Invoices

What Are Invoices?

In Arryved Brewery Management (ABM), Invoices record the sale of Inventory to your Customers. Creating Invoices is the first phase of the ABM sales process. Use this guide to learn how to create and manage Invoices. 

Prerequisites

  • To edit Invoices in your ABM, you must be a User with either the Admin, Sales, or Delivery User Roles. The Inventory and Production User Roles grant view-only access to Invoices. 
  • For Items to be available for sale (addable to Invoices), they must have the ‘Wholesale’ box checked for the Items’ Sizes.

Limitations

  • Custom styling is not available for Invoices. 

How It Works


Creating A New Invoice

In your ABM there are three ways to start a new Invoice:

  • From the Customer’s Profile 
  • From the Inventory page
  • From the Sales page

Option 1: From The Customer’s Profile

  1. Click Companies from the left side navigation.
  2. Search for the desired Customer from the list and click on it to open their profile. 
  3. Stay on the SUMMARY tab. 
  4. Scroll down to the Recent Items section and click New Invoice. 

Option 2: From The Inventory page

  1. Click Inventory from the left side navigation.
  2. Use the filters to help narrow your search. 
  3. Select the Items from your Inventory List to add to the Invoice. 
  4. On the top left, you’ll see the number of Items selected. Click on the down arrow to expand more options.
  5. Click Add to Invoice.

Option 3: From the Sales page

  1. Click Sales from the left side navigation.
  2. Click New Invoice.

This page also houses the full list of all your past and current Invoices. When the time comes, click the one you need from this list to move it through the next stage of the Invoice’s lifecycle. 

Filling Out The Invoice 

Once you arrive at the new Invoice draft from one of the 3 ways mentioned above, start by filling out the Order Information, then add Items to it. 

Order Information

  1. Choose the Customer you’re selling to from the dropdown list. You can use the New Customer button from the dropdown if this Customer isn’t filed your ABM yet. 
  2. Select the Salesperson responsible for this sale from the dropdown list. 
  3. Select a Customer Contact. Generally, the person who placed the order would be the best point of contact for questions or modifications.
  4. Choose a Target Date to target when the invoice should be delivered. This helps plan routes and prioritize inventory allocations.
  5. The Submitted and Scheduled fields will autofill with the dates the Invoice has been submitted and when it’s been added to a scheduled Route. 
  6. Select the Payment Terms agreed upon with the Customer. This defaults to either your default payment terms or the default payment terms for that Customer if set in their profile. It can, however, be overridden here if necessary.
  7. Select the expected Payment Method. 
  8. Enter a PO Number if there is a specific identifying Purchase Order number that the Customer wants displayed on the invoice.
  9. Select the Site in your ABM that the inventory will be pulled from.

Adding Items To The Invoice

If you created the Invoice by first selecting Items from your Inventory page, those Items will be listed in the Items section below. 

  • You can also add Items to this Invoice using the Add Item, Bulk Add, and Add Deposit buttons. 

Add Item

  1. Click Add Item to add individual Items available in your Inventory to this Invoice.
  2. Search for an Item from the dropdown list. It is also a search bar you can type into.
  3. The Inventory Location that this item is assigned to will auto-fill here. Change it if needed.
  4. Adjust the Quantity needed. The quantity that’s available in your Inventory is shown in parentheses. 
  5. The Unit Price is auto-filled here, but it can be changed if needed. 
  6. Click Save. 

Bulk Add

Use the Bulk Add button to add multiple Items at once to this Invoice. However, each Item’s details window still needs to be filled out separately. 


Add Deposit

  1. Click Add Deposit to add a deposit item to this Invoice. 
  2. Search for the deposit you need from your deposit list. 
  3. Adjust the Quantity needed.
  4. Update the Unit Price if needed.
  5. Click Save. 

Some Items added may have a deposit item attached to them. Those deposits will appear in the Items listed on the Invoice. Click on the deposit item to make any changes needed. 

Returns 

If any Items or deposits need to be returned, use the Add Return and Add Deposit Return buttons. These Items and deposits will be sent to the ‘Unloading’ Inventory Location if their previous Locations can’t be detected. 


Notes

Click Add a note to write in any additional information that the Customer or any of your team members may need to know. 


Invoice Lifecycle

Invoices go through a few statuses from the time they are drafted and submitted, scheduled for delivery, and fulfilled. Below is the lifecycle of an Invoice.

Draft = The Invoice has been created and saved, but not yet submitted. Inventory added to the Invoice is now marked Committed. 

Submitted = The Submit button was clicked within the Invoice. Items are now available for Routes. 

  • The rest of the Invoice’s statuses are controlled within the Route it’s assigned to. 
  • An Invoice in the Submitted state can skip the rest of the lifecycle and be marked as Fulfilled right away. To do this, click the 3 vertical dots next to the progress bar, then click the ‘Fulfill’ option. 

Scheduled = When this Invoice is added to a scheduled Route, the Invoice is moved to the Scheduled state. The invoice remains in this state during the Picking process. 

  • You can use the Schedule button here on the Invoice to create a new Route that this Invoice will be added to. 
  • Or, Create a Route from the Routes page in your ABM and add this Invoice to it that way. 

Fulfilled = The Complete Route button has been clicked on the Route’s STOPS tab after all Delivery Stops were completed or skipped. If you’re using the QuickBooks Online sync, a matching Invoice is created in your QBO once fulfilled. 

Closed = If you’re using the ABM + QuickBooks sync, the Invoice moves from Fulfilled to Closed once the matching Invoice in QBO moves to its final state. 

Canceled = An Invoice was canceled or voided by an ABM User. 

Next

Schedule a Route to get these Invoices delivered!

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