Skip to main content

Order Based Invoice

What is Order Based Invoice in Businessflo​

In Businessflo, a Order Based Invoice is a document that represents a formal request for payment from a Customer for goods or services provided by a company. It is an essential part of the sales process and serves as a legal record of the transaction. The Order Based Invoice typically includes details such as the billing and shipping addresses, itemized list of products or services sold, quantities, prices, applicable taxes, and any additional charges or discounts.

In Businessflo, the Order Based Invoice is generated based on sales order data or delivery data. When a sales order is fulfilled and goods are delivered or services are rendered, the system can automatically generate a Order Based Invoice using the relevant information. The invoice can then be sent to the Customer for payment.

The Order Based Invoice in Businessflo plays a crucial role in the financial accounting processes of a company. It serves as the basis for recording revenue and accounts receivable, and it facilitates accurate and timely billing to customers. Additionally, the Order Based Invoice data can be integrated with other modules in Businessflo, such as Financial Accounting (FA) and Sales And Distribution (SD), to provide a comprehensive view of sales and financial performance.

How to Create a Order Based Invoice in Businessflo​

  • Module: AR - Accounts Receivable
  • Process Code: ARIN - Customer Invoice

There are two options available to navigate to this screen.

  • Click on Accounts Receivable -> Customer Invoice -> Customer Invoice
  • Write the process code for this screen in the search bar which will navigate you here directly.

customer-invoice

The list displays both Non Order Based Invoices and Order Based already been created in the system. To filter the list for Order Based Invoices, you can set the filter on the journal indicator and select "S". This will show you the Non Order Based Invoices. From the list, you can create a new Order Based Invoice by clicking the "new" button or select an existing Invoice to view, edit, or delete it.

Process​

customer-invoice

To create a new Customer invoice, fill in the necessary details:

  • Invoice:- Invoice Number will automatically be generated by the system.
  • Journal:- You can choose the Journal where the journal indicator is S
  • The system automatically populates the Journal Nature, Financial Year, and Financial Period based on the selected journal.
  • Posting Date:- Enter Posting Date for this invoice.
  • In Businessflo, the Customer invoice can have a posting status of either Park or Posted. When a document is parked, it is saved without posting the amount to the general ledger accounts. This allows for review and approval by authorized personnel before the document is posted, ensuring proper authorization and accuracy of the transaction. Once approved, the document is then posted, and the amount is recorded in the general ledger accounts.

customer-invoice

Basic Data

  • Customer: Choose the Customer for this invoice by selecting from the list of Customers.
  • Customer Group: The system will automatically populate the Customer Group based on the selected Customer.
  • Customer Tax Zone: If any tax zone is applicable on this invoice, then select the Tax Zone for this Customer
  • Posting Profile:- Select the Posting Profile for this Customer

Currency Information

  • Currency:- Select the required currency
  • Exchange date:- Enter the exchange date and exchange rate will automatically be generated by the system or you can also mention exchange rate.

Payment Term/Method

  • Payment Term:- You can select any payment term from the following list or you can create a new Payment Term as per requirement.
  • Payment Method:- Select the payment method as per requirement or you can create a new Payment Method.

Invoice Information

  • Invoice Date, Baseline Date:- Enter the required dates as per the invoice.
  • Due Date:- Automatically be generated by the system against the selected Payment Term.
  • Customer Invoice Number:- Enter the Customer invoice number from the document.

Internal Reference

  • Sales Order: Choose the Sales Order for this invoice by selecting from the list.

General

  • Tax Exempt Number:- If tax exemption is given to this Customer then you can provide tax exempt number.
  • Party Bank:- Mention the party Bank.

Terms and Conditions​

customer-invoice

You can write terms and conditions for this Customer invoice in the given text box.

After filling the header fields, click on Create.

Invoice Lines​

customer-invoice

Fill in the grid by selecting Sales No, rest of the fields will be filled with the details of the selected Sales Order. But you can update the gross price and discount amount or percentage for this Sales Order. You can select multiple Sales Order in a single invoice.

To process a parked document in Businessflo, the system performs a completeness check. To initiate the posting, select the posting status as "Posted". This action will ensure that the GL (General Ledger) accounts are updated with the corresponding amounts from the document. By selecting "Posted" the parked document will be successfully processed, and the necessary financial updates will be reflected in the system.

Now click on Save to save the information provided.