Invoicing before you have the serial number
We very often charge for items on order before they arrive to ensure we are going to get paid for larger items we have to buy in. Many of these are serialized but I cannot generate an invoice until the serial number is entered. Is there a way I can email an invoice for an order prior to me creating the PO and adding serial numbers? When I create the line item in an invoice there is a zero value until a serial number is selected, meaning I cannot send out the invoice with the correct prices on if the device is not in stock yet.
This will work if you have the Back Order system enabled in Admin > Inventory Preferences > Additional Settings > Enable Back Order. You will then be able to add the product to a invoice and there will be a price you can charge the customer. From there it will hit your Pending Orders page where you can add it to a PO.
Chris Weaver commented
I sent this into the help desk today and think it is relative to this:
I am creating an invoice that includes a Custom Build that I used Inventory Items to create. ... I am running into this problem: When I go to choose the serial numbers one random item will give this error...
"Quantity Cannot add more serial numbers than the line quantity. Please create a new line item."
I fixed it the first time by going in and deleting the invoice, deleting the bundle from the ticket, exiting the ticket, going into the bundled item, deleting the item causing the problem, re-adding the item, closing the bundle item window, going into the ticket, re-adding the bundle, creating the invoice, this lead to a different item giving me the same problem. When I tried this fix again it did not fix the problem. I cannot add the serial number to the invoice. This means that the price of the item is not added to the bundle and the bundle is highlighted in a red error color.
Gary Coulson commented
Freds right.... this so needs to be fixed...creating an invoice from an estimate and the system '0' balancing serialized stock items that it cannot find.. is not workable. please prioritize this change.
Fred Wilson commented
This really needs to be fixed. Not being able to create an invoice for systems before all the serial numbers are entered is costing us money and impacting cash flow. We sell high end gaming systems with custom order parts. Not being able to have everything on one invoice with deposits and such is becoming unworkable.
Dean Elliott commented
If you create an estimate and then turn the estimate into an invoice, it invoices the serialized items before the have been entered. Bit of a work around.
Stan Young commented
Any updates on this?
Kira Zoe Deupree commented
We would definitely use this feature as well for software licenses that we don't keep in stock.
Andrew Ditch commented
This would be a nice feature. I found a work around. You can take a payment without crediting the invoice. Once the back order comes in you can credit the payment to the invoice. Be sure to give the customer a receipt of the payment and be sure it's not applied to the ticket.
David Sewell commented
Yes this would be a nice feature
Barry Jeung commented
Just ran into this, definitely needed. We use the serial to track software license keys and you typically can't return software once you get the license key. So we need to be able to bill the customer beforehand to at least accept a deposit, if not the full payment before ordering.