Small and medium-sized businesses that have a separate accounting system and inventory management system can do their invoicing and on either side. Companies for which accounting and inventory are somewhat decoupled may do their invoicing entirely using their accounting software. Other companies create invoices from within the inventory software and then export or sync them to the accounting software.

In Finale Inventory you can create invoices from a sales order directly, or from shipments associated with an order, depending on whether you invoice based upon taking the order or shipping the product. If your invoice based on shipments, then you may have multiple invoices for a single order, one per shipment. Creating invoices is one part of Finale’s order management features.

Invoicing video

Video Transcription

Hi. This is Will Harvey of Finale Inventory. I’m gonna give a quick demonstration here of creating invoices for sales orders or for shipments of the sales order.

Invoices for orders, of course, are gonna begin with a sales order. So I’m gonna begin on this homepage by clicking “New sale” to create a new sale order. The blue button on the left here just picks a default order ID for this sale.

Okay. You may have seen this in another video, this is a homepage here for the sales order that I’m creating. I’m gonna pick my customer, and then I’m ready to go, picking my items. I’m just gonna type in blueberry pie here to add a blueberry pie to my order and I’m gonna secondly add a boysenberry pie to my order. Notice the pie here is showing up in red. That’s because I don’t have any boysenberry pie in stock here. I can still make the order, but I’m gonna have difficulty shipping it.

Okay. So I’ve created the sales order. Now, if I wanted to generate an invoice directly from the sales order, I can do that. I just click on the green button here, “Add invoice to sale.” We flip to a new tab, which is now an invoice based on the sales order that we just constructed. You’ll recognize the blueberry pie and the boysenberry dessert here for $10.50 and $9.75. Nevermind the fact that we can’t actually ship the boysenberry pie because we don’t have it in stock. We created the invoice. If I went to the Actions menu, “Print invoice,” I get a nice PDF that I could send to my customer.

Well, some kinds of companies are invoicing based on the orders. Other kinds of companies create invoices based on the shipments when they actually ship something out to the customer. So we can do that too. Let’s say that we went to ship this order with a plan to create an invoice after we shipped it. To ship the order, I click on the “Shipments” tab. I update the shipment to match the order. I run into the problem that down here in red, it’s pointing out that I don’t actually have a  pie to ship to this customer. So I’m gonna make this a partial shipment and adjust it by removing the boysenberry pie so we only have a blueberry pie. Make sense? Okay. Now, I’ll ship this shipment picking today as the ship date.

Okay. Having created this shipment based on the sales order but only for the items I had in stock, I can create an invoice based only on this shipment as opposed to being based on the whole sales order. Scrolling over here to the Actions menu again, “Add invoice to shipment,” creates an invoice. Notice though, this invoice, although it looks a lot like the sales order, is crucially missing a line. It’s missing the boysenberry pie because we didn’t ship it. So this is invoicing based on this shipment, not based on the sales order. I can go to the Actions menu, “Print invoice,” and I get something to send to the customer.

In this scenario, I would probably create another shipment when my backorder of blueberry dessert was supplied to me by my baker or my supplier. And then after creating that second shipment, I would create another invoice for the pie that is represented by that shipment. The process that I would do there is just the same process that I did. You just saw me invoicing for the order and an invoice for a shipment, so I’m sure on your own you’d be able to create an invoice for the second shipment as well.

Setting up taxes for sales orders and invoices

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