Order/Invoice - Create Usage
Clients using Sales Orders may have a need for different options for invoicing. Some may want to create a Sales Order and invoice immediately, while others want to have shipment documents and invoice through the Progressus Project billing later. When a Sales Order is manually created, there is an option to have the Usage created and matched with the revenue, eliminating the need to enter it through the Project or Expense Journal.
Sales Order/Sales Invoice Create Usage feature provides the ability for the posted manual Sales Order or Sales Invoice (one which is not created through the Progressus invoice process), to create Usage, linking the order or invoice and subsequently created invoice lines to this Usage and applying them together.
Setup Options
There are options that need to be configured in Project Setup to use the settings as a default for all Projects:
In Project Setup Invoicing FastTab, there are three fields to configure:
| Field Name | Description |
|---|---|
| Sales Order Invoiced | Specifies the options for billing when a Sales Order is created. Options include: |
| At Shipment: If Ship and Invoice are selected, a Sales Invoice will be created at the time of shipment. Invoice pricing will be done from the Sales Order entry or Planning Lines. If **Sales Order Creates Usage is selected, when the Sales Order is posted, it creates the Usage entry in the Project Ledger and the Sales Invoice will be applied and close the line. |
|
| Through Project: If Sales Invoice Creates Usage is selected, when shipment documents are created Invoice pricing is set to zero on the Sales Order for posting and a zero invoice is created. Invoicing will occur through the normal Project billing process, adding the entry to Invoice Suggestions. Invoice pricing in the Project Ledger is the pricing from the Sales Order. | |
| Sales Order Creates Usage: For Items only, when Sales Order Creates Usage is selected, posting the Sales Order, with Ship and Invoice selected, will create the Usage entry in the Project Ledger for the Item and close both the Usage and Sales entries. If it is not selected, when posting the Sales Order, with Ship and Invoice, no Usage entry is created and the Project Ledger Sales entry is left open. | |
| Sales Invoice Creates Usage: For Items only, when Sales Invoice Creates Usage is selected, a manual invoice will create the Usage entry in the Project Ledger for the Item and close both the Usage and Sales entries. If Sales Invoice Creates Usage is not selected, the Project Ledger Sales entry will be closed and no Usage entry will be created. |
Project Card - Sales Order Creates Usage/Invoice at Shipment
Settings for this feature also can be found in the Project Card. The default values that appear in the Project Card come from those values set up in Project Setup described in the previous section. Options include:
| Field Name | Description |
|---|---|
| Sales Order Invoiced |
Specifies the options for billing when a Sales Order is created. Options include: |
| At Shipment: If Ship and Invoice are selected, a Sales Invoice will be created at the time of shipment. Invoice pricing will be done from the Sales Order entry or planning lines. If Sales Order Creates Usage is selected, when the Sales Order is posted, it creates the Usage entry in the Project Ledger and the Sales Invoice will be applied and close the line. | |
| Through Project: If Sales Invoice Creates Usage is selected, when shipment documents are created, Invoice pricing is set to zero on the Sales Order for posting and a zero invoice is created. Invoicing will occur through the normal Project billing process, adding the entry to Invoice Suggestions. Invoice pricing in the Project Ledger is the pricing from the Sales Order. | |
| Sales Order Creates Usage | For Items only, when Sales Order Creates Usage is selected, posting the Sales Order, with Ship and Invoice selected, will create the Usage entry in the Project Ledger for the item and close both the Usage and Sales entries. If it is not selected, when posting the Sales Order, with Ship and Invoice, no Usage entry is created and the Project Ledger Sales entry is left open. |
| Sales Invoice Creates Usage | For Items only, when Sales Invoice Creates Usage is selected, a manual invoice will create the Usage entry in the Project Ledger for the item and close both the Usage and Sales entries. If Sales Invoice Creates Usage is not selected, the Project Ledger Sales entry will be closed and no Usage entry will be created. |
Important
If Sales Order Creates Usage is not selected (false) in the Project Card, the Project Ledger Sales entry is left open so Usage can be applied later. Since the Sales entry is open, it will be included in Invoice Suggestions, as a negative amount. The Usage and Sales Invoice are selected for billing at the same time to offset each other, resulting in a zero invoice. When the invoice is posted, both entries will be closed in the Project Ledger.
Videos
Video 1: Sales Order/Sales Invoice Usage - Setup and Project Creation
Video 2: Planning Lines to Sales Orders
Video 3: Sales Order/Sales Invoice Usage - Invoiced At Shipment
Video 4: Sales Order/Sales Invoice Usage - Invoiced Through Project