Order Invoicing Overview

This section provides an overview of the Order Invoicing Process.  This is the normal order completion path and supports an organized and efficient warehouse using the StreamV bin system.

Order Invoicing is the process of invoicing  or completing a sales order, loaner shipment or return to vendor shipment.  These shipments will normally involve the transfer of goods to a 3rd party such as a customer or a vendor.  However, order invoices can also be processed for nonstock items such as labor, services, or minor repair parts (that are not tracked by the inventory control system.)

When a Sales Order, Loaner Order, or Return to Vendor shipment is invoiced using this method, an invoice document, and invoice lines are created to record the outbound shipment, serial and manifest information is recorded, and inventory transactions are created.

When a Sales Order is invoiced, an accounts receivable invoice is created that is used to bill the customer for the items shipped.

When a Loaner or RTV Order is invoiced, a Shipper Invoice Document and Pending records are created to record the shipment, but the customer or vendor is not billed for the shipment (the items are treated as if they are on loan and the Shipper Invoice documents are created with a zero balance.

The Basic Steps in the Order Invoicing process are

•      Producing a Picklist: When the items on a sales or loaner order are ready to ship a Pick Ticket is printed identifying the bins to pick the goods from.  At this point, the system creates records in the Pick file for the goods to be pulled from the warehouse.  One record is created for each bin from which goods are to be picked.  Each pick ticket has a unique “ticket” number.  The Sales Order being processed is flagged as printed (to prevent edits and allocation during picking), and the ticket number is saved in the order lines being picked.

•      Picking the items:  The goods are picked, and are optionally passed by a verification station to confirm the correct goods and quantities have been picked.

•      Loading the Picklist into the Order Invoicing program:  The operator either scans or enters the order number and ticket number. 

•      Confirming the Items and Quantities: The goods to be shipped out are displayed on the screen and the operator confirms the shipping method and quantities.  If the quantity being shipped is not the same as the picklist quantity (i.e. one of the items is short, or broken), the operator can adjust the order line to show the actual quantity that is being shipped out.  Only sales order lines for the current warehouse and pick ticket will be displayed. 

•      Recording Serialized Inventory Informaton:  If any of the items being processed are serialized, the system requires the operator to enter valid serial numbers for the items.  The serial numbers for the items can be scanned in, keyed in or selected from the valid instock serialized inventory records for the item.

•      Entering or Verifying Shipping Charges and Costs: The Order Invoicing program allows you to enter shipping charges and costs (in some situations).  The system supports fixed shipping amounts (carried from the order), manually entered shipping amounts (manually determined by the invoicing operator), and automatically calculated shipping amounts (when automated shipping programs such as Shiprush are in use).

•      Entering Manifest or Box Information:  The Order Invoicing program allows you to record detailed shipment information for each invoice document.  The information that can be entered or is automatically recorded, is based on whether an automated shipping method is being used, and on other parameters.  Normally, one or more manifest records are created for each shipment.  These manifest or box records can used to record the details (weight, dimensions, tracking number) for the shipment and to optionally track the shipment.

•      Saving the Invoice:  When the Save Key is pressed, the system completes the order (which updates several different parts of the system), and it calls the automated manifesting system for the shipment method being used for the order (if applicable).  The system also produces any required shipping documents for the shipment (labels, packing list, invoice)


Shipping Charge Calculation Methods