The Invoicing feature is used for several purposes. It provides a convenient method of creating invoices
and automatically emailing them to customers or printing and sending them by
postal mail. Printed Invoices are first
created in HTML format then directed from the Administrator’s browser to a
printer.
The Invoicing feature also provides a method of posting
invoices. Posting is a process that automatically
creates journal entries that can then be exported to third party accounting
systems such as Quick Books. Journal
entries are created according to GAAP standards. PORTALPRODIGY also provides a variety of
accounting reports that print both detail and summary accounting information. Please see the chapter on Accounting for more
information. Posting also updates the
orders, recording the date of invoice and sets the invoiced flag to true. Posting also updates the customer’s account
recording the receivable.
The Invoicing process work as follows:
1)
User enters criteria into Search for Orders/Invoices
page and click on Search button.
2)
User selects, using checkbox, all matching orders that
they want to assign to batch.
3)
User clicks “Assign to Batch” button.
4)
System displays Assign Orders to Batch. User may use list box to select an existing
open batch (non posted) or they may select “New” to create and assign to a new
batch, then the user clicks process.
5)
Orders that cannot be posted are listed along with the
reason why they could not be posted; otherwise the process skips to the next
step. Note that Orders cannot be posted
twice, thus if an order is previously posted it shall be listed with reason
such as “Already Posted”.
6)
When posting is complete, the system prompts user with
“Print Batch # X” Yes/No? where X is the
selected or newly assigned batch number.
a)
If Yes is selected, it prints as follows:
i)
Unfulfilled Invoices - invoice for full Order.
ii)
Partially Fulfilled Invoices – invoice only for
fulfilled portion of Order. The
Fulfillment process creates a backorder for the unfulfilled portion of the Order.
iii)
Fulfilled Invoices – invoice for full Order (also
includes Backorders that are fulfilled).
7)
When fiished printing or after “No” answer to Print
prompt, the system prompts the user with “Post Batch as Invoiced?” Yes/No.
a)
A Yes answer causes the system to fill in an Invoice
Date and Invoice Amount for each Order in the Batch. It also sets Invoice Printed to Yes (if user
choice print) and updates Order Status
and post to GL as follows:
i)
For each Order that is fulfilled it sets Order Status
to “Completed” and post to the applicable fulfilled GL accounts.
ii)
For each Order that is unfulfilled it sets post to the
applicable unfulfilled GL accounts.
b)
A No answer leaves the Batch un-posted. Un-posted batches can be posted later using
the Post Batch option.