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Invoice Types

Published by on November 11, 2012

Invoice status determines the type of the invoice. The type of an invoice has a big impact on stock control and how the stock levels are calculated.

Invoice type can be modified manually but this also changes automatically as items are dispatched, picked up, etc.

Following is an explanation of how invoice types change automatically and what they represent.

Quote

A quote is an invoice that does not hold stock. It is prepared, can be printed and sent to the customer but no stock is reserved for it. If you change quote to order type it will reserve/hold (link to be added) the stock. If it changes to type “invoice”, the products on it are deducted from stock based on the quantity of each product on the invoice.

Order

An invoice which is set to type “order” will hold the quantity of stock on the order. It will still be counted as warehouse stock because the order is not yet sent, however it is not counted as “instock” and won’t sell. (read more about held stock here)

By default new entries are created as order types whether they are created manually or automatically. Another action such as setting it to pickup/sent status or scanning a tracking number (and saving the order afterwards) will change orders to the “invoice” type.

It important to note that when the due date of an order is reached and it is still unpaid, the order type will change to “void”. Releasing the hold and returning the held product to stock so they can be relisted. (Read more about automatically voiding orders here)

Invoice

An order of type invoice means the order/quote is now complete and it has been shipped. The stock on an ‘invoice’ type invoice is no longer counted towards any stock level. It is deducted from the stock for the product.

When a tracking number is entered on such orders or the status is set to pickedup, any order of type quote will automatically change to type invoice.

You can also change orders to sent or pickedup en-mass on the invoices search page as shown below.

Doing this will also automatically change the order type from order/quote to type invoice. Therefore it will also deduct the quantity of stock listed on the order/quote from the products on the order/quote.

Refund

An invoice of type “refund” is treated exactly the same as an order of type “invoice. The items listed on it remain completely removed from stock, however this status is used for your own reference purposes.

You need to manage stock/refund payments on a case by case basis depending on the situation. Read the stock control and payment guide for refunds.

Void

Invoices that are of type “void” do not hold any stock. These invoices also do not appear in the default invoice search results.

You can search for invoices of type void by changing the search options as shown below.

 

If you use the delete function on a quote/order/invoice/refund type invoice , it will become void.

If quote is changed to void, there is no effect on stock as the quote was not holding stock in the first place.

If an order is changed to void, the held stock is released.
Order types that have are unpaid and have no payments applied will will automatically change to void type when they reach the due date (depending on your settings) read more about this here (link to
be added).

Only unpaid order types will automatically void quote/invoice/refund types can be manually changed to void if required.

If an invoice or refund type is changed to void any stock they contain will will added to your stock level.
Voiding an invoice or refund this is not recommended for invoice/refund types as it will put the items they contain back into stock (i.e it will add to your stock level). There are better ways of managing stock for refunds/returns. Read the guide here (link to be added).

This post is also available in: Chinese (Simplified)

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