Customer Invoices

Kenandy automatically generates customer invoices from fulfillments. When the fulfillment Status field is Complete, and the fulfillment Invoice Ready checkbox is selected, the fulfillment is ready for invoicing. You can use the Customer Invoice batch process job to generate invoices automatically, or you can manually generate customer invoices.

Invoice grouping rules provide flexibility in how you invoice customers. You can set criteria to define how you want to group fulfillments for invoicing, and determine the information to include in the invoices. You must set up at least one invoice grouping rule.

ClosedGenerate Customer Invoices Automatically

The Customer Invoice batch job typically generates customer invoices. This job generates invoices by using fulfillments and invoice grouping rules, and runs at specific times and at specific intervals.

Your user role and permission set determine if you can manually run the process job.

  1. From the Company page, click Scheduled Jobs, and then click Run next to the Customer Invoice job.

    The Run button is available to users with edit permission. For more information about your permissions, contact your system administrator.

  2. Click Save.

    You are notified by email when the job is complete. You can view the generated customer invoices from the Customer Invoices page.

ClosedAbout Applying Prepayments to Customer Invoices

The Customer Invoice batch job populates the Source Key field for customer invoices with a batch job ID. The ApplyPrepayments batch job, which runs along with the Customer Invoice batch job, uses this batch job ID to find new customer invoices and to apply prepayment customer invoices to those customer invoices. You cannot separately run the ApplyPrepayments batch job. When the sales order value for a prepayment customer invoice matches the sales order for a customer invoice during processing for the ApplyPrepayments batch job, the prepayment customer invoice is applied to the customer invoice.

Note: To automatically apply prepayment customer invoices to customer invoices, you must create prepayment customer invoices before you run the Customer Invoice batch job.

If you run the Customer Invoice batch job and then create the prepayment customer invoices, the prepayments are not automatically applied to customer invoices. In this scenario, you can perform one of the following actions to apply the prepayments to the customer invoices:

ClosedVoid or Cancel a Customer Invoice Batch

You can void or cancel a Customer Invoice batch. For example, if invoice grouping rules are incorrect, and you need to change them, you can void or cancel the batch.

  1. From the Customer Invoices page, in the View field, select All, and click Go! to show all customer invoices
  2. Click Void/Cancel Customer Invoice Batch.
  3. On the Cancel/Void Customer Invoice Batch page that is displayed, enter the batch ID in the Batch field and a void date in the Void Date field.
  4. Click Cancel Batch to cancel the batch, or click Void Batch to void the batch.
Closed Generate a Customer Invoice On Demand

You can generate a customer invoice on demand (manually) from the following pages:

Note: If you receive a prepayment for a specific sales order, the prepayment is automatically applied to the customer invoice when the customer invoice is automatically created for that sales order. To learn more about prepayments, see Customer Receipts.

ClosedGenerate a Customer Invoice On Demand from a Shipment

You can generate a customer invoice for invoice-ready fulfillments from a specific shipment.

  1. From the Shipment detail page, click Create Ad Hoc Invoice.

  2. In the dialog box that is displayed, complete the following steps:

    1. If you don't want to use invoice grouping rules, clear the Use Invoice Grouping Rule checkbox.

      If you select this checkbox, then the fulfillments are grouped on the invoice by using the invoice grouping rule for your company. If you clear this checkbox, then the fulfillments are grouped on invoice by using the default settings. Also, if you clear this checkbox, customers are invoiced immediately after fulfillment when the fulfillment is end dated.

    2. Click Next.

      All the invoice-ready fulfillments that are not yet invoiced are grouped in a single customer invoice.

      A success message confirms that you created and finalized the invoice. The message includes the invoice number, which you can click to view the invoice details. If multiple invoices are generated, a warning message is displayed with details.

  3. In the message, click Confirm to proceed, or click Go Back to investigate.
ClosedCreate a Customer Invoice for Miscellaneous Items

You can create a customer invoice for miscellaneous charges, such as freight.

  1. From the Customer Invoices page, click New.
  2. On the New Customer Invoice page that is displayed, complete the appropriate fields for the header of the customer invoice.
  3. To add lines for miscellaneous items to the customer invoice, complete the following steps:
    1. Click (Add New).
    2. In the new line record that is displayed, complete the appropriate fields.
    3. Add more lines as needed.
    4. Click Save, and select the appropriate save action.

      The lines that you add are displayed in the Customer Invoice Lines section of the Customer Invoice detail page.

  4. To generate the accounting for the customer invoice, click the Generate Accounting Entry custom link in the Additional Information section.

    You might have to click the section title to see the link.

ClosedAbout Taxes on Customer Invoices

To learn more about how to calculate tax on customer invoices, see Taxes.

ClosedAbout Unfinalizing, Cancelling, and Voiding Customer Invoices

To learn more about unfinalizing, cancelling, and voiding customer invoices, see Unfinalizing, Cancelling, and Voiding Source Documents.

ClosedAbout Cloning Customer Invoices

You can clone a customer invoice with a manual invoice type. All of the information is copied to a new invoice except for the invoice number and date.

ClosedAllowances for Customer Invoices

For miscellaneous charges and pickup allowances, allowances can be automatically applied to customer invoices if the customer is eligible for the allowances. Using the allowance type and the shipped type, a monetary amount is applied to the customer invoice. The allowance can be applied as a lump sum or for each line as defined on the customer record. To learn more, see Allowances.

ClosedPayment Information for Customer Invoices

During the lifecycle of a customer invoice, the Invoice Amount section of the Customer Invoice detail page is automatically updated with information about the payment of the customer invoice. For example, this section shows the balance due and the amount past due for the customer invoice. To review the total past due amount for a customer hierarchy, open the corporate parent page. The Invoice Amount section also shows the days to pay (the total number of days between the invoice date and the date that the invoice is paid).

ClosedCustomer Invoice Field Descriptions

The following table lists the fields that Kenandy provides. Your system administrator selects the fields that are displayed on your user interface.

Customer Invoice Page
Field Description
Accounting Segment

The accounting segment for the customer invoice. You can use accounting segments to generate detailed financial reports. The default accounting segments are Company and GL.
Agreement The agreement, if any, associated with the customer invoice.
Allowances

The allowances for the customer invoice. Allowances are subtracted from the customer invoice total. If an allowance is applied to the sales order for the customer invoice, the allowance is automatically copied to the associated customer invoice.

Any percentages applied to a line total will round to the nearest penny ($0.01). Where $0.005000 = $0.01 and $0.0049999 = $0.00 .
Amount Applied The amount of the customer invoice to which a customer receipt is applied.
Amount Paid

The total amount paid for the customer invoice.
Amount Past Due

The amount of the customer invoice that is owed but not paid by the due date for the customer invoice.
Amount To Apply The remaining amount of the customer invoice to which to apply a customer receipt.
Apply to Invoice The customer invoice for a customer invoice that is a credit memo.
Autonumber An auto-generated ID that identifies the customer invoice.
Balance

The balance for the customer invoice. This field is calculated as follows: Total Amount + Credit Applied - Debit Applied - (Amount Paid + Deduction Amount + Write Off Amount + Discount Taken).

Total amounts calculated beyond two significant digits will be subject to half up rounding to the nearest penny ($0.01). Where $0.005000 = $0.01 and $0.0049999 = $0.00 .

This field is not updated until the customer receipt is finalized.

Batch Job ID The batch ID for the customer invoice when the customer invoice is automatically generated with the Customer Invoice batch process job.
Bill to City The city in the address of the bill-to customer for the customer invoice.
Bill to Country The country in the address of the bill-to customer for the customer invoice.
Bill To Customer The name of the bill-to customer for the customer invoice. This field is populated only when you enter a parent customer for the customer invoice in the Customer field.
Bill to State The state in the address of the bill-to customer for the customer invoice.
Bill to Street The street in the address of the bill-to customer for the customer invoice.
Bill to Zip Code The zip code in the address of the bill-to customer for the customer invoice.
Changed Flag An indication of whether a new customer receipt is applied to the customer invoice.
Claim The claim associated with the customer invoice.
Company The company associated with the customer invoice.
Corporate Parent Customer The corporate parent customer associated with the customer invoice.
Credit Applied The amount of credit that is applied to the customer invoice. This amount is used to calculate the balance for the customer invoice.
Credited

An indication of whether the entire amount of the customer invoice is credited.

Credited Invoice

The credited customer invoice for a re-billed customer invoice.
Currency

The currency for the customer invoice. For a manual customer invoice, this field is automatically populated with the value in the Default Currency field for the company associated with the customer invoice. You can change this value.
Customer Hierarchy The customer hierarchy for the customer invoice.
Customer Invoice The auto-generated ID for the customer invoice.
Customer Purchase Order

The purchase order, if any, for the customer invoice.
Customer Receipt

The customer receipt if you apply a customer receipt to the customer invoice.
Customer Receipt Line The customer receipt line if you apply a customer receipt to the customer invoice.
Customer Receipt Number The shipper verification number for the customer invoice.
Date Paid The date and time that the customer invoice is paid.
Days Due

The number of days between the current date and payment due date for the customer invoice.

Days Past Due

The number of days between due date for the customer invoice and the date that the customer invoice is paid.

Days to Pay

The number of days between the customer invoice date and the date that the customer invoice is paid.
Days to Pay 30 The days-to-pay if the customer invoice is paid within 30 days of the invoice date. This field determines the payment due date. For example, if the days-to-pay is 30 and the invoice date is 1/1, then the payment due date is 1/31.
Days to Pay 90

The days-to-pay if the customer invoice is paid within 90 days of the invoice date. This field determines the payment due date. For example, if the days-to-pay is 90 and the invoice date is 1/1, then the payment due date is 4/1.
Debit Applied The amount of debit that is applied to the customer invoice. This amount is used to calculate the balance for the customer invoice.
Deduction Amount The amount of deductions associated with the customer invoice. This amount is determined when you apply customer receipts to the customer invoice.
Discount Available The amount of discount that is available for the customer invoice. This field includes the earned discount amount and the unearned discount amount.
Discount Date The discount date for the customer invoice. This field is calculated using the customer invoice date and the discount date from the payment terms for the customer invoice.
Discount Taken The total amount of discount taken for the customer invoice. This field includes the earned discount amount and the unearned discount amount.
DTP Forecast Date The date that payment is expected for the customer invoice if days-to-pay (DTP) is considered.
Due Date

The date that payment is due for the customer invoice. The invoice date and payment terms are used to calculate this date.
Earned Discount Amount

The earned discount amount for the customer invoice.

Exception

An indication of whether one or more exceptions is associated with the customer invoice.
Exception Details The additional information, if available, about the exception for the customer invoice.
Exceptions Count The number of exceptions for the customer invoice.
External Id An external ID that is used for data loading.
Finalized An indication of whether the document is final. An accounting entry is automatically generated for the source document in the next scheduled batch process.
Finalized Date The date the customer invoice is finalized for accounting.
Forecast

The date that payment is expected for the customer invoice. This date is calculated using the average days to pay for the bill-to customer.
Forecast Bucket

The forecast bucket for the customer invoice. If the DTP Forecast Date is earlier than the current date, the forecast bucket is set to Prior. If the DTP Forecast Date is later than the current date, the forecast bucket is set to Later.

This field indicates whether the forecast payment date for the customer invoice is in the past or the future. Past amounts are amounts you expected to be paid by now, but that are not yet paid. Future amounts are amounts that you expect to receive on dates in the future.
Freeze Due Date An indication of whether the due date for the customer invoice cannot change. If you select this field, the due date cannot change, even if the invoice date and payment terms change.
Has Exceptions

An indication of whether exceptions are associated with the customer invoice. You must resolve these exceptions before the customer invoice can be processed.
Historical

An indication of whether this document was processed and accounted for before it was loaded into Kenandy. It does not generate any accounting entry lines and does not affect the GL.

Invoice Date

The customer invoice date. This field determines the transaction date of the customer invoice for accounting purposes.

For customer invoices with a Standard type, this field is automatically populated with the invoice creation date, even when you create missed invoices due to a hold or to a not run Customer Invoice batch.

For customer invoices with a type of Adjustment, Prepayment, or Manual, this field is automatically populated with the current date and time.

Invoice Type

The type of customer invoice. Options include: Manual, Adjustment, Overpayment, Prepayment, and Standard.
Line Exceptions The number of exceptions for all lines on the customer invoice.
Matches To Grouping Rule The invoice grouping rule that applies to the customer invoice.
Memo

A note that you can enter for reference.
Other Discount Amount The amount of non-payment discount for the customer invoice.
Payments Discount Amount The amount of payment discount for the customer invoice.
Payment Terms

The payment terms for the customer invoice. When payment is received, the payment terms are used to calculate discounts, such as an early payment discount.

The payment terms, which you can override, are specified on the sales order. For a manual customer invoice without a sales order, the payment terms are specified on the bill-to customer.

Period Paid

The financial period associated with the payment for the customer invoice.
Planned Invoice Date The planned invoice date for the customer invoice. When you create a customer invoice for recurring fulfillments, the customer invoice header stores the planned invoice date, and the customer invoice lines store the frequency and recurrence data.
Posting Date

The date and time that the transaction is posted to a GL account. This field value is automatically updated with the finalized date and time.

If you backdate this document by selecting a transaction date and time for a prior period, then this field value is automatically updated if the GL area for the prior period is currently open. To learn more about how this field is populated for backdated documents, see About Backdating a New Source Document.

Product Hierarchy The product hierarchy for the customer invoice.
Resolution Code The resolution code for claims associated with the customer invoice. This code indicates how the claim is resolved, and is a reason code with a Type field value of Resolution. The resolution code is populated from the claim to the customer invoice line. To learn more, see Reason Codes.
Sales Order The sales order for the shipment associated with the customer invoice. If you want to ship all of the goods for the sales order in the shipment, you must enter a sales order. You can override this amount on each shipment line.
Sales Tax Amount The sales tax amount for the customer invoice. This value is aggregated from the customer invoice lines.
Select The select checkbox for the customer invoice.
Ship Date The date that the goods in the customer invoice are shipped. The default field value is the current date.
Ship From Location The ship-from location of the shipment associated with the customer invoice.
Shipment The shipment associated with the customer invoice
Shipment Status A description of the shipment status for the shipment associated with the customer invoice.
Ship To The name of the ship-to customer for the customer invoice.
Ship to City The city in the address of the ship-to customer for the customer invoice.
Ship to Country The country in the address of the ship-to customer for the customer invoice.
Ship to State The state in the address of the ship-to customer for the customer invoice.
Ship to Street The street in the address of the ship-to customer for the customer invoice.
Ship to Zip Code The zip code in the address of the ship-to customer for the customer invoice.
Sold to City The city in the address of the sold-to customer for the customer invoice.
Sold to Country The country in the address of the sold-to customer for the customer invoice.
Sold To Customer The name of the sold-to customer for the customer invoice.
Sold to State The state in the address of the sold-to customer for the customer invoice.
Sold to Street The street in the address of the sold-to customer for the customer invoice.
Sold to Zip Code The zip code in the address of the sold-to customer for the customer invoice.
Source Key A key that identifies the source document of the customer invoice.
Status

The status of the customer invoice. Options include: Open, Closed, Cancelled.
Subtotal The total amount on the lines of the customer invoice.
Total Amount

The total amount of the customer invoice. This field is calculated as follows: (Total Line Amount + Sales Tax + Total VAT) - Allowances.
Total Discount Amount The total discount amount for the customer invoice. This field is calculated as follows: Payments Discount Amount + Other Discount Amount.
Total Line Amount

The total amount on the lines of the customer invoice.

Total line amounts calculated beyond two significant digits will be subject to half up rounding to the nearest penny ($0.01). Where $0.005000 = $0.01 and $0.0049999 = $0.00 .
Total Number of Lines The total number of lines associated with the customer invoice.
Tracking Code The tracking code for the customer invoice. You can combine this field and the tracking URL, if any, in the shipping method to track the shipment associated with the customer invoice.
Transaction Date

The transaction date for the customer invoice.

For customer invoices with a Standard type, this field is automatically populated with the fulfillment date. For multiple fulfillments, the default date is the most recent date on the fulfillments.

For customer invoices with a type of Adjustment, Prepayment, or Manual, this field is automatically populated with the current date and time.
Transaction Type The transaction type for the customer invoice. You can use this field to generate the accounting entry for the customer invoice.
Unearned Discount Amount The amount of discount given to the customer that was not earned when considering the payment terms. For example, if the customer pays on day 11, and the discount date is day 10, then any discount given when applying the payment is unearned.
VAT Amount The VAT amount for the customer invoice, aggregated from the customer invoice lines.
Void An indication of whether the customer invoice is voided.
Void Date The void date for the customer invoice.
Write Off Amount The write-off amount for the customer invoice.
ClosedCustomer Invoice Line Field Descriptions

The following table lists the fields that Kenandy provides. Your system administrator selects the fields that are displayed on your user interface.

Customer Invoice Line Page
Field Description
Accounting Segment

The accounting segment for the customer invoice line. You can use accounting segments to generate detailed financial reports. The default accounting segments are Company and GL.
Agreement The agreement, if any, associated with the customer invoice line.
Agreement Line

The agreement line, if any, associated with the customer invoice line.
Allowance Applied The allowance applied to the customer invoice line.
Allowances

The allowances for the customer invoice line. The total of the allowances for the customer invoice lines is subtracted from the customer invoice total.
Amount This field is calculated as follows: ((Unit Price - Off Invoice Rate) x Quantity Fulfilled x Prorate Factor) - Discount Amount + Sales Tax Amount +VAT Amount + Allowances
Autonumber An auto-generated ID that identifies the customer invoice line.
BillBack Commitment The billback commitment for the customer invoice line. TPM (trade promotion management) uses this field.
BillBack Rate The billback rate for the customer invoice line. TPM (trade promotion management) uses this field.
Claim Line The claim line that is associated with the customer invoice line.
Company The company associated with the invoice or line.
Credited

An indication of whether the amount of the customer invoice line is credited.

Currency The currency for the customer invoice line.
Customer Invoice The auto-generated ID for the customer invoice. Your user permissions determine if you can open the customer invoice to update it.
Customer Invoice Line The auto-generated ID for the customer invoice line.
Description The description of the customer invoice line.
Discount Amount The amount of customer discount.
Discount Percent The amount of customer discount expressed as a percentage.
End Date

The end date for the customer invoice line. The start date, end date, rate basis, and occurrence determine the line value.

If the customer invoice line is associated with an agreement, the end date is automatically populated with the end date for the agreement line. The agreement line is automatically populated from the agreement header. If you create a sales order from the Sales Orders page (not from an agreement), you can enter this date on the sales order lines.
Exceptions Count The number of exceptions on the customer invoice line.
Expected Price The expected price of the item in the customer invoice line.
Extended Price The extended price for the customer invoice line. The extended price is the unit price for the item multiplied by the number of items on the customer invoice line.
External Id An external ID that is used for data loading.
Facility The facility associated with the customer invoice line.
Finalized An indication of whether the document is final. An accounting entry is automatically generated for the source document in the next scheduled batch process.
Freight Allowance The freight allowance for the customer invoice line. The freight allowance reduces the amount of the customer invoice line.
Fulfillment The fulfillment associated with the customer invoice line.
Has Exceptions An indication of whether exceptions are associated with the customer invoice line.
Historical

An indication of whether this document was processed and accounted for before it was loaded into Kenandy. It does not generate any accounting entry lines and does not affect the GL.

Line The number of the customer invoice line. EDI (Electronic Data Interchange) uses this field to reference the customer invoice line.
Line Type

The type of customer invoice line. In accounting rules, you can set up different accounting for different line types.
List Price The list price for the item on the customer invoice line.
Location The location associated with the customer invoice line.
Name Hyperlink A hyperlink to the customer invoice line.
Occurrence

The occurrence for the fulfillment associated with the customer invoice line. This field determines if the fulfillment is a one-time or recurring fulfillment.

  • If this field is empty or set to Immediate, the fulfillment is a one-time fulfillment.
  • If this field is not empty and not set to Immediate, the fulfillment is a recurring fulfillment.

The start date, end date, rate basis, and occurrence determine the line value. These fields indicate the duration and rates of the agreement so you can bill the customer appropriately.

Off Invoice Paid The amount paid for a tiered promotion applicable to the customer invoice line. TPM (trade promotion management) uses this field.
Off Invoice Rate The rebate for a tiered promotion applicable to the customer invoice line. TPM (trade promotion management) uses this field.
Product

The product for the customer invoice line. For a customer invoice with a type of Manual, the product must be a miscellaneous item. A miscellaneous item has a Source field of Miscellaneous in the item record.

For invoices without a product, the subtransaction type is automatically updated to Miscellaneous when you save the record.

Product Reference The identifier for the end customer product. The end customer product is mapped to the customer product by using the Cross Reference object.
Prorate Factor The prorate factor for the customer invoice line.
Price Type The price type for the customer invoice line. Options include Sales and Recurring. Sales apply to a one-time payments, and Recurring applies to rental or lease payments.
Pricing UOM The unit of measurement, such as hourly, daily, or monthly, for payments. This field frequently applies to rental payments.
Pricing UOM Every A further delineation of the Pricing UOM field. This field works in conjunction with the Pricing UOM field and the Pricing UOM Recurrence field. For example, if the Pricing UOM field is daily, the Pricing UOM Every field is 5, and the Pricing UOM Recurrence field is Days, the customer pays every 5 days.
Pricing UOM Recurrence A further delineation of the Pricing UOM field. This field works in conjunction with the Pricing UOM field and the Pricing UOM Every field. For example, if the Pricing UOM field is daily, the Pricing UOM Every field is 5, and the Pricing UOM Recurrence field is Days, the customer pays every 5 days.
Quantity from Stock The quantity of the item on the customer invoice line that is removed from stock.
Quantity Fulfilled The quantity of the item on the customer invoice line that is shipped to the customer. Allowances are calculated using the quantity shipped.
Rate Basis

The rate basis for the customer invoice line. The start date, end date, rate basis, and occurrence determine the line value. If Flat is selected in this field, the quantity is not included in the line value calculation.
Recurrence Start Date The recurrence starting date of recurring fulfillments for the customer invoice line. When you create a customer invoice for recurring fulfillments, the customer invoice header stores the planned invoice date, and the customer invoice lines store the frequency and recurrence data.
Sales Order

The sales order for the shipment associated with the customer invoice. If you want to ship all of the goods for the sales order in the shipment, you must enter a sales order. You can override this amount on each shipment line.
Sales Order Line The sales order line associated with the customer invoice line.
Sales Tax Amount The sum of all actual sales tax amounts that apply to the customer invoice line. The value in this field comes from the tax service.
Sales Tax Rate The actual sales tax rate that applies to the customer invoice line. The value in this field comes from the tax service.
Selling UOM The selling UOM (unit of measure) for the customer invoice line. The UOM can change from a purchasing UOM to a stocking UOM to a selling UOM. For example, you can convert a stocking UOM of each to the Selling UOM of dozen. When the UOMs and the conversion factors are set up, the conversion is automatically calculated.
Shipment The shipment associated with the customer invoice line.
Shipment Line The shipment line associated with the customer invoice line.
Source Key A key that identifies the source document line of the customer invoice line.
Start Date

The start date for the customer invoice line. The start date, end date, rate basis, and occurrence determine the line value.
Subtransaction Type

The subtransaction type for the customer invoice line. If the invoice line does not have a product, the subtransaction type is automatically set to Miscellaneous.

You can use the subtransaction type and a transaction type to determine the accounting for the customer invoice line.
Total Weight The total weight of the items on the customer invoice line. This field is calculated as follows: Weight x Quantity Shipped.
Unit Price The unit price for the customer invoice line. The unit price is on the associated sales order line.
Usage-Based An indication of whether the product for the customer invoice line is a usage-based product.
VAT Amount The sum of all actual VAT amounts that apply to the customer invoice line. The value in this field comes from the tax service.
VAT Rate The actual VAT rate that applies to the customer invoice line. The value in this field comes from the tax service.
Weight The weight of the item on the customer invoice line.
Weight UOM

The unit of measure for the weight of the item on the customer invoice line.
ClosedCustomer Invoice Sub Line Field Descriptions

The following table lists the fields that Kenandy provides. Your system administrator selects the fields that are displayed on your user interface.

Customer Invoice Sub Line Page
Field Description
Customer Invoice Line The customer invoice line associated with the customer invoice sub line.
Customer Invoice Sub Line Name The auto-generated ID for the customer invoice sub line.
External Id An external ID that is used for data loading.
Fulfillment The fulfillment associated with the customer invoice sub line.

 

 

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Version: Spring 2017