Invoice Control Driving a Purchase Sales Flow

86 4. Change the Quantity to 6 and the Unit Price to 130.00Then click Save and the line appears on the quota- tion form. 5. On the Other Information tab of this Sales Order select a Packing Policy of Complete Delivery and Shipping Policy of Invoice on Order After Delivery from their dropdown menu lists. 6. Return to the first tab Sale Order and validate the document by clicking Confirm Order which calculates prices and the changes the order’s state from Quotation to In Progressas shown in screenshot Sales Order Form . If you were in negotiation with the prospective customer you would keep clicking Compute and Save keeping the document in Quotation state for as long as necessary. Figure 8.13: Sales Order Form 7. In the last tab of the order, History you can see the Packing List that is been created and you will be able to see any invoices that relate to this order when they are generated. From the Sales → Products → Products to display a list of products: just the one, Titanium Alloy Radiator , currently exists in this example. Its Real Stock still shows 10.00 but its Virtual Stock now shows 4.00 to reflect the new future requirement of 6 units for despatch.

8.6.6 Preparing goods for shipping to customers

The stores manager selects the menu Warehouse → Warehouse Management → Delivery Orders to get a list of orders to despatch. For this example find the Delivery Order releted to the sale order which you have created. Tip: Running Schedulers At the moment your Sales Order is waiting for products to be reserved to fulfil it. A stock reservation activity takes place periodically to calculate the needs, which also takes customer priorities into account. The calculation can be started from the menu Warehouse → Schedulers → Compute Schedulers. Running this automatically reserves products. If you do not want to have to work out your stock needs but have a lean workflow you can install the mrp_jit Just In Time module. Although Open ERP has automatically been made aware that items on this order will need to be despatched, it has not yet assigned any specific items from any location to fulfil it. It is ready to move 6.00 Titanium Alloy Radiators from the Stock location to the Customers location, so start this process by clicking Check Availability . The Move line has now changed from the Confirmed state to the Available state. 87 Then click the Process button to reach the Process Document window, where you click the Validate button to transfer the 6 radiators to the customer. To analyze stock movements that you have made during these operations use Warehouse → Product → Product and find this product then click on the action Stock by Location which is at the right most side to see that your stocks have reduced to 4 radiators and the generic Customers location has a level of 6 radiators.

8.6.7 Invoicing Goods

Use the menu Accounting → Customers → Customer Invoices to open a list of Sales invoices generated by Open ERP. If they are in the Draftstate, which means that they do not yet have any presence in the accounting system. You will find a draft invoice has been created for the order SO00008 once you have despatched the goods because you would selected Invoice on Order After Delivery . Once you confirm an invoice, Open ERP assigns it a unique number, and all of the corresponding accounting entries are generated. So open the invoice and click Validate to do that and move the invoice into an Open state with a number of SAJ2011001. You can send your customer the invoice for payment at this stage. Click Print Invoice to get a PDF document that can be printed or emailed to the customer. You can also attach the PDF document to the Open ERP invoice record. Save the PDF somewhere convenient on your PC such as on your desktop. Then click the Add button to the top right of the invoice form it looks like a clipboard. Browse to the file you just saved record.pdf if you did not change its name. This gives you a permanent non-editable record of your invoice on the Open ERP system. Review your chart of accounts to check the impact of these activities on your accounting. You will see the new revenue line from the invoice.

8.6.8 Customer Payment

Registering an invoice payment by a customer is essentially the same as the process of paying a supplier. From the menu Accounting → Customers → Customer Invoices, click the name of the invoice that you want to mark as paid: 1. Use the Payment button which opens new window Pay Invoice. 2. Select the Payment Method, for this example select Cash then validate the entry.