Sales Invoicing - Brightpearl Video Lecture - Using Brightpearl Sales Order

in this video we'll be looking at
invoicing sales invoicing just several
things firstly it locks the sale so we
can't make any further changes to items
prices quantities etc it creates an
invoice document and it creates an
accounting journal invoicing will not
ship your inventory change inventory
levels or post accounting for inventory
or cost of sales these things are all
done by fulfilling and shipping the
order covered in another video invoicing
can be done at any point through the
sales process
so whether payment has been taken or
items have been shipped it's up to you
when you want to invoice as long as you
invoice all your sales so invoicing can
be done on an order by order basis or
might be something you do in batches
we'll be looking at both methods so
first of all an individual order so
here's a sale I've taken over the phone
for one of my regular customers who
purchases on credit so they haven't paid
anything but they have received the
items as we can see by the shipping
status so I need to send them an invoice
to make sure that they pay so click on
the order number to open the sale and
then click invoice click OK to
acknowledge that the order will be
locked that automatically invoices the
sale we can see the invoice reference in
the top left and that the status has
been updated to invoiced as defined in
my sales settings I also want to email
this invoice to my customer I'm going to
go to email print this is the invoice
using my default invoice template I've
included my company logo and we can see
that it's pulled through the details of
the sale we could also choose to include
on their details of any payments that
may have been made already against the
order you can edit your templates and
have multiple templates saved and change
that at this point if you want I'm going
to go ahead and email this to my
customer selecting the customer email
address I can add a message into the
email body if I like
but I'm going to attach this at the PDF
file and send if you prefer you can
switch on automatic emailing of your
invoices in the sales settings okay so
this order has been invoiced we can see
in the notes and payment history that
it's been invoiced and emailed to the
customer and we can open the original
document from here in my general ledger
I can see the journal entry made by
invoicing the sale all I need to do now
is wait for the payment from my customer
the next method of invoicing is taking a
batch of sales and invoicing them all in
one go here I have a number of sales
that have taken over the phone where the
customer has already paid so I don't
actually need to send the invoice but I
do still need to invoice the sale in
Brightpearl
remember invoicing creates accounting
entries for sales revenue tax and
accounts receivable or debtors
so without invoicing my sale it won't be
accounted for to invoice all three of
these sales then figure the checkbox
next to each and use the batch
processing button to invoice acknowledge
that the orders will be locked and the
green message box confirms that the
three sales have been invoiced we now
have the invoice numbers displayed next
to each sale if automatic emailing was
switched on they would also have been
sent directly to the customer otherwise
I can select to print or email them now
and in the general ledger we can see the
journals have been created for all three
remember an invoice is a legal document
they can't simply be deleted or amended
for these reasons you'll find you won't
be able to do so in Brightpearl
you can still amend some fields such as
the payment due date in customer fields
and you can still enter notes but if
your invoice is wrong or the sale
doesn't go ahead
but you've already invoiced you'll have
to create a sales credit