Can Connex Close a Sales Order with an Invoice?

Introduction

You can create sales orders, invoices, and payments with Connex. Our software will create all of these types, regardless of status. Unpaid orders will create no payment.

How do I create a sales order before an order ships, then an invoice after the order ships?

Closing sales orders is out of the box functionality. The solution is to sync orders twice; once before they ship and once after they ship. Here are the steps:

  1. Login to Connex.
  2. Click manage.
  3. Expand orders.
  4. Expand sync orders to QuickBooks.
  5. Expand the transaction area.
  6. Select sales orders, invoices, and payments.
  7. Expand sync manually to QuickBooks.
  8. In the order status field, enter pending and fulfilled. In this case, we assume your orders are pending first, then fulfilled later. If your order are paid and then shipped, enter paid and fulfilled. 
  9. Click submit.

Next, you must add a rule to stop creating invoices

Can I stop creating invoices, if the order has a certain status?

In this example, we will sync sales orders, invoices, and payments for fulfilled orders. The user has Shopify, but other solutions can be used. If the order is pending, then Connex will create a sales order only:

  1. Login to Connex.
  2. Click manage.
  3. Expand the sync manually to QuickBooks.
  4. In the order status field, enter pending and fulfilled.
  5. Expand the transaction area.
  6. Select sales orders, invoices, and payments.
  7. Click save settings.
  8. Go to the Connex rules engine.
  9. Click add.
  10. Click start from scratch.
  11. Choose this action: mceclip0.png
  12. Add this rule to only sync invoices for fulfilled orders. This works for Shopify. If you have another solution, enter another status:
    mceclip1.png

If your orders are paid first, then enter paid instead of pending.

If the invoice is created at a later date, will Connex close the sales order?

Yes, Connex will close sales orders regardless of when the invoice is created. Connex copies the sales order to make an invoice.

Can I just create sales orders and invoices without payments?

If the order is unpaid, our tool should create no payment. If you want to mark certain orders as unpaid, follow these steps:

  1. Go to the Connex rules engine.
  2. Click action and add new rule.
  3. In the title, enter mark as unpaid.
  4. As the action, choose mark invoice as unpaid.
  5. Enter a field to compare, such as payment method.
  6. Enter a map from value, such as PayPal.
  7. In the map to, just enter true.

 

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