Apply Multiple Sales Orders to an Invoice

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Use this procedure to apply multiple sales orders to an invoice.

To apply multiple sales orders to an invoice, the values for the fields listed below must be the same for each order. The first order selected in Invoice Data Entry is considered the primary order and is used to determine whether additional orders are valid. Some fields may not be available depending on your settings.

  • Terms code
  • Ship-to code
  • Discount rate
  • Sales tax schedule
  • Salesperson (or salespersons) and commission rate(s)
  • Job number
  • Ship-via shipping code and shipping zone
  • Bill-to customer
  • ACH payment ID (The ACH payment IDs must match, or you can combine with an order that has no payment ID.)
  • RMA number
  • CRM person ID, CRM company ID, and CRM opportunity ID

In addition, you cannot apply multiple orders to an invoice if any of the orders have a credit card payment or credit card deposit.

To apply multiple sales orders to an invoice

  1. Select Sales Order Main menu > Invoice Data Entry.

  2. Enter an invoice number. For more information, see Invoice Data Entry - Fields.

  3. In the Sales Order Number field, enter the first order number for the invoice.

    As noted in the overview section, this order will be compared against the customer's other orders to determine which are eligible to be applied to the invoice. Refer to the overview section for a list of fields that must match. (Click the plus icon next to "Overview" to expand the section if necessary.)

  4. Click the Apply Sales Orders button. The Apply Sales Orders to Invoice window opens and displays a list of orders that are eligible to be applied to the invoice.
  5. Select the Apply check box for an order to apply it to the invoice. For more information, see Apply Sales Orders to Invoices - Fields.
  6. Select the Ship Complete check box for the order if all items will be shipped. The quantity ordered will be entered as the quantity shipped for each of the lines in Invoice Data Entry, but you can change the amount.

  7. Select additional orders as needed, and then click OK.

    Note After you click OK, you can reopen this window to view the selected orders or to select additional orders. However, you cannot change existing selections. If you need to remove an order after clicking OK to apply it, you must cancel and recreate the invoice.

The selected orders are now applied to the invoice. The Lines tab reflects the lines from all of the orders, and any deposits are combined and reflected on the Totals tab.