invoicing without shipment

Have a need to be able to invoice without shipping, but Navision won’t let you (in a sales order). Navision requires that the shipment happen first. Is this a common problem? (We do want track shipment, but after payment is received.) Ideas? Edited by - SNielsen on 2001 Sep 25 20:00:25

Well Paul, you can’t actually do what you are trying in Navision. It is not a common request, but we do hear it from time to time. The normal solution is to modify the order handling process, to allow payments against an order. There is a Sales Tax issues to be aware of in this case. In any case you are going to need to discuss it with your NSC to get a modification made to either your Navision system, or your operating procedures. _________________________ David Singleton Navision Consultant since 1991 dmks22@home.com___________

Moved from Developer forum… /Soren

We do this routinely. Just omit the Sales Order process completely and create a Sales & Receivables Invoice directly. The process is identical and completely bypasses the Pick Slip / Shipment processing. Remember that the Sales Order, Pick Slip and Shipping documents are only temporary, in the end Navision deletes these and creates an Invoice on the Customer ledger.

Well by using the sales invoice you actually take the inventory out of stock and invoices it. I think the solution Paul is looking for is invoice the customer for the amount before shipping the goods. Navision workflow is: 1. Ship or Ship and Invoice 2. Invoice depending on the document type you are using. /Soren

I interpreted this question the same as Søren. Maybe Paul can shed some light on whether I understood the issue? _________________________ David Singleton Navision Consultant since 1991 dmks22@home.com___________

We have a similar situation with one of our clients, whereby the customer must pay for the goods before they are shipped. We did a simple modification to print the invoice from the order (without posting as ship/invoice). We added applied-to to the sales order that allows the user to apply the payment (already posted to the customer card from the cash receipt jnl) to the sales order. There is a test to ensure that payment has been received and applied to the order before allowing the order to be shipped/invoiced. This was not a difficult change. Just one option…

It’s not an ideal solution but what you can do is make an order acknowledgement report look like an invoice. Send that off to the customer without actually posting the order. When you receive the payment, you use the normal ship and invoice then apply the payment straight away. As I say, I recognise it has its problems from a accounting point of view but maybe you can live with this. Cheers John

I also solved this common problem by modifying the standard Navision invoice to a so called ‘Proforma invoice’, to be printed directly from within the sales order. Just need to do some find and replace in the existing report and cut out some code. Michiel

Hi Paul, Alternatively you could post the invoice with a dummy location called “In Transit” and then post an item transfer journal from this dummy location to the actual location. I recollect reading a similar requirement in an earlier post in this same forum. Rohith Kamath Senior Consultant The Naviworld Group

Hi there, But the problem for Performa Invoice is that it is Invoice Number is different from actual Invoice Number. Thus when the customer makes a payment against that Performa Invoice no it is difficult to allocate and apply entries to.

If your sales order numbering is something like SO1005 and you invoice numbering IN20067 and you post SO1005 you have SO1005 as a reference on the customer ledger entry as well. That should help to find you “proforma invoice”. If you have partly shipments (do same “order” number on the proforma invoice) it is a little more work to search, but it should not be a big problem. Regards Walter

If I’m understanding the problem correctly, we have a similar situation and have a solution that works perfectly. Some of our customers require the invoice number to be on the packing list and on the outside of the packed cartons themselves. We had our NSC do a simple mod on a customer default basis or selectively on a per order basis that goes out to the numbering series and gets the next invoice number. Its stored on the order header until posting. When the order posts and a “proforma invoice” number exits the posting codeunit uses the proforma number and not another number from the number series. If there is a backorder, it goes out and grabs another invoice number to use for the backorder. Edited by - speetz on 2002 Jun 28 01:31:15

Scott, clever solution as long as you avoid deleting this order (you can’t delete it if you have shipped lines anyway) with the assigned invoice number. To make sure you have no hole in the posted invoices numbering (some countries don’t care about hole, some does). However, I like the solution. Regards Walter

Have you considered that what your customer wants is handling of a PREPAYMENT. According to IAS (International Accounting Standards) invoicing BEFORE shipping is not “allowed”. If the customer must pay for the goods, it is a prepayment, which you can post without any problems in the GL Journal. Then, when you want to ship the goods and invoice them, you have the option on the Invoice Header to Settle the prepayment by filling in the fields “Applies-to Doc. Type” = Payment, and “Applies-to Doc. No.” = the document number of the payment you previously posted. Lars Strøm Valsted ------------------------- Why can’t programmers tell the difference between Christmas and Halloween? Because OCT(31) = DEC(25)