Partially Invoicing an Order

In many businesses, it's not always possible to invoice a customer for the full amount of a sales order at once, particularly when dealing with larger orders, staggered deliveries, or custom products. To manage these situations, CustomBooks™ offers a feature known as "partial invoicing." This function allow users to bill customers for portions of a sales order over time, based on the actual delivery or availability of goods.

Here are the steps:

1.) Open the Sales Order → Generate → Sales Invoice.

In the scenario below, we are going to partial invoice a sales order for "Customer Test" who is purchasing 100 units of each items A and B.

2.) In the invoice window, enter the quantity of the items you want or need to invoice.

In this scenario, we are only going to invoice 50 units of both items A and B.

When partially invoicing an order with line item/s that you won't include on the invoice, all you need to do is delete that line/s for that item/s.

To delete a line item, right-click on the item row → Delete.

      In this scenario, we are only going to invoice 50 units of item A.

Once the invoice is saved, the sales order status will shows as "Partially Shipped and Partially Invoiced" . The unshipped/remaining quantity of the items will show as backordered items on the Sales Order Line Details. It will also show the quantity of the items that have been shipped and invoiced.

3.) When you are ready to close the sales order or if all items have been shipped, generate another invoice from the sales order. Any items that have not already been invoiced will appear on your new invoice.

After all of the items have been invoiced, your sales order status will now show as "Closed".

4.) When you are ready to receive payment, you can either receive payment for both invoices at once or separately. This is done with the "Generate" button at the top of the invoice. All open invoices will show for that customer, but just select the invoice(s) you would like to receive payment on with each payment.

In this scenario, we are going to pay the invoices with separate cash receipts.

Cash Receipt #1

Cash Receipt #2

After receiving full payment for both invoices, the invoices will show as "Paid".

From the sales order, users can look at the entire transaction flow in one place. Click on Show → Transactions to see all documents associated with your sales order.

This can be done from any point of the transaction - it doesn't have to be looked just from the beginning. You can see on our scenario, we have one (1) Sales order, two (2) Sales invoices, and two (2) Cash receipts. Your transaction sequence can vary depending on the number of invoices and cash receipts you have generated, but the idea is the same.

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