How to create schedule invoices in X3

By | March 12, 2021

In a normal business scenario, invoices play an important role as it is a key part of any business process. An invoice is a document that maintains a record of a transaction between a buyer and seller, such as a paper receipt from a store or online record from an e-trailer.

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Invoices are a critical element of accounting internal controls and audits.

Charges found on an invoice must be approved by the responsible management personnel.

Invoices generally outline payment terms, unit costs, shipping, handling, and any other terms outlined during the transaction.

 Schedule invoices are also very useful where by defining them the invoiced amount can be periodically charged to the customer and the same invoice can be set to them.                               

Invoice Scheduling enables you to plan when and on what basis to bill clients. Sending your invoices out on time and the ability to forecast revenues is vital for the smooth running of your business. 

Since the advent of the computer era, people and businesses have found it easier to rely on electronic invoicing as an alternative to paper documents. Electronic invoicing, or e-invoicing, is a form of electronic billing to generate, store and monitor transaction-related documents between parties and ensure the terms of their agreements are fulfilled.

These e-documents may include invoices and receipts, purchase orders, debit and credit notes, payment terms and instructions, and remittance slips. Digital invoices are normally sent via email, web page or app.

Some invoices are no longer paper-based, but rather transmitted electronically over the Internet. It is still common for electronic remittance or invoicing to be printed in order to maintain paper records. Standards for electronic invoicing vary widely from country to country.

Order screen
Order screen

Now after creation of the sales order we need to create schedule invoices. So we  need to navigate to All -> Sales -> Invoices -> Schedule invoice generation

Schedule invoice
Schedule invoice

On the Schedule invoice generation screen, we need to select a few mandatory fields like company, site, invoice date, invoice type, etc. Then we have other optional fields like sales order range, customer range, project range, etc. where we can pass order range or customer range or project range based on our requirements or data. So after filling those mandatory fields and optional fields based on our data, we can create invoices after hitting on the “OK” button and if all the information is valid then we can see the created invoices in the generated log file.

So after the invoices are created, we can just verify all the invoices with the ‘Schedule invoice’ visible in the ‘source’ field of ‘Management’ tab of the sales invoice screen. Also, we can see the last generated invoice in the ‘invoicing’ tab of the sales order screen.

With the help of the above blog, we can create schedule invoices in X3.

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