If you only have one customer (as in my case) or you have only a few and you need to invoice only partially for some works done, there is no way to keep track of the remaining balance on the Purchase Order received other then noting it down on paper and subtracting previous invoice values from the total.
All that would be required is a new section alongside Quotations and Invoices called Orders. Then just simply enter the purchase order number, value, customer etc and then have it stored.
Then you can automatically generate invoices against the order that was added, with the invoice value subtracted from the Purchase Order total until the order is fully invoiced.
Without this feature my business has no way to keep track of outstanding value on orders which have only been partially Invoiced (eg 10,000 order, invoice 1- 2500, invoice 2 -2500, remainder is 5000). In my opinion it’s a crucial feature to have.
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Hi Julie
i did already look at the projects section but for one it doesn’t display properly on iOS which I use on customers sifd (iPhone X) but also it means that I can’t have partial invoices against multiple purchase orders from different customers, signing the same “project”. It gets kind of confusing but also raises another issue.
Since I only have one customer (as in one UK Company that all invoices must be sent to), I had to just add multiple customers all with the same address but with different names in order for the invoice to show the correct account. But looking at the invoice creation page dropdown list, there is no way to tell what “name” I am creating the invoice against other than just remembering that xx is the first in the drop down and xy is fourth in the drop down, which is what I do currently.
My scenario is like working for ASDA UK Limited - so all invoices etc must be invoiced to their specific address for the head office of UK operations. But we don’t only work in one ASDA store, so I have a list of customers all called ASDA, 1 Business Lane, Street.. etc but each one has an account name, which relates to the specific store.
Thats important since ASDA UK will allocate funds for certain locations/stores within those locations and the invoices need to mention the store where the work was done as well as only address the company for payment as the main ASDA UK address. So I have a project budget for ASDA Oxford of £20K and have a Purchase Order for this project of £10K. Along with this I also have another project budget again for ASDA London for £10K, neither of which will be invoiced in full at any one time.
We will invoice based on hours spent at each location until the value of the purchase order for that location is exhausted. So one week may be an invoice to ASDA UK Ltd for account Oxford for £2K and also an invoice to ASDA UK Ltd for account London for £3K. So from that scenario you can see how it is difficult to keep track of which Purchase Order has what value remaining on it and also what the site is (other than as I said looking at the account name field, since all customers need to have the same address if I want to generate invoices for head office as standard, just referencing the store location).
Right now going by the fictional example above, I just write on paper the value of the Purchase Order received and for which store. Then make sure when invoicing to select the correct account name from the drop down and make a note of that invoice value. I then subtract that from the total purchase order value for that given store and write down what is remaining. Once the Purchase Order for the Oxford store is fully spent and invoiced, then we request a new PO for the store.
All the while the above is going on, we could have £1K here and there being invoiced for other stores simultaneously, so it’s very hard to keep track of.
if you could just simply add a new Customer Purchase Order in the same way you can invoices or customers, then it would be simple to have the software track what invoices have been issued against what purchase order and what balance is remaining, as well as making sure no outstanding orders are missed over time, since it is easy to forget some order was not fully invoiced when it was completed months ago.
As also mentioned above, the fact that on invoices when selecting a customer it will only show address (which for ourselves are always the same) - that requires memorising the order in the drop down or printing to pdf and checking the account name. When it is found to be incorrect, ie for Oxford when it should be for London; then select the next in the drop down from the invoice edit, check again and repeat.
After speaking to support I understand that as of now that is the only way to do things and also realise that our business is not a typical clien due to the fact we only really work with one UK customer, however we spend multiple resources across multiple sites owned by them but must always invoice to the UK based holding company.
Thank you for your help and it would be great in my opinion if you added the feature suggested, to me it makes sense and should be straightforward.
Regards,
Craig
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Hi Craig, I believe this is something that is already possible in KashFlow using Projects. You may find this article useful https://www.kashflow.com/support/kb/getting-started-projects/ . If you need any further advice please contact Support@KashFlow.com
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