Create an Invoice

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

This feature allows you to create an invoice for each buyer using one of the following as a data source: Confirmed Order, Delivery Invoice, Deposit Invoice, or Original (Without data source).

Purpose

The primary purpose of invoice creation is to standardize invoice creation operations for each Buyer and make it possible to issue invoices based on consistent procedures and conditions.

By fixing the rules for selecting data sources and input items, it also helps reduce input errors and operational mistakes, and prevents duplicate invoice issuance.

Feature Description

Data sources for creating invoices

Invoices can be created from the following four types of data sources.

The reference data, input specifications for SKU details, and settings items differ depending on the data source.

Data Source	Description
Confirmed Order	Creates an invoice based on the Order Confirmation. Multiple Order Confirmations can be specified and combined into one billing. It can be applied whether the Order Confirmation is already created or confirmed.
Delivery Invoice	Creates an invoice based on the Delivery Note. Multiple Delivery Notes can be specified and combined into one billing. Delivery Notes that are Non-billable cannot be specified.
Deposit Invoice	Creates a remaining balance invoice (Balance Invoice) based on an already created Deposit Invoice. Only one item can be specified.
Original (Without data source)	Creates an invoice by selecting items from the product master and entering details without referring to data derived from documents. Currency, Transaction Terms (wholesale rate, discount rate, etc.), and deposit conditions are set for each invoice.

Invoice types, billing ratios, and document types

The type of invoice to be created is determined according to the billing ratio and the type of document.

• When the billing ratio is set to 100%: A regular invoice (full billing) is created.
• When the billing ratio is set to a value less than 100%: The specified ratio of the total amount is calculated as the billing amount.
  In addition, one of the following invoices is created according to the specified document type.
  • If the document type is Deposit: A Deposit Invoice is created.
  • If the document type is Balance: A Balance Invoice is created.
• When a Deposit Invoice is specified as the data source: The unbilled ratio is automatically applied as the initial value. The document type is fixed to Balance.

Currencies available for invoices

One currency can be used per invoice.

Therefore, different currencies cannot be mixed in a single invoice, including applied return slips, credit notes, and other expenses.

Types of details

The following details can be added to an invoice.

• SKU: Added by inheriting from the data source. In Original (Without data source), they are added manually.
• Custom Item: Items that do not exist in the product master can be added as Custom Item.
• Shipping Fee: Invoice-specific shipping fees and shipping fees stocked for each order can be added.
• Other Fee: Other Fee such as cash-on-delivery fees or repair costs can be added. It is also possible to enter a negative amount to treat it as a discount.

Items depending on selection settings

The available options for the following items are determined by the maker's core Preferences.

• Selectable Currencies
• Selectable Transaction Terms
• Selectable Deposit Condition

The available options for selectable taxes are determined by the maker's tax settings.

• For details on core settings, refer to Core Preferences.
• For details on tax settings, refer to Create a Tax Master.

Items requiring prior preparation

Bank accounts must be created in the master in advance. Bank accounts corresponding to the currency can be used.

For how to create a bank account, refer to Create a Bank Account.

Also, if a default bank account is set in the buyer master and it matches the currency of the invoice, the default bank account set in the buyer master will be automatically set.

To set a default bank account for a buyer, refer to the Default Manufacturer Bank Account item in Edit a Buyer.

Automatic generation rules for Invoice No.

You can specify whether the Invoice No. is automatically generated or manually customized.

When automatically generated, it is generated based on DEXTRE's standard rules or the document numbering rules set for the brand.

For details on document numbering rules, refer to Configure Document Numbering Rules.

Invoice creation and billing balance

When an invoice is created, the amount obtained by subtracting the billing balance applied to the invoice from the billing amount is added to the current billing balance.

Billing Balance represents the total amount in an unpaid state managed on DEXTRE.

Instructions

Navigating to the invoice creation screen

1. Click Transactions menu > Billing Management.
2. Click Create Invoice.
   You will be redirected to the "Create a New Billing Invoice" page.

How to fill out the form

Selecting a buyer and data source type

1. Search Buyers
   Search and filter for the buyer for whom you want to create an invoice.

2. Select Buyer
   Click the Select button for the buyer for whom you want to create an invoice.

3. Data Source Type
   Select one of the following from the dropdown.

   • Confirmed Order
   • Delivery Invoice
   • Deposit Invoice
   • Original (Without data source)

Selecting orders in the "Confirmed Order" data source

This operation is for when Confirmed Order is selected as the data source type.

1. Select Order
   From the order list, select the target orders by checking their checkboxes.

   • Multiple selections are possible.
   • You can filter orders by entering conditions in each item of Search.
   • To select all orders that match the search criteria, click Select All.
   • To uncheck all, click Unselect All.

Selecting delivery notes in the "Delivery Invoice" data source

This operation is for when Delivery Invoice is selected as the data source type.

1. Select Delivery Note
   From the delivery note list, select the target delivery notes by checking their checkboxes.

   • Multiple selections are possible.
   • Delivery notes with a status of Non-billable cannot be selected.
   • You can filter delivery notes by entering conditions in each item of Search Delivery Note.
   • To select all delivery notes that match the search criteria, click Select All.
   • To uncheck all, click Unselect All.

Selecting invoices in the "Deposit Invoice" data source

This operation is for when Deposit Invoice is selected as the data source type.

1. Select Billing Invoice
   From the invoice list, select the target invoice by enabling its radio button.

   • Only one Deposit Invoice can be selected.
   • Regular invoices or Balance Invoices cannot be selected.
   • You can filter invoices by entering conditions in each item of Search Billing Invoice.

Entering transaction conditions and product SKUs in "Original (Without data source)"

This operation is for when Original (Without data source) is selected as the data source type.

The initial values for currency, Transaction Condition, and deposit conditions are referenced from the buyer's setting data.

1. Currency
   Select the currency to use from the dropdown.

2. Transaction Condition
   Select the Trade Terms from the dropdown.

   In addition, enter the Transaction Condition rate corresponding to the selected Transaction Terms.

3. Deposit Condition
   Select either With Deposit or Without Deposit from the dropdown.

4. Add Product SKU
   To add SKU details to the invoice, first click Add an Item to add products.
   If SKU details are not needed, you can skip without adding.

   Clicking Add an Item opens the "Select Products" modal.

   Check the checkboxes of the products to be included in the invoice.

   • Multiple products can be added.
   • You can filter products by entering conditions in Search Products.
   • To select all products that match the search criteria, click Select All.
   • To uncheck all, click Unselect All.

   When finished, click the Select button.
   The selected products will be added to Product SKUs.

5. Entering SKU details
   For the SKU details to be added to the invoice, enter the following.

   Since the price is inherited from the product master, edit it if changes are necessary.

   • SKU quantity (required)
   • Taxes (per product)
   • Transaction Condition (per product)
   • Original Price (per SKU)
   • Price (per SKU)

Custom Item settings

In custom items, you can add items that do not exist in the product master.

1. As needed, click Add an Item. One input field for a custom item will be added.

2. For each custom item, enter the following items.

   • Display Name: Enter the display name of the custom item.
   • Description: You can enter a description for the custom item.
   • Price: Enter the wholesale price of the custom item.
   • Tax: Check the tax to be set.
   • Quantity: Enter the quantity of the custom item.

   The total amount is calculated as (Price + Applied Tax) × Quantity.

   Unnecessary items can be deleted by clicking the trash can icon.

Shipping Fee settings

You can set the shipping fees to be added to the invoice.

1. Shipping Fee
   Add invoice-specific shipping fees.

   As needed, click Add a Fee. One input field for a shipping fee will be added.

   For each shipping fee, enter the following items.

   • Display Name: Enter the display name of the shipping fee.
   • Cost: Enter the cost of the shipping fee.
   • Tax: Check the tax to be set.

   The total amount is calculated as the sum of the fee and the applied tax.

   Unnecessary shipping fees can be deleted by clicking the trash can icon.

2. Order Shipping Fee
   You can specify Order Shipping Fee stocked for each order of the target buyer.

   • By checking the shipping fee you want to set, you can apply the order-based shipping fee to the invoice.
   • Multiple selections are possible.

Other Fee settings

You can add expenses other than shipping fees to the invoice, such as cash-on-delivery fees or repair costs.

1. As needed, click Add a Fee.
   The input fields for other expenses will be displayed.

2. Enter the following items for the expense to be set.

   • Display Name: Enter the display name of the expense to be set.
   • Cost: Enter the amount of the expense to be set. The expense amount can also be entered as a negative value to be treated as a discount.
   • Tax: Check the tax to be set.

   The total amount is calculated as Cost + Applied Tax.

   Unnecessary expenses can be deleted by clicking the trash can icon.

Applying Goods Return Notes and credit notes

1. Select Return Delivery Notes
   If applicable Goods Return Notes exist, they can be combined into the invoice and deducted from the total billing amount.

   From the Goods Return Notes list, select the target return slips by checking their checkboxes.

   • You can filter return slips by entering conditions in each item of Search.
   • To select all return slips that match the search criteria, click Select All.
   • To uncheck all, click Unselect All.
   • Return slips with a different currency than the invoice cannot be applied.

2. Select Credit Notes
   If applicable credit notes exist, they can be combined into the invoice and deducted from the total billing amount.

   From the credit note list, select the target credit notes by checking their checkboxes.

   • You can filter credit notes by entering conditions in each item of Search.
   • To select all credit notes that match the search criteria, click Select All.
   • To uncheck all, click Unselect All.
   • Credit notes with a different currency than the invoice cannot be applied.

Basic information of the invoice

1. Billing Address
   Specify whether to register the billing address or not using the toggle button.

   • Enable Register billing address: You can register a billing address. Also set the address information.
   • Disable Register billing address: Do not register a billing address.

   When registering a billing address, select the following items from the dropdown to specify or enter the billing address:

   • Input New Address: Enter various address information for the billing destination.
   • Select Billing Address: Select or change the billing address from the billing destination list.

2. Maker bank
   Select the bank account to receive payment from the dropdown. Bank accounts corresponding to the currency can be used.

   If a default bank account is set for the buyer and it matches the currency of the invoice, it will be set automatically.

3. Billing Invoice No.
   Specify whether to manually customize the Invoice No. or automatically generate it using the toggle button.

   • Enable Customize Billing Invoice No.: Set the Invoice No. with free input.
   • Disable Customize Billing Invoice No.: The Invoice No. will be automatically generated.

4. Issue Date
   Specify whether to specify the issue date of the invoice or not using the toggle button. The issue date is used as the document date.

   • Enable Set the Issue Date: Enter the year, month, and day of the invoice issue date. It can be selected from the calendar.
   • Disable Set the Issue Date: Do not set the issue date for the invoice. Disable if not needed.

5. Billing Percent
   Enter the billing ratio as a numerical value from 1 to 100%.

   If it is less than 100%, select one of the following for Invoice Type from the dropdown.

   • Deposit
   • Balance

   If a Deposit Invoice is the data source, the billing ratio is automatically applied, and the document type is fixed to Balance.

6. Seller borne bank transfer fee
   If the manufacturer bears the transfer fee when receiving payment from the buyer, specify the following items.

   • Bank Transfer Fee: Enter the amount of the bank transfer fee borne by the manufacturer. The amount will be treated as a discount on the details.
   • Tax: Select the tax to be applied from the dropdown.

7. Payment Term Name
   Enter the name of the payment term.

8. Payment Due At
   Enter the year, month, and day of the payment due date. It can be selected from the calendar.

9. Billing Balance
   If an available billing balance exists, it can be set as a carry-forward amount for the invoice.

   Specify whether to apply the billing balance or not using the toggle button.

   • Enable Apply Billing Balance: The billing balance can be set as a carry-forward amount. The amount can be specified within the range of the Available Billing Balance.
   • Disable Apply Billing Balance: Do not set the billing balance as a carry-forward amount.

10. Note
    Enter internal notes. It will not be output to the PDF.

11. Comments in the PDF
    Enter the text to be included in the footer section of the last page of the PDF. There is no character limit.

12. Comments in the PDF (Character limit)
    Enter the text to be included in the header section of the PDF. Up to 100 characters can be entered.

Tag settings

1. Tags
   Select the tags to be applied to the invoice you are creating.

   Management tags can be set for internal data classification and operation notes.
   Management tags are not displayed on the buyer's screen.

   Enable the checkboxes of the tags you want to set from the options.

   To create a new tag, please check How to Create Tags.
   It explains how to create tags in detail.

How to create tags

1. Click Create Tag.
   The "Create A New Tag" modal opens.

2. Enter the following items.

   • Tag Code (required)
     Enter a code to identify the tag.
   • Tag Name (required)
     Enter the display name of the tag.
   • Description
     Enter a brief description of the tag.
   • Tag Color
     Specify whether to set the tag color or not using the toggle button.
     • Set Color enabled: Specify any color from the color picker.
     • Set Color disabled: The tag color will not be set.

3. After confirming the input details, click the Create button.
   The created tag will be added to the options for Select Tags.

Creating an invoice

After confirming the input details, click the Create button.

If the process is successful, the invoice will be created.

Important Notes

Data sources already applied to an invoice cannot be used

To prevent duplicate invoices, data sources, return slips, and credit notes that have already been applied to other invoices cannot be used.

Return delivery notes and credit notes with different currencies cannot be applied

Goods Return Notes and credit notes with a different currency than the invoice cannot be applied.

Notes on applying shipping fees

Applicable Shipping Fee are created at the point when the status of the order for which the shipping fee was set becomes OC Confirmed, and are stocked for each order.

Stocked "shipping fees" are consumed each time they are applied to a Delivery Note or invoice, and a shipping fee that has been applied once cannot be applied redundantly to other documents.