Generate an Invoice for a Product Purchase

Owned by Jenna Buttershaw
Last updated: 06 Feb, 2024 by Hannah Letch
6 min read

Steps to generate an Invoice for a Product Purchase

 

Learn how to generate a standalone Invoice for a single Purchase for a Product & Service

If you have received a request through from a customer to have an Invoice raised for their Product Purchase outside of your normal Invoicing process, or just need a one-off Invoice for a specific Purchase, you can use the Mini Invoice Generator from the Purchase DataGrid to produce an invoice just for this Purchase!

Generate invoice pop out

 

Follow this page to learn the steps to generate an Invoice for a single Product Purchase.

Find the Purchase

The first step is to find the Purchase so that you can generate their Invoice

  1. Open the ‘Purchases’ DataGrid from the 'Smart Grids' in your main navigation menu on the left

    Purchase option on main menu

     

  2. This will open the Purchases DataGrid where you can view all the Product & Services Purchases in your platform

  3. Find the Purchase that you’d like to invoice, by applying filters and/or searching the Purchases DataGrid

 

Generate the Invoice

The main step in this process is to complete the mini Invoice Generator for this Purchase

  1. Select the Purchase(s) that you would like to generate an Invoice for by checking the checkbox in their row, this will change their background colour to blue

     

  2. Click the mass actions drop-down button (with the down arrow icon) next to the select all checkbox, and then click the ‘Generate Invoice’ option

     

  3. This will open the mini ‘Generate Invoice’ pop-up window

     

  4. Select how you would like to group your items together on your Invoices

    1. Booking - an Invoice will be generated for each unique booking per customer

    2. Course - an Invoice will be generated for each Course a customer has booked

    3. Course Template - an Invoice will be generated for each Course Template a customer has booked

    4. Invoice Target - an Invoice will be generated per customer (most popular)

     

  5. If you would like to define a Due Date to be applied to each Invoice generated, check the ‘Manually Set Due Date’ option and enter this date into the Due Date option
    If you do not define a due date, your invoice terms dates will determine the Invoices' due dates

     

  6. Click the 'Generate’ button to complete the process and generate your Invoice(s)

     

  7. This will generate temporary Invoice(s) that need to be reviewed and committed
    Temporary Invoices will not yet have a Reference and they will have the status of ‘Temporary’

     

     

Commit the Invoice

Check your Invoice

This step will show you how to view your Invoice to check it’s contents

  1. If you do not yet have the ‘Invoice Reference’ and ‘Invoice Status’ columns included in your Purchases DataGrid, click on the ‘Change Columns’ button at the top right of the DataGrid results

     

  2. Use the ‘+' button to add these columns in and click on the 'Apply’ button

     

  3. You will now see the Invoice information, within your Purchases DataGrid!

     

  4. For your Purchase, click on the ‘No Reference Set’ link in the ‘Invoice Reference’ column and select ‘View in Invoice DataGrid’

     

  5. This will open the Invoices DataGrid, filtered to only show you the Invoice that this Purchase is on

     

  6. Right-click on the Invoice to view the context menu options available for it

     

  7. Click on the ‘View’ context menu option

     

  8. This will take you to a view of the Invoice

     

  9. Review the contents
    If there are any issues with the Invoice, you can make adjustments to it before it is committed in the next step

  10. Click the ‘Invoices’ breadcrumb link at the top of the page to return to the Invoices DataGrid for this Placeholder

     

Edit your Invoice

This is an optional step which will walk you through how you can correct the Invoice if any of it is incorrect, before it is committed

  1. If you need to correct the Invoice Date, the Invoice Due Date, or the value of the Invoice Items on an Invoice, right-click on the Invoice from the Invoices DataGrid to view the context menu options for this Invoice

     

  2. Click on the ‘Edit’ context menu option

     

  3. This will take you to the Invoice editor

 

  1. If required - update the Invoice Date and Due Date at the top-right of the Invoice

     

  2. If required - update the values of Invoice Items
    Please note - we do not recommend adding additional items onto your Invoice as this can cause issues with reporting at a later stage

     

  3. Click the ‘Save’ button to complete your changes to this temporary Invoice

 

Commit your Invoice

This step will walk you through the process of committing your Invoice, once your Invoice has been committed this typically triggers Workflow emails to the customers to share the details of the Invoices with them.

  1. To commit your Invoice, right-click on it from the Invoices DataGrid to view the context menu options for this Invoice

     

  2. Click on the ‘Commit’ context menu option

     

  1. You will be presented with a confirmation pop-up, click the ‘Yes’ button to confirm

     

  2. Your Invoice will have an assigned Invoice Reference and it’s status will no longer be temporary