This guide provides a comprehensive overview of source invoices in Flxpoint, explaining their role in tracking fulfillment costs. Explore what source invoices entail, how to create or import them, follow a hands-on tutorial, and refer to detailed examples and tools, designed for all users, especially newcomers. (Last updated: 08:35 PM -04, Sunday, June 15, 2025)
🔍 What Are Source Invoices?
Source Invoices represent the expense or cost for fulfillment requests/fulfillment orders (FRs/FOs) from a source. The basic flow here is:
- Orders = sales revenue.
- FR/FOs = orders placed to sources to fulfill the above order.
- Source Invoices = cost or expense for the FR/FOs placed.
If you take the revenue generated from the order and the expense from the source invoices associated with that order, you can derive core profitability.
Example Scenario:
- An order (Order #5001) generates $50 in revenue.
- A FR/FO is sent to a source, and the source invoice shows a $40 cost.
- Profitability is calculated as $50 - $40 = $10 profit.
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Image: This GIF demonstrates the process of importing a source invoice, highlighting the initial setup and default unpaid status.
🛠️ How-to Guides
A. Creating or Importing Source Invoices
Source Invoices can be imported by integrating a source that supports Invoice operations, or they can be attached manually by creating source invoices manually.
By default, sources are set to unpaid upon import.
1. Connection Type
The connection type for Get Invoices can be set up through six different types and have their own setting requirements:
- HTTP: Requires Username and Password for Basic Auth (Advanced settings for Header Name and Value configurable).
- Manual File: Setup requirements come after saving the connection.
-
Email (Inbound): Email Folder, From, Host, Password, Port, Protocol, User, and Read Last X Days Email.
- For this connection, the first part of the subject name and file name, along with the sender, have to be consistent.
- A wildcard can be set up on the file name or email subject to accept something such as a date.
- e.g., "john-doe-orders*.csv" meaning that anything after * does not need to remain consistent (e.g., it would pick up files such as: john-doe-orders-2022-12-12.csv).
- Google Sheets File: Setup requirements come after saving the connection (URL, tab name, file format, etc.).
- FTP (Token Based): FTP Host, Port, and User.
- FTP (Basic Auth): FTP Host, Port, Protocol, and User.
Image: This GIF illustrates setting up the 'Get Invoices' connection type, showcasing the configuration options like HTTP or Email (Inbound) with their specific requirements.
2. File Format Setup
File header setup for the Invoice .csv file should represent things like (but not limited to) Invoice #, invoice cost, invoice shipping cost, etc. These are set up to show what information the supplier is pulling in order to fulfill the order.
Image: This screenshot shows a sample CSV file format for source invoices, with headers like Invoice # and cost, ensuring proper data mapping.
| Required Headers |
A column with the FR# is required to associate the invoice information with the correct FR in Flxpoint. |
In some cases, you may also want to set it up through a line item way. If you are looking to do this, you would need to ensure that there is an If/Then rule setup.
- For example: if "invoice_line_item_type" = "item cost" THEN set "line item cost" to invoice_line_item_cost.
Image: This screenshot shows an If/Then rule setup for line item invoicing, ensuring costs are correctly mapped based on type (e.g., item cost).
These steps ensure proper setup and import of source invoices.
B. Why Are Source Invoices Important?
Having the final costs your fulfillment partner ends up charging you for an order will allow you to use tools like the Profitability Report to determine whether you are making the margins you believe you should be making on orders.
It can also help you determine what products have the highest margins or have negative margins; helping you adjust product selection, product pricing, and potentially where to expand marketing and/or SEO efforts.
These insights help you leverage source invoices for business growth.
🧪 Tutorial
Import and Analyze a Source Invoice
Goal: Import a source invoice and analyze profitability for an order.
Scenario: A FR/FO for Order #6001 (Item Z123, Quantity: 3) has a source invoice to import.
Steps:
- Integrate the source with Flxpoint’s Get Invoices feature using the HTTP connection type.
- Upload a CSV file with the FR# and a total cost of $45.00.
- Verify the invoice is imported and set to unpaid status.
- Run the Profitability Report to compare the $60 order revenue with the $45 cost.
- Adjust pricing if the $15 profit margin is below target.
🧪 You’ve imported and analyzed the invoice! Use this insight to improve profitability.
📚 Reference
Source Invoice Components
| Component | Description |
|---|---|
| FR# | Required identifier linking to the FR/FO (e.g., FR#101). |
| Invoice Cost | Total expense for the FR/FO (e.g., $45.00). |
| Invoice Shipping Cost | Shipping expense charged by the source (e.g., $5.00). |
| Status | Default is unpaid until manually updated. |
Example Source Invoice
| FR# | Order # | Invoice Cost | Shipping Cost | Total Cost |
|---|---|---|---|---|
| FR#101 | 6001 | $40.00 | $5.00 | $45.00 |