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Processing of invoice before shipments

  • 9 February 2022
  • 9 replies
  • 621 views

Is there a way to process the invoice before shipment? The business is  to render services to the customer by registering their cars to the DMV and it require documents to be shipped back to the client.

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Best answer by vkumar 10 February 2022, 12:35

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9 replies

Userlevel 7
Badge +15

HI @rvllzfrdd  Depending on how you want to handle service invoice in the system, there are 2 ways this can be handle in the system:

  1. Use the Sales Order Type of Invoice, you could bypass the shipment also from here:
  2. Create an Invoice from the Receivables Module (which is used mainly for service items and charges)

     

When you create them from the Invoices in Receivables, you can only add Non-Stock items. 

Userlevel 7
Badge +11

Hi @rvllzfrdd 

Adding to the above post, on standard Sales order > shipment > invoice process, if you are using a Non stock item for the services rendered in this case, you can just disable shipment creation on Non stock item profile. 

  • uncheck ‘Require shipment’ on non stock item profile

When you use above non stock item, it allows you create an invoice from Sales order and wont insist creating shipment. 

Let us know if you want to create an invoice first, but do want to create a shipment later for shipping the documents, then above suggested options wont fit your requirement. 

Regards,

Hi @rvllzfrdd 

Adding to the above post, on standard Sales order > shipment > invoice process, if you are using a Non stock item for the services rendered in this case, you can just disable shipment creation on Non stock item profile. 

  • uncheck ‘Require shipment’ on non stock item profile

When you use above non stock item, it allows you create an invoice from Sales order and wont insist creating shipment. 

Let us know if you want to create an invoice first, but do want to create a shipment later for shipping the documents, then above suggested options wont fit your requirement. 

Regards,

The client still wants the documents be shipped and be recorded in Acumatica. I am thinking if there are ways to make shipment pending or on-hold (while waiting for the DMV to release the plates/docs) and process the invoice since we already rendered the service of registering their vehicles.

Userlevel 7
Badge +11

Hi @rvllzfrdd 

There is no direct option available to generate an invoice before shipment. Here is an existing idea posted on ideas page 

Regards,

Userlevel 7
Badge +11

Hi @rvllzfrdd 

Here is a workaround which may work. I have tested this locally, worked fine. 

  • Use two separate Non stock items, one for ‘Registration service’, wont require shipment, will have the service amount
  • Second Non stock item is for DMV document dispatch, ‘Require shipment’ enabled, will have zero value on Sales order.
  • You create a Sales order with only Registration service item and Prepare the invoice/ release it
  • After releasing the invoice, ‘Reopen the order’ and add second line item for DMV document with zero value
  • You can create a shipment whenever the document is ready for dispatch from above Sales order
  • You need to prepare an invoice after shipment, but Invoice will have zero value. 

Here are the screenshots. 

Created SO with only Registration service item with service amount

Prepared the invoice ( no shipment required )

 

Now, reopen the SO and add second line (if you add it before, it wont let you invoice only one line ).

Note the amount is zero.

Whenever documents are ready, create shipment and prepare invoice from shipment. The invoice will be zero value. 

Hope this approach helps. 

Regards.,

Hi @rvllzfrdd 

Here is a workaround which may work. I have tested this locally, worked fine. 

  • Use two separate Non stock items, one for ‘Registration service’, wont require shipment, will have the service amount
  • Second Non stock item is for DMV document dispatch, ‘Require shipment’ enabled, will have zero value on Sales order.
  • You create a Sales order with only Registration service item and Prepare the invoice/ release it
  • After releasing the invoice, ‘Reopen the order’ and add second line item for DMV document with zero value
  • You can create a shipment whenever the document is ready for dispatch from above Sales order
  • You need to prepare an invoice after shipment, but Invoice will have zero value. 

Here are the screenshots. 

Created SO with only Registration service item with service amount

Prepared the invoice ( no shipment required )

 

Now, reopen the SO and add second line (if you add it before, it wont let you invoice only one line ).

Note the amount is zero.

Whenever documents are ready, create shipment and prepare invoice from shipment. The invoice will be zero value. 

Hope this approach helps. 

Regards.,

This is a great help to us. Thank you for this @vkumar . Will try to test this one.

Hi @rvllzfrdd 

Adding to the above post, on standard Sales order > shipment > invoice process, if you are using a Non stock item for the services rendered in this case, you can just disable shipment creation on Non stock item profile. 

  • uncheck ‘Require shipment’ on non stock item profile

When you use above non stock item, it allows you create an invoice from Sales order and wont insist creating shipment. 

Let us know if you want to create an invoice first, but do want to create a shipment later for shipping the documents, then above suggested options wont fit your requirement. 

Regards,

Hi, i’d like to ask question to create invoice first then create shipment later for non stock items

Userlevel 7
Badge +11

Hi @gisellfaith 

Did not quite get your question. Can you please elaborate. 
Regards,

Is it possible for non stock items to create invoice first before shipment?

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