Allow Invoicing of Unfilled Documents in Dynamics GP

Have you ever wondered about the significance of the “Allow Invoicing of Unfilled or Partially Fulfilled Documents” checkbox in SOP setup? That small checkbox can be significant, particularly if you are processing a large volume of transactions by batch. This assumes you have not spent the extra money on Advanced Distribution.

The help screen for the field states, “Allow Invoicing of Unfulfilled or Partially Fulfilled Orders. This option is used if you have the Use Separate Fulfillment checkbox marked. If you don’t mark this option, you won’t be able to invoice an order that hasn’t been completely allocated and fulfilled.” This does not tell you what will happen if you do have the box checked:  You may end up invoicing product you have not yet delivered.

Configuration 1 – Allow Invoicing of Unfulfilled or Partially Fulfilled Orders

Sales Transaction Entry

Note:  Quantity ordered is 1, quantity to invoice is 1, and quantity fufilled is zero.

Run the transfer process.

The order is successfully transferred, although the quantity was not fulfilled. Note:  The setup was configured for separate fulfillment.

The invoice indicates the quantity fulfilled has been updated to 1—the item was “auto fulfilled.”

Configuration 2 – Do Not Allow Invoicing of Unfulfilled or Partially Fulfilled Orders 

Sales Transaction Entry

Note:  Quantity ordered is 1, quantity to invoice is 1, and quantity fufilled is zero.

Run the transfer process.

Sales Transaction Entry

Note:  In Item 1, the quantity is on hand, the quantity ordered is 1, quantity to invoice is 1, and the quantity fulfilled is zero. In Item 2, the quantiy is short.

The user selects back order balance.

Run the transfer.

The back-ordered quantity is transferred to a back order document.

Item 1 remains on the order waiting to be fulfilled. Item 2 was moved to the back order document, so all quantities except the quantity ordered are zero.

For more information about allowing invoicing of unfilled documents, contact BKD’s Microsoft Dynamics GP Support Center at gpsupport@bkd.com.