Guide - Invoicing Customers

Generating Invoices

In this guide we go through the process of Generating your Invoices.

Please see our Invoice Setup Guide to get you started.

If you are already setup, you can now Generate Invoices

1. How to Generate Invoices
2. Generating an Invoice to email or PDF
3. How to Generate an Invoice from the Daily Order Screen
4. Invoice Warnings and Errors
5. Exporting Invoices
6. How to Search for Invoices
7. Cancelling Invoices and Unexporting Invoices
8. Emailing and Outputting Invoices
9. How to Search for an Invoice by Number
10. Management Reports and Business Intelligence

How to Generate Invoices

Before we generate an Invoice, you will need to have generated a Delivery Note and made any necessary Adjustments. 

Head to Outputs / Invoicing where you will see the below screen:

Daily/Single Invoice

Weekly Invoice

 

Generating an Invoice to email or PDF

With your customers added, you are now ready to start Generating Invoices

Once Generated we can now output Invoices to PDF and email them

N.B Customer email addresses can be setup in the People section of their profile

Customer Email Settings

N.B. If a customer is disputes receiving invoiced emails, you can contact the service desk who can check the status of an email after it has left Cybake

[e-mail]

How to Generate an Invoice from the Daily Order Screen

You can generate or download an existing Invoice from the Order date from the Daily Order screen
Head to the Daily Order screen, load the customer and date
N.B For Weekly Invoices, you will need to have generated a Delivery Note for each day of the Invoice week in order to download from the Daily Order Screen.

Open the Info pane and under Outputs, Download Invoice

Invoice Warnings and Errors

Errors may appear if there’s missing information required to generate invoices.

Before running invoices carry out these checks:

•  You have a company Address.
•  Set as a Wholesale customer
•  The customer has an Invoice Frequency (Single/Daily/Weekly).
•  There are default or customer Payment Terms set.
•  The customer has an Invoice Address
•  All products have a price set in the Customers price list

Errors can also occur when a price is missing for a Product on the invoice
Click on the Error button to see the Message.


No Price found for Product Code ''

This error means that the Price List assigned to the customer, does not contain a price for the Product:


To fix this you can retrospectively add the product to the customer's price list by going to
Pricing / Price Lists / Customer Lists and selecting the relevant price list.
Change the date to a day before the invoice week started, then add the product & price. You should now be able to generate the invoice.

Please see the following link on Price Lists

Guide - Creating, Editing and Assigning Price Lists

Delivery Note errors

These errors show that there are no Delivery Notes generated.

Please see the following link on Generating Delivery Notes

Exporting Invoices

Once you have successfully generated your invoices, you are now able to export them to your accounts package.

You can find your accounts package instructions by viewing our Guide on Transferring to Accounts

If you need to unexport an invoice due to error, please see the following section within this section

How to Search for Invoices

With Search Invoices you can Cancel Invoices, Email and regenerate PDFs
You can also Search for an Invoice by Number

In Outputs/Invoicing , add the customers as you would normally to generate an invoice but for the date range the invoice has already been generated for.

Cancelling Invoices and Unexporting Invoices

Searching for an Invoice brings you to the following screen where you can Cancel, Mark Unexported and Email/Output already Generated Invoices

Emailing and Outputting Invoices

How to Search for an Invoice by Number

On the Ordering Overview screen you can search for an Invoice by number
You can also search for a specific Invoice by Customer Order No. or Delivery Note No.

Management Reports and Business Intelligence

Management and Business Intelligence Reports reports run based on the data of the invoices you have generated.
Please be aware that Invoices generated on the day need to be transferred to our data-warehouse overnight. Once the transfer is complete, the data is available to generate reports and viewing BI data the following morning.
Guide - Management Reports
Guide - Business Intelligence

Credit Notes

Once you have Generated an Invoice, carried out a Delivery but there was an issue with the order in terms of products missing etc, you can raise a Credit Note
Not to be confused with an Adjustment which is carried out after a Delivery Note has been processed and prior to an Invoice

Please see the following Guide on Credit Notes