Invoice Manager

The Invoice Manager can be used to track and manage invoices and credit memos in Order Management. The Invoice Manager and the Credit Manager have the same dashboard and have identical functionality. The only difference is that the search tool is geared toward Invoices in the Invoice Manager. Also, you can only create a new payment in the Invoice Manager.

You can search for, view, and take action on any outstanding invoices or credit memos, generate reports of recent invoice activity, or generate reports of recent sales by Item or by customer. Order Management automatically creates an invoice upon approval of each shipping order. If a single shipping order spawns from multiple sales orders, each sales order has a corresponding invoice. Order Management tracks payments and other transactions that positively or negatively affect the balance due on an invoice. Order Management provides invoice information to third-party accounting systems through Order Management's job system, through Order Management's Web Services, or through custom integrations. The Invoice Manager provides quick links to open and aging invoices, as well as Accounts Receivable reports and Sales Summary reports.

For example, in a partial shipment, the invoice automatically adjusts to reflect the shipping order. Payment might then be captured for the amount of the invoice.

The Invoice Manager dashboard contains the Invoice Summary, Credit Memo Summary and Accounts Receivable Overview sections. The Invoices Summary lets you take action on any outstanding invoices. The Credit Memo Summary lets you take action on any outstanding credit memos. See Queues for details on the invoice queues. The Accounts Receivable Overview section lets you view current and past-due invoices. You can also search for invoices using the Search form at the top of the Invoice Manager page.

To access the Invoice Manager, select Invoice Manager from the Accounting accordion menu. The Invoice Manager page appears. From here you can do the following:

Invoice Manager Dashboard

The following table describes the components of the Invoice Manager dashboard:

Fields and Buttons Description
Invoice Summary section Shows a list of invoices in states that require attention. Note that an Invoice that is waiting fulfillment and has not been paid appears only in the Waiting Fulfillment list. Click [view] next to the workflow state to open a list of invoices in that state. The workflow states include the following:
  • Alerted
  • Waiting Fulfillment
  • Waiting Approval
  • Waiting Payment
  • Waiting Filing
  [view] link Shows the full list of search results of invoice records in the selected workflow state. When Invoice record is selected, the Invoice details page appears with all the relevant information regarding the invoice associated with customer orders. See Invoice Details.
Credit Memo Summary section Shows a list of credit memos in states that require attention. Click [view] next to the workflow state to open a list of credit memos in that state. The workflow states include the following:
  • Waiting Fulfillment
  • Waiting Approval
  • Waiting Payment
  • Waiting Filing
  [view] link Shows the full list of search results of credit memo records in the selected workflow state.
Accounts Receivable Overview section Lets you view orders that are in Accounts Receivable status over a specified period of time. Available time periods in the Overview include:
  • 0-30 Days
  • 31-60 Days
  • 61-90 Days
  • 91-120 Days
  • More than 120 Days
  • Total
Upon selecting a time period, the Invoice Search results appears with invoices in that time period. From here you can select an invoice and then run an action. See Invoice Search Results.
  Detail, Summary, Statement links with For date drop-down and format drop-down Opens a report with information about Invoices that were captured during the selected time period.
Sales Summary by Item, Sales Summary by Customer, Sales By Customer links with For date drop-down and format drop-down Opens a report with information about Invoices during a selected time period.
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