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Invoicing

The line is developed, the orders are taken, the products are manufactured, the shipments are delivered. The next step is by all accounts one of the most significant in running a fashion business: getting paid. Ensuring a good cash flow is a major priority. Cash Flow is, generally, the money moving into and out of your business. For every purchase order you make with a vendor, that is money moving out. You won’t receive money coming in until you charge your customers.

In order to collect on your orders as quickly as possible, it is important to send customers specific and defined invoices. Invoices are bills sent to customers showing the goods they have ordered along with the price and any other charges.

ApparelMagic allows you to invoice your customers at three different points. Each method has its own benefits. First, you may invoice by order, that way customers have one bill for every order you’ve taken from them. Second, invoicing by pick ticket allows you to invoice partial orders if not all inventory is available at once. Third, invoicing by shipment lets you send a customer a bill based on a shipment that includes multiple of their orders.

We’ll learn about the invoicing process in this lesson. When complete, take the next step and try out invoicing a customer order on your own.

Click Orders to begin creating invoices.

We’ll select order 1104 as our example.

Some businesses prefer to associate invoices with each order. this is convenient for customers because they will receive an invoice every time they purchase products.This can be done as early as immediately after taking the order.

Here we’ll create in invoice based on an order.Click the Actions button to continue.

Select Invoice from the submenu.

Select Yes to print your invoice. For this example, we will select No to show other methods of creating invoices.

In some situations, when not all items are available by the time to ship, for example, you can invoice your customers based on only the items you’ve picked.

For our example, we’ve already approved, allocated, and picked our order, creating a Pick Ticket.

To create an Invoice based on a Pick Ticket, click the Actions button.

Select Invoice from the submenu.

Select Yes to print your invoice. For this example, we will select No to show another method of creating invoices.

Some businesses will send multiple orders to a customer as one shipment. In this case, it might be preferable to send one invoice for all units in that shipment.

For our example, we’ve added our pick ticket to a new shipment and then boxed all items.

To create an Invoice based on a Shipment click the Actions button.

Select Invoice from the submenu.

We’ll select Yes to print the invoice.

Click OK to confirm.

To access our new invoice, click A/R, or Accounts Receivable, on the left-hand navigation bar.

Click Invoices on the submenu.

Select your invoice to continue. Note that the Invoice Number will be different from the Order Number. You may sort by either number using the fields at the top of the screen.

To print your invoice, click Share at the bottom of the screen.

Select Print from the submenu.

You may print or save your invoice from this screen. Click Close to return to ApparelMagic Cloud.This concludes the ApparelMagic Cloud Invoicing Tutorial.Now try your hand at Invoicing orders, pick tickets, or shipments you’ve created.

Invoicing Quiz

1. At what stage can you invoice orders?a) Orderb) Pick Ticketc) Shipmentd) All of the Above

Answer: d) All of the above

2. True or False: Invoicing a pick ticket lets you charge for orders that can only be partially fulfilled.

Answer: True

3. What is true about invoicing by shipment?a) You cannot invoice by shipmentb) You can invoice multiple orders at once when they are in the same shipment.c) This is the only way to charge customers freight fees.d) All of the above

Answer: b) You can invoice multiple orders at once when they are in the same shipment

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