When invoicing your customers, several different options within your settings contribute to how Breww handles this.
By heading to Settings → Order/ invoice settings, you will find your Invoice issuing settings. These settings allow you to have four combinations from two checkboxes to determine Breww’s behaviour when processing an invoice for an order.
Automatically keep the planned invoice date in sync with the scheduled delivery date. This will also update the planned payment due date accordingly.
Selecting this option exclusively will mean that your planned invoice date will always be the same as your scheduled delivery date. If you changed your delivery date, your planned invoice date would automatically change to match the new delivery date. This ensures that your invoicing accurately represents when your goods leave the premises for delivery.
It is worth noting that if you use only this setting and you manually invoiced an order on a date that is not the same as the planned delivery date, the invoice date will not change to match the date it was actually invoiced on, and it would remain as the planned delivery date. Matching the invoice date to the date invoiced is controlled by the next setting described below.
Automatically set invoice date to the current date when invoicing an order. This will also update the payment due date accordingly.
Selecting this option exclusively will mean that you will be able to choose a planned invoice date; however, if you were to invoice on a different day than what was selected as the planned invoice date, it will record the actual date that an order was marked as invoiced, overriding your planned date. This ensures that your invoicing accurately aligns with the moment an order is marked as invoiced, whether this is done manually or automatically on dispatch or delivery completion.
It is worth noting that if you use only this setting and you change the planned delivery date but manually invoice the order before or after the planned delivery date, the invoice date will always match the date you actually invoice the order, not necessarily the delivery date, so this is worth bearing in mind if you are ever invoicing orders that were missed on a previous day. This setting will also always overwrite the planned invoice date at the point the order is invoiced.
The term when invoicing an order is used in the above setting, but when an order is actually invoiced is dependent on a couple of things and understanding what triggers an order to be invoiced in Breww is critical to prevent errors.
The first and most straightforward, though not necessarily the most common point at which an order may become invoiced is when you manually invoice it, by opening an order selecting and invoice order.
The most common instance where orders are invoiced is automatically. Automatic invoicing in Breww is centred around delivery, and there are two possible options you can choose from, and they are found in Settings → Delivery settings → Delivery options & defaults .
- Automatically invoice orders when their delivery is dispatched
- Automatically invoice orders when their delivery is completed
We highly recommend the use of Automatically invoice orders when their delivery is dispatched, and this is on by default. The option to automatically invoice orders when their delivery is completed will only appear if the dispatch option is unticked.
These settings will apply to all orders in Breww, but it is possible based on your integration configuration, for some e-commerce orders to arrive in Breww already invoiced and POS orders will be invoiced by default.
We would usually recommend having both options active, as having these set will ensure that invoices are always aligned with the actions when they occur in Breww. If you were to set a delivery date, this will be what Breww uses as a planned invoice date, and when you physically invoice your order, it will use the date at the point of invoice. Having both of these sets means invoice dates and, therefore, payment due dates should be updated correctly with any changes made.
We do highly recommend using the above settings to ensure your invoice issue date and payment due dates are accurate. However there may be occasions where you want to manually control the invoice date for an order, in which case you may wish to temporarily turn off these settings to prevent Breww from automatically overwriting your manual changes.
Having neither of these settings set will give you free rein; however, this could lead to issues, as this removes a layer of mistake-proofing. For example, if you change an invoice date, you must also remember to adjust your delivery date accordingly. If you were to invoice on a different day than originally planned, then this wouldn’t be represented in Breww.