Hi Softrak,

Please change or enhance the Order Entry Auto Invoice Function so that the invoicing will use the quantity shipped (as invoiced quantity) instead of the quantity ordered.

Currently, the auto invoice function only considers invoicing the item quantity ordered if you auto invoice sales orders. If the quantity ordered does not match the quantity shipped, the auto invoicing causes errors because differences between the unshipped quantities and/or backordered line items quantities.

All businesses that we deal with, invoice the quantity shipped. The quantity shipped may be the quantity ordered, but in reality you want to invoice what is actually shipped not what you hope to ship.

If the auto invoice function is based upon the quantity shipped, then Adagio users can use filters to select the orders that are ready to invoice and simply invoice as a block of sales orders which is hugely more efficient than manually invoicing individual sales orders.

By making this change a priority, Softrak would be catering to all Adagio sites that would be looking for opportunities for improved productivity in their invoicing operations.

Comments and support from all Adagio users are welcome!

Thanks,
Brian

Hi Brian

Being someone who pushed for auto-invoicing in OrderEntry, the original motivation was to be able to invoice orders that were ordered via a webstore and imported into OrderEntry. By definition, these orders were already shipped in full.

That being said, it would be a wonderful improvement to the functionality if there was an option to auto-invoice based on the orders' shipped quantity. Among other advantages such as putting the control in the user's hands, there would be no need to allocate in order to prevent inventory from going negative.

Steve

Hello Brian and Steve,

This request is on the wishlist for a future OrderEntry release. I have updated it with your comments.

Hi Steve,

I didn't know that the motivation for the auto-invoice was for Webstore Interfaces. We handle that with the Link2Systems' PaymentsOnOrders software to handle the credit card payments from the Webstore (in full). Even so, I thought the Webstore integration functionality was still to let Order Entry handle the warehouse inventory and order fulfillment.

With that PaymentsOnOrder functionality, the auto Invoice, also autopays the invoiced selected web sales order, and tracks the unapplied Payments for orders that have not been shipped and invoiced.

We need to auto invoice orders based on shipped quanties, sooner than later.

Thanks,
Brian

Hi Brian

When I said webstore, I really meant Amazon and the like. Since Adagio OE can't import invoices, Amazon sends the orders to OE and they get auto-invoiced.

Steve

No worries, Steve.

Actually we have resolved the Webstore interface from all webstores including Amazon, Shopify, Magento, North49, and the like. So yes, we can deal with the apparent inability of Adagio OE to import invoiced orders with Link2Systems' PaymentsOnOrders software. Our solution requires Adagio BankRec to give accounting credibility and audit trails, but it has been operational for over a year in multiple sites.

To be clear, we have resolved the import of completed sales invoices into Adagio with the Nexus tax implications for B2C and B2B e-commerce business requirements for anywhere in North America. Our PaymentsOnOrders accounts for the discounts taken on the webstore credit card transactions, deals with split tender on web store transactions (if offered by the Webstore), deals with gift cards as tender (as another option for split tender), and also deals with straight charges to customer accounts if they have account number authorization. We also deal with delayed shipments that delays the auto payment of the eventual invoice in Adagio Order Entry, End of Day.

Our solution if using our Link2Systems' CustomerSwap software, will resolve customers who cannot remember their Adagio Customer # (or sites that just use guest credentials) and we will match the Webstore Guest credential info and swap customer details from Adagio Receivables into the Adagio Sales Order, or Create a new customer account in Adagio Receivables.

Exciting times, if we could only get the OE auto invoice to consider shipped quantities. We will be soon announcing details on our Serial/Lot Tracking solution, with integration to our PickItLink software for warehousing picking/shipping.

Stay tuned.

Best,
Brian

Hi Brian/Steve,

Though I don't know exactly what is technically possible to do with auto-invoicing in this area, what if there was an additional option in the list of 'Auto-invoice method' choices for 'Use Qty Shipped'. If this potential choice was configured, then the Auto-Invoice function would not attempt to determine what is available to ship from the Qty Ordered as compared to the Qty on Hand for that location, but instead trust that there is enough Qty on Hand to complete that shipment?

I would be interested to hear what your expectation would be if there isn't enough Qty on Hand to fulfill a shipment when Auto-Invoice is performed (and negative quantities are not allowed in IC). Say there was enough at the time of editing the order so that the order could be saved successfully, but in the interim some quantity gets shipped or transferred so that there is not enough when Auto-Invoice is actually run. I suspect the answer to this question would determine how feasible this suggested feature would be.

Hi again,
Negative Inventory configuration is our best practice recommendation. Most of our client sites allow for negative inventory. In practice, negative inventory works really well. You have to monitor negative items and investigate items that are not being corrected by the timing of PO receipts. In that context, we assume that the Auto-Invoice will simply take what is on the sales order as having been picked.

Our thoughts are, if they picked it in the warehouse and shipped it, regardless of what Adagio Inventory thinks is available or on hand, we will be invoicing for what was shipped. If inventory is being managed by a WMS solution, then you cannot pick and ship what is not in WMS but we're not dealing with WMS inside Adagio Inventory.

You are correct in that if you do not allow for negative inventory, then you really should not use Auto-Invoicing.

The problem is that there is not enough shared knowledge of what really works well as a configuration in Inventory. Order Entry and Purchase Orders. If we attempt to take a specific feature or configuration out of context and say what will happen now with this or that setting, then we would not have a practical or efficient system solution.

It's like FIFO inventory. No one should really be using it in Adagio because of all of the costing issues that it creates with adjustments and physical inventory counts. And I'm saying this with my background of being a CPA.

Auto Invoicing based on shipped qty with allowable negative Inventory settings is a very practical system solution.

Thanks,
Brian