Once an Order is complete – once all its Shipments have been Dispatched and delivered – it will appear in the Invoicing module, on the Administration side of Tailwind. From the Invoice list you can send the Invoice to a Customer, and post it into the system to await payment.
The Invoice list shows all completed and delivered Orders that have not yet been posted. Like all lists in Tailwind, you can search the list in order to pull up a specific Order or set of Orders.
In order to process any of the Invoices, you must first select the Invoice by clicking on the ‘Approved’ toggle on the left. You can process multiple Invoices at once – just click to Approve all the ones you want.
Also remember that you can click on the blue ‘O’ button next to any Invoice to see the Invoice/Order details. This is the easiest way to double-check the Invoice, make any last-minute changes, or print out a copy for your local records.
Transmitting and Posting Invoices
Once you have selected the Invoice(s) you want to process, you can choose to either Transmit, Post, or Transmit And Post them – the three buttons that appear at the top of the list.
Transmitting an Invoice will either email the Invoice directly to the Customer, or open a PDF for you to print – which option is chosen depends on the Invoice Transmit method that you have set for that Customer.
Posting an Invoice will lock down the Invoice details and create a line item for that Invoice in the Receivables list, awaiting payment from the Customer. If you Post an Invoice without Transmitting it, you will need to make sure the Customer is receiving the Invoice through some other channel.
When you Post an Invoice, the system will ask you if you want to ‘Post Invoices Only’ or ‘Post Invoices With Expenses’. The first option will only post the Revenue from the Order/Invoice in question – the second option will also Post any Expenses (as Bills) to the Payables list.
Finally, the ‘Transmit and Post’ option will both send out the Invoice and move it to Receivables.
Posting From the Invoice Record
While the above instructions are useful for quickly processing a number of Invoices, you also have the option to Post an invoice from within the Invoice Record itself. This can be useful if you are already reviewing or auditing the Order/Invoice details anyways, or if you are simply following a single Order through to completion.
Once an Order has been sent to Invoicing and appears in the Invoicing list, a ‘Post’ button will appear at the top of the individual record view. To post the Invoice, click on the button. When you do so, the system will ask you if you want to ‘Post Invoices Only’ or ‘Post Invoices With Expenses’. The first option will only post the Revenue from the Order/Invoice in question – the second option will also Post any Expenses (as Bills) to the Payables list.
To ‘transmit’ an Invoice from the Invoice record itself, simply use the ‘Print’ button on the top right and select the ‘Email’ option; this will do the same thing as the Transmit options described above.
A Note On Posting
Remember that once an Invoice or Bill is Posted it can no longer be modified – you will be able to view it from the Payables and Receivables lists, but making changes will become much more complicated.
Once the Invoice is posted, it is simply a matter of waiting for the Customer to pay the invoice – at which point you will want to make use of the Incoming Payment Wizard.