Invoicing Sales Orders

Invoicing a sales order, also knows as billing a sales order, turns an approved sales order into an invoice or cash sale.

When you invoice or bill sales orders, NetSuite defaults to use standard invoice and cash sale forms.

Note:

If you use custom sales orders, you also need to create custom invoices and custom cash sales.

To invoice sales orders:

Go to Transactions > Sales > Invoice Sales Orders (Administrator).
To filter the list of billable sales orders displayed, do the following:
- To view the list of sales orders for a particular customer, select a customer. Otherwise, select All to view sales orders of all customers.
- In the Next Bill On Or Before field, enter a date to filter the list by the billing date on the orders.
Set basic billing information for the sales orders you want to invoice:
1. In the Posting Period field, select the accounting period to which you want to post the transaction. If a period is closed, you cannot post to that period.
2. In the Date field, enter the billing date for the transactions. The current date is entered by default.
3. In the To Be Printed field:
  - Select Yes if you want to save this form in a queue to print.
  - Select No if you do not want to print this form.
  - Select Respect Customer Preference to print based on the default preference on the customer record. Set the preference on the Info subtab of a customer record in the Send Transactions By field.
4. In the To Be Emailed field:
  - Select Yes if you want to email this form.
  - Select No if you do not want to email this form.
  - Select Respect Customer Preference to send email based on the default preference on the customer record. Set the preference on the Info subtab of a customer record in the Send Transactions By field.
5. Check the Credit Card Approved box if the transactions you select have already had credit card charges performed outside NetSuite, such as by a card-swipe terminal.
  
  Note:
  If you check this box and submit this transaction, NetSuite automatically checks the Credit Card Approved box and sets the Account field on Cash Sales you process.
Note:
You can also set the billing information for other fields in the transaction. See Bulk Update Fields

for more information
Check the box under the Invoice column for the sales orders you want to bill.

The Order Type column shows whether the sales order becomes an invoice or a cash sale. Whether you create an invoice or cash sale for the sales orders depends on the form you originally used to enter the orders. The cash sale form generates a cash sale and the invoice form generates an invoice.
Important:
In this step, the selected sales orders enter the processing queue and are billed with the data you selected or entered.

Click Submit to create the invoice or cash sale.

The Process Status page displays with the status of the sales orders submitted for billing. Click the Refresh button to view updates to the status.

If you converted the sales order into an invoice, go to Transactions > Customers > Accept Customer Payments (Administrator) to apply a payment to the open invoice.

If you turned the sales order into a cash sale, you can choose to place the payment into Undeposited Funds or directly into a bank account. If you select Undeposited Funds, after the payment is approved, click Make Deposits to deposit the money from Undeposited Funds into a bank account.

If you use advanced shipping, you can track sales orders separately from invoices. To use advanced shipping, go to Setup > Company > Enable Features (Administrator), click the Transactions subtab, check the Advanced Shipping box, and then click Save.

If you use advanced shipping and want to create invoices for a whole order even if the order has not been completely fulfilled, go to Setup > Accounting > Preferences > Accounting Preferences (Administrator), click the Order Management subtab, check the Invoice in Advance of Fulfillment box, and then click Save.

Bulk Update Fields

The bulk billing page includes a Set Fields subtab where you can enter updates to enter for orders being billed.

For example, if you bulk bill a group of sales orders, you may want to update the memo field on all of the orders to say “Q1 Rush processing.” You are able to enter the memo text on the Set Fields subtab and all orders processed show the new text.

To update fields during a bulk process:

Go to Transactions > Sales > Invoice Sales Orders (Administrator).
Click the Set Fields subtab to choose the fields to update and select the data for entry.
In the Field column, choose a field to update.
Depending on the field you select, data is entered in one of the following fields:
- In the Selection column, choose a setting for the field.
- In the Checked column, define whether a box is checked or cleared.
- In the Text column, enter text for the chosen field.
- In the Date column, choose a date for the chosen field.
Click Add.
Repeat these steps for each field you want to update during this bulk process.
Complete other fields on the billing form as necessary.
Click Submit.

When you submit the form, the invoices are generated and the fields are updated as you specified.

Note:

Only fields in the header of the form are available for updating during bulk fulfillment or invoicing.

To invoice sales orders:

Bulk Update Fields

To update fields during a bulk process:

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