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Create an Invoice Directly from an Order

Overview​

The feature to create an invoice directly from an order allows you to create an invoice based on order data.

Purpose​

The primary purpose of creating an invoice directly from an order is to efficiently issue an invoice that carries over the contents of the order confirmation document and standardize billing operations.

It also helps prevent dependency on specific individuals and reduce mistakes or operational errors by creating invoices through the same procedure.

Feature Description​

Orders for which an invoice can be created​

Orders that allow for the direct creation of an invoice must meet the following conditions:

  • An order confirmation document has been created for the target order.
  • An invoice for the corresponding order has not already been created.

Basic specifications of the created invoice​

The data source type for invoices created with this feature is Confirmed Order.

The target buyer, currency, and SKU items are carried over from the order confirmation document.

When an invoice is created, the corresponding order is assigned the billing status Billing Invoice Created.

Items that can be added to the invoice​

The following items can be added to an invoice created directly from an order:

  • SKU: Added by carrying over from the order confirmation document.
  • Shipping Fee: You can add shipping fees unique to the invoice, and shipping fees stocked for each order.
  • Other Fee: You can add Other Fee such as cash-on-delivery fees or repair costs. It is also possible to enter a negative amount to treat it as a discount.

Invoice types, billing ratio, and document types​

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

  • If the billing ratio is set to 100%: A regular invoice (full billing) is created.

  • If the billing ratio is set to a value less than 100%: The specified ratio of the total amount is calculated as the billing amount.
    Additionally, one of the following invoices will be created depending on 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.

Items requiring prior preparation​

  • Bank Account: Bank accounts must be created in the master in advance. You can use bank accounts corresponding to the currency.

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

    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, please refer to the Default Manufacturer Bank Account field in Edit a Buyer.

  • Tax: The selectable taxes are determined by the maker's tax settings.

    For instructions on how to create a tax, please refer to Create a Tax Master.

Invoice creation and billing balance​

When an invoice is created, the amount calculated 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 page​

  1. Click the Transactions menu > Order Management.
  2. If necessary, you can narrow down orders by entering conditions into each field of the Search.
  3. Click the Details button of the target order.
    You will be redirected to the "Order Detail" page.
  4. Click Create Billing Invoice Directly.
    You will be redirected to the "Create a New Billing Invoice" page.

How to fill out the form​

Checking SKU items​

  1. Target SKUs
    SKU items carried over from the order confirmation document are displayed. Confirm that there are no errors in the content.

Basic Information​

  1. Billing Address
    Specify whether to set a billing address using the toggle button.

    • Enable Set billing address: Sets a billing address. Also set the address information.
    • Disable Set billing address: Does not set a billing address.

    When setting 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 list.

  2. Maker Bank
    Select the bank account to receive payment from the pull-down menu. You can use bank accounts corresponding to the currency.

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

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

    • Enable Customize Billing Invoice No.: Set the invoice number using free input.
    • Disable Customize Billing Invoice No.: An invoice number will be automatically generated.

  4. Issue Date
    Specify whether or not to designate an issue date for the invoice 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. You can select it from the calendar.
    • Disable Set the Issue Date: No issue date will be set for the invoice. Disable this if it is not required.

  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 from the Invoice Type pull-down menu:

    • Deposit
    • Balance

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

  7. Payment Due At
    Enter the year, month, and day of the payment deadline. You can select it from the calendar.

  8. Seller borne Bank Transfer Fee
    If the manufacturer is to bear the transfer fee when receiving payment from the buyer, specify the following items:

    • Bank Transfer Fee: Enter the amount of the bank transfer fee to be borne by the manufacturer. The amount will be treated as a discount on the line items.
    • Tax: Select the tax to be applied from the pull-down menu.

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

  10. 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.

  11. Note
    Enter internal notes. These will not be output to the PDF.

Tag Settings​

  1. Select Tags
    Select the tags to apply to the invoice you are creating.

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

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

    If you want to create a new tag, please check How to create a tag.
    The procedure for creating a tag is explained in detail.

How to create a tag​

  1. Click Create Tag.
    The "Create a New Tag" modal will open.

  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 or not to set a tag color using the toggle button.
      • Set Color is enabled: Designate any color from the color picker.
      • Set Color is disabled: No tag color will be set.

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

Shipping Fee Settings​

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

  1. Shipping Fee
    Add shipping fees unique to the invoice.

    If necessary, click Add a Fee. One input field for shipping fees 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 cost and the applied tax.

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

  2. Order Shipping Fee
    A list of shipping fees included in the target order that have not yet been applied to any document will be displayed.

    The displayed shipping fees will be automatically applied to the invoice.

Other Fee Settings​

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

  1. If necessary, click Add a Fee.
    The input fields for other costs will be displayed.

  2. Enter the following items for the cost to be set:

    • Display Name: Enter the display name of the cost to be set.
    • Cost: Enter the amount for the cost. It is also possible to enter a negative numerical value for the cost amount to treat it as a discount.
    • Tax: Check the tax to be set.

    The total amount is calculated as Cost + Applied Tax.

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

Creating the invoice​

After confirming the input details, click the Create button.

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

Important Notes​

If shipping fees set at the time of order are applied to other documents​

Order Shipping Fee is created at the point when the status of the order for which shipping fees were set becomes OC Confirmed, and they 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.

Also, if the shipping fees included in the order for which the invoice is being created have already been applied to other documents, line items will be automatically added to the shipping fees unique to the invoice.

Items added to the invoice-specific shipping fees can also be excluded.

If the status of the source order is "OC Created"​

If the status of the source order is OC Created, the Order Shipping Fee included in the order will be in a provisional state.

Therefore, they will not appear in the list of Order Shipping Fee, and line items will be automatically added to the shipping fees unique to the invoice.

Items added to the invoice-specific shipping fees can also be excluded.