Invoice and Sales Order Connections
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Invoice and Sales Order Connections
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Invoice Terms
Invoice Terms are applied to Sales Orders and, although not required, they can be important information for your Customers. The Invoice Terms page shows you a list of the current Invoice Terms and their settings.
To view the Invoice Terms page:
Navigate to the Invoicing Tile from the "Shipping & Invoicing" section of the Steelhead homescreen.
Click the "View all Invoices" button on the top right corner of the Invoicing Dashboard.
Click the "Invoice Terms" button on the top right corner of the All Invoices page.
You can edit and archive the terms from the Invoice Terms page, as well as view their accounting sync status, if using accounting integrations.
This list only has edit and archive capabilities. You can create new Invoice Terms from the "Create Sales Order" dialog.
To create a new Invoice Term:
Navigate to the Sales Order Tile from the "Sales" section of the Steelhead homescreen.
Click + NEW SALES ORDER.
Select a Customer.
Find the "Invoice Terms:" field and start typing a new term.
Click "Create "[new Invoice Term]"".
Fill out "Create Invoice Terms" dialog.
- Enter the terms.
- Enter the number of days until the Invoice payment is due.
- Enter a discount percent.
- Enter the discount days which is the number of days until the discount payment is due.
- Select field if payment is required for Shipping.
- Select field if prepayment is required.
Click SAVE.
Discounts for early payment
If your terms assigned to a Customer include a discount for early payment (or to apply a discount for any reason), you will need to add a negative-value line item to the invoice reflecting the discount, upon payment of the discounted amount. This will ensure that the journal entries balance.
Prepayment Invoice Term Settings
Two of the Invoice Term settings include the option to require prepayment. The settings are called "Is payment required for shipping:" and "Is prepayment required:". If either of these are enabled, they will trigger a warning that appears in various places in Steelhead, however they will not actually prevent you from Shipping or working the Parts.
If a Sales Order contains an Invoice Term with either/both of these settings, a red warning stating "Payment Required" will appear in the following places:
Sales Orders in the Shipping Dashboard
"New Packing Slip" dialog
Packing Slips in the Shipping Dashboard
Bill of Lading in the Shipping Dashboard
Sales Orders in the Invoicing Dashboard
Setting Default Invoice Terms
You can set a default Invoice Term per Customer which will auto-populate when you create a Sales Order for that Customer.
To create a default Invoice Term:
Navigate to the Customers Tile from the "Sales" section of the Steelhead homescreen.
Click the Edit pencil icon on the desired Customer.
Find the "Default Terms" field and select an option from the drop-down or create a new Term.
Click SAVE.
Sales Order setting: "Is Blanket Sales Order"
If enabled, the Sales Order setting "Is Blanket Sales Order" allows you to use the Sales Order over an extended period of time. You can continuously add active Work Orders to the Sales Order and create numerous Invoices without the Sales Order closing. Blanket Sales Orders are restricted from automatically closing after Invoicing, ensuring you can keep using the Sales Order until you manually close it.
From the Invoicing Dashboard, Blanket Sales Order behave slightly different than normal Sales Order. Blanket Sales Orders remain in the Invoicing Dashboard until you manually close them.
To manually close a Blanket Sales Order:
Enter into the specific Sales Order page.
Click the Lock icon in the "Closed At:" field at the top of the page.
Click SAVE to confirm you want to close the Sales Order.
The Sales Order will disappear from the Invoicing Dashboard and no more Work Orders or Invoices can be made for this Sales Order.
Sales Order Acknowledgement
A Sales Order Acknowledgement is an Invoice PDF preview that projects what the Invoice could look. You can send a Sales Order Acknowledgement to your Customer, but this is not that same as creating a real Invoice in Steelhead. Unless customized, your Invoice PDF preview may not appear the same as your final Invoice template. The Sales Order Acknowledgement shows an approximate price for the final Invoice (pre-tax). This is useful because some users of Steelhead prefer to send a Sales Order to customers before invoicing.
To create a Sales Order Acknowledgement:
Navigate to the Sales Order Tile from the "Sales" section of the Steelhead homescreen, and enter into the desired Sales Order Page.
Scroll down to the Sales Order Acknowledgement section.
Click + CREATE SALES ORDER ACKNOWLEDGEMENT.
Review auto-populated fields and input required information.
Click CREATE SALES ORDER ACKNOWLEDGEMENT.
From here you can view the PDF, attach files, and send the Sales Order Acknowledgement to the Customer.
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