Order Invoice is approved.
Sales Tax Override: When checked, the user can override the Tax amount in the 'Override Tax Amount' for the individual Invoice Line.
NOTE If using Avalara Integration, it is possible to check Sales Tax Override and adjust the Tax override amount when the 'Preserve Override Tax Amt' is set to True
Override Tax Amount: This is the tax amount calculated for the individual Invoice Line.
The system allows the user to edit this field when the following conditions are satisfied:
When Avalara is not used, the SO Invoice should not be approved, and the 'Override Tax Calculation' on the SO Invoice Line must be checked.
When Avalara is used, the SO Invoice should not be approved, the 'Override Tax Calculation' on the SO Invoice Line must be checked, and the 'Allow Override of Avalara Tax Amount' on the SO Control GEO Service Tab must be checked.
When the 'Enable Avalara Tax Calculation' checkbox is unchecked in the GEO Service tab on the Sales Order Control page and the 'Entire Invoice is for Resale (Tax Exempt)' checkbox is unchecked in the Sales Details tab in the Additional section on the Sales Order Invoice page (Additional section > Sales Details tab)
When the 'Enable Avalara Tax Calculation' checkbox is unchecked in the GEO Service tab on the Sales Order Control page and the 'Order Line is for Resale (Tax Exempt)' checkbox is unchecked in the Details tab on the Line Details pop-up page (Invoice Lines section > Details button > Details tab)
Preserve Override Tax Amt: When checked, the 'Override Tax Amount' on the line will be preserved, excluding it from an update by 3rd party tax service calls.
NOTE When the Sales Order Invoice is created from the Sales Order Line, this field defaults from the 'Preserve Override Tax Amt' on the Sales Order Line (Sales Order Line Custom Tab).
Override Avalara Tax Code: This field allows for an override to the Product Avalara Tax Codes for this Sales Order Invoice Line.
NOTE This field 'Override Avalara Tax Code' is visible when the flag 'Enable Avalara Tax Calculation' is checked on SO Control > GEO Service Tab.
Calculated Line Tax Amount: This field displays the tax amount calculated for this Sales Order Invoice Line. The user can override this tax amount when the custom field (flag) 'taxover__c' is set as checked (true).
IMPORTANT The custom field 'taxover__c' needs to be created on the Sales Order Invoice Line object by the user with (1) the same field name and (2) the Data Type as 'Checkbox'.
NOTE
The user may edit the fields 'Calculated Line Tax Amount' and 'taxover__c' from the Sales Order Invoice Line List View.
The user cannot edit the field 'Calculated Line Tax Amount' after the Sales Order Invoice is approved.
Distribution Button: Displays Account Distribution by Sales Order Line information and allows users to distribute the accounts further. The initial distribution structure is inherited from the originating Sales Order Line.
The Amount & Percentage Field: The user can specify distributions by Percentage or by Amount. When a Percentage value is entered/changed, the Amount field will be calculated and updated. The Percent field will be calculated and updated when the Amount field is entered/changed.
Dimensions Button: Once distributions are submitted, the user can click this button to open a window/section that allows review and editing of Dimension Values associated with that Distribution.
NOTE Upon creation, the Distributions will not have their own Dimension Values record – but will inherit from the Sales Order Invoice Line to which they are associated.
COS Redistribution Button: This button is active when Enable Invoice Line COS Redistribution (SO Control > Invoice Processing Tab) feature is Active(not available when using FinancialForce). When Clicked, it opens a maintenance grid of the Sales Order Invoice Line 'COS Redistribution', allowing the user to add COS Account rows, based on Amount or Percentage values, to distribute the COGS Shipped Amount for the Invoice Line among these accounts before the Sales Order Invoice is approved. If approved, the details are display-only.
NOTE The button is disabled when no shipper is associated with the line distribution and dimension assignment.
Line FormattingButton: This allows the user to re-arrange the sorting of Sales Order Lines, modify the Price, and check lines to be Excluded for Printing.
NOTEThe content of these buttons is available as display-only once the Sales Order Invoice is approved.
Add Invoice to Processing Invoice Batch
To allow mass processing of invoices, the user can assign a Sales Order Invoice to an Invoice Batch by clicking the Batch Processing button and assigning a batch number. If using batch, the Sales Order Invoice can be approved, printed, and transferred by processing the Invoice Batch instead of the independent Sales Order Invoice. For more details, please take a look at Sales Order Invoice Batch.
Crediting a SO Invoice (Optional)
If the Sales Order Invoice has already been Transferred/Posted and cannot be reversed, or if it simply needs to be credited, press the button Credit This Invoice. This will create a Credit Memo to offset the charges from the originating Sales Order Invoice. Both originating Sales Order invoices and Credit memos will exist in the system.
If the Sales Order Invoice is associated with SO Shippers, this button gives the user the option 'Allow Shipper(s) on this Invoice to be Re-Invoiced' to allow re-invoice of said SO Shippers by effectively clearing the Sales Order Invoice number from the SO Shipper and allowing the re-invoicing by any of the methods described previously in this article.
IMPORTANT If the Sales Order Invoice has Prepayment applied and either (1) the flag 'No Reversal of PPY on CR-This-Invoice' is checked on SO Control Invoice Processing Tab or (2) the custom setting 'soinv_noPpyReversalOnCTI' is true, the 'Prepayments Applied' amount from the Sales Order Invoice will not be carried to the Credit Memo.
NOTE When a Sales Order Invoice is approved, the 'Current Unbilled Orders' on the corresponding Customer Master record will be updated (decreased by the amount of the Sales Order Invoice). If the Invoice is subsequently credited as a Credit Memo, a popup will display containing the flag 'Allow Shipper(s) on this Invoice to be Re-Invoiced'. Based on its value, while approving that Credit Memo, the 'Current Unbilled Orders' will be updated as follows:
If the flag is checked, the 'Current Unbilled Orders' will be updated (incremented by the amount of the Credit Memo).
Otherwise, the 'Current Unbilled Orders' will remain as is.
Delete or Cancel Invoice / Credit Memo
Deleting or canceling a Credit Memo or a Sales Order Invoice is possible when not approved.
If the option Prevent Delete of Sales Invoice (SO Control Invoice Processing Tab) is active, the button Cancel Invoice / Cancel Credit Memo is available. Clicking it will flag the Invoice / CM as Cancelled.
Otherwise, the Delete Invoice / Delete Credit Memo button is available, and clicking it will delete the Invoice / CM.
NOTE Sales Order Invoices and Sales Order Invoice Lines (that are not approved) can also be deleted from a list view and automation or other external tools (i.e., Dataloader).
Edit SO Invoice / CM Additional tabs
The arrow on the Additionalsection opens a set of tabs where the user can click the Edit button and configure header-specific options for the Sales Order Invoice. Once the Sales Order Invoice has been approved, these options will not be available for edits except for fields included in Field Sets and Comments.
Sales Detail Tab: Displays details that pertain to the Sales Order Invoice, including discounts, payment information, and Tax information. If using Tax Locations (price tax exclusive - Sales Order Tax Function), a tax location is required, even with 0% tax, unless the Sales Order Invoice is flagged as 'Entire Invoice is for Resale (Tax Exempt)'.
When the Tax Exempt in the invoice is checked, the Total Tax Override Amount in the Sales Order Invoice Header equals zero.
When the Tax Exempt in the invoice is checked, the Taxable Total value in the Sales Order Invoice Header equals zero.
Before the Approval of the Sales Order Invoice, the user checks the flag 'Seller Pays Payment Bank Charge' and specifies the 'Seller Paid Payment Bank Charge Amount', which is to be deducted from the overall invoice total.
NOTE The fields 'Seller Pays Payment Bank Charge' and 'Seller Paid Payment Bank Charge Amount' are visible when the 'Invoice Credit Product' is not blank on the SO Control > Credit, Charges & Commissions Tab.
NOTE A new Credit Invoice Line is created on the Sales Order Invoice for the amount specified on the Seller Paid Payment Bank Charge Amount field.
IMPORTANT If the user neglects to specify the Bank Fees on Sales Transactions before it is transferred to Accounts Receivable, then the user must create an AR Credit Memo referencing the same Bank Fee account and apply it to the Invoice created for the Sales Order.
NOTE The user can edit the 'Payment Discount Date' and 'Payment Discount Pct' fields through the UI until the invoice is approved, and through the list view, inline edits on those fields are allowed until the invoice is transferred.
Comments Tab: Use to add or view Internal or External Comments. The printed document will show the External Comments if the flag "Print External Comments on Sales Order Invoice" is checked. By default, the flag "Print External Comments on Sales Order Invoice" is true.
Custom Fields Tab: Custom fields are added to the object's FieldSet. It can be modified even after the Sales Order Invoice has been approved.
Payment Schedule Tab: Use to view or modify the Payment Schedule.
Reference Tab: View reference information such as Sales Order Invoice activity dates. No fields under this tab are editable. The Sales Order Number belongs to the first SO Shipper added to the Invoice. The 'Invoice / Credit Memo Link' references the Sales Order Invoice and a Credit Memo when Credits are created from or for an Invoice. In an Invoice, 'Amount Credited by a Sales CR Memo' references the amount credited from the Credit Memo.
Freight Etc. Tab: Use to view or modify Freight Charge, Packaging Charge, or Handling Charge information, similarly to the Sales Order Line Charges Tab. It is possible to adjust the Shipping charges, specify whether charges come from the Sales Order Invoice Lines or their Sales Account, and mark charges as Taxable.
Address Tab: Displays Bill-To address information. When a Sales Order Invoice is created from the SO Shipper, the Bill-To Address is derived from the Shipper's Sales Order Bill-To Address. Otherwise, the Customer's default Bill-To address details will be used when no Shipper is referenced. The specified email will be used to forward the Print Invoice document.
Application of Prepayments and/or processing of Gateway Payments
If there are existing qualifying Sales Order Prepayments for the Customer, it is possible to apply them to the current Sales Order Invoice by clicking the button Apply Prepayments.
Prepayments can be applied, modified, or unapplied before the Sales Order Invoice is approved.
Prepay Amount defaults based on the Application Method and the Amount available.
Prepayments Applied displays the amount already applied for each listed Prepayment to this or other Sales Order Invoices.
If using Sales Order Payment Gateway functionality, users can Click Process Payments & Credits to create Prepayments directly from the Sales Order Invoice/Credit Memo. These Prepayments will be automatically applied to the Sales Order Invoice/Credit Memo but are still available for edits on Apply Prepayments button as standard Prepayments.
NOTE For Prepay-only Customers, Prepayments from the Sales Order Payment Gateway using a Credit Card or Prepayments from cash receipts are eligible for application.
Processing a Payment on a Credit Memo would effectively be a Credit or a Return.
When the original invoice for the Sales Order Payment is transferred to A/R, the user cannot un-apply the payment, but it can be reversed using the Credit Memo by following the below steps:
Create the Credit Memo by clicking the Credit This Invoice button on the original invoice.
On the Credit Memo, click the Process Payments & Credits button so that a pop-up will appear.
On the pop-up, select the 'Reverse Order Payment' option on the field 'Select Payment Operation'.
From the 'Order Payment to be Reversed' drop-down, select the Sales Order Payment to be reversed.
NOTE The 'Order Payment to be Reversed' drop-down will display the Sales Order Payments that satisfy all the below conditions:
The Customer on the Sales Order Payment should be matched with the Credit Memo.
The 'Payment Amount' on the Sales Order Payment should be greater than or equal to the 'Invoice Total' on the Credit Memo.
The flags on the Sales Order Payment ('Payment Was Reversed' and 'Payment Reversed via Credit Memo') should be unchecked.
Once the payment is reversed, (1) on the Credit Memo, the 'Approved', 'Transferred', and 'Posted (in A/R)' flags will be automatically checked. (2) On the Sales Order Payment, the 'Payment Reversed via Credit Memo' will be checked, 'Payment Reversing Credit Memo' will be set to the Credit Memo, which is used to reverse the Payment, and 'Amount Reversed via Credit Memo' will be updated to the amount reversed on the Credit Memo.
When the Sales Order Payment is processed, a set of General Journal Details records (a debit and a credit) will be created. And when the Payment is reversed using the Credit Memo, a reversing set of General Journal Detail records will be created to offset the payment.
Invoice/Credit Memo Approval
The Invoice/Credit Memo can be pre-approved or approved.
The Pre-Approval process also performs the same updates (such as VAT calculation, creating Accounting Distributions, etc) as the approval, but the Invoice/Credit Memo can be modified if needed. Pre-Approving doesn't allow the Invoice/Credit Memo to be printed and transferred.
The Pre-Approve can be done by clicking the Preapprove Invoice/Preapprove Credit Memo button. This will check the "Pre-Approved" flag on the Sales Order Invoice/Credit Memo.
After a Sales Order Invoice/Credit Memo is pre-approved, the button De-preapprove Invoice/De-preapprove Credit Memo will appear to allow reversal of this step and uncheck the "Pre-Approved" flag.
IMPORTANT After the Invoice/Credit Memo is Pre-Approved if the user made any changes to the Invoice/Credit Memo, then the system will De-Preapprove the Invoice/Credit Memo and uncheck the "Pre-Approved" flag.
Press the Approve Invoice/Approve Credit Memo button to approve the Sales Order Invoice/Credit Memo. This will check the"Pre-Approved", and "Approved" flags on the Sales Order Invoice/Credit Memo. Approving the Invoice/Credit Memo is the gateway step to enable the invoice for further processing, such as printing and transferring.
NOTE For Prepay-only Customers, the prepayment must be applied to the Invoice, and the 'Prepayments Applied' should match with the 'Invoice Total' to approve the Invoice.
NOTE If the 'Prevent Over-Crediting a Sales Invoice' flag on SO Control Invoice Processing Tab is checked, the system will not allow the approval of Credit Memos with a total greater than the associated Invoice Total. But Credit Memos with a total less than the associated Invoice Total will be approved irrespective of the 'Prevent Over-Crediting a Sales Invoice' flag.
NOTE If the field 'Prepayment Exchange Rate Variance Acct' on SO Control Account Defaults Tab is blank, the system will not allow the approval of the Sales Order Invoice that has prepayments applied for a non-home currency Customer (if the exchange rate is different between the Prepayment Detail and the Sales Order Invoice).
In Rootstock Financials, when Approving a zero-value Sales Order Invoice/Credit Memo, the system will automatically check the 'Pre-Approved', 'Approved', 'Transferred', 'Posted (in A/R)' flags on the Sales Order Invoice/Credit Memo.
If the flag 'Prevent Approval of Zero Price Invoices' on SO Control is checked, then the system will not allow the approval of the zero-value Sales Order Invoice/Credit Memo.
If the flag 'Bypass Auto-Xfer of No Impact Invoices' on SO Control is checked, then upon approving the zero-value invoices, the system will only check the 'Pre-Approved' and 'Approved' flags. And when transferring those invoices, the system will not actually process the AR transfer logic on those Invoices, but it will check the flags 'Transferred' and 'Posted (in A/R)' so that the user can open this invoice again and make changes (perhaps making it a non-zero invoice).
If using Avalara Integration, upon Invoice Pre-Approval/Approval, taxes will be fetched to get the most recent tax amount.
The Pre-Approval/Approval step will generate accounting details that can be reviewed on the button Account Distribution.
NOTE The buttons Preapprove Invoice and Approve Invoice will be disabled for users who don't have edit access to the fields 'Pre-Approved', and 'Approved'.
After a Sales Order Invoice/Credit Memo is approved, the button De-approve Invoice/De-approve Credit Memo will appear to allow reversal of this step and uncheck the "Pre-Approved", and "Approved" flags.
Print Invoice (Optional)
Use the Print Invoice button to create a PDF form for the Sales Order Invoice that can then be printed, emailed, and/or filed. It can only be selected after the Invoice has been approved. Once printed, it will flag the invoice as printed.
NOTE The printed document will include the External Comments from the Invoice Header and Invoice Line if the flags "Print External Comments on Sales Order Invoice" on the Invoice Header and "Print Comment" on the Invoice Line are checked.
When the SO Invoice form is generated using the RootForms and,
if the custom setting 'salesorder_CreateFormsRecords' is true, then the system will generate the Print Invoice Header (FSOINVH__c) record, and it will be used along with the Sales Order Invoice Header and Sales Order Invoice Line details to generate the form.
if the custom setting 'salesorder_CreateFormsRecords' is false, then the system will use the Sales Order Invoice Header and Sales Order Invoice Line details to generate the form.
Otherwise, when using the Email Template, the system will create the Print Invoice Header (FSOINVH__c) record, which will be used to generate the SO Invoice form.
NOTE For generating the SO Invoice form using RootForms, any of the below conditions must be satisfied:
The field 'Override Form Tool - Sales Invoice' on the System Defaults is set to the value 'RootForms'
The field 'Override Form Tool - Sales Invoice' on the System Defaults is set to the value 'No Override', and the Rootforms is active on the System Configuration.
Transfer Invoice / CM
When using FinancialForce or Rootstock financials, use the button Transfer to A/R to transfer the Sales Order Invoice to AR. This button is only available after the Invoice has been approved.
Before transferring the Invoice/Credit Memo to A/R, the system will compare the total of the Account Distribution button > Account Distribution Summary records and compare it with the Invoice Total/Credit Memo Total.
NOTE If the total of Account Distribution Summary Debit/Credit records (excluding the Account Distribution Detail records referencing 'Prepayment applied', 'Prepaid VAT Applied', 'Prepaid VAT', and 'Cost of Goods Sold') is not matched with the Invoice Total/Credit Memo Total and if the custom setting 'salesinvoice_bypass2Xpostingcheck' is False, the system will not allow transferring the Invoice/Credit Memo to A/R. If the 'salesinvoice_bypass2Xpostingcheck' is True, the totals will not be compared, and the Invoice/Credit Memo will be transferred to A/R.
NOTE Once all the Sales Order Lines are shipped, and the flag Close Sales Order on Invoice Transfer on the SO Control record is checked, then the Sales Order will be flagged as "Closed" upon the transfer of the Sales Order Invoice to A/R. If the Transfer to A/R is reversed, it will re-open the Sales Order automatically.
NOTE The button Transfer to A/R will be disabled for users who don't have edit access to the field 'Transferred'.
Revert A/R Transfer Invoice / CM (Optional)
The option to Reverse the Transfer to A/R will be available for Transferred Sales Order Invoices when not using Avalara Integration.
If using Financial Force, Journal will need to be discarded in Financial Force before performing the reversal manually.
Reversals are not allowed when using QuickBooks, Intacct, or Accounting Seeds.
Additional Buttons on SO Invoice / CM UI
Create New Invoice: Available on Sales Order Invoices, gives the option to start a new Sales Order Invoice in addition to the one currently being worked on.
Create Credit Memo: Available on Credit Memos,gives the option to start a new Credit Memo in addition to the one currently worked on.
Commission Details: Display-only Commission Details for this Sales Order Invoice. Values are inherited from the originating Sales Order Header. For more details, see Sales Commission.
Account Distribution: Displays the Account Distribution Summary and Account Distribution Detail for each SO Invoice Line.
NOTE The VAT Class on all tax-based Invoice Account Distribution Detail are set from the Tax Location specified on the invoice. Also, if the "Associated VAT Class" on the Tax Location is set with "Intra-EU Community VAT" equal to True, an additional Invoice Account Distribution Detail with Reference as 'Intra-EU Community VAT' will be created.
NOTE The Tax for Freight Amount will be calculated based on the Tax Location specified on the Sales Order Invoice Header and a new Invoice Account Distribution Detail will be created for the Tax of the Freight Amount.
NOTE When the invoice is created for a non-home currency Customer and has a prepayment applied, then two additional Invoice Account Distribution Details will be created with the reference 'Currency Gain/Loss on Prepayment Applied', one for the gain/loss of the prepayment amount and the other for the gain/loss on prepaid VAT if the 'Invoice Currency Exchange Rate (M)' on the invoice is different from the 'Prepayment Currency Exchange Rate (M)' on the Prepayment Detail applied to the invoice.
Override Exchange Rate: When the Company allows manual exchange rate overrides, use this button to select the new Rate Schedule that will be used to override the current Foreign Exchange Rate Schedule of this Sales Order invoice. When clicked, a popup window is opened with the following fields:
Type of Exchange Rate Schedule: Select the Exchange Rate Schedule Type. Options are:
Locked-In Commitment Rate
Override Rate
Rate Schedule: Select the Rate Schedule that will be used to override the current Foreign Exchange Rate Schedule of this Sales Order invoice.
Exchange Rate: This field will display the exchange rate defined on the above selected 'Rate Schedule'.
Use Selected Override Schedule button: After selecting the Rate Schedule, click this button to override the Foreign Exchange Rate Schedule of this Sales Order invoice.
Revert to Current Spot Rate button: Click this button to reverse the Exchange Rate Schedule to the default Current Spot Rate.
NOTE This button Override Payment Exchange Rate is displayed only when the value of the field 'Financial System Interface' on the System Configuration (SYCONFIG) is 'Rootstock', the Invoice is not approved, and the 'Invoice Currency' value is different from the 'Currency Code' value of the Company's 'Home Currency'.
NOTE There may be actions to be taken in the installed Financial Application for Sales Order Invoices. Confer with the Rootstock Implementation Consultant.
