The Invoices Module in allows you to easily view, manage and send invoices directly from LOCATE. Invoices are issued automatically in LOCATE when a Sales Orders is picked up. Invoice issuance is also dependent on the Invoice Grouping Method chosen for the Company, Customer or Sale Order.

Location

  1. From the Main Menu navigate to Accounting > Invoices

Tutorials

Manual Invoice Issuance
Invoice Grouping Method

FAQ’s

How do I back date an Invoice?
Why is there a gap in Invoice numbering?
Why are Invoices in Xero pushed over as Draft?
Why is the Invoice sitting in a ‘Pending Issuance’ Status?
How to edit/adjust an Invoice that has already been Issued?
Why is your invoice not showing up in the accounting platform?
Why does my invoice show as not paid in the accounting platform but as paid in LOCATE?
If we have an email event set up to send email on Invoice Issuance either to be delivered internally or externally, where can we see that it was sent?

Pages

List Detail – The landing page for the Invoice module and where to view previously created invoices
Details – View/edit related sales order specific details
Notes – Make internal notes about an invoice
Docs – Attach documents to the invoice
Payments – View and apply payments for the invoice
Ledger – View accounting details related to the invoice
Custom – Manage invoice custom fields
Audit – View the audit history for this invoice

Actions

Note: Actions will be shown or hidden based on the order type, status, workflow, and user permissions.

Send Email – This action will open the Send Email modal. Users can send an email to the customer or internally.
Pre-Pay Invoice – This action is available for unissued invoices and will allow you to flag the invoice for prepayment. Status will change to Awaiting Payment.
Issue Invoice – Only Invoices with these methods can be manually issued: By Order and temporal (e.g. By Customer Daily, By Customer Monthly) type invoices. For more information on manually issuing Invoices, visit the Manual Invoice Issuance page.
Unissue Invoice – Unissue the invoice to make it available for editing.

Statuses

Unissued – Only an option if invoice was flagged for prepay, or when an Invoice is created at the completion of the Shipment, awaiting pick up to be issued.
Awaiting Payment – If an order has been assigned a Pre-Payment Amount, it will remain in this status until payment has been made in full, then will change to Paid.
Pending Issuance – Invoices will only be in this status for a short period while they are waiting to be processed.
Issued – Invoices are automatically issued upon pickup of the order or manually issued via the Manual Invoice Issuance criteria. Orders that are partially paid will remain in an Issued status in LOCATE, as AR is to be managed in the accounting platforms.
Paid – The invoice was paid in the accounting platform or in LOCATE. (If payment is removed in the accounting platform, this will NOT update to show as not paid.)
Credited – Completed Credit Memo Invoices.
Voided – A voided invoice, or if an SO associated with the invoice was voided, the invoice will move to a voided status.

Invoice Fields

Field NameField Description Field Options Field Notes
NumberThe Invoice number

Invoice number will be auto-assignedTo configure the format of auto-generated Invoice numbers, visit the Invoice Settings page
CustomerThe purchaser of the goods or service being requested on the Sales OrderCustomers can be managed from the Customer module
Sales Order NumberSales Order Number associated with the Invoice
Sales Order Payment TermsIf the sales order has a payment term applied, the payment term will be applied to the resulting invoice and the due date will be calculated based on that payment term.
TypeThere are three different Invoice Types. There is the standard invoices, there is a deposit invoice and a credit memo invoice. Invoice – this is just the standard invoice that gets generated from a sales order.
Deposit – this is just the deposit invoice that gets generated from the pre-payment of a purchase order.
Credit Memo – this is the credit memo invoice that gets generated from an RMA (Return Merchandise Authorization) or Return Order with a Customer.
Grouping MethodInvoices are created automatically in LOCATE, based on the option specified on the Invoice Settings, on the customer, or on the sales order. By Pack (Default) – Upon packing the order for shipment. The invoice will contain the items that have been packed in the carton for shipment. (May not contain all order items, they will be on alternate invoices once packed.)
By Ship – Upon shipment of carton. 
By Customer (Monthly) – One invoice per customer, per month. No matter the number of orders. 
By Order – Will not invoice until the SO is completely fulfilled, packed and shipped. 
By Pack Carton – Upon packing the carton for shipment. The invoice will contain the items that have been packed in specific carton for shipment. 
By Ship Carton – Upon shipment of carton. The invoice will contain the items that have been shipping in specific carton. 
By Customer (Daily) – One invoice per customer, per day
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Customer PO NumberThe purchase order number from the customer that correlates to their side of the transaction.
Created At/Created OnThe date and time on which the Invoice was created
Updated AtThe date and time of the last change made to the invoice
Invoice Date The created date refers to when the invoice was generated and saved. This is determined by the invoice method.
Send DateDenotes the date the first email was sent related to the invoice.
Due DateDue date is calculated using the invoice date and the payment terms.
Grand TotalTotal of the invoice plus all taxes, fees and discounts.
Total (Balance)The balance of the invoice.
MemoA message intended to be seen by someone outside of your company, e.g the customer
Custom FieldCustom Field’s for invoices will only populate once they have been added under the Settings > Invoices > Custom Fields > InvoiceQBO allows 3 custom fields on Invoices. QBO Advanced claims you get up to 15 custom fields and added data types. The catch was that the API was only permitted to write to the first 3 of those 15 and they had to be text fields.