The links
| From | To | How | What comes over |
|---|---|---|---|
| Quotation | Order | Order on the quotation, or Quotation no on a new order | Customer, agent, project, currency and the lines still not ordered |
| Order | Goods delivery note | GDN on the order, or Order no on a new delivery note | The lines still to deliver |
| Order | Invoice | Order no on a new invoice | The lines still to bill |
| Goods delivery note | Invoice | Create invoice on the note, or GDN no on a new invoice | The delivered lines |
| Invoice | Return | Return on the invoice, or Ref. invoice no on a new return | The invoice's lines |
In every case the customer comes from the earlier document and cannot be changed on the new one. The agent, project, currency, rates and adjustments come with the lines.
What the screens check
- One customer. Several orders, or several delivery notes, can be brought into one document only if they belong to the same customer, currency and project. Otherwise the screen says "All selected sales orders must belong to the same customer.", "Please select sales order rows with the same customer, currency, and project." or "Please select challan rows with the same customer, currency, and project." Choosing nothing says "Please select at least one sales order." or "Please select at least one sales challan."
- Only what is left. A line cannot be more than the quantity left on the earlier document: "Quantity can not be greater than the quantity in referenced voucher." A document with nothing left is not offered.
- Only valid documents. An expired quotation or order, a cancelled order, and (where your company uses approval) an order or quotation not yet approved are not offered. See Take a sales order for approval.
What can no longer be changed
As soon as a later document takes any part of an earlier one, the earlier one becomes used:
| Earlier document | Status afterwards | Edit, delete, cancel |
|---|---|---|
| Quotation | Used on order | Switched off |
| Order | Used on gdn or Used on bill | Switched off |
| Goods delivery note | Used on bill | Switched off |
| Invoice | Partial Return, Returned | Edit switched off once a return exists |
To change a used document, fix the later one, or cancel what is left: Cancel an order or part of it for an order.
An invoice from delivery notes
Raising an invoice from delivery notes does not take the goods out of stock again: the notes already did. Several notes of one customer can be billed on one invoice. Raising an invoice straight from an order, with no delivery note, takes the goods out of stock with the invoice.
Common questions
How do I invoice an order?
Open Sales Invoice > Add, choose the customer, and find the order in Order no. Its lines still to bill come in; lower a quantity to bill part of it. The rest stays on the order for a later invoice.
The order is not offered in Order no.
It belongs to another customer, has expired, was cancelled, is not approved yet (where approval is on), or nothing is left on it. Check it in the Sales order list.
I took an advance on the order. Where does it go?
When the invoice is made from the order, the advance receipt moves onto the invoice and counts as paid: see Receive money from a customer.
Can one invoice bill several delivery notes?
Yes, when they belong to the same customer, currency and project. The invoice takes no stock out again.
The invoice made from an order was cancelled. Is the order lost?
No. A cancelled invoice gives its quantities back: the order, or the delivery notes, can be invoiced again.
I need to change an order that is already used.
You cannot. Change the later document, or cancel what is left of the order (Cancel an order or part of it).