Invoicing Sales Orders

To invoice sales orders:

1. Go to Transactions > Sales > Invoice Sales Orders (Administrator).

2. To filter the list of billable orders:

   • Select a customer to see their orders, or select All to see all orders.

   • In the Next Bill On Or Before field, to filter by billing date, enter a date.

3. Set basic billing information for the orders you want to invoice:

   1. In the Posting Period field, select the accounting period to which you want to post the transaction.

      Note:

      You can't post to a closed period.

   2. In the Date field, enter the billing date (default is today's date).

   3. In the To Be Printed field:

      • To print the form, select Yes.

      • If you don't want to print, select No.

      • To follow the customer's default printing preference, select Respect Customer Preference. Set this preference on the Info subtab of the customer record in the Send Transactions By field.

   4. In the To Be Emailed field:

      • Select Yes to email this form.

      • Select No if you don't want to email.

      • Select Respect Customer Preference to send email based on the default preference on the customer record. Set this preference on the Info subtab of the customer record in the Send Transactions By field.

   5. If the transactions you select have already had credit card charges performed outside NetSuite (such as by a card-swipe terminal) check the Credit Card Approved box.

      Note:

      If you check this box and submit this transaction, NetSuite automatically checks the Credit Card Approved box and sets the Account field on Cash Sales you process.

   Note:

   You can also set the billing information for other fields in the transaction. For more information, see Bulk Update Fields.

4. In the Invoice column, check the box for each the sales orders you want to bill.

   The Order Type column shows whether the sales order becomes an invoice or a cash sale. Whether you create an invoice or cash sale for the sales orders depends on the form you originally used to enter the orders. The cash sale form generates a cash sale and the invoice form generates an invoice.

5. Important:

   In this step, the selected sales orders enter the processing queue and are billed with the data you selected or entered.

   Click Submit to create the invoice or cash sale.

   The Process Status page displays with the status of the sales orders submitted for billing. To view updates to the status, click Refresh.

6. (Optional) If you converted the sales order to an invoice, go to Transactions > Customers > Accept Customer Payments (Administrator) to apply a payment to the open invoice.

7. (Optional) If you converted the sales order to a cash sale, you can choose to place the payment into Undeposited Funds or directly into a bank account. If you select Undeposited Funds, after the payment is approved, click Make Deposits to deposit the money from Undeposited Funds into a bank account.

Invoicing Sales Orders with Advanced Shipping

If you use advanced shipping, you can:

• track sales orders separately from invoices

• create invoices for a whole order even if the order has not been completely fulfilled

To update fields in bulk:

1. Go to Transactions > Sales > Invoice Sales Orders (Administrator).

2. Click the Set Fields subtab to choose the fields to update and select the data for entry.

3. In the Field column, choose a field to update.

4. Depending on the field you select, data is entered in one of the following fields:

   • In the Selection column, choose a setting for the field.

   • In the Checked column, define whether a box is checked or cleared.

   • In the Text column, enter text for the chosen field.

   • In the Date column, choose a date for the chosen field.

5. Click Add.

6. Repeat these steps for each field you want to update.

7. Complete other fields on the billing form as necessary.

8. Click Submit.

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