Where Clever Payment Plan is installed and in use on a "Sales Order", all invoices must be created directly from the "Payment Plan" itself unless using the "Create Payment Plan Invoices" routine. Any Invoices marked as Manual Invoice are excluded from the routine and must be created manually as per below instructions.
Invoices can be created as soon as they are ticked as Ready to Invoice within the Plan. This will get ticked automatically when either the Invoice Date or Invoice Trigger Type is reached.
To manually create the invoices, there are 2 options.
To only create the invoice for 1 line in the "Payment Plan", highlight the line you want to invoice and then in the Lines FastTab ribbon, select Functions and select Create Invoice for Current Line. Note, this will create the Invoice for any that are ticked as Ready to Invoice and are not Excluded from Invoicing within this "Payment Plan".
If you wish to create multiple invoices at the same time within the same "Payment Plan", in the header of the "Payment Plan", select Create Invoice(s).
This will now create either open "Sales Invoice" or "Posted Sales Invoice", dependant on your setup on the "Payment Plan Template", where Auto Post Invoices ticked as 'Yes' will create a posted invoice and where this field is 'No' will create an open one. Creating an invoice against the line in the "Payment Plan" will remove it from being Ready to Invoice.
You can easily view the invoice by selecting Navigate in the Lines FastTab ribbon and choosing either Show Invoice or Show Posted Invoice dependant on what has been created.
Let's now take a look at the information the invoice shows.
The Lines FastTab of your (Posted) Sales invoice will display information from your "Sales Order", broken down over multiple lines.
1 - Comment Line with the order reference (your "Sales Order" No)
2 - A G/L Account Line - This uses the G/L account number you chose in the "Payment Plan" to post the invoice to. The Description here will use the Description from the "Payment Plan". Where left blank, the Description for the G/L Account will be used. This line will show the quantity as 1 as well as the Unit Price Excl VAT which will be calculated as follows:
- Using the Total Amount Excl VAT from the "Sales Order" the Unit Price Excl VAT will be calculated as the Total Value (Fixed Amount) minus VAT (or where % is populated on the "Payment Plan", the percentage value will be calculated over the full Total Amount Excl Vat.
For example, in the below instance, my "Sales Order" has a Total Excl VAT value of '£110". On my "Payment Plan", my 'Staged payment' shows as '20%', which calculates as a Fixed Amount of '£26.40'. 20% of £110 is £22 which is therefore the correct Unit Price Excl VAT for the invoice as shown above.
3 - Comment Line with just a header: "Order Line Details:" to be continued on the next lines down.
4 - Comment Line per Item on your "Sales Order". The Description field is then populated with what Type is on the order (in this example, it is 'Item'), the No, Description, the Quantity from the "Sales Order" and its Unit Price.
If an open "Sales Invoice" is deleted before being posted, the Invoice No will return to being blank on the "Payment Plan" and the Ready to Invoice will be marked as 'Yes' again.
As there are multiple ways to invoice goods via Business Central, we have included some restrictions to ensure any invoices where a Payment Plan exists can only be created through the "Payment Plan" itself. It is therefore important to note that this impacts some of the standard features in Business Central. These are explained further below.
Sales Orders
Once a "Payment Plan" is created on a "Sales Order", when clicking Post in the ribbon, the options for 'Invoice' and 'Ship and Invoice' are no longer there.
This means you can only ship goods via the Post option. Creating the Invoice must be done elsewhere within the "Payment Plan".
Warehouse Shipments
Where using "Warehouse Shipments" either directly from the "Sales Order" or creating a new one and linking it to multiple "Sales Orders" using the Get Source Documents option in the ribbon, this will now work slightly differently.
When you Post Shipment, you will still get both options, to either 'Ship' or 'Ship and invoice'. The 'Ship' process remains unchanged so this will simply ship the goods within the "Warehouse Shipment", leaving them to be invoiced. However, where 'Ship and Invoice' is selected, all goods will be shipped across all "Sales Orders" within the Shipment, but only goods that do not have a "Payment Plan" on the "Sales Order" will get invoiced.
Sales Invoices
In the instance that a "Sales Invoice" is created and you use Get Shipment Lines to populate the Lines FastTab in order to invoice for goods, when selecting Get Shipment Lines, the list will only display "Posted Sales Shipments" that do not have a "Payment Plan" against the associated "Sales Order". This means you can only include Posted shipments that allow for standard invoicing.