Creating a Channel Invoice

Updated 2 months ago

Creating a channel invoice is the second step in SellerCloud's Channel Invoice workflow. This feature lets you create a channel invoice based on the shipped orders for a date range in SellerCloud, so you can reconcile the channel's invoice against SellerCloud data and apply the channel's payment to that invoice.


Create a channel invoice

Prerequisite: Before you can create a channel invoice, you must add the channel customer.
  1. Go to Customers > Channel Customers.
  2. Click the channel customer's Display Name > click Invoices > Create Channel Invoice.

  3. Complete the fields on the Channel Invoice page.

The table below defines each of these fields (red asterisk = required):

FIELD

DESCRIPTION

Company

Defaults to the company you chose.

Channel

Defaults to the channel customer.

Invoice Date *

Choose a date for the invoice.

PO/Deal #

PO or Deal # associated with a channel invoice.

Reference #

Enter an optional number to cross-reference this channel invoice with your own internal invoicing system.

Note: Leave this field blank to have it auto-populated, based on the setting Update Reference # with QuickBooks Invoice #, if you are using QuickBridge to post channel invoices to QuickBooks.

SKU

If the channel customer invoices you by product ID, you can create their invoice by item SKU.

To find an item, click SKU to open this Search box:

Start Date * and End Date *

Select the start and end dates for the ship-date range of the invoice's orders.

Discount Allowance

This defaults to the discount allowance set in the channel customer's General Information, but you can update it here per invoice, or add it here if you left that value blank when you created the channel customer.

Enter the amount ($) or percentage (%) the channel deducts from what they will pay you for each item.

Freight Allowance

Defaults to the freight allowance set in the channel customer's General Information, but you can update it here per invoice, or add it here if you left that value blank when you created the channel customer.

In either case, enter the percentage the channel deducts for shipping.

Include Shipping

Defaults to the channel customer's General Information setting, but you can update it here per invoice.

Deselect or select the box. Selecting it will show a Shipping Total line on the channel invoice, which represents the total shipping amounts from the orders in the invoice.

Note: This setting does not apply to Groupon.

  1. Click Create Job.


    A job is scheduled to create an invoice from all orders that shipped during your chosen date range.

    Click the Job # to monitor the queued job and from there you can click the completed job's Invoice # to jump to the new invoice. Show me where.
  2. To see invoices, click the channel customer's Invoices page to see the new invoice created.

COLUMN

DESCRIPTION

Invoice ID

The auto-created number for the channel invoice.

PO/Deal #

PO or Deal # associated with a channel invoice.

Note: You will find these numbers referenced in the Channel Order # (2) field in orders.

Reference #

The optional number that cross-references this channel invoice with your own internal invoicing system.

Channel

Name of the channel customer.

Date

Date you entered for the invoice.

Grand Total

Invoice total.

QB Exported*

Status of the invoice's export to QuickBooks (Yes/No).

*Only appears if Enable QuickBooks Workflow is selected in the Client Settings.

  1. Click an Invoice ID to open its detailed grid, as described below.


About the channel invoice grid

The invoice grid shows one line for every order item.

Use the Invoice Details' Reference # field and Update button to enter (or change) any number you are using to cross-references this channel invoice with your own internal invoicing system.
The Invoice Details will have a PO/Deal # field (show me) - If that number was entered when creating the channel invoice. In addition, one or more of the following fields appear here if populated during invoice creation: Freight AllowanceDiscount AllowanceInclude Shipping, and Product ID (SKU). Also, the invoice's QB Exported appears if the Client Setting Enable QuickBooks WorkFlow is selected. A grayed-out QB Exported icon denotes a Not Exported value.

You can perform the following on this page:

  • Click Expand to see each order's details, as described in the table below.

  • Click each Order # to open each order. Once there, you can jump back to this invoice by hovering and clicking the Invoiced status' Invoice ID number. Note: This convenient feature requires this order status display setting.

  • Select one or all SKUs and from the Action Menu, choose:
    • Delete (this order item from invoice)
    • Export to Excel
    • Export a Proof of Delivery as Excel file with tracking numbers for each item in each selected order (not selecting any orders will export ALL orders)
    • Mark as QB Exported/UnExported the selected orders (if the Client Setting Enable QuickBooks WorkFlow is set to true)

The table below describes each of the columns, starting with the collapsed view and followed by the expanded view:

COLUMN

DESCRIPTION

Collapsed view:

-----

ID

For this invoice only, the identification number for the SKU.

SKU

Product SKU from SellerCloud.

Channel SKU

SKU used by the channel. This can be the same as the SKU from SellerCloud.

Shadow SKU

Populated if the SKU is a shadow.

Product Reference Number

Unique reference number from the channel.

Qty

Total quantity of items sold.

Unit Price

Gross price that the channel paid the seller for the unit.

Net Unit Price

Calculation: (Freight Allowance + Discount Allowance) * Qty

Net Total

Calculation: Net Unit Price * Qty

SubTotal

Calculation: SUM(Net Total).

Grand Total

Calculation: SubTotal + Shipping Total

Note: If the Include Shipping setting is not selected during invoice creation, Sub Total will be the same as Grand Total.

Paid Total

Amount of the channel payment that has been applied to this invoice.

Balance

Amount that is still open for this invoice.

Calculation: Grand Total - Paid Total.

Expanded view:

-----

Order #

Unique order identification number in SellerCloud.

Order Item #

SellerCloud's unique identification number for each item. This number originates from the order.

SKU

Product SKU.

Channel Order #

Unique order number from the channel.

Fulfillment Line Item ID

Unique reference number for each item ID, primarily for Groupon.

Qty

Total quantity units of this SKU.

Amount

Sum total for an item on the order. This number represents a part of the Net Total.


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