Ad-hoc invoices are invoices that are generated independently of the billing cycle. You can create ad-hoc invoices when you want to invoice your customer for any extra charges that are not linked to any billing schedule. 

Creating Ad-hoc Invoice

To create an Ad-hoc invoice:

  1. Click the Invoices tab.
  2. Click New.
  3. Enter a value for the following fields:

    FieldDescription
    Bill To*The name of the billing account.
    Sold ToThe name of the Sold To account.
    Status*Status of the invoice. It can be:
    • Draft
    • Approved
    • Canceled
    • Pending Approved
    • Draft Obsolete 
    Invoice Date*The date invoice comes into effect.
    Invoice Attachment TemplateThe template to use for invoice statement generation.
    Payment TermThe Payment term to apply to the invoice. Invoice Due Date is calculated based on the selected payment term. Invoice Due Date is set to Invoice Date if the payment term is set to null.
    Invoice Email TemplateEmail template to use for sending the invoice email
    Due DateThe date the invoice is due for payment. This field is auto-populated based on the Payment Term.
  4. For the invoice line items, enter a value for the following fields:

    FieldDescription
    Product Name*Name of the Product for which you want to invoice your customer.
    Ship ToName of the shipping account. If you do not specify a Ship To account, the Bill To account of the invoice is used as the Ship To account. 
    Start DateStart date of the product consumption.
    End DateEnd date of the product consumption.
    Quantity Quantity of the Product.
    Amount*The amount charged for the product.
    Tax CodeId of the Tax Code associated with the product.
    Taxable?Select this field if your product is taxable.
    Tax InclusiveSelect this field if the fee amount is inclusive of the tax amount.
    DescriptionProduct Description
  5. Click Create.

Your Invoice is generated. For invoices with multiple invoice line items having the same Ship To Account, the common Ship To Account of the invoice line items is set as the Ship To Account of the invoice. For invoices with multiple invoice line items having different Ship to Accounts, the Bill To Account of the invoice is set as the Ship To Account.

An invoice line item is created for each product line item. For invoices created with Status set to Approved, A/R Transaction records are also created. 

Approving an Ad-hoc Invocie

For invoices generated in the draft stage, you can manually approve them using the Approve Invoice option from the more menu. When you approve an invoice,

  • The status of the invoice is set to Invoiced. 
  • The staus of invoice line items is set to Invoiced.
  • Related A/R Transaction records are created. 

Canceling an Ad-hoc Invoice

You can cancel an Ad-hoc invoice using the Cancel Invoice option from the more menu.  When you cancel an invoice,

  • The status of the invoice is set to Cancelled
  • The staus of invoice line items is set to Cancelled. 

Ad-hoc invoices are not linked to any billing schedules. You can also create direct credit memos from ad-hoc invoices. 

The following operations are currently not supported for an ad-hoc invoice: 

  • Splitting an invoice
  • Credit and Rebill