This guide explains how to set up and automate invoice creation in your system and introduces the Source Invoice Workflow for advanced customization.

Setting Up Automatic Invoice Generation

Enable the Auto-Generate Source Invoices feature to streamline invoice creation based on Fulfillment Request (FR) or Shipment data. Choose between generating invoices when the FR is processed (ideal for immediate creation) or when the shipment is created (preferred for accuracy). This setting ensures that invoices are automatically populated with line item costs, shipping fees, and dropship fees, reducing manual effort and improving efficiency. Follow the steps to Enable Automatic Invoice Generation:

1. Navigate to the Sources Tab:
   • In the left-hand menu, go to Sources and select the desired source.
2. Enable Automatic Invoice Generation:
   • Under the Source Invoice Settings, toggle the Auto-Generate Source Invoices setting to "Yes."
3. Choose When to Generate Invoices:
   • Select one of the following options:
     • When Fulfillment Request (FR) Is Processed:
       • Invoices will be created based on:
         • Line item costs from the fulfillment request.
         • Estimated shipping costs (if applicable) calculated from the fulfillment request.
         • Estimated dropship fees (if applicable) from the fulfillment request.
       • Example: If a vendor receives an order with $100 in product costs, $10 in estimated shipping, and a $5 dropship fee, the invoice will automatically include these totals once the FR is processed.
       • Note: Use this option if you want invoices created immediately when orders are sent to the source.
     • When Shipment Is Created:
       • Invoices will be created based on:
         • Line item costs from the fulfillment request.
         • Dropship fees (if applicable) from the fulfillment request.
         • Shipment costs (actual shipping cost instead of estimated).
       • Example: If an order includes $100 in product costs and the shipment confirms $15 for shipping, the invoice will reflect these updated totals.
       • Preferred Option: This adds an extra layer of confirmation since invoices are tied to actual shipments.

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Importing Invoices Using 'Get Invoices':
For sources that provide invoice data, you can utilize the "Get Invoices" feature to import this information directly from your supplier. Once imported, you can use the Auto-Generate Source Invoices functionality to enhance these invoices by adding fees, updating taxes, or modifying other fields. This approach provides greater flexibility and accuracy when managing supplier invoices.

Introducing Source Invoice Workflow

The Source Invoice Workflow allows you to customize and manipulate source invoices created through automation. It’s useful for:

• Adding fixed or variable fees.
• Modifying tax, shipping, or other costs.
• Adjusting invoice details based on fulfillment request or shipment data.
• Integrating and modifying imported invoice data using the "Get Invoices" feature for enhanced accuracy.

How to Set Up the Source Invoice Workflow:

Access the Workflow:

• Navigate to the Workflows section in the left-hand menu and select Source Invoices.

Enable the Workflow:

• Toggle the Enabled option to "Yes" for the workflow.

Create Rules:

• Use the IF and THEN conditions to define your logic:
  • IF Conditions (triggers):
    • Based on Fulfillment Request (FR) fields, FR Line Item fields, or Shipment fields.
  • THEN Actions (modifications):
    • Modify invoice fields like:
      • Invoice Number, Fee Cost, Tax Cost, Shipping Cost, and Other Costs.
      • Adjust invoice item details like SKU, Quantity, and Per Unit Cost.

Test Your Workflow:

• Use the Test Workflow button to simulate your rules and verify the expected output.

Examples of Workflow Customizations:

• Add a Flat Fee: Automatically add a $10 handling fee to all source invoices.
  • Example Rule: IF source equals "Vendor A," THEN add $10 to the fee cost.
• Adjust Taxes: Multiply tax costs by 1.1 for specific SKUs to account for regional tax differences.
  • Example Rule: IF SKU starts with "TX," THEN multiply Tax Cost by 1.1.
• Override Shipping Costs: Set a standard shipping fee of $15 for all invoices from a particular source.
  • Example Rule: IF source equals "Vendor B," THEN set Shipping Cost to $15.
• Enhance Imported Invoice Data: Automatically adjust imported invoices by applying standard fees or updating missing details.
  • Example Rule: IF imported invoice does not include a shipping fee, THEN set Shipping Cost to $20.

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