Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

How invoices work in Allmoxy

One invoice per order, the other invoice types, invoice and charge dates, numbering, voiding, emailing, and bringing over an existing balance.

Every order has exactly one invoice. It's created the first time the order is saved, carries the same number as the order, and follows the order's totals as the order changes. Credit memos, finance charges and fees are invoices too, and all of them live at Financial > Invoices.

Applies to: catalog and project orders. Viewing an invoice needs the invoice permission. Voiding, emailing and credit memos need Manage Invoices.

In this article

Invoice types

  • Orders: one per order, kept in step with the order's subtotal, tax, shipping and any supplier charges.
  • Credit memos: credit you give a customer. See Use credit memos, account credit and write-offs.
  • Finance charges: one per customer per month, when you charge interest on late balances.
  • CC fees: card surcharges, recorded as already paid.
  • Bounced payments: the fee you add when a check bounces.
  • Other charges.

The invoice list shows the number, customer, name, type, date and amount, and filters by type. Customers see only their own company's invoices.

Every invoice needs an order. To bill without your catalog products, use an Itemized Order and enter the line items by hand, or create a product named Invoice and override its price on the order. Allmoxy creates the order's invoice page as soon as a bid is saved, so your customer can see the total right away.

Invoice date and charge date

  • The invoice date is set when the order is placed.
  • The charge date is set when the order reaches the charge status on the customer's payment term. It's the date shown in the invoice list, and the due date is the charge date plus the term's grace days. If an order ships before reaching its charge status, shipping sets it.
  • Moving an order back to bid clears the invoice and ship dates but keeps the charge date.

See How payment terms work for how the due date drives statements, reminders and finance charges.

Invoice numbering

An order's invoice has the same number as the order. Credit memos, finance charges and fees take numbers from the same sequence, so order numbers can skip. Order numbers are whole numbers only, with no letters or symbols. To start numbering from a different point, go to Settings > E-commerce > Order Settings and enter the number in Set Next Order #. It must be higher than your existing order numbers. Existing numbers can't be changed.

Void an invoice

  • To void an order's invoice, move the order to Void. Moving it back out of Void makes the invoice active again.
  • To void a credit memo, finance charge or fee, open it and click Void This Invoice, then confirm.

Voided invoices drop off the list. There's no delete. Voiding doesn't undo payments already applied to the invoice, so undo those first if the money needs to come back.

Email an invoice

To email an invoice by hand, open the order's Invoice page and click Email in the Send To panel. To send invoices automatically when they come due, see Email invoices and payment reminders automatically.

Bring over a customer's existing balance

When a new customer already owes you money from before Allmoxy, create an order for that amount (an itemized order works well) and move it to its charge status. There's no way to type a balance straight onto an account.

Two ways to build that order:

  • An itemized order with the amount in Other Costs, where you can also add a comment.
  • A product named something like Outstanding Balance with a number attribute, so you can enter the amount owed.

Create one order for each company, so each one has an invoice to pay.

Related articles