Accounts Receivable > Overview > Customer Invoices
  
Customer Invoices
Most customer invoices are generated from sales transactions in the Sales Orders/Invoices (7) module. The process of creating and modifying sales orders, shipping goods, and posting and printing invoices is described in detail in QAD Sales User Guide.
Shipping a sales order creates a pending invoice, which can be printed using Preview Invoice Print (7.13.3), reviewed, and corrected using Pending Invoice Maintenance (7.13.1). Additionally, a credit controller can review credit-related information using Sales Order Credit Maintenance (7.1.13) and indicate that the order has been reviewed. A field in Sales Order Acct Control (36.9.6) determines if an order can be updated after it has been marked as reviewed. Once the pending invoice is reviewed, you can post and print the final invoice.
Posting the invoice creates the customer invoice in the AR module. Only a limited number of fields can be modified on customer invoices generated from sales orders; most corrections need to be made through the sales order functions.
Example: A sales order indicates that four items shipped when only three items were received by the customer. You must correct this by completing a sales order return, which creates a negative invoice (credit note).
Note: In addition to orders created in Sales Order Maintenance, several other types of orders can go through invoice post, such as return material authorizations and call activity created in the Service/Support Management module. For more details on SSM orders, see QAD Service/Support Management User Guide.
Each invoice record is posted individually; there is no summarization. This supports full drill-down into individual posting details. However, the posting function assigns a batch number, which can then be referenced in AR functions for grouping and reporting.
Disputes on a payment can be due to a mistake in the quantity ordered or on the price charged. In cases where incorrect invoices have been posted, use the correction invoice feature—enabled in Sales Order Accounting Control (36.9.6)—to create a correct sales order in Sales Order Maintenance. Follow standard shipping and invoice post processes to create a correction invoice. For more information on this feature, see QAD Sales User Guide.
Note: When selected, the Allow Closed Inv Corr field in Sales Order Accounting Control (36.9.6) lets you correct closed invoices using Sales Order Maintenance (7.1.1). The Allow Closed Inv Corr field becomes available when you select the Use Correction Invoices field in Sales Order Accounting Control.
If the customer has been under- or over-charged, you can also create a manual invoice or credit note for the outstanding amount using the Customer Invoice function described in the following sections.