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      Invoicing
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        Invoicing

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          Article summary

          Invoicing in Steelhead is managed through the Invoicing Dashboard.

          Sales Orders, Work Orders and packing slips appear on the Invoicing Dashboard when they are created. Sales Orders will appear here as soon as they are created & are sorted based on the sales order creation date. When the parts arrive at the Invoicing Process Node, the "Ready to Invoice" & "Parts Ready to Invoice" Status is activated.

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          Also see:

          Drop Down Filter Options
          Quickly filter the results on the "Sales Orders" card by any of the following options:

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          Part Number name on Quickbooks Invoice:

          To pull the Part Number into your Quickbooks invoice navigate to your Domain Tile, to the Invoicing section. Toggle on the "Include Part Number Name On Invoice By Default" setting and the Part Number will be imported.

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          • You can also filter invoices by Packing Slips, Shipments & Unpriced Parts. There is another domain setting that will need to be turned on if you would like the option to sort by Packing Slip/Shipment.

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          • "Cannot Invoice Parts" is a filter to see all Parts that are 'stuck' at Invoicing. It may be an Invoice was created for the Sales Order but Parts were not completed off the Work Order, or marked as done Invoicing, or other scenarios. You can select the 'i' information icon which will give you step by step instructions to check how to fix the order and have the Parts fall off the list.

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          • Once you select the 'i' information icon after the "Parts cannot be invoiced because.." statement, this explanatory window will pop up:
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          More Info:

          The "Cannot Invoice Parts" tab shows orders that have Parts that have not been completed or cannot be invoiced for.

          • Possibly, some of your Work Orders have not been completed and that is why they are still showing underneath this tab.
          • This happens when Invoices are created before the Invoicing Node.
            • The Work Order does not automatically complete.

          To remove these from the Invoicing page you will have to click into each Work Order and complete the Parts; See the image below:
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          "Parts Cannot be Invoiced" video

          Reload or Sync Invoices

          • In the Invoicing Dashboard, Reload and Sync buttons are visible among other options. Clicking the Reload icon (which resembles two counterclockwise arrows forming a circle) above the Invoice list refreshes Invoices that have not yet been recorded in your company's accounting software.

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          • The Sync icon, showing a dollar sign within two clockwise arrows, finalizes invoices and marks them to be sent to accounting. This does the same thing as syncing the invoice from the start with the "create invoice and sync" button.
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          • Use the checkboxes to select a number of Invoices for the same Customer, and by clicking BULK ACTIONS you can apply the same action to all the selected Invoices at once.

          Creating and Finalizing:
          • "Create invoice" creates an invoice doc for you to view, void, and edit.
            • Once you are ready to finalize it and send it to your accounting software click the Sync icon.
          • "Create invoice and sync" finalizes and syncs the invoice at the time it's generated.
          • Syncing an invoice creates separate records in your accounting software that make further adjustments more complex as described below.

          For auditing and accounting purposes, Steelhead does not allow invoices to be edited after they have been finalized. If an Invoice sent to a customer contains an error, the Invoice should be voided and a new one created.

          Voiding a Synced Invoice Does Not Change Invoice Status in Accounting!

          Once an Invoice has been synced, voiding the Invoice in Steelhead does NOT void it in your accounting software. If the Invoice has already synced to Accounting, it must also be voided there as well.

          Voiding an Invoice

          1. There are two places where Invoices may be voided:
            1. On the Invoicing Dashboard screen, on the "Invoices (last 30 days)" tile.
            2. On the "View All Invoices" page.
          2. Click the "Void Invoice" arrow to the right of the Invoice.
          3. A popup window will ask whether you want to undo and void the Invoice. Click "Yes."

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          Voiding an Invoice Uncompletes Parts:

          Voiding an Invoice un-completes parts and returns them to the "Sales Orders" card on the Invoicing Dashboard. This means that they can be invoiced again without returning to the Work Order page to uncomplete the parts.

          Adjusting a Work Order to Create a New Invoice

          1. After voiding the Invoice, make the necessary adjustments on the Work Order.
          Uncompleting Parts

          If the Work Orders on the Invoice have already been marked as "complete," you will need to uncomplete the Work Order and delete the "complete" step to push the parts back to the Invoicing node. This is necessary to "re-do" the invoice step.

          See Uncompleting a Work Order.

          1. Make sure the parts to be invoiced are in the "Invoicing" node. You can see when parts are ready to be invoiced on the Invoicing Dashboard.
          2. Create a new invoice for the parts.
          3. If desired, email the adjusted invoice to the customer.

          When an Invoice is created, it will be assigned an Invoice Number which is equal to the highest of all existing Invoice Numbers, plus one. If you are a Steelhead native Accounting User with permission enabled, the Invoice Number may be changed by clicking the edit pencil icon next to the number when the Invoice is open.

          Edit Line at Invoicing:

          Users can edit a Sales Order line item at time of invoicing.

          1. Open Invoicing.
          2. Click the edit pen on the Sales Order Line.
          3. You will be able to edit the items within that Sales Order.
          4. Unit conversion suggestions are shown when editing a Sales Order at Invoicing.

          Edit SO Line Normally:

          This is the typical process for editing Sales Order Lines:

          1. Within the Sales Order, you can see the edit pencil icon in the Sales Order lines.
          2. Click the pencil for all of the options to change the Product, Unit, Quantity, etc...
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          Sales Order setting: "Is Blanket Sales Order"

          • Blanket Sales Orders will not close when their Line Items are closed; they can only be manually closed.
          • In addition, Sales Order Lines with a null quantity on a blanket order will not auto-close upon Invoicing.
            You can also mark the Part Accounts for line items as "Done Invoicing" during Ivoice creation.
          • This should prevent associating another Invoice Line with that Part Account in the future.

          If you know the total quantity when you are creating the Sales Order, you do not need to make it a Blanket Sales Order. Instead, you can put all the parts on the same Sales Order Line (for example, a quantity of 500) and then divide them up on different Work Orders according to the quantities you will be working and shipping the Parts by.

          • For example, if you will be sending them out in quantities of 100 you can divide them up to 5 different work orders and work all of the parts.
          • You can then set the deadline on each individual Work Order for when they need to be released.

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