Creating a Channel Invoice

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):

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.
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.
QuickBooks 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 DetailsReference # 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 QuickBooks Exported value appears if the Client Setting Enable QuickBooks WorkFlow is selected. A grayed-out QuickBooks 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 QuickBooks 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:

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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