Table of Contents

Invoicing - Invoice Generation

After collecting and posting entries in the Invoicing module, the next step is to generate customer invoices. This guide explains the invoice creation process.

Invoice Generation Overview

The Invoicing module allows you to create sales invoices based on posted ledger entries. These invoices consolidate billable activities from various operational areas into unified customer invoices.

Creating Invoices

Automatic Invoice Creation

The automatic invoice creation functionality will be coming soon. This feature will allow you to:

  1. Schedule regular invoice generation based on configurable parameters
  2. Set up automatic invoice creation rules by customer, source, or date ranges
  3. Configure batch processing for high-volume invoice generation
  4. Receive notifications when invoices are automatically created

This enhancement will further streamline the Invoicing workflow by reducing manual steps in the invoice creation process.

Manual Invoice Selection

To manually select which entries to invoice:

  1. Click on the search icon (🔍) in the top-right corner, or press Alt+Q to open the "Tell me" search feature
  2. Type "Invoicing Ledger Entries" in the search box
  3. Select "Invoicing Ledger Entries" from the search results
  4. Click Actions > Create Invoice
  5. Apply specific filters (by customer, date range, source, etc.) or leave all filters empty to invoice all available entries
  6. Click OK to create the invoices

Invoice Grouping Rules

Invoices are created based on several grouping criteria:

Default Grouping Rules

  • Customer: Entries for the same customer are grouped together
  • Invoice Type: Entries with the same invoice type are grouped
  • External Document: Entries with matching external document references
  • Currency: Entries with the same currency

Working with Created Invoices

Reviewing Draft Invoices

After invoice creation:

  1. The system displays a list of created invoices
  2. Open each invoice to review its contents
  3. Verify all expected entries are included
  4. Check amounts, descriptions, and customer information

Modifying Draft Invoices

Before posting, you can modify the draft invoices:

  1. Open the sales invoice from the list
  2. Make necessary adjustments:
    • Add or remove lines
    • Edit descriptions
    • Adjust pricing
    • Update customer information
  3. Save changes to the draft

Posting Invoices

To finalize invoices:

  1. Open the draft invoice
  2. Click Actions > Post
  3. The system will:
    • Post the sales invoice
    • Update the Invoicing ledger entries
    • Mark entries as fully invoiced
    • Generate the posted invoice document

After Invoice Creation

Once invoices are created and posted:

  1. The Invoicing ledger entries are updated with invoice references
  2. The entries' status changes to "Invoice Posted"
  3. Source documents may be updated with invoice information
  4. Posted invoices follow the standard sales invoice workflow

Invoice Synchronization

The invoice synchronization process in Invoicing works automatically through the following steps:

  1. When a journal line is posted, the system:

    • Creates Invoicing ledger entries
    • Generates a Data Integration (DI) message containing these ledger entries
    • Prepares this message to be sent to the central partner

  2. Message transmission and status updates:

    • When the message is sent to the central partner, the Partner Sync. Status on the invoice ledger entries is updated
    • The central partner processes the received entries
    • Once processed, the central partner sends a confirmation message back

  3. Confirmation process:

    • Upon receiving the confirmation message, the system updates the Partner Sync. Status to "Confirmed by Parnter"
    • This completes the synchronization cycle between partners

This automated synchronization ensures that all invoicing data remains consistent across multiple company environments without manual intervention.

Troubleshooting Invoice Creation

If you encounter issues during invoice creation:

  • Missing Entries: Verify entries are properly posted and available for invoicing
  • Grouping Issues: Check invoice type setup and grouping rules
  • Customer Missing: Ensure customer information is complete on ledger entries
  • Validation Errors: Review error messages and correct underlying data issues

Next Steps

After creating invoices, proceed to:

  • Regular sales invoice processing for printing and distribution
  • Ledger Entries to view the updated status of transactions
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