Omono has no separate invoicing screen. An invoice is a shipped dispatch: when a dispatch is set to Shipped, Omono creates its invoice. See The Workflow board. This article explains what happens at that moment, how Omono works out the due date, what prints on the invoice, what you can change afterwards, and how proforma invoices work.
What happens when a dispatch ships
Omono allocates the next invoice number, in the form INV-1234, and never reuses it. Set the next number in the Sales Invoices field under Settings → Company → Document Numbers.
Omono sets the invoice date and the dispatch date to today's date on the computer that shipped the dispatch.
The due date comes from the customer's Terms (Invoice). See the next section.
The Invoice PDF appears in the dispatch Documents form and as an attachment in the Dispatch Email. If Automatically Send Invoice Emails Upon Shipping is on, Omono emails it straight away. See Automatic invoice emails below.
If Xero is connected, the next sync sends the invoice. If the customer has not yet been sent to Xero, or has Xero errors, the sync skips the invoice, says why in the Sync Log and tries again next time. A zero-value dispatch, such as a free replacement, still gets an invoice number and goes to Xero. The exception is when Default Invoice Status in the Xero settings is Authorised: Xero rejects zero-value authorised invoices, so Omono skips it for good and says so in the Sync Log. See Connecting Omono to Xero.
Omono locks the order lines on the dispatch; only quantities can still change. See Changing an invoice after shipping below.
Omono never invoices a dispatch twice.
How the due date is worked out
The customer's Terms (Invoice) are a number of days and one of four rules: Days After Invoice Date, Days After End Of Invoice Month, Day Of Current Month or Day Of Following Month. For an example of each, see Companies: customers and suppliers. If the day does not exist in that month (31 in February), the due date moves to the last day of the month. 0 Days After Invoice Date makes the customer a proforma customer (see Proforma customers below); to ask for payment on receipt without the proforma process, use 1 day instead.
Finding, printing and resending an invoice
Everything about an invoice is on its dispatch. On the sales order page, the dispatch header shows Invoice #. The page icon on the header opens the Documents form, where Invoice appears once the dispatch has shipped. The mail icon opens the Dispatch Email, which offers the Invoice as an attachment once shipped. For the steps, including how to search by invoice number, see Find, print or resend an invoice. For what the Dispatch Email can attach and what is ticked in advance, see Sending documents by email.
Automatic invoice emails
Switch on Automatically Send Invoice Emails Upon Shipping in Settings → Templates → Sales Invoice Email. Omono then emails each invoice to the Accounts Email on the customer's Accounts Address as the dispatch ships. The invoice is created whether or not the email goes out. For the recipients, the attachments, the conditions that must be met and what to do when no email is sent, see Sending documents by email.
What prints on the invoice
Admins switch the optional parts on and off under Settings → Templates → Invoice & Proforma Paperwork: Display Stock Description, Display Tag Number, Display Commodity Code, Display Country of Origin, Display Delivery Address, Show Shipment Tracking Details on Invoice, Show Quote Delivery on Proforma and Show VAT summary on foreign currency invoices and proformas. If your organisation uses another name for the tax, that name replaces VAT here and on the invoice. See Templates, paperwork and email templates.
The invoice is headed Invoice #: INV-1234 and saved as INV-1234.pdf. From top to bottom it shows:
Section | Content |
Invoice Address | The customer's Accounts Address, with no contact name. |
Right-hand block | Page, Date (the invoice date), Account #, Order #, Reference # (the Customer Order #, or N/A), Your VAT # if the customer has one, and EORI numbers and Incoterm when set. |
Line table | Line, Part # / Description, Quantity, Unit Price and Amount, plus List Price and Discount if any line has a discount. Quantities are the dispatch quantities; prices come from the order lines. The description, Tag #, Commodity Code and Country Of Origin print according to the paperwork settings. |
Payment block | Due Date and the filled-in details of the customer's Invoice Bank Account. The terms themselves are not printed. |
Totals | Subtotal, one Total VAT line for each tax percentage used (two rates with the same percentage share a line), and TOTAL with the currency code. Tax-exempt lines add no tax line. |
Delivery Address | A boxed copy of the order's delivery address, when Display Delivery Address is on. On a collection order it reads Customer Collection. |
Additional Notes | The dispatch's Invoice Paperwork Notes, if any. |
Tax summary | On foreign currency orders, when Show VAT summary on foreign currency invoices and proformas is on: the exchange rate and the net and tax amounts in both currencies. |
Shipment Tracking | The courier, tracking number and link, when Show Shipment Tracking Details on Invoice is on and the dispatch has them. |
The customer's EORI number prints when set on the delivery address or the customer record; yours prints when selected on the sales order. See International trade. The header carries the division's branding when the order's division has Invoices ticked under Settings → Company → Divisions. See Divisions.
When a proforma customer's dispatch is set to Proforma Payment Received (see Proforma customers below), a red PAID stamp replaces the due date and bank details. Omono generates the invoice afresh each time you open it, so later changes to the paperwork settings show on the next download.
Changing an invoice after shipping
After shipping, the invoice number, date and values and the Dispatch Date cannot change, and the dispatch cannot be deleted. Until the order is Complete (every line fully dispatched and every dispatch shipped), its line quantities can still change, but the invoice keeps the quantities dispatched. You can still enter a courier and tracking number on the dispatch and change its Invoice Paperwork Notes; the invoice picks up the notes when you next open it, and the tracking too if Show Shipment Tracking Details on Invoice is on. This is how you add tracking to an invoice already issued.
If an invoice must carry a particular date, ship the dispatch on that day. If a date was recorded wrongly, contact us through the chat with the order and dispatch number. To reverse an amount, raise a credit note. See Credit notes.
Proforma invoices
A proforma is a request for payment before goods ship. Omono produces proformas in two places: on each dispatch of a proforma customer, and in the Documents form on a sales quote, to request payment before you raise the order. Proformas never take an invoice number and never change a status.
Proforma customers
A customer whose Terms (Invoice) are 0 Days After Invoice Date is a proforma customer. On their orders, each unshipped dispatch has a dropdown showing Proforma Awaiting Payment or Proforma Payment Received. A Proforma PDF is in the dispatch Documents form and the Dispatch Email. The dispatch cannot ship until it is set to Proforma Payment Received: the shipping form shows Proforma Awaiting Payment and stops.
Send the Proforma PDF from the mail icon to request payment; tick it in the attachments, because it is never ticked in advance. When the money arrives, set the dropdown to Proforma Payment Received. Omono notes on the order who changed it and when, but stores no amount or payment date; record the payment in Xero. The dropdown disappears once the dispatch ships, and the proforma PDF does not change when marked paid.
The Proforma Payment Status report lists every unshipped dispatch for proforma customers on orders that are Draft, On Order, On Hold or On Order - Call Off, with its payment status. See Output and accounts reports.
What prints on a proforma
The dispatch proforma is headed Proforma #: PRO-1234-1 and saved as PRO-1234-1.pdf. It has the invoice layout, except:
Date is the date the sales order was raised.
There is no Due Date and no PAID stamp. The customer's Invoice Bank Account details print so the customer can pay.
The Invoice Paperwork Notes print as Additional Notes.
The Shipment Tracking box never prints.
The quote proforma is headed Proforma #: PRO-SQ-1234 and saved as PRO-SQ-1234.pdf. It shows:
Date: the day you generate it, not the quote date.
Account #, Quote # (SQ-1234, or SQ-1234-A for a revision), Reference #, Your VAT #, EORI numbers and incoterm, when set.
The quote's Delivery field, when Show Quote Delivery on Proforma is on (N/A if the quote has no delivery text). The sales order proforma has no delivery field.
The quote's line items. The description, Tag #, Commodity Code and Country Of Origin always print here; the Invoice & Proforma Paperwork display options do not apply.
Bank details, Subtotal, tax lines and TOTAL.
The Delivery Address box and the foreign-currency tax summary, when those options are on.
The quote proforma has no Additional Notes box and no tracking box. Both proformas carry the division's branding when the order's or quote's division has Proformas ticked under Settings → Company → Divisions.