How to Handle Invoicing Work Orders and Payment Scenarios in ShopView
Managing invoicing and payment scenarios in ShopView involves understanding how to create invoices without immediate payment and transitioning work orders to invoiced status. This guide will provide step-by-step instructions for both processes.
Overview of Credit Terms and Their Impact
Credit terms determine how and when payments are collected for invoices. Common options include:
COD (Cash on Delivery): Requires payment at the time of invoicing. Not suitable for invoicing without immediate payment.
Net # (e.g., Net 30): Allows invoicing now with payment due within the specified term.
Credit Hold: Prevents invoicing until the hold is removed.
Due on Receipt: Invoices are due upon receipt but do not require immediate payment at the counter.
To invoice without taking immediate payment, ensure the customer’s credit terms are set to "Due on Receipt" or an appropriate "Net #" term instead of COD.
Invoicing Without Immediate Payment
If you need to create an invoice for a work order without marking it as paid immediately, you can change the customer’s credit terms. Here’s how:
When prompted for payment during invoicing, close the payment window.
Open the customer record by clicking the customer name link or finding them in the customer list.
Click the Edit icon next to the customer name.
In the Edit Customer window, locate the Credit Terms field.
Change the terms from COD to "Due on Receipt" or the appropriate "Net #" term.
Save the changes. You can now create the invoice without posting a payment.
Invoices issued with non-COD terms appear under the customer’s "Unpaid Invoices." To record a payment later:
Open the customer’s "Unpaid Invoices" tab and select the specific invoice.
Click "Make Payment."
Complete the payment process. The invoice status will update to "Paid" and move to the "Payments" section.
After adjusting these settings, you can proceed with creating an invoice. The invoice will remain in an Invoiced (unpaid) state until payment is recorded.
Managing On-Account Payments
For invoices put on account, follow these steps to apply a payment:
Open the customer record via the hyperlink on the work order or from the customer list.
Navigate to the "Unpaid Invoices" tab.
Select the invoice(s) to pay.
Click "New Payment."
Enter the required fields, such as Date and Payment Method. Optionally, add a reference number and memo.
Click "Make Payment." The invoice and its payment will then appear under the "Payments" tab.
*Custom credit terms or Net Terms are not available. This is a predetermined dropdown menu.
Transitioning Work Orders to Invoiced Status
To move a completed work order to Invoiced status, follow these steps:
Open the work order.
Click "Create Invoice."
During the invoicing process, choose the "Charge Amount" option if you do not want to record a payment at this time.
Finalize the invoice creation. The work order will now be in "Invoiced" status.
Once the payment is recorded, the work order status will update to "Paid," indicating it is closed.
By understanding these processes, you can manage invoicing workflows efficiently, even when payment is not collected immediately or when transitioning work order statuses.
Related Topics
FAQs on Payment and Invoicing
Can I invoice without marking a work order as paid?
Yes, by changing the customer’s credit terms to allow invoicing without immediate payment.
Understanding Credit Terms in ShopView
Recording Payments for Unpaid Invoices
Managing Customer Records in ShopView
Managing Invoices in ShopView
Payment Methods and Processing Options
Customer Portal Payment Features