Billing procedures vary based on system configuration. Invoicing is done either by batch, or automatic posting.
The billing batch method allows review and price adjustments, such as tax changes, freight charges, etc. to orders before invoices are finalized and posted. Exception orders require review and possible correction prior to billing.
Exception criteria include:
- Freight: An order is missing expected freight charges.
- Low GP%: A product has fallen below the minimum profit threshold. A Low GP% does not cause an item to be suspended.
- Non-Stock: A non-stock item is sold.
- Zero Cost: A product has $0 cost.
Note: Suspensions for exceptions are configured In the Post Invoice When Ship Confirmed (Y)es/(N)o/(E)xclude auto Suspend setting on the Company Master. If set to E, the post is suspended until review when it hits an exception.
Depending on branch settings, an order is sent to the billing batch after it has been signed for or ship confirmed. There is a delay between the time of shipment and the final invoice, for example, an order delivered on a Monday may not be invoiced until Tuesday. Sales reports based on invoice data reflect this delay.
Instant, or automatic invoice posting creates an invoice at Shipment Confirmation. There is no review process. The customer receives an invoice at the time of delivery, and/or one is emailed or faxed overnight, depending on customer master configuration. Sales reports are accurate in real time.
Corrections or adjustments, if necessary, must be made by creating credit orders, or voiding and reissuing an invoice. Optionally, hybrid method can be implemented which sends Exceptions to the billing batch.
A suspension can be set in the Company Master using the Suspend Invoice When Onhand Goes Negative setting.
Note: For Point of Sale Orders, instant post is instant, there is no wait for shipment confirmation.