Invoice Detail
You can see the invoices generated for an Account under the Invoices related list on the Accounts page.
Let us understand what each of the fields on Invoice Details means,
|
Field |
Description |
|---|---|
|
Invoice Number |
A unique number which serves as identification for the invoice. For invoice numbering, you can either use a standard Salesforce field or add a custom field by modifying the page layout. For details on custom numbering, see Custom Numbering Callback Class. |
|
Type |
The default Invoice Type which is Standard. |
|
Invoice Date |
The invoice generation date. |
|
Due Date |
The date by when this invoice should be paid by the customer. |
|
Days Outstanding |
The number of days taken to collect the revenue from the invoice due date. |
|
Status |
The stage at which the invoice is in the entire process. An invoice can move to three statuses: Draft, Approved or Cancelled. For more information, please refer Invoice Life Cycle . |
|
Total Invoice Amount |
The sum of all charges and applicable taxes associated with this invoice. Please note that due to the precision configuration, the Total Tax Amount might differ from the sum of Tax Amount on the Invoice Line Items. |
|
Total Due Amount |
The invoice due amount. |
|
Payment Status |
The payment status of the invoice. It can be Unpaid, Paid, or Partially Paid. |
|
Invoice Summary Criterion |
The criterion to summarize the invoice lines. For any custom values, create the custom field on the Invoice Line Items object and enter the API name of the field (e.g., APTS_List_Price__c) into the global picklist. Select the picklist value before attempting to re-generate the summary. |
|
Total Tax Amount |
The Tax amount derived from aggregating the tax amount on each invoice line item. |
|
Payment Term |
The payment term associated with the Order. |
PO Number | The Purchase Order number. |
Delivery Status | The status of invoice email delivery. The status is Pending if the invoice is not delivered. If the invoice email is sent successfully, the status changes to Delivered. |
|
Total Additional Fee Amount |
The sum of all additional invoice line items' amount (if any) in this invoice. If finance operations administrator has configured invoice fee types for the account, Conga Billing generates additional invoice line items for each invoice fee type associated with the account, during invoice generation. |
|
Error Status |
If you manually or automatically approve an invoice, any error during custom numbering or tax callback will be shown here. The status can be either "Custom Numbering Error" or "Tax Calculation Error". |
|
Error Message |
The details of exactly what went wrong during custom numbering or tax callback execution. |
Invoice Attachment Template | Name of the template to use when creating an attachment file for the invoice. |
Invoice Email Template | The name of the email template used to create an email to deliver the invoice attachment file. |
Invoice objects contain Bill To Address, Ship To Address, and Sold To Address details.
- Bill To Address: The Billing Address of the Bill To account is used as the Bill To address of the invoice.
- Ship To Address:
-
Scenario: All invoice line items have the same Ship To Account.
If all invoice line items have the same Ship To Account, use that account as the Ship To Account of the invoice.
Refer to the following table to determine which address is used as the Shipping Address of the Invoice.
Account
Type of Address
Address Present?
Outcome
Ship To Account
Shipping Address
Is Present
Used as the Shipping Address of the Invoice
Not Present
Checks for Billing Address
Billing Address
Is Present
Used as the Shipping Address of the Invoice
Not Present
Shipping Address of the Invoice is left blank
-
Scenario: All invoice line items do not have Ship To Account.
If all invoice line items do not have Ship To Account, the Ship To Account of the invoice is left blank.
Refer to the following table to determine which address is used as the Shipping Address of the Invoice.
Account
Type of Address
Address Present?
Outcome
Bill To Account
Shipping Address
Is Present
Used as the Shipping Address of the Invoice
Not Present
Checks for Billing Address
Billing Address
Is Present
Used as the Shipping Address of the Invoice
Not Present
Shipping Address of the Invoice is left blank
-
Scenario: All invoice line items have different Ship To Accounts.
If all invoice line items do not have different Ship To Account, the Ship To Account along with the Shipping Address is left blank.
-
- Sold To Address: If all the invoice line items have the same Sold To account, the Sold To account of all the invoice line items is used as the Sold To account of the invoice.
The Billing Address of the Sold To account is used. If there is no Billing Address associated with the Sold To account, the Sold To account and the Sold to Address is left blank.
It is left blank if all the invoice line items have different Sold To accounts or there are no Sold To accounts associated with all the invoice line items.
An Address is not considered valid if the Street field is missing in the address.
You can perform following actions on an invoice:
- Approve Invoice: The initial status of an invoice is Draft. The moment you click Approve Invoice, the invoice moves to Approved state. Similarly, you can Cancel or Delete an invoice. Please see Invoice Lifecycle for details.
- Regenerate Invoice Attachment: To regenerate Invoice document, click Regenerate Invoice Attachment. The invoice document will be available as an attachment under Notes & Attachment related list.If Custom Invoice Numbering is activated, the Invoice document name will have the format - 'Custom Invoice Number'_'Template Name'_Date. If not, the document name will consist of the Salesforce Auto Number.
- Send Invoice Email: To email this invoice, click Send Invoice. The Delivery Status will change from Pending to Delivered after the invoice is emailed to the contact. Please see Sending an Invoice Email.
- Generate Invoice Statement: To generate an invoice statement that lists all purchases till the specified date, click Generate Invoice Statement. Please see Generating an Invoice Statement.
- Create Credit Memo: To generate a Credit Memo manually from the invoice, click Create Credit Memo. Please see Generating Credit Memos from Invoice.
If your invoice contains a large number of invoice line items, a batch job is submitted in the background to process them.
You can also check the Activity History related list on this page to track the email activities for this Invoice. Check out Billing System Properties to turn off the activity tracking.
