You can manually create fulfillment records for products or services that are not physically shipped; for example, a software download, or hardware maintenance. You skip the release and shipment process (allocate, pick, pack) when you mark an item as non-shippable and its related product is included on a sales order.

1. From the Sales Order Details page, click Fulfill or click Actions and select Fulfill, to display the Sales Order Fulfillment page for non-shippable sales order lines that have a status of Draft or Open.
2. Specify the quantity you want to fulfill, then click Fulfill.

   You can have multiple fulfillments for the same sales order line. The line remains open until the quantity fulfilled equals the quantity ordered. However, sales order lines with products that are flagged as usage-based remain open even if the quantity fulfilled is more than the quantity ordered. Select the Usage-Based checkbox on the Product Details page to flag a product in this way.

You do not have to use the Release button to release the order before fulfilling non-shippable lines; however, Kenandy updates the sales order status from manually fulfilled sales order line statuses.

Example: Sales Order status is Draft, and Sales Order Line 1 status is Draft and quantity is 10.

• If you manually fulfill the sales order line for a quantity of 4, the sales order header status and line status both change to Open.
• If you manually fulfill the sales order line for a quantity of 10, the sales order header status and line status both change to Closed.

Before you begin, the following must exist in Kenandy.

Page	Description
Company	In the Serial Control field, select At receipt and all processes. This enables the Serial button on sales order lines.
Ship to Customer	Select the Track Install Base checkbox.
Item	Select the Track install Base and Non-Shippable checkboxes.
Item Attribute	Create an item attribute with the Serial Number checkbox selected. Select this attribute for the item.

1. From the Sales Order Details page, click Fulfill or click Action and select Fulfill, to display the Sales Order Fulfillment page for non-shippable sales order lines that have a status of Draft or Open.
2. Specify the quantity you want to fulfill.
3. Click Serial, and enter the same number of serial numbers as you have quantity.

   Kenandy validates that each serial number is unique.

4. Enter data as needed if there are other Serial fields available.
5. Click Fulfill.
6. Click Return to Sales Order to view the created SKID (the type is Install Base).
7. You can view the Serial numbers in the SKID record.

You can place one or more fulfillments on hold so that they won't be selected for invoicing. You must enter a reason code for the hold when you do this.

Example: If you place a fulfillment for a monthly subscription on invoice hold in April due to a dispute, the Customer Invoice batch does not create an invoice until the dispute is resolved. If you resolve the dispute in June, the batch that invoices June creates 3 invoices: one for April, one for May and one for June.

You can place fulfillments on hold even if they are not invoice ready. The Available tab displays both invoice-ready and non-invoice-ready fulfillments.

To place a fulfillment on hold:

1. From the Process Fulfillments page, enter data in the filter fields to search for fulfillments.

   You can go to the Process Fulfillments page from the Fulfillments page. From the Fulfillments page, in the View field, select the All, and click Go! Then click Process Fulfillments.

   Make sure to at least enter your company in the Company field. To narrow your search, you can enter customers, agreements, sales orders, shipments, products, and categories.

2. Click Search to display fulfillments that match your filter criteria under the Available tab.

   This tab displays both invoice-ready and non-invoice-ready fulfillments.

3. Select the checkbox next to the fulfillment you want to place on hold, and click Place Invoice Hold.

   You can select multiple fulfillments if necessary.

4. Select a reason code for the hold from the Reason Code field, then click Confirm.

   The code must have an Invoice Hold type, but the name of the code can be different from its type (for example, Dispute or SLA issue).

You can release fulfillments that you have previously placed on invoice hold.

1. From the Process Fulfillments page, click the On Hold tab.

   You can go to the Process Fulfillments page from the Fulfillments page. From the Fulfillments page, in the View field, select the All, and click Go! Then click Process Fulfillments.

2. Enter data in the filter fields to search for fulfillments, then click Search.

   Make sure to at least enter your company in the Company field. To narrow your search, you can enter customers, agreements, sales orders, shipments, products, and categories.

3. Select the checkbox next to the fulfillment you want to release from invoice hold, and click Release Invoice Hold.

   You can select multiple fulfillments if necessary.

The fulfillment is now eligible for invoicing.

The Customer Invoice batch generates invoices from fulfillments and invoice grouping rules. When you click Scheduled Jobs from the Company page, you can configure the Customer Invoice Batch to run at specific intervals and preferred hours of the day.

You can void or cancel an entire customer invoice batch; for example, if you make a mistake with invoice grouping rules and you want to change them. To do this, open the Customer Invoices page (All view), and click Void/Cancel Customer Invoice Batch. Enter the batch ID in the Batch field, then click Cancel to cancel the batch or click Void to void the batch.

Kenandy generates customer invoices from fulfillments. You can generate invoices on demand from the Process Fulfillments page.

If you have received a prepayment tied to a specific sales order, Kenandy applies the prepayment before creating an invoice on demand for that sales order. To learn more about prepayments tied to sales orders, see Customer Receipts.

1. From the Process Fulfillments page, enter data in the filter fields to search for fulfillments.

   You can go to the Process Fulfillments page from the Fulfillments page. From the Fulfillments page, in the View field, select the All, and click Go! Then click Process Fulfillments.

   Make sure to at least enter your company in the Company field. To narrow your search, you can enter customers, agreements, sales orders, shipments, products, and categories.

2. Click Search to display invoice-ready fulfillments that match your filter criteria under the Available tab.
3. If you want to create an invoice for a single fulfillment, complete the following steps:
   1. Select the checkbox next to the fulfillment , and click Create Ad Hoc Invoice.

      If a single invoice is created, a success message confirms that you created and finalized the invoice. This message includes the invoice number, which you can click to view the invoice details. A failure message indicates that the selected fulfillment cannot be invoiced.

      If multiple invoices are created, a warning message is displayed with details.

   2. If a warning message is displayed, click Confirm.
4. If you want to create an invoice for multiple fulfillments, complete the following steps:
   1. Select the checkboxes next to the fulfillments , and click Create Ad Hoc Invoice.

      The Grouping Selection dialog box is displayed.

   2. If you want to generate invoices by using existing invoice grouping rules for your company, leave the Use Invoice Grouping Rules option selected.
   3. If you want to generate invoices by using invoice grouping rules that you specify, select the Specify Grouping Criteria option, and designate the criteria in the fields that are displayed.

      Fulfillments are automatically grouped by currency and payment terms, but you can group invoices by additional criteria. If the fulfillments apply to a customer that is a corporate parent, then the bill-to customer for the generated invoice is the default bill-to customer for the corporate parent.

   4. Click Next.

      If a single invoice is created, a success message confirms that you created and finalized the invoice. This message includes the invoice number, which you can click to view the invoice details. A failure message indicates that the selected fulfillments cannot be invoiced.

      If multiple invoices are generated, a warning message is displayed with details.

   5. If a warning message is displayed, click Confirm.

You can also generate customer invoices manually from the following pages: Sales Order Detail, Shipment Detail, Agreement View.

You can generate invoices from recurring fulfillments; for example, for subscriptions or hardware maintenance. Kenandy uses the Occurrence field on the Agreement View page (or on the Sales Order Line) to determine if the fulfillment is a one-time or recurring fulfillment.

Example: A fulfillment with a monthly occurrence starting 1/1/16 and ending 7/1/16 that is picked up by an invoice grouping rule (quarterly, start date 3/1/16) has 7 fulfillments in total and is invoiced on 3/1/16 for January and February, on 6/1/16 for March - May, and on 9/1/16 for June - July.

The upstream flow updates the fulfillment start date and occurrence, and updates the fulfillment date to the current date and time.

Sales order lines include the following fields to display information about the terms of your agreement and support recurring order and billing flows:

• Start Date - Defaults from the agreement line start date.
• End Date - Defaults from the agreement line end date.
• Occurrence - Defaults from the agreement line occurrence.
• Rate Basis - Defaults from the agreement line rate basis.
  
  The options are Flat or Quantity. If Flat, the quantity is informational only. It is not included in the line value calculations; instead, the agreement price, start and end dates, and rate basis and occurrence are factored into these calculations.
• Line Total - The total amount of the line over the life of the order from the start and end dates. For example, if the agreement is for one year and the occurrence is monthly, and a customer buys 10 licenses and is charged $100 for these 10 licenses each month for one year (the price of one license is $10), then Kenandy calculates this as follows:
  • $100*10*12 (Unit Price - discounts) * (1 if flat or Qty if not flat) * Prorated occurrences (in memory calculation) less Allowances.

Invoice Ahead

You can select the Invoice Ahead checkbox on the fulfillment to invoice recurring fulfillments ahead of time.

For example, you bill on the first of every month for a recurring maintenance contract. The default behavior is you can invoice for maintenance occurring 6/1-6/30 on 7/1. However, if you select the Invoice Ahead checkbox, you can invoice on 6/1.

Prorate Recurring Fulfillments

When the Start Date field and the Recurrence Start Date field for a fulfillment are not the same dates, the Invoice Ahead checkbox determines how the amount of the first invoice is prorated and the date of that invoice. Note the following conditions:

• If the start date is earlier than the recurrence start date, and if the Invoice Ahead checkbox is selected, then the prorated invoice amount applies to the period between the start date and the recurrence start date, and the customer is billed on the start date.
• If the start date is earlier than the recurrence start date, and if the Invoice Ahead checkbox is not selected, then the prorated invoice amount applies to the period between the start date and the recurrence start date, and the customer is billed on the recurrence start date.
• If the start date is later than the recurrence start date, and if the Invoice Ahead checkbox is selected, then the prorated invoice amount applies to the period between the recurrence start date and the date of the first recurrence billing that occurs after the start date, and the customer is billed on the start date.

  For example, if the start date is 2/10/16 and the recurrence start date is 1/15/16, if the billing frequency is every 2 months, then the first recurrence billing that occurs after the start date is 3/15/16 (2 months after 1/15/16). Consequently, the prorated invoice amount applies to the period between 2/10/16 and 3/15/16, and the invoice date is 2/10/16.

• If the start date is later than the recurrence start date, and if the Invoice Ahead checkbox is not selected, then the prorated invoice amount applies to the period between the recurrence start date and the date of the first recurrence billing that occurs after the start date, and the customer is billed on the date of the first recurrence billing that occurs after the start date.

  For example, if the start date is 2/10/16 and the recurrence start date is 1/15/16, if the billing frequency is every 2 months, then the first recurrence billing that occurs after the start date is 3/15/16 (2 months after 1/15/16). Consequently, the prorated invoice amount applies to the period between 2/10/16 and 3/15/16, and the invoice date is 3/15/16.

When you void or cancel a customer invoice, Kenandy resets the fulfillment record associated with the invoice so that it can be re-invoiced. This reset occurs even when the invoice is a recurring invoice. You then re-invoice the fulfillment. The Fulfillments page displays the fulfillment again, and your invoice grouping rules consider the fulfillment for invoicing.

If the fulfillment is a recurring fulfillment (for example, a subscription), the last billing date on the fulfillment changes to the date before you void or cancel the invoice.

Example: A fulfillment is subscribed monthly and invoiced monthly, and you create the invoices for 10th of August, September, and October. The fulfillment's last billing date is set as the 10th of October. In this case, if you void or cancel the customer invoice for October, the fulfillment's last billing date changes to the 10th of September.

If you try to void or cancel the September invoice, Kenandy displays an error message that you cannot do this because an invoice is already created for a later month.

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

Fulfillments Page

Field	Description
Agreement	If the fulfillment record is related to an agreement, the agreement name displays in this field. You can click the name to view the agreement details. If this field is blank, you can use the Lookup to select an agreement.
Agreement Line	If the fulfillment record is related to an agreement line, the agreement line number displays in this field. You can click the number to view the agreement details. If this field is blank, you can use the Lookup to select an agreement line number.
Billing UOM	The billing frequency for the fulfillment. In this field, you can select values that are set up on the UOM page with a value of Time in the Type field. The Billing UOM field indicates a billing frequency, such as once a week or every 2 months. This field can be automatically populated from the sales order for the fulfillment, but you can change this default value. If this field is not automatically populated from the sales order, it is automatically populated from the invoice grouping rule applicable to the fulfillment. If the billing frequency fields (Billing UOM and Recurrence Start Date) have no values, then the customer is immediately billed.
Category	If the fulfillment record is related to a product billing or fulfillment category, the category name displays in this field. You can click the name to view the category details.
Company	The name of your company. You can click the name to view company details.
Currency	Displays the invoice currency.
Customer	The name of the customer associated with the fulfillment record. You can click the name to view customer details.
End Date	For recurring fulfillments, the end date works in conjunction with the start date, rate basis, and occurrence fields. Kenandy populates the fulfillment date field for aggregate (one-time) fulfillments, and leaves the fulfillment start and end dates blank.
Extended Cost	Extended cost is the unit cost multiplied by the number of items that were purchased.
Extended Price	Extended price is the unit price multiplied by the quantity purchased. This is read-only information. Kenandy's pricing supports recurring order and billing flows; if this a recurring order, the extended price is the dollar amount per occurrence, and takes into account if the line is a flat or quantity based pricing model. Calculation: Extended Price = Quantity Ordered multiplied by (Unit Price minus Off Invoice Rate) minus (Allowances minus Freight Allowance) multiplied by (1- Discount Percent)
Fulfillment	The auto-generated number for the fulfillment record.
Fulfillment Date	Kenandy populates the fulfillment date field for aggregate (one-time) fulfillments. In these cases, the fulfillment start and end dates remain blank, and the occurrence field is empty or set to Immediate.
Fulfillment Fully Invoiced	Indicates whether or not the fulfillment has been fully invoiced.
Fulfillment Source	Displays the source of the fulfillment, for example, Inventory, Drop Ship, Back to Back, or Build to Order.
Inventory Transaction	Displays the inventory transaction number generated from this fulfillment. You can click the number to view the transaction details.
Invoice Ahead	Select this checkbox to invoice recurring fulfillments (fulfillments that have a date range) ahead of time.
Invoice Hold	This checkbox is selected when you've placed an invoice hold on the fulfillment. See "Place Fulfillments on Invoice Hold" above.
Invoice Ready	If this checkbox is selected, the fulfillment record is ready for invoicing. The Customer Invoice batch creates an invoice for the record the next time it runs.
Last Bill Date	The date this fulfillment was last invoiced.
Occurrence	Determines if a fulfillment is a one-time or recurring fulfillment. If the field is empty or set to Immediate, it is a one-time fulfillment. If the field is not empty and not set to Immediate, it is a recurring fulfillment. Examples: Monthly, Quarterly, Annually.
Parent Fulfillment	Displays the parent fulfillment for this record, if one exists. Use the Lookup to select the parent fulfillment if needed.
Payment Terms	Displays the payment terms inherited from the sales order.
Product	Displays the name of the product associated with the fulfillment record. You can click the name to view the product details.
Quantity	Displays the quantity of units fulfilled from the sales order line.
Rate Basis	Displays the rate basis inherited from the sales order line or agreement line. The rate basis works with the occurrence, start date, and end date to calculate the line value.
Reason Code	Displays the reason code used if this fulfillment was placed on invoice hold.
Recurrence Start Date	The start date for billing invoices related to the fulfillment. If the billing frequency fields (Billing UOM and Recurrence Start Date) have no values, then the customer is immediately billed.
Sales Order	Displays the sales order from which Kenandy generated the fulfillment record.
Sales Order Line	Displays the sales order line from which Kenandy generated the fulfillment record.
Sales Order Line - Status	Displays the status of the sales order line from which Kenandy generated the fulfillment record.
Shipment Line	Displays the shipment line from which Kenandy generated the fulfillment record. This is blank for non-shippable items that you fulfilled directly from the sales order.
SKID	Displays the SKID number, if one exists. SKIDs (Stock Keeping IDs) consolidate pieces of information that exist in multiple places in Kenandy and represent item transactions at a given point in time.
Start Date	For recurring fulfillments, the start date works in conjunction with the end date, rate basis, and occurrence fields. Kenandy populates the fulfillment date field for aggregate (one-time) fulfillments, and leaves the fulfillment start and end dates blank.
Status	The fulfillment record status. When set to Complete, it is ready for invoicing. This behavior is set with a workflow rule; if you want to change this behavior, deactivate the rule and create your own workflow rule. If you deselect the Invoice Ready checkbox, the checkbox does not change unless you manually set it again, or set up another customer workflow rule to reset it.
Type	The fulfillment type. Options include: Standard, Deinstall, Recurring, Subscription, Usage, and Bundle.
Unit Cost	The unit cost is inherited from the agreement line. It is the standard cost of the product/item.
Unit Price	The unit price is inherited from the product. If the Pricebook Line Required checkbox for the selected product is not selected, you can change the unit price from the sales order line.
UOM	The UOM of the product associated with the fulfillment record.