Invoicing a Customer

How to: Invoice a customer.

Environment: Comsense Enterprise

In this article:

Creating an Invoice in the Shipment Window

*Note: If you are creating an invoice from the Invoicing window, proceed with Accessing Invoicing.

Comsense allows you to create invoices directly in the Shipment window. Creating an invoice in the shipment window pre-populates the Invoicing wizard with the open shipment's project or sales order.

To create an invoice in the shipment window, Click Create Invoice and Proceed with Step 4 of the Order/Project Selection Page.

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Shipment window; shows the location of the Create Invoice button.
Image 1: Create Invoice Button

Accessing Invoicing

Enterprise > Receivables/Invoicing > Invoicing

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Enterprise Navigation menu; shows the location of Receivables/Invoicing and Invoicing.
Image 2: Enterprise Left-Hand Navigation Menu

Creating an Invoice in the Invoicing Window

You can only create an invoice for a:

  • Shipment if the shipment is complete
  • Customer return if the customer return is complete
  • Purchase order if the purchase order is released (projects only)
  • Stock requisition if the stock requisition is released (projects only)

In the Invoicing window, Click New and the Invoicing wizard will open.

Completing the Invoicing Wizard

This article explains all pages available in the Invoicing wizard. In regular use, the Invoicing wizard only shows pages applicable to the selected project or sales order.

Order/Project Selection Page

*Note: Progress billing is only available for project invoicing.

In the Sales Order/Project field:

  1. Click the Magnifying Glass icon
    • The Find window will open
  2. Search & Select the project or sales order
  3. Click Open
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Invoicing wizard, Order/Project Selection page; shows a project number in the Sales Order/Project field.
Image 3: Sales Order/Project Field

If you are progress billing:

  1. Check the Progress Billing Only checkbox
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Invoicing wizard, Order/Project Selection page; shows the location of the Project Billing Only Checkbox.
Image 4: Project Billing Only Checkbox

If you are applying for retainage:

  1. Check the Apply For Retainage checkbox
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Invoicing wizard, Order/Project Selection page; shows the location of the Apply for Retainage checkbox.
Image 5: Apply for Retainage Checkbox
  1. Click Next

Shipment Selection Page

The Shipment Selection page automatically selects all complete shipments available for invoicing from the project or sales order. Using the Selection Tool, Select the applicable shipments and Click Next.

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Invoicing wizard, Shipment Selection page; shows a selected shipment and the location of the remove button.
Image 6: Shipment Selection Page

Customer Return Selection Page

*Note: The Customer Return Selection page is only available for project invoicing.

The Customer Return Selection page automatically selects all the complete customer returns available for invoicing from the project or sales order. Using the Selection Tool, Select the customer returns and Click Next.

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Invoicing wizard, Customer Return Selection page.
Image 7: Customer Return Selection Page

Purchase Order Selection Page

*Note: The Purchase Order Selection page is only available for project invoicing.

The Purchase Order Selection Page shows all released purchase orders. The purchase order line items are not automatically selected. Only invoice for these purchase orders if:

  • You have the product or the product is arriving soon; and
  • The invoice is needed for progress billing

Using the Selection Tool, Select the purchase orders & click Next.

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Invoicing wizard, Purchase Order Selection page; shows a purchase order in the Assigned pane.
Image 8: Purchase Order Selection Page

Stock Requisition Selection Page

*Note: The Stock Requisition Selection page is only available for project invoicing.

The Stock Requisition Selection Page shows all completed and unshipped stock requisitions. The stock requisition line items are not automatically selected. Only invoice the stock requisitions if the invoice is needed for progress billing.

Using the Selection Tool, Select the stock requisitions & Click Finish.

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Invoicing wizard, Stock Requisition Selection page.
Image 9: Stock Requisition Selection Page

Reviewing Project Invoices

*Note: If you are invoicing a sales order invoice, proceed with Exporting the Invoice.

The Invoicing window has automations to ensure that your project gets fully invoiced. These automations include:

  • Billing for any cost group amount under $20
  • Billing for any openings with nothing left to ship
    • E.g. invoicing for frames on the original project when there is a change order removing locks on the original project and adding exit devices, may prompt an invoice line item for the locks

Before saving the invoice, always review the Project Billing tab and the Change Order Billings tab to confirm or update the billing amounts.

*Note: The Change Order Billing tab only shows in the Invoicing window when you are billing a change order.

In the Invoicing window:

  1. Click the Project Billing tab
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Invoicing window; shows the location of the Project Billing tab.
Image 10: Project Billing Tab
  1. Click the Expand button on the line item
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Invoicing window, Project Billing tab; shows the locatino of the Expand button.
Image 11: Expand Button
  1. Confirm accurate amounts in the:
    1. Shipment Billings column
    2. Stored Billings column
    3. Change Order Billings column
    4. Actual Billing column
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Invoicing window, Project Billing tab; shows the location of the Shipment Billings column, Stored Billings column, Change Order Billings column, and Actual Billing column.
Image 12: Current Billing Columns

If there is an amount to update:

  1. Update the Actual Billing field
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Invoicing window, Project Billing tab; shows the location of the Actual Billing field.
Image 13: Actual Billing Field

If you have change order billings:

  1. Click the Change Order Billings tab
  2. Review the change order billings
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Invoicing window; shows the location of the Change Order Billings tab.
Image 14: Change Order Billings Tab

To remove the change order billings from the invoice:

  1. Uncheck the Selected checkbox
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Invoicing window, Change Order Billings tab; shows the location of the Selected checkboxes
Image 15: Selected Checkboxes

Exporting the Invoice

In the Invoicing window:

  1. Click Save
    • The status will update to Completed
  2. Click Print

In the Generate Report window:

  1. Select any parameters in the Parameter pane
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Generate Report window; shows the location of the Parameters pane.
Image 15: Parameters Pane
  1. Export the invoice
    • E.g. Preview, Quick Print, Print, Save As PDF, Save As Excel, or Email

You now have an invoice for your customer.

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