Creating Invoices or Cash Sales from Sales Orders

A sales order expresses a commitment to ship goods, perform services, or both. A sales order has no accounting impact until items have been delivered and an invoice or cash sale created from the sales order to bill the customer.

A cash sale is a transaction that records the sale of goods or services for which you receive immediate payment. An invoice transaction records the sale of goods and services when payment is not received at the time of delivery.

Note:

Whether you create an invoice or cash sale for the sales order depends on the sales order form you originally used to enter the order. The cash sale form generates a cash sale and the invoice form generates an invoice.

The steps used to convert a sales order into an invoice or cash sale depend on whether you have enabled the Advanced Shipping feature.

Without advanced shipping, you use a single process to fulfill and bill sales orders. Fulfilling a sales order automatically creates an invoice or cash sale from the sales order.
Using advanced shipping, there are separate processes for fulfilling sales orders and creating corresponding invoices or cash sales. For more information about advanced shipping, read Order Fulfillment.

If you use the Multiple Currencies feature, when you create a cash sale or invoice from a sales order, NetSuite applies the currency on the sales order to the new transaction. For more information, see Currency Management.

You can choose to fulfill a single sales order or multiple sales orders.

Error Messages

When you are creating an invoice or cash sale from a sales order, NetSuite displays an error message when the following occurs:

If there are two browser windows open and two users bill a sales order at the same time.
If one user tries to bill an individual sales order at the same time another user is bulk billing sales orders.

(If the individual instance is processed before the bulk instance, the bulk processing status displays an error requesting an item to be selected for the transaction.)
If a user accidentally double-clicks the Save button on an invoice and submits two requests to the server.

If these conditions occur, NetSuite displays the following error message: “[Transaction #001] has already been processed in another browser instance or by another user. Please re-open the transaction to view the current status.”

Note:

This error does not show in the following circumstances:

If you are creating an invoice from an opportunity.
If you are creating a new invoice or cash sale.
If you are editing an existing invoice or cash sale.
If you make a copy of an invoice and then save it again.

To create an invoice or cash sale from a single sales order:

Go to Transactions > Sales > Fulfill Orders (Administrator).
On the Fulfill Orders page, select the customer for whom you want to create an invoice or cash sale.

A list of open sales orders for that customer shows.
From the Bulk Fulfill From Location list, select the location to be used to fulfill the order, or select New to enter a new location.
In the Process column, click Fulfill next to the sales order for which you want to create an invoice or cash sale.
Click Save.

The sales order you have selected appears as an invoice or cash sale.
Make any changes you need to the invoice or cash sale.

Note:
To generate deferred revenue for billable time, you must manually select revenue recognition schedules on the Billable Time subtab located on the Items subtab.
Click Save.

NetSuite creates an invoice or cash sale for the sales order.

To accept a customer payment for the invoice, go to Transactions > Customers > Accept Customer Payments (Administrator).

Note:

You cannot include a partially processed sales order when fulfilling multiple orders. Partially processed sales orders must be fulfilled individually.

To create invoices or cash sales from multiple sales orders:

Go to Transactions > Sales > Fulfill Orders (Administrator).
On the Fulfill Orders page, select the customer for whom you want to create an invoice or cash sale, or select All to list all open sales orders.
From the Bulk Fulfill From Location list, select the location to be used to fulfill the order, or select New to enter a new location.
In the Fulfill column, check the boxes next to the sales orders you want to fulfill.
Click Submit.

The Processed Orders list appears. It lists the transactions created when the sales orders are fulfilled.

To edit the transactions created from the Processed Orders list:

Click the number in the Processed Number column next to the transaction you want to edit.
When the transaction appears, click Edit.
Make any changes, and click Save.

Error Messages

To create an invoice or cash sale from a single sales order:

To create invoices or cash sales from multiple sales orders:

To edit the transactions created from the Processed Orders list:

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