An Order Balance tells you how much of each line the agency still expects from you. It usually comes during a long-running order that is delivered and billed in parts. Once received, it stops you billing or delivering more than the agency has left to take.
Receive an order balance
- Make sure the order itself has been received first.
- Open InvoiceNowInbox and click Review on the Order Balance.
- Check the Outstanding balance list: each line's stock code and the quantity still expected.
- Click Receive.
The quantities are recorded on the matching lines of the current sales order for that order. If the order has been changed, that is the newest sales order, not the one marked Revised.
Where the balance shows
Open the sales order and look at the Qty column of the lines. Under the quantity of each line the balance covers, a small label such as Order balance: 5 shows the quantity the agency still expects. Hover over the label for a reminder of what it means. A later Order Balance from the agency replaces the figure.
Bill against the balance
- Open the sales order and click Generate Invoice, or Generate Delivery Order if you deliver first.
- Read the Order Balance column. It shows the most each line can take now: the balance, less anything billed or delivered since it arrived.
- Enter a quantity up to that figure on each line, and generate the document.
- Send the invoice through InvoiceNow as usual. See Turn it into an invoice.
If you see "Cannot invoice more than the outstanding order balance on an order line." a quantity is above that line's Order Balance. Lower it to the figure shown. A delivery order gives the same warning for deliveries.
What can stop you
- The balance fails because its order is not here yet. The message names the agency's PO number and ends "Receive the order first." Receive the order, then click Retry on the balance.
- A line shows no Order balance label. The balance only updates lines it can match to the order's own lines. If you expected a figure on a line that has none, check the balance with the agency.
- Your role cannot update sales orders. If you see "You do not have permission for this action." ask an administrator to allow updating sales orders.