Invoicing

Table of contents

Introduction

The Ongoing Warehouse Management System has a powerful module for managing invoices. It allows the warehouse to accurately keep track of what to charge its customers.

This page will show you how to set up a price list for a goods owner, and how to add debits to an invoice. Everything related to the invoices can be maintained in the Economy part of the menu:

Price list

The price list for a particular goods owner contains all possible debits for that goods owner, and the associated pricing setup for each debit.

There are two types of debits which you can make: manual and statistical. A manual debit is one which must be added manually by a warehouse worker. A statistical debit is a debit which is computed automatically by the system.

The price list is maintained in Economy ⇒ Price list.

Manual debits

A manual debit is one which must be manually added to an invoice.

Example: extra packing material for an order

Let's say that some orders require some extra packing material. You want to be able to keep track of how much of the packing material you have used, and also which orders required the extra material.

To be able to record this on an invoice, you first need to set up a debit for it. If each unit of packing material costs $13, you can create the debit in Economy ⇒ Price list like so:

The following fields are mandatory:

FieldDescription
Title The title of the debit which will be printed on the invoice.
Unit Price How much each debit of this type costs.
Account Which account the debit should be billed to. The system makes this field mandatory for historical reasons, but in practice many people simply fill in "1" here.
After you have filled in all the information, click on Create.

Statistical debits

Statistical debits are those which the system can automatically compute, for instance "how many orders were shipped during the invoice period". Creating a statistical debit is similar to creating a manual debit, but it includes an additional step where you must select which statistic you want.

Example: number of shipped orders

Let's say you wish to charge $15 for each order that you ship. This can be set up as a statistical debit. First input the title, unit price and account, just like you did in the previous example with a manual debit:

Then check From Statistics. This opens up a list of available statistics. Choose Number of shipped orders:

Then click on Create.

Pricing setup

There are several different ways to set up the pricing structure for a debit.

Unit price

The simplest type of price is the unit price. This is price which we have entered into the "Unit Price" field in all the above examples. Using this pricing structure, the total price of any charge will be the unit price multiplied by the number of charged items.

For instance, let's say you have entered a unit price of $13 for each shipped order. Then the system would charge the following amounts:

Number of orders shippedPrice
1 13 (13 × 1)
10 130 (13 × 10)
15 195 (13 × 15)

Price matrices

For more complex pricing structures, you can use price matrices (staffling in Swedish).

To set up a price matrix for a particular debit, go to Price Calculation Type and select Price Matrix. There are three types of matrices which we will now describe.

Total price

The total price matrix allows you to set the total price for an interval. Continuing with the example above of charging for shipped orders, let's say you want the following pricing structure:

This structure can be set up like this:

Using this structure, the system will charge the following amounts:

Number of orders shippedPrice
1 150
10 150
11 170
20 170
21 200

Unit price

You might wish to specify different unit prices for different intervals. This can be accomplished using the price matrix type Unit price. Consder this setup:

It will result in the following prices:

Number of orders shippedPrice
9 45 (9 × 5)
10 50 (10 × 5)
11 44 (11 × 4)
19 76 (19 × 4)
20 80 (20 × 4)
21 63 (21 × 3)

Unit price per interval

This structure is similar to a pricing matrix of type Unit price, but it will apply the unit price for each interval. Consider this structure:

It will result in the following prices:

Number of orders shippedPrice
9 45 (9 × 5)
10 50 (10 × 5)
11 54 (10 × 5 + 1 × 4)
19 86 (10 × 5 + 9 × 4)
20 90 (10 × 5 + 10 × 4)
21 93 (10 × 5 + 10 × 4 + 1 × 3)

Invoices

After you have set up the price list for a goods owner, you are ready to start creating invoices. Invoices are maintained in Economy ⇒ Invoice.

Creating a new invoice

In Economy ⇒ Invoice there is a form where you can create a new invoice:

The following fields are available:

FieldMandatory to fill inDescription
Title Yes Your own title for the invoice.
Invoice number No The goods owner's title for the invoice. This is the field which is printed on the invoice specification.
Invoice text No Can be used to store whatever information you want.
Invoice period (to and from) Yes The time period which this invoice is for. These are the dates which will be used when the statistical debits are computed.
Invoice date Yes The logical date when the invoice was issued.
Activate Yes Whether or not this invoice should be the goods owner's active invoice.

Once you have filled in all the data, you can either click on Create or Calculate The difference between those two buttons is that Calculate will both create the invoice and calculate the statistical debits. Create will only create the invoice. It is possible to recalculate an invoice if it is missing the statistical debits.

The active invoice

As mentioned above, you may choose to activate an invoice when you create it. A goods owner can have at most 1 active invoice at a time. When you add a manual debit, then the debit will be added to the goods owner's active invoice. That is what separates an active invoice from a non-active one.

Adding a manual debit

Not connected to an order

The easiest way to add a manual debit is to add one which is not connected to an order. Go to Economy ⇒ Debit and verify that the current active invoice is the correct one:

On the right-hand side of the screen, you have a list of all possible debits that you can make. Say that you have previously created a price list entry called Additional work hours and you want to charge 2 of them. Click on Add:

Then enter 2 and click on Create:

Connected to an order

It is also possible to create a manual debit which is connected to an order. If you do this, then you will be able to trace the debit back to a particular order.

Go to Order ⇒ Order List and check an order. Then click Charge:

You will be taken to another page where you can view all possible debits. Enter the quantity and a comment, and then click Add:

Calculating the statistical debits

As described above, if you have created an empty invoice, then you may wish to calculate the statistical debits at some later point. To do so, go to Economy ⇒ Invoice and select the invoice. The click Calculate. The system will calculate the statistical debits and take you to a page where you can view the individual invoice lines.

This is how our test invoice looks with two manual debits, and one statistical debit:

Recalculating an invoice

To recalculate an invoice, go to Economy ⇒ Invoice and select the invoice. Then click on Rows. This takes you to a page where you can inspect the current invoice rows. Before you recalculate the invoice, you must clear it:

You have two options:

  1. If you click on Remove all, then all debits (both manual and statistical) will be removed from the invoice.
  2. If you click on Remove stat., then only the statistical debits will be removed. The manual debits will be left alone.

After you have clicked on Remove all or Remove stat., then click on Calculate. This recalculates the invoice.

Moving debits between invoices

If a debit (either manual or statistical) has ended up on the wrong invoice, you can move the debit. Go to Economy ⇒ Invoice and select the invoice which contains the debits. Press "Rows". Select the invoice rows which you want to move, and then click Move to another invoice:

This takes you to another page where you can select which invoice you want to move the debits to:

Advanced setup of statistical debits

We demonstrated earlier how to create a statistical debit which allowed you to charge for each shipped order. There are additional setups which can be made for a statistical debit.

Filters

Most statistical debits have several filters. These allow you to restrict the statistical debit to some transactions. For instance, if you only wanted to charge for shipped orders which contained the Broom handle article, then you could set it up like so:

Exactly which filters are available depends on the statistical debit.

Grouping

Continuing with the example of charging for shipped orders, let's say you have shipped two orders during the invoice period. By default, the Grouping setting on the debit is set to None:

This means that when you generate the invoice, you will simply see the debit as two orders:

Let's say you want to present this information differently to the customer. You want to show exactly which orders were shipped during the invoice period. Change the grouping to Order instead:

When you recalculate the invoice, it will now have two separate debits, each of which includes order information:

As with the filters, which groupings are available depends on the statistical debit.

Note that the pricing calculation will be applied for each group.