Customer Forum

Generating invoices for deposits on orders

External Posted: 2012-02-02 21:53

I'm trying to work out how I can either generate an invoice for a deposit on an order at a set percentage of the total order (say, 30% of an order) OR (if there is no alternative) by calculating it myself manually and then typing the amount due into the invoice.

I've looked through the documentation but can't seem to find anything about how to invoice for part of the total cost of the order. I could add some logic to an invoice template using XSLT, but it'd be adding a lot of logic there, rather than in the system, and might not work in some cases. 

Can you please point me in the direction of some documentation about how to customize the amount due on an invoice? Is adding a custom field and typing the amount due the only way? I think I might be missing something obvious...

Thanks very much!



Workbooks Support Posted: Fri, 17.02.2012 - 18:36

 HI Deborah,

Apologies for the slow response to your question.  

You might want to consider using a Process Engine Script to automate this task.  Using the Process Engine (a new feature in the last release), you can automate tasks by writing a script which is run when you press a button on the order screen.

You could then use a custom field to decide how much of the order you invoiced.  I would suggest something like this:

  1. Create a custom field to enter the % amount you would like to invoice.
  2. Create a second custom field to record how much you have already invoiced.

Your script would then perform the following logic:

  1. Calculate the amount to be invoiced by: Order Value (Gross) x percentage from custom field.
  2. Create an new Invoice record. Populating the relevant fields from the order record. 
  3. Add to the new invoice record a line item which reflects the deposit amount.
  4. Update the 'amount invoiced' custom field you created on the order to reflect the invoice amount.
  5. Link the order and newly created Invoice together as a related item.
  6. Clear the % invoice field on the order.

Your workflow would then be to open the order, complete the % field, press the button to create the invoice.  Then check the invoice in the related items tab and if you are happy post the invoice and send it out the door.

I can't tell from this post if you are using the free version or not, but if you are using a paid edition you can contact support for more help.



The Workbooks Team