Invoice by Sales Order

When invoicing by sales order, invoices can be created using the Standard or Cumulative Invoicing models. This section addresses the Standard model.

With this model, measurements are taken over to the sales orders first by updating the Qty. to Ship with the differing quantities and then invoices are posted. At the end of the project, a final invoice is created with all measurement quantities replacing sales order quantities.

Note

In this section, Construction Charges are not added to the invoices but can be added in the Sales Orders before posting using the same process as described in section Add Construction Charges to Invoice.

Prerequisites

Before creating the invoice, the following settings must be done:

  • Project Construction Setup, Invoicing Feature = Invoicing Schedules
  • Job Card, Invoice Model = Standard
  • BoQ Budget Calculation = Sales Code must have Posting by = Sales Order
  • Sales Order, Invoice Base = Measurement
  • Registered Measurement has been created
  • Report Selection - Sales = Invoice set to report ID 5292689

Post Sales Orders with Measurements

  1. When it is time to post an order with measurements, open the Job Card and in the Construction Project Information FactBox, choose the value in the Sales Orders cue in the Sales group.
  2. In the Sales Orders list page, choose the Edit action. The Sales Order opens with Job positions, registered measurement values (as confirmed in Registered Measurement Documents) and proper invoice settings in the Construction Invoicing FastTab.
  3. In the Construction Invoicing FastTab, fill in the Period of performance from and Period of performance to fields with the range of the measurement invoicing.

Take Over Measurements

The Take over Measurements function compares the measurement quantities with the order quantities. There are two options for taking over the measurements:

  • Keep order quantities – Measurement quantities are transferred to the Qty. to Ship field and the order quantity remains unchanged unless the measurement quantity exceeds the order quantity. In that case, the order quantity is updated to match the measurement quantity. This option is used during the iteration posting so that the measurement quantities are posted.
  • Update order quantities – Order quantities are updated to the measurement quantities. This option is used for the final invoice posting.

This section shows how to take over measurements.

  1. In the Sales Order, choose the Take over Measurements action on the Home menu. A message opens asking to update the order quantity from the measurement quantity.
  2. Choose the Yes button to continue the process or the No button to cancel the process. A message opens asking to keep or update the order quantity.
  3. With the Partial Invoice (Keep Order Quantity) option selected, choose the OK button.
  4. The Filter Measurements page opens with available measurement lines. Set filters as needed and then choose the OK button.
    The Measurement Quantity field is updated on all lines that were included in the Filter Measurements page. The Qty. to Ship field is cleared on all lines except those with measurement values, and contains the Measurement Quantity, not the order quantity. The Measurement Summary Code and Measurement Amount (LCY) fields are now populated in the Construction Invoicing FastTab.
  5. On the Related menu, choose Measurement > Measurement Summary to view the summary document that will be used for printing.
  6. Choose the Close button to close the Measurement Summary page.

Post Sales Order and Print Document

  1. On the Home menu, choose the Post action to ship and invoice the sales order. Notice that the Qty. to Ship field is updated with all remaining quantities and the Qty. Shipped shows the shipped values. Also notice that the Measurement Summary Code and Measurement Amount (LCY) fields are cleared in the Construction Invoicing FastTab since the measurement has been processed.
  2. On the Order menu, choose Invoices to open the Posted Sales Invoice. The Construction Invoicing FastTab displays related construction information.
  3. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page (for report ID 5292689). In the Options FastTab, the BoQ Print Options section includes special printing options. Turn on the Print Measurement Lines toggle.
  4. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains measurement information.
  5. Go back to the Sales Order.

Add New Measurements

As previously stated, invoices are created through the construction process for all measurements until all positions have been invoiced. This section shows how to add measurements.

  1. In the Sales Order, choose the Create Measurement Document action on the Home menu. A new Measurement document opens.

    The process of updating the Measurement is the same as described in Create Measurement.

  2. Populate the Measurement Date and Measurement Location fields, being sure to update the lines as well.

  3. In the Lines FastTab, enter the measured quantities in the Quantity field. If any new measurements were taken on registered quantities, the Cum. Quantity field will show the cumulative total. For example, some lines have registered quantities. New totals are entered for all these lines and the Cum. Quantity field shows the cumulative total of the new Quantity and Cum. Registered Quantity.

  4. On the Home menu, choose the Register action and then choose the Yes button to register the document. The Measurement page closes; choose the OK button.

Create Second Invoice

Now that new measurements have been added to the sales order, the next invoice can be created using the same process described previously.

Notice that the registered measurement quantities are shown in the lines, and that the measurement quantity for a position might exceed the order quantity.

Take Over Measurements

  1. In the Sales Order, choose Release > Reopen on the Home menu, and then choose the Take over Measurements action. A message opens asking to update the order quantity from the measurement quantity.
  2. Choose the Yes button to continue the process. A message opens asking to keep or update the order quantity.
  3. With the Partial Invoice (Keep Order Quantity) option selected, choose the OK button.
  4. The Filter Measurements page opens with available measurement lines. Set filters as needed and then choose the OK button.
    The Measurement Quantity field is updated on all lines that were included in the Filter Measurements page. The Qty. to Ship field is cleared on all lines except those with measurement values and contains the Measurement Quantity. If the measurement quantity of a position exceeded the order quantity, then this position now contains the measurement quantity as the order quantity. The Measurement Summary Code and Measurement Amount (LCY) fields are now populated in the Construction Invoicing FastTab.
  5. On the Related menu, choose Measurement > Measurement Summary to view the summary document that will be used for printing.
  6. Choose the Close button to close the Measurement Summary page.

Update Sales Order

  1. Prior to posting the sales order, update the Posting Date field in the General FastTab.
  2. In the Construction Invoicing FastTab, update the Period of performance from and Period of performance to fields.

Post Sales Order and Print Document

  1. On the Home menu, choose the Post action to ship and invoice the sales order. The Qty. to Ship field is updated with all remaining quantities, the Qty. Shipped shows the shipped values, and the Measurement Summary Code and Measurement Amount (LCY) fields are cleared in the Construction Invoicing FastTab since the measurement has been processed.
  2. On the Order menu, choose Invoices to open the Posted Sales Invoice. The Construction Invoicing FastTab displays related construction information.
  3. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page (for report ID 5292689). In the Options FastTab, the BoQ Print Options section includes special printing options. Turn on the Print Measurement Lines toggle.
  4. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains measurement information.
  5. Go back to the Sales Order.

Add New Measurements

  1. In the Sales Order, choose the Create Measurement Document action on the Home menu. A new Measurement document opens.

    The process of updating the Measurement is the same as described in topic Create Measurement.

  2. Populate the Measurement Date and Measurement Location fields, being sure to update the lines as well.

  3. In the Lines FastTab, enter the measured quantities in the Quantity field. Since this is the last invoice, all open positions should have registered measurements or new measurements. For example, some positions have new quantities, other positions have registered quantities, and others have new and registered quantities. Notice that if a new measurement was not entered for a position, this might mean that the final measurement quantity is less than the order quantity. This will be handled in the Take over Measurement process in the Sales Order.

  4. On the Home menu, choose the Register action and then choose the Yes button to register the document. The Measurement page closes; choose the OK button.

Create Final Invoice

Now that all measurements have been added to the sales order, the final invoice can be created using the same process described previously.

Notice that the registered measurement quantities are shown in the lines.

Take Over Measurements

  1. In the Sales Order, choose Release > Reopen action on the Home menu, and then choose the Take over Measurements action. A message opens asking to update the order quantity from the measurement quantity.
  2. Choose the Yes button to continue the process. A message opens asking to keep or update the order quantity.
  3. Select the Final Invoice (Update Order Quantity) option and then choose the OK button.
  4. The Filter Measurements page opens with available measurement lines. Set filters as needed and then choose the OK button.
    The Measurement Quantity field is updated on all lines that were included in the Filter Measurements page. The Qty. to Ship field is cleared on all lines except those with measurement values and contains the Measurement Quantity except for positions, which are empty because the order quantity was changed to match the completely shipped measurement quantity.
  5. The Measurement Summary Code and Measurement Amount (LCY) fields are now populated in the Construction Invoicing FastTab. On the Related menu, choose Measurement > Measurement Summary to view the summary document that will be used for printing.
  6. Choose the Close button to close the Measurement Summary page.

Update Sales Order

  1. Prior to posting the sales order, update the Posting Date field in the General FastTab.
  2. In the Construction Invoicing FastTab, update the Period of performance from and Period of performance to fields.

Post Sales Order and Print Document

  1. On the Home menu, choose the Post action to ship and invoice the sales order. After posting, choose the Yes button to open the Posted Sales Invoice. The Construction Invoicing FastTab displays related construction information.
  2. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page (for report ID 5292686). In the Options FastTab, the BoQ Print Options section includes special printing options. Turn on the Print Measurement Lines toggle.
  3. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains measurement information.

The Sales Order was deleted because it has been completely processed.

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