Invoicing

Uphance, a fashion production management software, allows you to manage your customer invoices for the sales orders that you have received. It also provides multiple invoicing strategies for you and your customers with multiple payment terms whether a single invoice, multiple invoices with a down payment, invoices with partial shipments or even invoices for products provided on consignment with an expectation of a return.

This page will guide you through the various invoicing options present in Uphance, and how to customize your invoices.

For information on exporting invoices to your accounting software please see our guide to integrating with Xero.

After confirming a sales order and creating a pick ticket for it, you can proceed to create an invoice for that order.

Note: You can't confirm a sales order until you select a payment term. See our Payment Terms Knowledge Article for more information on managing payment terms for your customers. Payment Terms is now a required field.

Once you've confirmed the order, you can select the invoicing method that best suits your business. They are:

We will go over each one of them shortly. Keep in mind that you can't change to another invoicing method later without deleting the existing invoice.

Choosing SINGLE INVOICE will let you create a single invoice for the entire contents of the order.

Choosing DEPOSIT AND BALANCE will start a two-part invoice workflow:

Shipping costs are not included on the deposit invoice (but will be included on the balance invoice) and there is no way to accept a deposit on shipping costs.

Be sure to specify the Deposit percentage (the amount you want the customer to pay in advance of shipment) in the field noted below.

If you select DEPOSIT_AND_BALANCE, you will see the "Create Deposit Invoice" button as shown below:

If you click the button, you will see an outstanding balance for that customer based on the percentage specified for their Sales Order with a "Next Payment Due":

In the top right of your screen, click the Create drop-down menu followed by Invoice for balance:

If you select Invoice for balance, you will get an invoice for the remaining amount.  The Balance Invoice will also include any Shipping cost whereas the initial Deposit invoice did not have Shipping cost since the Deposit is required before shipment.
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Choosing SHIPMENTS as an invoicing method allows you to create an invoice for each shipment that you create. The invoice will cover only the goods in the related shipment.

To create such a shipment invoice, first, you need to create a pick ticket for the order.

As you create Shipments, you will see the "Create Invoice" link at the bottom of your Shipment in the top, right corner:

If you have multiple shipments for different amounts, you would create invoice for each shipment.  After you Create the Invoice, you will see the invoice number associated with the Shipment directly below the shipment.  This method is different from the other two methods described in that you do not have to actually "Ship" before creating the invoice.  

Choose CONSIGNMENT as an invoicing method for consignment sales. After shipping the entire order, you will be able to create invoices for arbitrary quantities as they are sold to the consignee.  For our Uphance customers who subscribe to the Enterprise Plan and use multi-warehousing,  you can also take advantage of our customer-specific Consignment Warehouses. See our Consignment Orders & Inventory Knowledge Article

Choose this method if you plan to invoice from your Shopify rather than Uphance.  If you select Shopify, you will be prompted whether to create the single invoice now or later:

After creating the invoice, the next thing you will want to do is to create a Payment like so:

Uphance will not track these items to closure.  You will manage those within your Shopify.

Also, any Shopify orders you brought over through the "Pull" seeding method will show up with the Shopify Invoice method as well.  

The Due Date field for Invoices is automatically calculated based on what is set as the default under Settings>Invoices in Payment Terms section. The Payment Terms defined within the customer profiles calculate due dates for the Invoice PDFs and are displayed on the paperwork.  

You may edit your invoice manually to modify an invoice due date or Payment Term as needed.  If you specify a Payment Term, you can override the Due Date manually by Editing the Invoice.  However, if you change the Payment terms on the Invoice, the due date field will reset your manual update.

As an example, if you set your Payment Term to Net 30.  Your Due Date on an Invoice created on July 5 will set the Due Date automatically to August 4.  If you edit the Invoice and manually override that due date setting it to December 31, that revised due date will remain despite the Payment Terms being set to Net 30.  However, if you change your Payment Term from Net 30 to Net 60 (or anything else), your manual due date of December 31 will be reset to September 3 (or whatever payment term you selected).

See the Payment Terms Knowledge Article for additional information on Due Dates as well as information on customizing and managing  Payment Terms.

To add incoterms to your invoices, first, you need to set it up by navigating to Settings >> Invoicing >> Incoterms. Once there, add a new incoterm if you haven't added one already. But if you have, you can edit the existing one.

To apply the incoterm, open the order you wish to apply the incoterm to and follow the steps illustrated below:

When you generate an invoice for that sales order, you will see the incoterm on it:

Commercial Invoices are used for International shipments and include Material Composition, Tariff Codes, Mid-Codes, Intrastate Codes and/or Country of Origin if defined within your Products' Variation tab.

To create one, simply open a pick ticket and download/email the commercial invoice for the ticket.

Uphance allows you to create zero-cost invoices or line items for gifts when coupons are applied manually or through eCommerce store sales orders.

To set your Tax Home Currency:

Your Tax in home currency is applied in the following documents:

For more information about how Tax is handled for customers and invoices, please see our Customer Setup Profiles Knowledge Article.

Also, visit our Paperwork Knowledge Article to learn about adding text and changing tax labels.

To edit an invoice, find it and edit it like so:

To download/export your invoices, simply navigate to Order Management >> Invoices>> Actions >> Download Invoices.

You can filter the invoices based on warehouses, channels, seasons, etc.

To download all open invoices, open the invoices page, filter for Open Invoices and then follow the steps illustrated below:

Shipping charges can be added to any invoice (other than deposit invoices). In addition, expected shipping costs can be specified during order confirmation and the cost shown on order confirmation PDFs and pro-forma invoices.

To add shipping charges to an invoice, navigate to Order Management >> Invoices. Locate the invoice you would like to add the charges to, edit it and input the shipping charge.