Auto Invoicing

Document Version	v.3
Document Last Updated	11/9/2023
Software Version Documented	v.9.9.2

Task/Problem Overview

This document will cover when invoices are automatically generated in Savance Enterprise. There are a couple of different settings for this: Warehouse Point of Sale Settings, Account, and POS General settings and lastly Warehouse Shipping Settings. We will cover the details on each of the settings and what will happen when each is checked.

Warehouse Point of Sale Settings

Admin > Warehouses> Point of Sale

Auto Post POS Shippers To Delivered: This will post all POS shippers to Delivered when a quote is converted to an order. Cash sales are already posted to Delivered automatically in POS mode, so this setting only affects Charge sales. This setting does not generate any automatic invoices.
Auto Invoice POS Shippers: This will automatically invoice all POS shippers after automatically posting them to Delivered when a quote is converted to an order. Cash sales are already invoiced automatically in POS mode, so this setting only affects Charge sales. The generated invoice will be queued to be sent by accounting.
Process Invoicing Delivery Methods for Credit POS Shippers: This will automatically invoice all POS shippers, posting it to Delivered, and automatically send the invoice to the preferred delivery method (i.e. email) for the account when the quote is converted to an order.
Honor Queuing Options for Invoices: This will automatically invoice all POS shippers, posting it to Delivered, however will honor the Send Documents queue to be processed by accounting. This is helpful if the preferred method is print or fax.

Account Settings

To override any POSsettings when it comes to invoices you can select Auto-Invoice at the account level. Using these settings will allow you to bypass the Invoice queue and directly invoice the credit account via their preferred delivery method at the time of conversion. NOTE: When any of these settings are configured at the account level it will override the system admin settings.

To manage these settings at the account level go to Accounts > Manage Accounts and search for the account. Next go to the Financial Terms tab.
Under the Point of Sale settings check ‘Override POS Warehouse Settings.Once you have selected to override your system settings for this account you can then keep selecting the preferred settings for Auto Invoicing. The settings are described above. NOTE: you can select some or all of the available options.

Point of Sale Settings

If a user is in Point of Sale mode, invoices will be automatically generated for all Cash sales (regardless of any other settings that are set). Once Cash sales are converted from a quote to an order, the order's shipper will be automatically posted to Delivered and will be invoiced.

NOTE: that this only occurs for Cash sales, and NOT for Charge sales.

If you would like to turn Point of Sale mode on or off, simply go to Settings > General Settings > Point of Sale.

## Warehouse Shipping Settings

There are a couple of Shipping Settings that you can configure on a per warehouse basis that

affects automatic invoicing. To configure these settings, go to Admin > Administrator >

Warehouses > Shipping Settings. Be sure to select the correct warehouse when

changing any settings. An example of these settings can be seen below.

Below is a description of each of these settings:

Automatically Generate Invoice after: Once a shipper is posted to the selected stage, an invoice will be automatically generated for it. You can choose for this to apply to Cash sales, Charge sales, or both. For example, let's say you want all Charge sales to be automatically invoiced once they are manually posted to Loaded. You would check the Automatically Generate Invoice after box, change the Select Stage to Loaded, and select the Charge Sales Only
Auto Post Shippers To Delivered: This will automatically post all shippers to Delivered when a quote is converted to order (both Charge and Cash sales). This setting does not generate any automatic invoices; however, an automatic invoice may be generated if Delivered shippers are automatically invoiced based on other settings that are configured.
Auto Post POS Shippers To Delivered: This will post all POS shippers to Delivered when a quote is converted to an order. Cash sales are already posted to Delivered automatically in POS mode, so this setting only affects Charge sales. Again, this setting does not generate any automatic invoices, but an automatic invoice may be generated if Delivered shippers are automatically invoiced based on other settings that are configured.
Auto Invoice POS Shippers: This will automatically invoice all POS shippers after automatically posting them to Delivered when a quote is converted to an order. Cash sales are already invoiced automatically in POS mode, so this setting only affects Charge sales.

How Your Settings Affect Invoices

Below is a table for each setting, which shows the outcome based on which settings are set. For each row, there are 7 Input settings: A through G. Each letter represents one of the settings that was discussed earlier in the document (see below for the legend).

For each setting, a 0 indicates that a setting is off, a 1 indicates that it is on, and an X indicates that the outcome will occur regardless of whether this setting is on or off. Here are the settings:

Input A - Point of Sale System - an Automatic Invoice will be generated when a quote is converted to an Order if it is a Cash Sale in POS Mode regardless of any other settings.

Input B - Auto Post Shippers To Delivered

Input C - Auto Post POS Shippers To Delivered

Input D - Auto Invoice POS Shippers

Input E - Automatically Generate Invoice after posting to Loaded/Delivered:

Both (Cash & Charge Sales)

Input F - Automatically Generate Invoice after posting to Loaded/Delivered: Cash Sales Input G - Automatically Generate Invoice after posting to Loaded/Delivered: Charge Sales

Next, there is the Output column, which determines when an automatic invoice will be generated based on the given settings.

If Convert is a 1, that means that an invoice will be generated when a quote is converted to an order.
If Post is a 1, that means that an invoice will be generated only after a shipper is manually posted to Loaded or Delivered.
If both are 0, that means that an invoice will never be generated automatically.

And finally, the Details column explains in words what will happen. In most cases, it also explains why the given outcome will occur based on the given setting.

Below are the tables to outline the actions: