Coverting 'Sales Order->Invoice' without Shipping

Comments

• ssingla Member Posts: 2,973

  2007-02-01

  This is not possible. You have to ship before you can invoice.

  CA Sandeep Singla
  http://ssdynamics.co.in

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• riteshrahul Member Posts: 15

  2007-02-01

  ssingla wrote:

  This is not possible. You have to ship before you can invoice.

  Hi,
  
  Thank you for your reply. The said scenario is of one of our client we are dealing with. The client has consumer durable (Multibranded store for all range of electronic-electric items) business. I agree that the asked requirement may not the best practice but in the case study, we found that Invoice is raised from store first and shipping is a later process from warehouse.
  
  I have one question here as the reply is Not Possible. In Navision, the Shipping first then Invoice is hardcoded so, what is the possibility if we think of customize/develop using C/Side. This is the critical requirement and seen in indian retail stores, mostly in consumer durable scenario.
  
  Thank you.
  
  Ritesh

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• remco_rausch Member Posts: 68

  2007-02-01

  In similar situations in the UK we have used Proforma Invoices. You create an invoice based on the sales order. Proforma invoices create CLE's, and also GLE which balance to a specified account.
  
  When the sales order is ready to be shipped, you ship and invoice. When you invoice, the Proforma invoice created entries are reversed and the proper invoice is posted.

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• riteshrahul Member Posts: 15

  2007-02-01

  remco_rausch wrote:

  In similar situations in the UK we have used Proforma Invoices. You create an invoice based on the sales order. Proforma invoices create CLE's, and also GLE which balance to a specified account.
  
  When the sales order is ready to be shipped, you ship and invoice. When you invoice, the Proforma invoice created entries are reversed and the proper invoice is posted.

  
  
  Hi Mr. remko,
  
  Thank you for suggesting the above. I am trying the solution and will post the feedback on that.
  
  Thanks,
  
  Ritesh

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• David_Singleton Member Posts: 5,479

  2007-02-01

  riteshrahul wrote:

  ... The said scenario is of one of our client we are dealing with. The client has consumer durable (Multibranded store for all range of electronic-electric items) business. I agree that the asked requirement may not the best practice but in the case study, we found that Invoice is raised from store first and shipping is a later process from warehouse. ...

  
  This is a very common request in Navision, especially for companies that have Job Lot type invoicing. Many companies rely on this for cash flow, say in the case where you have shipped $49,000 of a $50,000 order, but you can nly invoice the exact amount, so you could wait a month for $50,000 just for a small item that has not shipped.
  
  Its quite easy to do in Navision, you can do it manually and then just create a special form of the invoice report, or you can automate the whole thing. (I have done both).
  
  First you ship as much as possible to the client. (Of course in some cases this will be nothing, but it works either way).
  
  You now create two new lines on the order. They are type GL, and they both post to the same account "Advance Invoicing" etc.
  The lines are identical except for qty, 1 on the first line, -1 on the second line.
  The amount on this line you get by pressing F9, and find the difference between Amount on Order, and Amount Shipped. Enter this difference into both amount fields.
  
  Now on the first line, set Qty to Ship = 1 and Qty to invoice = 1
  On the second line set Qty to ship = -1 and qty to invoice = 0
  DON'T get that bit wrong.
  
  Now post the invoice, which will be for the full amount.
  
  Once you ship the items, post the remainder, and since this amount will be the same as the second gl line (except minus) the next invoice will be zero. But it will reverse out the accruals automatically.
  
  I have had this request many time, and resolved it many ways, but this is IMO the best solution. If you want you can make a function to automatically create the GL lines, and modify the invoice to look nice. For example, most clients want to list all the items on the invoice but with no price, since its a job lot.

  David Singleton
  

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• ssingla Member Posts: 2,973

  2007-02-01

  =D> =D> =D>
  I have no words to explain how I am feeling about your suggestion.

  CA Sandeep Singla
  http://ssdynamics.co.in

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• David_Singleton Member Posts: 5,479

  2007-02-01

  Thanks, I always prefer a solution that needs minimal if any programming. The less you play with the code, the less it breaks

  David Singleton
  

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• Mbad Member Posts: 344

  2007-02-01

  /Picks up his hat and walks to the unimployment office.
  
  Nice solution, David

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• Savatage Member Posts: 7,142

  2007-02-01

  Why not create a sales invoice instead of a sales order & post. Is it different in 4.0+
  
  You can always use copy doc feature to move a sales order to sales invoice & then delete the orig sales order.
  if you don't feel like re-entering.
  
  ???

  Harry Ruiz
  http://www.BiloBeauty.com
  http://www.autismspeaks.org

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• ssingla Member Posts: 2,973

  2007-02-01

  Savatage :
  
  Correct me if I am wrong :- If you choose Invoice form for sales you have two options
  1) If "Shipment on Invoice" boolean is marked true in sales setup then it will create the shipment at the time of posting invoice which the user do not want. Therefore the option suggested by you will not work.
  2) If "Shipment on Invoice" boolean is marked false in the sales setup then how to ship the goods in the system. :-k ](*,) . What will happen to the sales order. How will it get deleted when the complete invoice/ship to the customer has been made. :-k

  CA Sandeep Singla
  http://ssdynamics.co.in

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• darshanm Member Posts: 280

  2007-02-01

  I think it would be better, If you use Sales Invoice form,
  instead of Sales Order.
  
  Before posting the invoice, take the print out before posting and
  then post the invoice. It will create qty as well as value effect also.

  Darshan Mungekar
  Senior Consultan

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• David_Singleton Member Posts: 5,479

  2007-02-01

  Sandeep is quite correct, (or at least we both understand this the same way).
  
  This is a common business requirement, where it is necessary to create a real invoice to the customer prior to the complement of shipments. By real, it means that the client owes money, and most importantly that Taxes (Sales TAX, VAT etc) are due on the invoice.
  
  Sending a partial invoice will not work, as generally there is a contract that says the invoice must match the order.
  
  Creating a new invoice is completely wrong, since that will force the Items to ship when in reality the items are probably not even received from the Vendor yet.
  
  The advantage of doing it the way I suggested, is that all the Item transactions are correct and audit able, and the GL postings are fully reversed and because follow all the rules of posting setup.
  
  This solution is simple and works. I have implemented it a number of times.
  
  Of course the second way of doing this is to use Jobs, but in the current version of Navision you would have to make too many mods to the job system to make it work, and more importantly you would give users two different processes to do depending on how they invoice the client.
  
  In version 5 with the re-write of Item costing and Budgets in Jobs, it may work though.

  David Singleton
  

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• themave Member Posts: 1,058

  2007-02-01

  David Singleton wrote:

  riteshrahul wrote:

  ... The said scenario is of one of our client we are dealing with. The client has consumer durable (Multibranded store for all range of electronic-electric items) business. I agree that the asked requirement may not the best practice but in the case study, we found that Invoice is raised from store first and shipping is a later process from warehouse. ...

  
  This is a very common request in Navision, especially for companies that have Job Lot type invoicing. Many companies rely on this for cash flow, say in the case where you have shipped $49,000 of a $50,000 order, but you can nly invoice the exact amount, so you could wait a month for $50,000 just for a small item that has not shipped.
  
  Its quite easy to do in Navision, you can do it manually and then just create a special form of the invoice report, or you can automate the whole thing. (I have done both).
  
  First you ship as much as possible to the client. (Of course in some cases this will be nothing, but it works either way).
  
  You now create two new lines on the order. They are type GL, and they both post to the same account "Advance Invoicing" etc.
  The lines are identical except for qty, 1 on the first line, -1 on the second line.
  The amount on this line you get by pressing F9, and find the difference between Amount on Order, and Amount Shipped. Enter this difference into both amount fields.
  
  Now on the first line, set Qty to Ship = 1 and Qty to invoice = 1
  On the second line set Qty to ship = -1 and qty to invoice = 0
  DON'T get that bit wrong.
  
  Now post the invoice, which will be for the full amount.
  
  Once you ship the items, post the remainder, and since this amount will be the same as the second gl line (except minus) the next invoice will be zero. But it will reverse out the accruals automatically.
  
  I have had this request many time, and resolved it many ways, but this is IMO the best solution. If you want you can make a function to automatically create the GL lines, and modify the invoice to look nice. For example, most clients want to list all the items on the invoice but with no price, since its a job lot.

  We have used this method since we started on Navision back on 2.0 in 1999, works fine, no coding to deal with, auditors like it because you arn't pulling any posting tricks, You have a g/l entry for the invoice with items, and an offsetting entry to the same account when you ship.

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