Option required : Invoicing
Allowed profile : brand manager, sales manager
Le New Black enables you to generate invoices and credit notes from an intuitive user interface. Invoice and credit note can only be created and managed by brand managers. You may choose to generate invoices by detailing items or based on orders placed on Le New Black. You can create pro forma invoices as preliminary quotes, create single or multiple invoices and send them from within the module, or manage credit notes for overpay payments if needed. If you are the first time using Invoicing, please read more about the invoicing settings.
Click on Invoices page under the Sales menu to begin!
- Creating a new invoice
- Creating a new invoice from an order placed on Le New Black
- Creating multiple invoices from a single order
- Managing the invoice status
Creating a new invoice
To create a new invoice, you will first select a customer to automatically pre-fill their terms and address, and then fill in description and price for the invoiced items.
1. Go to the Invoices page and click on Create invoice
2. Select a customer
3. Set invoice details by clicking on Edit company, Edit details...
4. Add description, price for items, shipping cost and deposit to invoice and Save
After verifying the invoiced details, you may add the description and the price for items in free lines, the shipping cost and the deposit in the columns below.
Congratulations, your invoice is complete! By default, your invoice is a pro forma invoice that you may send as a quote or make a final invoice: read more about managing the invoice status.
Creating a new invoice from an order
Creating an invoice from an order automatically pre-fills the invoice with ordered products quantities and prices. You may still add complementary information in free lines if needed.
Orders you wish to invoice be moved to Invoicing status.
To start with, you will first move the order you wish to invoice in Invoicing status. Then you will create the invoice from within the order, edit customer details and add free lines if needed.
1. Move the order from Confirmed to Invoicing status
The button +NEW INVOICE will appear automatically. Simply click on it to begin
2. Confirm the products, the quantity and the amount in the invoice and click on Save
The invoice is created and put as pro forma status. Click on the blue check to remove the product from the invoice.
3. Send the invoice
Move the invoice status from Pro forma to Open and click on the button Send by e-mail under three dots menu.
Creating multiple invoices from a single order
Depending on your planning, you can issue multiple invoices from an order. To begin with, select the products you want to invoice in the first invoice. The none selected products will be pre-filled in the next invoice.
1. Select or remove products in the invoice by clicking on the blue check
2. Click on +NEW INVOICE
Your remaining products are invoiced.
3. Save your invoice
After the confirmation of the detail, click on Save and you can find it on the Invoice page under Sales menu.
Managing the invoices status
The invoice has three status: Pro forma, Open and Paid. The default invoice status is set as Pro forma. The following parts will explain you the dos and don'ts of each status.
1. Pro forma
By default, the invoice is put as pro forma. You can edit the information, print, and send by email. To turn into a proper invoice, move it to the Open status. Read more about creating pro forma invoices
The invoice is validated and you can't modify the details anymore. You can:
- Preview, print and download the invoice as PDF file by clicking on the printer icon
- Send and delete the invoice by clicking on the three dots button
- Create a credit note if certain products will not be produced
After receiving the payment, move the invoice status from Open to Paid. You can put the received amount in the Paid amount column. If you receive an overpay payment, you can create a credit note. The tab Paid invoices on Invoice page will allow you to review all paid invoices or simply click on the view button to check the detail of each invoice.
|Status||Export as Excel/CSV||Send by email||Add credit note|
Once an invoice is created, you can find it on the Invoices page within the Sales menu. You can review the summary from the column quantity, the amount, the due date and late days. Make a strong impression on your customers by sending the invoice directly by email. Customers can always find their invoices directly in their own back-office.