Welcome to this month's Steelhead master class it is on invoicing and it is with Mary Jane Haataja and she go over some of those points that we had in our updates hello every can everybody hear me okay yes yes okay perfect perfect so we had picked out four topics on invoicing to cover we know there's a lot with invoicing but
these were some things that we did get a bit of questions about so I'm just going to Dive Right In You should all be seeing my steelhead home screen all right perfect so first thing we're going to cover is how your sales order lines are your invoice Lin so if you're get to invoicing and you go to create an invoice and your line is not what you expect it to be it's because when you entered the order in your sales order it wasn't put in the correct way so if I go into a sales order here this sales
order line this is exactly what's going to show up in your invoicing page so I can show you that here so you're going have your line and your line items so your sales order line is basically the description of how you are invoicing for the parts that are on that line and then the association here is linking it to the actual parts that you are invoicing for so you can have if I go back into the sales order you can have sales order lines underneath this like for shipping that don't have any parts
on them you can have multiple line items here which is basically a breakdown of how you're charging for the part this is generally intended for internal use so you can break down where that revenue is coming from because each product can be assigned to GL code and then that will be split up when your invoice does get synced over to your accounting software so as long as your sales order looks good your invoice is going to look good and then in invoicing we have a couple different statuses here that
you can filter by so I'm just going to go through these to make sure that everyone gets them so open sales orders would be any sales order that has a status of open which you you can tell if you go into a sales order page or into any sales order and it will be right here so anyone that's open is going to automatically show up in your invoicing partially closed would be a sales order that has multiple lines and at least one of them is closed or has been invoiced for not so you can close a line without
invoicing for it Parts received would be parts are on a work order so you have active Parts in process and then you can filter by all you can go look at all your sales order line sales orders that are closed that have already been invoiced for or haven't been or if you need [Music] to and then the big ones that we mostly use here would be ready to invoice and parts ready to invoice so the difference between these two is ready to invoice is the dollar amount that is ready to invoice so whereas Parts
ready to invoice is purely based on where your parts are in the process if they're at your invoicing node or past it so let me find my so if I go here this sales order just got one line and it's got parts and all of these parts are at the ready to invoicing node if I go into my work order here so all parts are at the at the last step they're ready to be invoiced and they're attached to a line that is open but here you can also have a your shipping line here that is not associated any parts cuz you're
just building that for the sales order completely it's not attached any parts that will always be ready to invoice because you can invoice for it at any time so this invoice or this sales order is not going to show up as ready to invoice if I'm only filtering by Parts ready to invoice because the parts Associated to the first Cent on that sales order we're not at the invoicing step and your pay to ship would show up every single sales order that has cash on delivery terms if they're set up for payment
required before shipping and that warning will also show up on your shipping dashboard to say payment is required before you go to create that packing slip all righty and then if we go here so if I have a I'm actually going to show you what this work order looks like first so if you have a work order that's got one part number that's on one sales line that's got many groups and all of these groups are at different parts on the tree each of these groups is considered a different part account which
is why it'll list each group underneath that line as a part Association so back here we can see that this pops up automatically at 25 that's ready to invoice so these are the ones only ones that are at invoicing and I'm just linking that this invoice belongs to these parts and when I create this invoice it won't automatically close the sales order line here because I still have all of these parts that I haven't invoiced for so your your Association just links the actual parts that you're processing
to the line that you're building and then you can track and make sure that your invoice belongs to the right packing slip or the same Part Group and then your parts done invoicing are basically like the function of that is so that when you click this so for group number six and I create this invoice our Internet's been a little slow here so I apologize for the weight but after I create this for group six and I go back in and I want to create another invoice for the same line for one of the other
groups that group number six is not going to show up anymore because it's considered done which is helpful if you're invoicing by packing slip and then you're not then you don't have two invoices assigned to the same parts so it's the same part number but a different part group so it keeps them separate and then you can track them a little easier and make sure you're not making sure you're invoicing for the right pieces but it really cleans up this page when you've got one work order that's got
a bunch of accounts and then if you have and then the last thing we wanted to go over was this cannot invoice Parts tab so these parts parts will only show up here if you have parts that are stuck at an invoicing node and for some reason they cannot be invoiced so that's for one of two reasons one you created a invoice for a part but did not associate the parts to that invoice and then your sales order closes but your parts are still active so they would show up here and then to fix that we would
go into the work order because you're invoice is still going to look correct it's still going to have the two parts that you're invoicing for based on your sales line it just didn't link the parts to them so to get this to be removed from this page you can go into your work order and complete the parts and then the same thing for the other one that was here the other reason Parts would show up here even if they are associated to an invoice would be if I'm here if my parts maybe I made an I created
the invoice for these parts when they were up here in final inspection instead of waiting till they were in in invoicing so I made the invoice I Associated the parts I hit done invoicing and then my guys continued to move the parts to invoicing but now that they're there at invoicing there's nothing left for them to do because they've already been invoiced so then at this point you would just complete your parts so if this so the point of an invoicing node would be if you do not want to complete
your work order until you've already created the invoice for it or even and if or if you have a lot of parts that are getting stuck in these scenarios but you've already invoiced for them the option would be to remove your invoicing note cuz then the part would still show up as ready to invoice if they get completed so your filters for your sales orders would still be correct even if you didn't have an invoicing Noe but this is a good place to look if you're if you got Parts here and you're like
why aren't they being completed or am I invoicing for the right things so those were the main points that I wanted to cover and I think I might talk a little little faster than I anticipated so now we have a lot of time for questions or if there's anything else that you'd like me to dig into good morning everyone good morning hi this is Nancy at saon hi I do have a question on the invoicing part of it under status okay paid to ship so I know we do have cood customers all the time C can you explain
that a little bit again because I go to that tab there's nothing in there so what brings something into here so this would be based on your invoicing terms it looks like Sue had a similar question if you go to view all invoices and then into your invoicing terms you can select your cash on delivery or you can create a new term that says is payment required to ship and then it would show up if you have any sales orders that have this term attached to them so here that would be when you create your
sales order or you can edit a sales order that already exists but you can edit the terms if you already have terms that would be cash on delivery that you'd like to use this for and you can just edit that to say hey yes I want to check this so let me check for quick one and of course now that I need one I don't see one but let's see because if I'm not mistaken I think the cells order all okay so if I enter a customer today ABC and on the customer file I click Cod is that it or I still need to do
you Cod is that it or I still need to do you Cod is that it or I still need to do you would still have to go into your invoicing terms and make sure that cood is checked as is payment required to ship okay and and how do I access the invoice terms again from invoicing go to view all invoices up here okay and then invoice terms is right on the top in the same spot terms okay okay so then I see the Cod here and then I'm going to edit it and put this payment required for shipping I'm GNA click that
save okay now I see the yes in there so that's it then ocod customers then will prompt when front desk is trying to create a packing slip yep so it won't stop them from creative a packing slip but it will give them this morning that payment is required oh nice okay I like it perfect okay okay okay that's that's good okay that was my only question so far and hi Elizabeth nice to meet you hi Nancy how are you good good and you good good I'll probably calling you in a little bit or later so okay sounds
good thank you and hi Ashley I I met you before hello [Music] there and thank you Mary Jane but yeah it's I know I have another few questions but that's not not much for invoicing so I know this class is for that so I will address those later okay and also if you hover over any of these it will tell you exactly more information on them and then this dialogue is also very helpful okay perfect hello hello hi this is Ben with Twin City plating we have a a question when orders go from the shipping node
to the invoicing node U if you go to like your shipping page and the packing slip sign box in the bottom right we throughout I mean that will fill up throughout the day and we'll have you know hundreds of orders in there and we end up having to click each one individually and move it to the invoicing node is there something we're missing that could possibly select all and move all to invoice there is you can create a shipment and that will allow you to move them all in one spot let me see if I can
come up with an example of how that looks for you can you create a shipment in that I don't think so yes so if you click this you can create or transfer shipment so if you can you'll be able to select multiple options here and if you go here you can create a shipment and then if you're just using this to move things a little bit faster none of this would be super important for you and then from here if you click this one it would complete all packing slips that are within the shipment and then move
them all over to invoicing okay so you're saying just create a pseudo shipment to move them all okay so if you create a shipment like prior to this it will allow you to sign all of those packing slips if they're all for one customer you can sign all packing slips at one time as well move them all together we are we use it that way and we have several that are shipments when we get there but then we have many that are not and then we end up spending minutes doing all you know hundreds of clicks clicking
the box and then moving and clicking the box then moving it and we'll just we it' be nice to have a move all button gotcha gotcha are you often moving like packing slips for like one customer at a time or do you do many packing slips for each sales order or is it usually like a one packing slip per sales order on when they get piled up here one packing slip per sales order it's just 60 or 150 orders 15 different customers sometimes yep so yeah making a fake shipment might be the fastest way that
exists today and that won't impact it when it shows up over to it's an option I would like as well oh thank you Carlos so okay but if I make a fake shipment it eliminates one click out of two clicks all right so I save well potentially 50 clicks instead of 100 clicks I just cut my Clicks in half yeah kind of but now when I go to invoicing does a shipment when I go to the invoicing node it's not going to screw up that will it because it's in a shipment or it doesn't matter nope nope it'll still show
up as separate sales orders there is a setting I'm not sure if your account has turned this on where you can invoice by shipment so you can make one invoice for a shipment but that's not required it would still show up as individual sales orders when you go to invoice them for on your sales order tab all right that's that helps that'll save a little time but yeah a request we'll put in is a select all ship all or move all or whatever okay I will I definitely share that with my team I have a question
on you know we're just talking about the terms and how you can make it so it's pay it before ship I went into to change a customer for the terms and once you have a customer set up it appears as though I can't change terms for that customer you will have to change them if it's synced to your accounting software you can change them in your accounting software which terms you want okay and then that will update in steelhead oh okay perfect thank you Carlos just reading your question here you have
orders that have gone through shipping and are in the invoicing node and then get moved back to shipping it shouldn't automatically move that backwards soone says in invoicing would you because they wouldn't move back if at least twice a day I can look into that for you that shouldn't be happening but I can reach out after this to get specific work order examples or so I can really figure out what's going on there okay I'll follow up with the rest of my team on that hi Mary Jane this is Anna at
Wolf powder coating I have a question okay we used to have the ability to bring back a voided invoice but that no longer longer is an option is there another way we can do that you once you void an invoice you have to recreate the invoice so if you are here and you want to like undo one of these invoices that haven't been synced to your accounting software you can do that pretty quick and voiding the invoice would pop this sales order back up on this page to recreate but you cannot unvoid an invoice
so it would have to be a brand new created invoice okay sounds great thank you so much much Mary Jane absolutely we think we understand the Clos and complete and all the orders going forward are properly being closed and complete but on that box or node that you're pointing at the sales order one we have thousands of orders that are gone and inv and customer paid but they are not complete and not closed is there like a easy way to clean that up the work orders themselves are not closed yeah okay
I think we were we were invoicing them wrong at one time and we weren't marrying them parts to sales orders so now that that is just cluttered with a bunch stuff that is gone paides gotcha there's not like a complete all button we would have to go into each individual work order and complete those but if you want help with that we can we can work some out and make sure that we're so then making it complete is one thing but then making it closed is another thing so if you're closing your sales order
will will not complete any of your parts but it will prevent you from creating any more invoices against the sales order and then just because yeah they are separate and then if your work order is still open you you'd have to go into each one and just complete the parts so go into the work order complete the work order then go into the sales order and close the sales order and that whole box will be cleaned up yes if your invoices are all created I would think that your sales orders still would
have closed and you might just have open work orders or are your work orders and your sales orders still open double check but I think we got a combination okay thank you yeah hi Gina from insertech here I'm wondering on the invoicing screen where on the far right where you see what you've invoiced there doesn't seem to be any way to filter like if an email was unsuccessful not delivered or if something didn't sync I think well I think as I say that with the syncing you'll get the error and that's
up in the notifications but it would be nice to be able to just see the invoices with whatever issue or status like the inv go through or yeah whatever it is okay if you go to the view all invoices page okay you can filter this way and then you can filter by Sync status so you could just search by all of your unsynced ones okay or also by email status but that's just sent or unsent I don't if that would fil what's undelivered yeah so not really anything right now for anything undelivered nope but
I can request that with my team yeah that would be great okay thank you looks like we are coming to the bottom of the hour are there any last minute questions or anything else I can help with well I appreciate you all taking the time to hop on this call you know time is valuable so if there's anything else we can do for you just let us know and this will be available on our YouTube as well this video was recorded So if you ever need to refer back to it probably give it a couple days but then they'll
have it up there for you guys all righty everybody have a good day thanks Mary Jane