When you deliver against a sales order, create the sales invoice from the order. The invoice starts with everything from the order filled in, and the order is marked Invoiced once the invoice is saved.
Before you start
The order must be saved with the status Confirmed. A draft or cancelled order doesn't change to Invoiced.
Create an invoice from the order
- Go to Sales → Sales Orders and click the order.
- Click Edit Sales Order.
- In the right-hand panel, set Status to Invoiced. The Invoice this Sales Order card appears.
- Click Create sales invoice. A new sales invoice opens with the order's details filled in.
- Check the invoice. Set the Invoice Date and Due Date, and change the lines if you're billing only part of the order.
- Click Create Invoice.
You don't need to save the order after step 3. Once the invoice is created, the order's status changes to Invoiced on its own.
What the invoice copies from the order
- The customer, place of supply, currency and exchange rate.
- Every line item, with its prices, discounts and taxes.
- The order's discount, its TDS settings, its project, notes and terms.
The new invoice starts as Unpaid.
Link an invoice you've already raised
If you billed the customer before recording the link, connect the existing invoice instead:
- Open the order with Edit Sales Order and set Status to Invoiced.
- In Invoice this Sales Order, search for the invoice under "Search & select an invoice" and pick it.
- Click Yes, Link Invoice.
The invoice must be for the same customer as the order.
Billing an order in parts
You can raise several invoices against one order, for example one per delivery. The Linked Sales Invoices card on the order lists them, with how much has been invoiced and how much remains.
- Remove or reduce lines on each invoice so it covers only what you're billing now.
- The invoices linked to an order can't add up to more than the order total. If they would, the invoice isn't saved and SmartLedger tells you how much has been invoiced.
- Once the linked invoices cover the full order, the Invoice this Sales Order card no longer appears.
Tips
- Click an invoice in Linked Sales Invoices to open it.
- To undo a link, click the bin icon next to the invoice and confirm with Yes, Unlink Invoice.
- If you unlink or delete the last invoice linked to an order, the order goes back to Confirmed.
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