Invoices

1. Invoice Overview 

Invoices are essential documents in any financial transaction, as they are formal records of sales or services and the corresponding payment terms. The system supports features such as categorizing invoices by type, tracking payment statuses, and identifying invoice statuses. These features ensure businesses can effectively manage their accounts receivable, maintain accurate financial records, and improve cash flow.

The Sales Invoices page serves as a centralized interface for managing and tracking invoices related to sales transactions. It is designed to provide users with clear visibility into the financial aspects of their operations, enabling efficient billing and payment management.

This page offers a comprehensive overview of all sales invoices, complete with details such as invoice numbers, customer references, and payment statuses. Users can effortlessly filter, search, and manage invoices using the intuitive interface. The layout includes tools for selecting multiple invoices, downloading data, and refreshing the display for updated information.

• Go to Administration
• Click on Sales 
• Click on Invoices under Sales Action

Key Features of the Sales Invoices Tab

1.1 Search & Filter Options

• The Search bar allows users to locate specific sales invoices by entering keywords such as invoice number, account number, customer reference number, or merchant document number.
• Users can refine their view by selecting specific criteria using the Filter button, which opens a list of filtering options for better organization and navigation of orders.

1.2 Select All Option

• To select all invoices on the current page, click the "Select All" checkbox at the top. This feature is especially helpful when dealing with an extensive list of invoices. It saves you time and effort by allowing you to select multiple invoices at once, rather than having to select each one individually.

1.3 Download Selected and Refresh Options

• Download Selected: This action lets users download the details of the selected invoices as a file. It is ideal for record-keeping, sharing, or offline analysis. Users need to select the desired invoices first before initiating the download.

To download the details of selected invoices, follow these steps:

1. Select the invoices you want to download.
2. Click the "Download Selected" button.
3. Choose the file format you prefer like JSON or Excel.
4. Save the file to your device.

• Refresh: The Refresh button updates the displayed list to reflect the most recent changes or additions to the invoice database. Users can ensure they are working with the latest data by refreshing the page after performing any actions.
• Page Navigation Controls: If you have a large number of invoices, you can navigate through multiple pages using the controls at the top right. 
  • 1. Go to the first or last page.
    2. Select a specific page number.
    3. Adjust the number of entries displayed per page.

1.4 Close Invoices

Close Invoices Button: The Close Invoices button is a primary action button that allows you to mark selected invoices as closed. Closing an invoice means that it has been fully paid or resolved. This action updates the status of the invoices in the system, preventing further modifications. 

To use this feature, follow these steps:

1. Select the invoices you want to close from the list.
2. Click the Close Invoices button.
3. Confirm that you want to close the selected invoices.

1.5 Select Filter

Use the search filter to find specific transactions quickly. Select one or more of the following criteria:

The Filter Button is used to refine and display specific data based on selected criteria. Clicking this button opens filtering options, allowing users to define parameters. This functionality helps users quickly locate relevant records without manually searching through large datasets. The system applies the selected filters and updates the displayed information accordingly, ensuring efficiency in data retrieval.

• Invoice No. : An invoice number is a sequential number assigned to an invoice to help identify and track it. 
  
• Merchant Doc No. This is a unique number assigned to the invoice and used as a reference number for the merchant's internal documentation related to the invoice.
• Customer Reference No. : A number provided by the customer to identify the invoice within their system. 
• Account No. : The Account No. is a unique number for the customer’s account in the merchant’s system. It helps associate invoices with specific customer profiles, enabling quick access to transaction histories and account details. 
• Customer Name: The Customer Name displays the name of the customer or organization associated with the invoice. 
• Created On: The Created On field captures the date the invoice was generated. This timestamp is essential for tracking the invoice's lifecycle, from creation to payment. 
• Due Date: The Due Date indicates the deadline for payment completion. It is critical for cash flow management and ensures that the merchant and customer have clear visibility into payment timelines. 
• Invoice Amount: The Invoice Amount represents the total payable sum for the transaction, including all charges such as taxes, shipping fees, and discounts. This field provides a summary of the financial obligation associated with the invoice. 
• Last Modified On: The Last Modified On field tracks the most recent date and time when the invoice details were updated. 
• Missing Email Notification: This field indicates whether a notification email associated with the invoice is missing. It serves as an alert to ensure all necessary communications are sent to the customer or relevant parties. 
• Missing PDF: The Missing PDF field highlights whether the PDF version of the invoice is unavailable. This alert is significant as PDF copies are often required for sharing with customers and archival purposes.
• Order Reference No.: The Order Reference Number links the invoice to the corresponding customer order. An order reference number is a code or number assigned to a customer's order, used to track and manage the order throughout the fulfillment process.
• Order Source: The Order Source indicates the origin of the order, such as an online platform, in-store purchase, or a third-party marketplace. Order sources define the different platforms or systems through which orders are placed, processed, and managed. 
  • EDI (Electronic Data Interchange):  Electronic Data Interchange (EDI) is a system that allows businesses to exchange order-related documents in a standardized electronic format. It eliminates the need for manual data entry by enabling automated, real-time communication between different organizations.
  • ERP (Enterprise Resource Planning): Enterprise Resource Planning (ERP) systems are integrated software solutions that help businesses manage various functions. Orders placed through an ERP system are automatically recorded and linked to other business processes, ensuring seamless coordination between departments.
  • PDF-to-Orders: The PDF-to-Orders method involves extracting order details from PDF documents and converting them into structured, processable data. This approach is useful when customers send purchase orders in PDF format via email or other digital communication channels. 
  • Accelera Insight: Accelera Insight is an advanced order management and analytics platform that provides businesses with real-time insights into order trends, fulfillment status, and customer purchasing behavior. Orders placed through Accelera Insight benefit from automated tracking, intelligent forecasting, and data-driven decision-making.
  • Web Portal: A Web Portal serves as an online platform where customers or business partners can place orders directly through a user-friendly interface. This method provides a self-service experience, allowing users to browse products, check availability, and submit purchase orders in real time.

• Past Due Invoices: This field tracks invoices that have exceeded their due dates without payment. It is essential for managing overdue accounts and ensuring timely follow-ups with customers. This feature helps businesses minimize payment delays and improve cash flow management.

• Posted Date: The Posted Date marks the date when the invoice was officially recorded in the merchant’s accounting system. This timestamp is critical for financial reporting and ensures that all transactions are accounted for in the correct fiscal period.
• Tax Recorded:  The Tax Recorded field confirms whether applicable taxes have been calculated and documented for the invoice. This field is crucial for compliance with tax regulations and ensures accurate reporting during audits or tax filings.
• User Name:  The User Name field displays the name of the user responsible for creating or modifying the invoice. This field adds accountability and transparency to the invoice management process by identifying the individual associated with its creation or updates.

2. Invoices Details Overview

• Send Payment Reminder: When the payment status is pending, a payment reminder can be sent to prompt the payer to complete the transaction. A reminder that payment for Invoice Number is now past due. Customer needs to settle the outstanding amount by [Due Date] to avoid any late fees.
• Send Invoice: The Send Invoice option allows users to send the invoice electronically to the relevant customer. This feature is typically integrated with email or other communication systems, enabling quick sharing of invoice details. It ensures that customers receive the document promptly, reducing delays in processing payments. 
• View Notifications: The View Notifications option provides a detailed log of all notifications related to the specific invoice. These notifications might include reminders for due payments, updates on payment status, or alerts about any discrepancies. 

2.3 View Details

• The View Details option provides a comprehensive breakdown of the selected invoice, offering users an in-depth view of all associated data.
• Click on View Details

• Invoice No. : An invoice number is a sequential number assigned to an invoice to help identify and track it. It is typically a numeric or alphanumeric code that is unique to each invoice. This number ensures that each invoice can be distinguished from others. It prevents duplication or confusion. 
  
• Merchant Doc No. : Reference number for the merchant's internal documentation related to the invoice. A unique number assigned to the invoice. A Merchant Document Number (MDN) is a unique number assigned by the merchant to a specific invoice. It is used to track and manage invoices and can be used by the merchant to reference a specific invoice.
• Customer Reference No. : A number provided by the customer to identify the invoice within their own system. The Customer Reference Number field displays a unique reference number provided by the customer. This field helps in tracking specific invoice and can be used to identify the customer's internal invoice reference. 
• Payment No. : The Payment Number (Payment No.) is a unique reference assigned to each payment transaction. It helps in tracking, verifying, and managing payments within financial systems.
• Payment Status: Highlights the payment stage signifying that payment has been successfully processed. This status ensures clarity on the financial aspect of the invoice. The Payment Status field indicates the current state of the payment for a given invoice. Typical statuses include:
  • • Authorized: Payment authorization has been granted, but funds are yet to be captured by the merchant. This status confirms that the payer’s account has sufficient funds and approval for the transaction.
    • Cancelled: The payment request has been voided, either due to a customer’s action or administrative decision. A cancelled status ensures no further action will occur on the payment.
    • Captured: The payment has been successfully processed, and funds have been received by the merchant. This status signifies the completion of the payment cycle.
    • Pending: The payment is yet to be initiated or is currently being processed. This status requires monitoring to ensure timely completion.
• Order Date: The Order Date is a crucial field that indicates the date when the customer placed the order. This date provides a timeline reference for managing orders, from placement to payment and delivery. 
• Price Date: The Price Date is a critical field that marks the date when the pricing terms for the order were confirmed. The Price Date refers to the specific date on which the price of a product or service is determined, recorded, or becomes effective. The Price Date plays a crucial role in order processing, helping businesses track price changes over time and maintain consistency in pricing policies. 
• Invoice Date & Time: The Invoice Date & Time is a vital field that indicates the date and time when the invoice was generated and finalized. The Invoice Date & Time helps track the invoice's progress and ensures that all parties involved are aware of the invoice's status. It is typically generated automatically when the invoice is created. 
• Invoice Modified Date & Time: The Invoice Modified Date & Time is a crucial field that indicates the date and time when the invoice details were last updated. This field ensures that any changes to the invoice are tracked and timestamped. The Invoice Modified Date & Time helps track the invoice's progress and ensures that all parties involved are aware of the invoice's status. It is typically generated automatically when the invoice is updated. 
• Posted Date: The Posted Date is a critical field that indicates the date when the invoice was officially recorded in the merchant's accounting system. This date monitors the financial lifecycle of the transaction, providing a clear timestamp for accounting purposes. The Posted Date helps track the invoice's progress and ensures that all parties involved are aware of the invoice's status. It is typically generated automatically when the invoice is posted.
• Due Date: The Due Date indicates the deadline for payment completion. It is critical for cash flow management and ensures that both the merchant and customer have clear visibility into payment timelines. This field helps businesses avoid delays in revenue collection and provides customers with a timeframe to settle their dues. Proper tracking of due dates reduces the risk of overdue payments and penalties.
• Invoice Type: Invoices are categorized based on their purpose and payment structure. Understanding different invoice types helps businesses manage financial transactions efficiently. 
  • Standard Invoice: A Standard Invoice is a billing document issued by a seller to a buyer after goods or services have been delivered. It contains key details such as invoice number, payment terms, itemized charges, taxes, and the total amount due. 
  • Pre-Paid Invoice:  A Pre-Paid Invoice is issued before the delivery of goods or services, requiring the buyer to make payment in advance. This type of invoice is commonly used in cases where upfront payment is necessary, such as custom orders, subscription services, or high-value transactions. It includes details similar to a standard invoice but clearly indicates that payment must be completed before the order is processed or fulfilled.
• Invoice Status:  Shows the current processing stage of the invoice. The Invoice Status field shows the state of the invoice in terms of processing and closure. Common statuses include:
  • • Open Invoice: Indicates that the invoice is still active and requires action, such as payment or further processing. Open invoices demand close monitoring to ensure deadlines are met.
    • Closed Invoice: Indicates that the invoice has been fully processed, including payment and any adjustments. It signifies that no further action is required for this invoice.

• Product/Service Total: The Product/Service Total field represents the cumulative cost of all products or services included in the order. This amount reflects the base price of items or services before any additional charges, taxes, or discounts are applied. It serves as the foundation for calculating the overall order total and is critical for evaluating the primary value of the transaction. 

• Shipping & Handling Charges: The Shipping & Handling Charges field displays the costs incurred for shipping and handling the items in the order. This may include fees for packaging, courier services, and other logistical expenses. Clearly itemizing these charges provides customers with a detailed breakdown of the total cost and helps businesses recover operational costs associated with order fulfillment.

• Sales Tax: The Sales Tax field shows the amount of tax applied to the order based on applicable tax rates. This amount is calculated on the taxable value of the order, including products, services, and sometimes shipping fees, depending on regional tax regulations. Maintaining accuracy in this field is essential for compliance with tax laws and ensuring the correct amount is reflected in the final invoice.
• Discount Amount: The Discount Amount field indicates any reductions applied to the order total. These discounts could result from promotional offers, bulk purchase incentives, or customer-specific agreements. This field is essential for ensuring transparency in pricing and providing clarity to the customer on how their total was adjusted. Proper application of discounts enhances customer satisfaction and supports marketing strategies.
• Additional Charges: Additional Charges are extra fees or costs incurred during the shipping or delivery process. Additional Charges are typically added to the invoice as a separate line item.
  
• Shipment Discount Amount: Shipment Discount Amount is a reduction in the total invoice amount granted to customers for large or frequent shipments. Shipment Discount Amount is subtracted from the total invoice amount.
• Total: The final payable amount which is derived by applying discounts and adding shipping charges to the product/service total. This field is key to the transaction settlement.