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Besedilo se nanaša na programsko verzijo 2026-06-25  

Create Menu - Delivery - Invoice

This page describes the 'Invoice' function on the Create menu in the Delivery record window. If you are using iOS or Android, the 'Invoice' function is on the + menu.

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You can raise an Invoice from a Delivery or Sales Order using the following methods:

  1. Open a Delivery in a record window and select 'Invoice' from the Create menu (Windows/macOS) or + menu (iOS/Android). Mark the Delivery as OK and save all changes before selecting the function. The new Invoice will be opened automatically for checking and approval.

  2. If you are using the Create Invoice when OKing Delivery option in the Order Settings setting, an Invoice will be created automatically whenever you mark a Delivery as OK and save. The new Invoice will be marked as OK immediately and automatically.

  3. Highlight an Order in the 'Orders: Browse' window and select 'Invoice' from the Create or + menu. If you are using iOS or Android, you can highlight an Order by searching for it. The new Invoice will be opened automatically for checking and approval.

  4. Open an Order in a record window and again select 'Invoice' from the Create or + menu. Save any changes you have made to the Sales Order before selecting the function. Again, the new Invoice will be opened automatically for checking and approval.

    If you have many Sales Orders, it may be difficult to find uninvoiced Sales Orders in the 'Sales Orders: Browse' window. You may find it easier to work from the Invoiceable Orders report. You can drill down from this report to individual Sales Orders, from which you can create Invoices.

  5. If you are using Windows or macOS, you can create an Invoice by dragging a Sales Order from the 'Orders: Browse' window to the 'Invoices: Browse' window. In this case, the new Invoice will not be opened automatically for checking and approval.

  6. To create Invoices from Orders in batches, use the 'Invoice Delivered Orders' Maintenance function in the Sales Orders module. This function will create separate Invoices for each Order. An alternative is to use the 'Group Invoicing' function, also in the Sales Orders module. This function which will create a single Invoice for each Customer (several Orders may be gathered together in a single Invoice)..
This page describes method 1 above. This method will create an Invoice for the Items and quantities on the Delivery. An Invoice created by method 2 will be identical, with the exception that it will be marked as OK immediately and automatically. Please follow the links in the numbered points above for descriptions of the other methods. If you have issued several Deliveries from a Sales Order and/or the Customer has returned some or all of the Items on any of the Deliveries, these methods will create an Invoice that includes all the Items that were delivered at the time (e.g. it might include Items from more than one Delivery).

To create an Invoice from a Delivery, open the Delivery in a record window and select 'Invoice' from the Create menu (Windows/macOS) or + menu (iOS/Android). For the function to have any effect, you must first mark the Delivery as OK and then save it.

When you select the function, a new record will be created in the Invoice register (in the Sales Ledger) and opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for checking and approval.

The Invoice takes its information from the Delivery, and, as a default, assumes that every delivered Item with full Del. Qty is to be invoiced.

If an Order contains an Item that requires Serial Numbers, it will usually be in a single Order row with the correct Quantity. When you create the Delivery, it will contain the appropriate number of rows each with a Del. Qty of one. An Invoice that you create from the Delivery will also contain the appropriate number of rows each with a Quantity of one, so the individual Serial Numbers will be included in the Invoice. An Invoice that you create from the Order can mirror the Order (i.e. with a single row for the Serial Numbered Item with the Quantity from the Order) or it can mirror the Delivery (i.e. with a number of rows each with a Quantity of one). If you wish to use the latter option, select the Invoice Based on Delivery option in the Order Settings setting. This will be useful if you need to have Serial Numbers listed in Invoices created from Orders.

Subject to access rights, you can change the Quantity in any row in the Invoice as appropriate, but not to a Quantity that is greater than was delivered. If you need to use Access Groups to prevent certain users from changing the quantity in Invoice rows, deny them access to the 'Disallow Changing quantity on an Invoice created from an Order' Action.

You can also remove entire rows from the Invoice, by clicking on the row number to the left and pressing the Backspace key (Windows/macOS). If you are using iOS or Android, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. You can also add new rows. If you need to invoice a greater Quantity than was delivered, you must do so by adding a new row to the Invoice. Ensure that the Update Stock box on the 'Delivery' card of the Invoice is ticked so that stock levels are updated accordingly and, if appropriate, to cause Cost of Sales postings to be made in the Nominal Ledger for the extra quantity. The Update Stock box will only apply to Invoice rows that are not related to the Delivery.

Two options on the 'Debtors' card of the Account Usage S/L setting, Update Base Currency when Invoicing and Update Foreign Currency when Invoicing, control the Base and Exchange Rates on the 'Currency' card of the Invoice. If you are not using these options and you have selected "From Order" as the Invoice Rate option in the Sales Invoice Settings setting, the rates will be copied from the Order. Otherwise, the latest Base and Exchange Rates will be used in the Invoice. In the latter case, the prices in Currency of the Items in the Invoice will not be changed. This means the Customer will still be charged the agreed price, but the value of the Invoice in your home Currency (and therefore in the Nominal Ledger) will be different to that of the Order. If you want to update the pricing in the Invoice to reflect new Base and Exchange Rates (i.e. to change the price charged to the Customer but to maintain the original value in your home Currency and in the Nominal Ledger), enter the correct rates and then select 'Update Currency Price List Items' from the Operations menu (Windows/macOS) or Tools menu (IOS/Android).

If you have assigned a Default Item record to the Customer (on the 'Pricing' card of their Contact record), every Item in that record will be added to the Invoice automatically (they will not be shown in the Order or the Delivery). Note that these Items will not have a Quantity, so be sure to enter one before marking the Invoice as OK or printing it.

If an open Prepayment (i.e. one that has not yet been allocated to an Invoice) exists in the Customer's name, a message will appear when the Invoice opens. This will remind you to allocate the Prepayment to the Invoice. You can do this by selecting 'Connect to Prepayment' from the Operations or Tools menu and then choosing the Prepayment using 'Paste Special'. If you would like to have the Invoice connected to any relevant Prepayments automatically, select the Connect to Prepayments when Invoicing option in the Order Settings setting. A relevant Prepayment is one created from the Order (i.e. with the Order Number on flip D of the Receipt row). Please refer here for more details about Prepayments.

To print an Invoice, click the Printer icon (Windows/macOS) or select 'Print' from the File menu (all platforms). If you have not yet marked the Invoice as OK and if you are not using the No Test Printout option in the Optional Features setting in the System module, the printed Invoice will be marked as a test print, so that you cannot confuse it with the final version of the Invoice.

When the Invoice is complete, tick the OK check box and save. This signifies that you have approved the Invoice. Associated transactions in the Nominal Ledger (including Cost of Sales postings if you are using this option) will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting. You will no longer be able to modify the Invoice. If you are raising part Invoices from a Delivery, you will be able to raise further Invoices even if you have not marked the previous one as OK.

Please refer here for a full description of the Invoice window including detailed information about marking Invoices as OK, printing them and generating Nominal Ledger Transactions.

To close the window and return to the Delivery, click the close box (Windows/macOS) or tap < (iOS/Android). You will be asked if you want to save any changes. The Invoiced figure in each row in the originating Order (visible on flip D) will be updated automatically.
The Invoice and the Delivery will be connected to each other through the Link Manager facility, and the Invoice and the originating Order will be similarly connected. This allows you to open the Delivery or Order quickly and easily when reviewing the Invoice, or to open the Invoice from the Delivery or Order.

If the function does not create an Invoice, the probable causes are:

  1. You have not marked the Delivery as OK and saved it.

  2. There are no Items on the Delivery awaiting invoicing.

  3. The originating Order has a Project Number quoted on the 'Terms' card. If this is the case, you must raise the Invoice from the Job Costing module, using the 'Create Project Invoices' Maintenance function.

  4. The Order Type of the originating Order is "Drop Ship". In this case, raise the Invoice from the Order or using the 'Invoice Delivered Orders' or 'Group Invoicing' Maintenance functions in the Sales Orders module.

  5. You have selected the Group Inv. Only option in the Contact record for the Customer ('Terms' card). If this is the case, you must raise the Invoice using the 'Group Invoicing' Maintenance function in the Sales Orders module.

  6. After delivering Items to the Customer but before invoicing, you have marked the Customer as On Hold or Closed.

  7. There is no valid record in the Number Series - Invoices setting (in the Sales Ledger). This might be a fault in the setting itself, or it might be because the default Invoice Number on the 'Number Series' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. If you make a change to the 'Number Series' card of the Person record, you will need to quit Standard ERP and restart for it to take effect.

  8. In Portugal (i.e. if the VAT Law in the Company Info setting is set to "Portuguese"), you will not be able to create an Invoice if there is a row in the Legal Record Numbers setting in which the Register is "Sales Orders" and if you have not marked the originating Order as OK.
If you create an Invoice by mistake using this function, you can delete it using this procedure, providing you haven't marked it as OK:
  1. Set the value of the Invoice to zero. Do this by removing every row from the Invoice or by changing all quantities to zero.

  2. Save the Invoice.

  3. Delete the Invoice using the 'Delete' command on the Record menu (which has a 'cog' icon if you are using iOS or Android).
If you want to prevent the raising of an Invoice from a delivered Order, highlight the Order in the 'Orders: Browse' window and select 'Set Order to Invoiced' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android).

You can use Access Groups to prevent certain users from creating Invoices from Deliveries. To do this, deny them access to the 'Invoice from Delivery' Action. A separate Action, 'Invoice from Order', governs the creation of Invoices from Orders.

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The Delivery register in Standard ERP:

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