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What to do with a Sales Order if products delivered but no invoice required?

By
Gilles Lehoux
on 4/13/14, 11:29 PM 1,202 views

What if a Sales Order is confirmed and products are delivered but no invoice is required. Then this leaves a Sales Order in the "Sale to invoice" state with only two options. (1) Create an invoice of zero (unacceptable). (2) Cancel the Sales Order (doesn't seem right). What is the better alternative?

For example, a customer orders a repair, then products are delivered for the repair, then by the nature of the repair it is determined to be under warranty and therefore no invoice will be made.

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Gilles Lehoux

--Gilles Lehoux--
877
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St-Eustache, Canada
--Gilles Lehoux--


Gilles Lehoux
On 4/26/14, 2:10 PM

This is the procedure we follow.

  1. Create a sales order
  2. Create a delivery order from the sales order
  3. Complete the delivery order
  4. Go back to the sales order
  5. Create the draft invoice
  6. Edit the invoice to show all parts delivered and add a note as to why the invoice why canceled.
  7. Save the invoice
  8. Cancel the invoice (the invoice was still in draft, never validated)
  9. Go back to the Sales Order. It will be in the "Invoice Exception" state.
  10. Click "Ignore Exception"

We like it because:

  • The Delivery Order is a record of what was shipped.
  • The Sales Order appears as completed in the list of sales orders.
  • The canceled invoice shows the cost to the warranty.

It lacks a true journal accounting of the cost of the warranty. Since we don't use Journals, it's good enough for now.

I imagine an improved procedure would generate a true invoice and then reconcile it against a warranty journal.

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Asked: 4/13/14, 11:29 PM
Seen: 1202 times
Last updated: 3/16/15, 8:10 AM