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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Invoicing Question
Microsoft Dynamics GP (Archived)

Invoicing Question

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Posted on by WorldofStoneAcct 110

I have taken over A/R at a company for someone and was not able to be trained completely on how they did things - I am also new to Great Plains...

My question is how do I invoice certain line items (this case is quantities of square feet of tile) from an order and then come back to it later to invoice the rest when they ship?

There are packets of prior jobs that have been done where the order has been transferred to an invoice and then put back to an order somehow, but I can't figure out how it was done...any ideas would be helpful!

Thank you,

-Robert

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  • Richard Wheeler Profile Picture
    Richard Wheeler 75,730 on at
    RE: Invoicing Question

    So you have orders with multiple lines and each line is always shipped in its entirety. When you went back to these open orders, were there any lines still waiting to be fulfilled? If you were to go to Tools->Utilities->Sales->Reconcile Remove Sales Documents and enter one of these order numbers, would it move to history? I have seen times where orders that should have gone to history did not do so.

  • WorldofStoneAcct Profile Picture
    WorldofStoneAcct 110 on at
    RE: Invoicing Question

    Thanks Richard,

    Ok - I understand you can't go back....

    So then how I have been doing it is by invoicing and fulfilling the line items as they ship (they are never partially shipped - it is either the whole line or nothing). Then I have to approve the batch to post the invoice to the customer account. Later when the rest ships I go back and un-approve the batch because I can't edit an approved batch. At that point I can go back into the order to fulfill and invoice the rest of the line items. Does this sound like the appropriate or best way? All of my reporting matches so I know my accounts are all in balance and the customer is charged correctly.

    The reason this is all brought up is because I found old job packets with several invoices from orders and then found I can still go into the open orders. It makes it look like whoever was here before me was forcing the invoicing some how...

    -Robert

  • Steve Baldasti Profile Picture
    Steve Baldasti 325 on at
    RE: Invoicing Question

    Yes we have several companies.  Our distribution company uses the Sales Transaction Entry screen to process the customer orders.  The one thing we do before we turn that Order into an Invoice, is verify that the customer got what they wanted.  We have a quick turn around order tonight for delivery for tomorrow.  So we know within 24 hours if the Order needs to be changed.

  • Richard Wheeler Profile Picture
    Richard Wheeler 75,730 on at
    RE: Invoicing Question

    Excuse me, the first line should read "There is no way to transfer an invoice to an order"

  • Richard Wheeler Profile Picture
    Richard Wheeler 75,730 on at
    RE: Invoicing Question

    There is no way to transfer an order to an invoice. It is a one way street. Quotes -> Orders -> Invoices.

    Now on each line there are fields for quantities. As an example, an order could have been for 100 sq ft of tile where each tile is 1 sq ft. So the order is for qty 100 and then they backorder 60 and ship 40. They then come along at reduce the b/o qty by 20 to 40 and ship 20 and so on until the entire 100 sq ft are shipped. Once an order is fulfilled entirely and as invoiced, there is no way to go back to an open order.

  • WorldofStoneAcct Profile Picture
    WorldofStoneAcct 110 on at
    RE: Invoicing Question

    Hi Steven,

    Thanks for your help. I am using Sales Transaction Entry window from the Sales Mod and transferring orders to invoices. Everything works fine when I can fulfill the entire order from our inventory and invoice it as a whole. If I only invoice certain lines then once I post it I am unable to get back into the order.

    -Robert

  • Steve Baldasti Profile Picture
    Steve Baldasti 325 on at
    RE: Invoicing Question

    Robert are you using the Inventory Mod in GP?  

    We invoice our customers daily based on the products they order.  Each product has an Item Number, so when we create the order we select the product by Item No.

    When we purchase the products from our vendors, each invoice is entered into GP using our Item No.  So if there are 10 items on the vendor invoice we enter 10 items based on the Item Numbers.  Now we reference the vendor's code to ours to make it easier to input.  But then we get the right costing and selling prices.  We also get the right accounting.

    We have built a whole infrastructure of Inventory; Sales and Purchasing.

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