Invoicing

Has anyone ever come across Visual creating duplicate invoices?

We use Invoice Forms to create invoices from items we have shipped in Shipping Entry. We invoice each shipper one at a time - as soon as it's been approved by management. (Sales-Invoice Forms, File-Generate/Print One Invoice)

I've noticed that a lot of these are creating duplicate invoices, one sequential number apart. For example, one Shipper (#00806) generated both invoices 01012 and 01013. They are duplicate except (when viewed in Receivables-Invoice Entry) one has a line item for sales tax and one does not.

Our accounting is currently on a separate system until the end of our fiscal year, so I am trying to test invoicing, but have discovered this issue. Has anyone else seen this? Why is it happening and how to I make it stop?

Thank you!

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Comments

Legacy Contributor

Terri,
When is the duplicate invoice created? For example do you create an invoice for a packlist and it generates two invoices right then? Or do you create an invoice but the packlist does not drop off the eligible list? What boxes are you checking in the Invoice Forms window?

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Legacy Contributor

Each morning, we run invoices in two steps:
1. Drafts for approval by management are printed with "Print Draft - Do Not Save Invoice #'s" checked.
2. After management approval, we print them with "Create A/R Invoices" checked.

After step 2, the duplicates appear.

My first thought was that the duplicates were the drafts. But if that were the case, all of the drafts would be numbered together and all of the A/R invoices (step 2) would be numbered together. As in, Step 1 is numbered 1,2,3,4,5 and step 2 numbered 6,7,8,9,10.

But they aren't numbered that way. They are numbered consecutively and don't appear anywhere as an invoice until step 2 is done. For example, the first invoice creates 1,2, the second invoice creates 3,4, etc.

I also noticed that the first of each invoice shows pricing but is a $0 invoice.

Am I doing step 2 wrong so that it's leaving the drafts out there?

andreas-hanschmann

In Visual Financials, Accounts Receivables, Invoice Entry, use File -> "Transfer Invoices from Manufacturing." This will convert your drafts to invoices.

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Legacy Contributor

Excellent! Thank you so much!!!!

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