Opportunity Management: Invoices

The Details tab of the Opportunities (CR304000) form may include detail lines that represent products or services for potential sales. A detail line may contain a stock item or a non-stock item defined in MYOB Advanced, or it may contain no inventory item at all. (That is, the Inventory ID column on the Details tab may be left empty for the line, which gives you the ability to manually enter a line description in the Description column and other values—such as the quantity, price, discount, or warehouse—in the respective columns.) For details, see Opportunity Management: Products and Services in an Opportunity.

For the opportunity, you can create an AR invoice if a business account of the Customer type has been selected for the opportunity. This invoice will include only the detail lines with non-stock items that have been defined in the system. You cannot create an invoice based on that opportunity if the opportunity includes no detail lines, only detail lines with the Inventory ID column left empty, or only detail lines with stock items.

You can start creating an invoice based on an opportunity in either of the following ways:

  • By clicking Create Invoice on the More menu of the Opportunities form
  • By clicking Convert to Invoice on the More menu of the Sales Quotes (CR304500) form

Clicking either of these commands causes the system to open the Create Invoice dialog box, where you can specify basic settings, including whether prices and discounts should be recalculated.

Tip: If the products, services, and total amount of a deal are still being discussed, and the Manual Amount check box is selected in the Summary area of the Opportunities form for an opportunity, to create an invoice from an opportunity with this check box selected, you can select the Create an Invoice for the Specified Manual Amount check box of the Create Invoice dialog box.

When you click Create, the system closes the dialog box and opens the Invoices and Memos (AR301000) form with the applicable settings filled in, so that you can create an invoice associated with the opportunity or the sales quote. For more details about the creation of an invoice from a sales quote, see Opportunity Management: Sales Quotes.

Creation of an Invoice from an Opportunity

When an opportunity-based invoice is created, the values of the following settings are copied from the opportunity on the Opportunities (CR304000) form to the invoice on the Invoices and Memos (AR301000) form:

  • The settings in the Bill-To Address section (including the Override check box) from the Financial tab of the Opportunities form to the Addresses tab of the Invoices and Memos form
  • The settings in the Bill-To Info section (including the Override check box) from the Financial tab of the Opportunities form to the Bill-To Contact section on the Addressees tab of the Invoices and Memos form
  • The Credit Terms box on the Financial tab of the Opportunities form to the Terms box in the Summary area of the Invoices and Memos form
  • The settings in the Tax Settings section from the Shipping tab of the Opportunities form to the Tax Info section on the Financial tab of the Invoices and Memos form
  • The settings in the Ship-To Address and Ship-To Info sections from the Shipping tab of the Opportunities form to the Ship-To Contact and Ship-To Address sections on the Addresses tab of the Invoices and Memos form

The system lists the invoices created from an opportunity on the Relations tab of the Opportunities form. An opportunity can have any number of invoices. An invoice is assigned the Derivative role in the Role column of this tab, meaning that the invoice has been created based on the opportunity. For details, see Managing Relations.

Creation of an Invoice from a Sales Quote

You can start creating an invoice from a sales quote by clicking Convert to Invoice on the More menu of the Sales Quotes (CR304500) form.

An invoice can be created from both a primary quote for an opportunity and a non-primary one. An opportunity can have multiple invoices that are created based on non-primary quotes. The system lists the created invoices on the Relations tab of the Sales Quotes (CR304500) and Opportunities (CR304000) forms. For details, see Managing Relations.