Write an invoice

In Tiny ERP, an invoice is an order form not confirmed. The writing of a new invoice is done via the menu: Sales > Seized of the customer orders. For a greater simplicity, the invoice form has the same structure that an invoice paper; a heading containing the info of the customer, the invoice lines and the footer with the totals and the taxes.

If you have well configure your sequence, the invoice number is automatically indicated when you return in the window. Then, you have to type the fields in the order.

The sale outlet for which this invoice is made. If the marketing person works mainly for the same outlet, it's advised to put it by default with the right click of the mouse on this field. This outlet determines the warehouse which will be used and the available items number in stock.
The partner. Once the selected partner, Tiny ERP automatically supplements the order addresses, invoicing and delivery for this order thanks to the type of address indicated in the partners feature. You can of course modify these data.
The cost center. Determine the analytical account which will be used if you make management by business. Defer to the chapter on management by business for more information on this subject.

The price list is automatically selected according to the partners preferencies ("preferencies" icon on a partner feature), but you can of course modify this field to benefit the customer of special rates for this only order.

Notice that there is no field currency in an order form. Indeed, the purchase currencyorder is given by the currency of the current price list in this order form.

(*) To modify the number sequence of the invoice numbers, in the menu: Administrations > Sequences > Sequences and modify/create a sequence of the Sale Order type (Sequence Codes field).

The invoice lines

Once the heading written, you have to add a line by ordered product.

If you forget the heading fields, it will be more complex to create the order lines, thus take care to supplement the heading before encode the lines. For example, if you forget the outlet, the available products stock won't be exact because the warehouse used depends on the outlet.

For the seizure of each order line , begin to encode the quantity requested (Quantity UOM), the measuring unit being optional. Then, select the product.

If you don't know the product code, press ENTER from the product field to select among the available products list to the sale. In this list, you will find several columns interesting;

Real stock: quantity in stock, depends on the outlet and the selected measuring unit,
Potential stock: quantity available to the sale (=real stock - reservations + receipt and productions planed in short-term),
Price customer: price whose the partner has advantage according to the selected price list,
List Price: basic price selling normal for this product.

Once the product selected, all the other fields are automatically complete each other ; description, the packaging by default, the price partner, the method of supply (on stock/order) and planned ship date which depends on the conditions indicated in the product feature.

If you wish more information on the product, use the functionalities of the right click once this one is selected. For example, if you choose a report, you can obtain: the cost structure explosion of the product, the forecast graph of future stock, or product location in the warehouse.

You can modify the proposed fields by default before confirming the invoice line.

Moreover, the product isn't obligatory in this form because the field isn't in blue. Thus you can sell items which are not defined like products. In that case, you have to encode the price, the description and the ship date manually. Moreover, there will be no inventory controm for this command line.

For the fast invoice seizure, you can use the two following short cuts; CTRL Enter: validate the line and seize another, Esc: leave the edition of the invoice lines.

Double measuring units

The order form supports the double measuring units. First (UOM) is necessary for the stock control while second (UOS) is necessary for the invoicing. The conversion ratio from the one to the other is indicated in the product feature (Fields UOM->UOS Coef).

This functionality is frequently used in the agro-alimentary sector. You can for example sell hams at piece-rates but invoice them with the kilo. If a ham weighs on average 3 kilos, the conversion factor in the product feature is 3. There can be a weighing during the picking list it results that maybe there will be 2.8 kilos which will be invoices and only one delivered ham.

If the company uses only one measuring unit, the conversion ratio of the productfeature is equal to one and the two fields are equal on the invoice.

Planned ship date

The planned ship date is calculated according to the conditions indicated in the product feature, via the 'ship time average' field. This date is very important because the calcul scheduling of the needs is based on the planned ship date.

An order can be delivered in several times this is why the date may be different on each invoice line.

On Stock/ on Order

On stock or order management depends on the 'Calcul of the needs' field for the product feature.

A stock request simply will wait until necessary stock is available and launch a shipping request for the planned date in the command line. Thus stock for this product will decrease.

A request order will automatically launch supply for this request (just in time flow). This supply may be of different types according to the product feature: an order to a supplier, a production, a task in the project management,... The lines which are marked 'on order' don't affect the inventory status reports and can be ordered and validated if there is no available stock.

For example, if a customer orders 15 Computers in urgency but you only have 6 in stock. You can create an invoicee with two lines;

5 Computers on stock to be shipped in 3 days
10 Computers on order to be shipped in 10 days Then there will remain a computer on available stock for other orders and a work order for the 10 computers will be automatically suggested. To deliver this order twice, don't forget to put the 'Ship method' field of the second tab to 'Ship as soon as possible' instead of 'Ship in only one parcel'.

Invoice options

The second tab of the invoice contains options which will affect the performance of this one. Most important are:

'Ship method'; determines if the order may be sent in several times according to the availability of the products or if it's necessary to send all in only one parcel to limit the postage.

The 'Ship terms' field can have three different values;

Payment before shipping: allows to generate the invoice and to create the request for shipping only once the invoice paid. This method is generally used for Internet orders.
Invoice after shipping: The invoice is automatically created once the shipping totally finished.
Shipping and manual invoicing: The shipping is directly ordered and the invoice must be manually produced while clicking on the 'to create invoice' button or by using the gears to invoice several orders of a blow. This option is frequently used when you invoice all at the end of the month.

Lastly, thanks to the 'Invoices on' field, you can decide to invoice on the ordered quantities or the shipped quantities.

Invoices or recursion orders

Two methods exist to simplify the seizure of recursion orders.

The first consists in seeking a previous partner order. Then, duplicate this order thanks to the menu of the top: Form > To duplicate. Then Tiny ERP generates a new invoice based on the order or the duplicated invoice. Modify this invoice before saving.

Another method consists in allocating the orders lines to a partner. Once you made a complete order for a partner, click on the 'Orders - Detail' title and indicate the default value of the field while not forgetting to tick the dependence in relation to the partner. Then, when you will create a new invoice for this customer, the orders lines are automatically completed from the partner seizure. You have not to modify the few lines which change before closing the order.

This last functionality is very used to implicate a calendar.

Fromm invoice to the order

When a customer wishes to make order. You can find the invoice corresponding which is given by the list of the not validated invoices: Sales > Seized of the customer orders > My orders > Your requests for invoice.

To transform the invoice into order, click on the button in bottom on the right: 'Confirm order'. Then the invoice becomes grayed because you can't anymore modify it.

If you made an error in the order and that this one was not delivered yet, you can cancel it, correct it and regenerate it by pressing the buttons in bottom on the right of the order.

Then Tiny ERP generates automatically the generated documents by this request such as the shipping and the invoicing. You will find the history of the shippings and invoicings for an order in the 'Historical' tab. These details are also given by order linethanks to the second tab of each order line.

Certain complex operations like the production and restocking are planned by the calcul of the needs. Thus, if you wish to directly see the influence of your order, you can manually launch the calcul of the needs via the menu: G.P.A.O > Launch calcul of the needs.

It can be interesting to find an order by making a research not on the order but on the order lines. To do that, use the menu: Sales > Order - Detail. That makes it possible to seek on criteria like the product, the quantities, the state of the line, ...