1. SuiteApps
  2. Advanced Localization Features
  3. Commercial Invoice

Commercial Invoice

The commercial invoice is a legal document between the supplier and the customer, detailing information about the sold goods. It is used by the customs for determining customs duties. You can use commercial invoice template for an item fulfillment record of a sales order and print commercial invoice PDF of it.

The following graphic is a sample of commercial invoice:

ALF Commercial Invoice Template

Prerequisites for Using Commercial Invoice Template

Set up the following configurations to use commercial invoice template:

To set Labels in the Item Fulfillment Form:

For more information, see Creating Custom Entry and Transaction Forms.

  1. Go to Customization > Forms > Transaction Forms.

  2. On the Custom Transaction Forms page, locate the standard item fulfillment form and click Customize.

  3. On the Custom Transaction Form page, in the Sublist Fields subtab, in the Show column, check the boxes next to the labels you want to display on the Item Fulfillment record. Check the boxes next to the following labels that are required for commercial invoice template:

    • Rate col

    • Package code

    • Net weight

    • Item weight

    • Gross weight

    • Package height

    • Package length

    • Package width

    • Tariff/HTS code

    • Tariff code

  4. Click the Screen Fields subtab and in the Show column, check the box next to Ship to Country label to display it on the Item Fulfillment record.

  5. (Optional) To make the form template as default for this transaction type, check the Form Is Preferred box.

  6. (Optional) To name this custom transaction form (for example, ALF Commercial Invoice), use the Name field.

  7. Click Save.

To set Labels in the Sales Order Form:

For more information, see Creating Custom Entry and Transaction Forms.

  1. Go to Customization > Forms > Transaction Forms.

  2. On the Custom Transaction Forms page, locate sales order type of transaction form. Click Edit for a custom sales order form, or click Customize for a standard sales order form.

  3. On the Screen Fields subtab, in the Show column, check the boxes next to the fields you want to display on the Sales Order record. Check the boxes next to the following labels that are required for commercial invoice template:

    • Delivery terms

    • Export rate on commercial invoice

    • Ship to country

  4. On the Sublist Fields subtab, in the Show column, check the box next to the Item Weight label.

  5. (Optional) To make the form template as default for this transaction type, check the Form Is Preferred box.

  6. Click Save.

To set Price Level:

Note:

You should only have one price level with the name as Export Price Level. If the account has multiple price levels with the same name, the SuiteApp might not show correct or expected unit rate on the commercial invoice.

For more information, see Creating Price Levels.

  1. Go to Setup > Accounting > Accounting Lists > New.

  2. Click Price Level category.

  3. On the Price Level page, enter name as Export Price Level in the Price Level field. This name should describe the price level you are creating for export price level.

  4. Click Save.

Note:

You can only use commercial invoice template for Item Fulfillment records that are created from a sales order.

Enabling Commercial Invoice Feature for Subsidiaries

You can enable commercial invoice feature for subsidiaries either from the custom document template or from the subsidiary record:

To Enable Commercial Invoice Feature from a Custom Document Template:

  1. Go to Setup > Accounting > Customize Document Template.

  2. On the Subsidiary-specific Setup subtab, in the Enable Commercial Invoice column, check the boxes next to the subsidiaries for whom you want to enable the commercial invoice feature.

  3. Click Save.

To Enable Commercial Invoice Feature from a Subsidiary Record:

  1. Go to Setup > Company > Subsidiaries.

  2. From the list of subsidiary records, click Edit on the required subsidiary record.

  3. On the Subsidiary page, in the Invoice Configuration subtab, check the Enable Commercial Invoice box.

  4. Click Save.

Printing a Commercial Invoice of an Item Fulfillment Record

The following procedure explains to print commercial invoice PDF from an Item Fulfillment record:

To Print a Commercial Invoice:

  1. Go to Transactions > Sales > Enter Sales Orders.

  2. On the Sales Order form, in the Primary Information section, add the following details:

    • In the Custom Form field, select the sales order type.

    • In the Customer field, select a customer.

    • In the Status field, select the status of the transaction. Your company’s accounting preferences determine the default status.

  3. In the Classification section, from the Location dropdown list, select a location.

  4. In the Items subtab, add items to the sales order.

    1. To add an item, select it in the Item column, enter the quantity, and then click Add. You can enter additional details for each line item such as an inventory commitment setting, order priority, or expected ship date. See Adding Items on a Sales Transaction for more information.

  5. Enter additional information as necessary.

  6. Click Save & Fulfill to save the information and immediately open a fulfillment form for this order.

    For more information, see Creating Sales Orders.

  7. On the Item fulfillment record, check for the location and quantities for added items. If they are missing for any item, select the item and add following details:

    • In the Location field, select a location.

    • In the Quantity field, enter quantity.

    For more information, see Fulfilling Orders.

  8. (Optional) On the Items subtab, enter package details for line items such as package Code, package height, package length, package width, gross weight (weight of the package) for an item.

  9. Click Save.

  10. On the saved transaction record, click Print Commercial Invoice . The printed commercial invoice PDF opens in a new tab of your browser.

The Printing History subtab on the Item Fulfillment record, shows the printing activity details.

The following columns are available on the Printing History subtab:

  • Date – Displays the date and time of printing the transaction.

  • Issued By – Displays the name of the user printed the transaction.

  • Printed PDFs – Displays a link from which you can access and download a copy of the printed PDF files.

Note:

To view Print Commercial Invoice option and Printing History subtab on the Item Fulfillment record, you must enable commercial invoice feature for the required subsidiary.

Fields and Placeholders in Commercial Invoice Templates

The commercial invoice template contains FreeMarker placeholder tags for sourcing and displaying required information as well as setting the layout of the transaction document when printed. The following information is available when you print commercial invoice template to PDF or HTML.

Advanced PDF Field Sourcing – Header Level

Field

Default Label

Placeholder or Value in Default Template

Description

-

Commercial Invoice

N/A

The commercial invoice is hard coded at the top of advanced PDF.

Subsidiary Logo

Logo

{subsidiary.pagelogo}

If the account is OneWorld, logo is sourced from the fulfilling subsidiary.

Address

Ship To Address

{record.shipaddress}

Shipping address of the item fulfillment.

Customer ID

Importer Number

{entity.entityid}

Entity ID.

Customer

Importer Name

{record.entity}

Name of the entity.

EORI

Importer EORI

{entity.custentity_alf_comin_eori}

Entity's EORI.

Tax Reg. Number

Importer VAT Reg. No

{entity.vatregnumber}

Entity's VAT registration number.

Date

Shipping Date

{record.trandate}

Shipping date.

Created From

Sales Order Number

{record.createdfrom}

Sales order ID that is assigned to this item fulfillment.

Delivery Terms

Incoterms

{salesorder.custbody_alf_comin_delivery_terms}

Specific terms related to this delivery.

Export Contact

Export Contact

{location.custrecord_export_contact}

Contact number of the person handling the exports.

Export Contact Email

Export Contact Email

{location.custrecord_export_contact_email}

Email address of the person handling the exports.

Address

Ship From Address

{subsidiary.mainaddress_text}

Subsidiary address.

Advanced PDF Field Sourcing – Line Level

Field

Default Label

Placeholder or Value in Default Template

Description

Item

Item No

{item.item}

Item number

Description

Description of Goods

{item.description}

Item description

Tariff / HTS Code

Tariff / HTS Code

{item.custcol_alf_cominv_hts}

or

{item.custcol_alf_tariff_code}

If shipping address is United States, the value is displayed in {custcol_alf_cominv_hts} or custcol_alf_tariff_code.

The value of custcol_alf_cominv_hts is sourced from Item record field (Tariff / HTS Code)

The value of custcol_alf_tariff_code is sourced from Item field (Tariff Code).

Note:

These fields must have a maximum character limit of 10.

Manufacture Country

Country of Origin

{item.countryofmanufacture}

Item's country code of manufacture.

Quantity

Quantity

{item.itemquantity}

Number of items.

Rate

Unit Price

{item.custcol_alf_cominv_itemratedisp}.

The label value is retrieved from any of the following settings:

  • This label value can be unit price of the item from the sales order record, if the Export Rate on Commercial Invoice box is not checked on the sales order record.

  • Export price level's price from the Item record that is assigned to that specific transaction currency.

Note:

If the export price level is not populated for the required currency, unit price is populated as zero on the Commercial Invoice PDF.

Amount

Amount

N/A

The label value is shown from the PDF logic that calculates amount from {custcol_alf_cominv_itemrate} * {quantity}.

Packaging Summary

Packaging Summary

{item.custcol_alf_cominv_package_code}

Package code.

Length

Length

{item.custcol_alf_package_length}

Package length. Length is only displayed when the package code is assigned to the item.

Width

Width

{item.custcol_alf_package_width}

Package width. Width is only displayed when the package code is assigned to the item.

Height

Height

{item.custcol_alf_package_height}

Package height. Height is only displayed when the package code is assigned to the item.

Gross Weight

Total Gross Weight (KG)

SUM {record.package_grossweight}

The value is retrieved from the string {custcol_alf_package_grossweight}. This is total sum of all the items.

Net Weight

Total Net Weight (KG)

SUM {record.item_netweight}

The value is retrieved from the string {custcol_alf_item_netweight}. This is total sum of all the items.

Package Number

Total No of Packages

COUNT {record.package}

Total number of packages.

Advanced PDF Field Sourcing – Footer Level

Field

Default Label

Placeholder or Value in Default Template

Description

Commercial Invoice Declaration

Declaration Statement

{subsidiary.custrecord_alf_cominv_dec_state}

Example: I declare all the information to be true to the best of my knowledge.

This value is sourced from fulfilling subsidiary record. The customer has the ability to change declaration within this custom field.

Subsidiary

Exporter Name

{salesorder.subsidiary}

Subsidiary name.

N/A

Signature

{user.name}

Name of the user.

EORI

EORI

{subsidiary.custrecord_alf_cominv_eori}

Subsidary EORI.

Vat Registration No

Vat Reg No

{subsidiary.federalidnumber}

Registration number of the tax type that is selected for a subsidiary.

Ship To Country

Destination Country

{salesorder.custbody_alf_cominv_shiptocountry}

Default shipping country code of the customer.

Total

Invoice Total

{salesorder.subtotal}

Subtotal of the sales order.

Currency

Currency

{salesorder.currency}

Currency of the transaction record.

Net Weight

Total Net Weight (KG)

SUM {record.item_netweight}

The value is retrieved from the string {custcol_alf_item_netweight}. This is total sum of all the items.

Gross Weight

Total Gross Weight (KG)

SUM {record.package_grossweight}

The value is retrieved from the string {custcol_cominv_grossweight}. This is total sum of all items.

Package Number

Total No of Packages

COUNT {record.package}

The value is retrieved from the string {custcol_cominv_package}. It is count of total number of individual lines.

Related Topics

General Notices