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Creating Customer Invoices from Sales Orders

Create a Customer invoice from the sales order to record the sale using the agreed customer, items and prices. This guide covers the sales invoice. For entering a sales invoice independently, see sales invoice creation without an order.

Before you start​

Open the saved sales order. Check the customer, legal counterparty, terms, contract where required, warehouse, quantities, prices and shipment date. For batch-tracked goods, confirm that the intended warehouse has the required available batch quantity.

Set the shipment action​

  1. Open Goods in the order.
  2. In Actions, open the selector with F4 and choose Ship (all) for the lines to be shipped.
  3. Check that the line action becomes Ship, and review the shipment date and quantities.

A calculated order state of Ready for shipment does not replace the shipment action on the line. If generation requests Ship, review Actions rather than relying only on the order state.

Allocate the batch quantity​

For each line that requires a batch:

  1. Open F4 from Batch.
  2. In Specify batch, open Available stock and review the batches, expiry dates and available quantities.
  3. Choose More actions > Fill by FEFO to fill the allocation, then review the exact batch and quantity selected.
  4. Check Select, PCE: it must contain the quantity being allocated for the order line. Merely highlighting a batch and pressing OK does not allocate its quantity.
  5. Choose OK and confirm that the batch allocation is filled in the order line.

See also item batches and expiry.

Generate and review the invoice​

  1. Choose Create based on > Customer invoice using the green-arrow document button from the order.
  2. If the application asks to post source-document changes, review them and choose Post and continue.
  3. Wait for the new invoice to finish filling.
  4. Check the selected Order sales source option and its link to the intended sales order.
  5. Review the inherited customer, legal counterparty, terms, contract and warehouse.
  6. Check Goods against the intended shipment: items, quantities, units, batches and unit prices. Review the price-includes-VAT basis, applicable tax settings and final total separately.
  7. Choose Post and close. A successful creation displays Created.

Check the saved result​

Find and reopen the saved Customer invoice. Verify its source order, parties, warehouse, items, quantities, prices, batches and total.

Then check the stock report and any warehouse shipment documents required by your process. A saved sales invoice alone does not establish that physical picking or dispatch has been completed.

If generation or posting is blocked​

  • If shipment is requested, check Actions and the Ship value on the relevant lines.
  • If Batch is required, check the allocated quantity rather than only the highlighted batch.
  • If batch quantities are insufficient, review the warehouse and available stock before allocating.
  • If a new invoice is initially empty, wait for filling to complete, then check the source order and the lines selected for shipment before saving.

Return to the sales order guide to review the original commercial details.

For goods returned against this invoice, follow Returning goods from a customer invoice.