Invoicing

Admin Manager

Brother POS generates invoices for wholesale orders to help you track payments, manage accounts receivable, and maintain a clear financial record of your B2B transactions. Invoices are created automatically when orders are fulfilled, or they can be generated manually at any stage.

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How Invoicing Works

Each wholesale order can have one associated invoice. The invoice lifecycle follows the order:

Wholesale Order delivered/picked up
        |
        v
  Invoice auto-generated (status: ISSUED)
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        v
  Retailer makes partial payment
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        v
  Invoice status: PARTIALLY PAID
        |
        v
  Retailer pays remaining balance
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        v
  Invoice status: PAID

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Invoice Generation

Automatic Generation

Invoices are generated automatically when a wholesale order is:

• Marked as Delivered -- The order has been delivered to the retailer.
• Marked as Picked Up -- The retailer collected the order in person.

If an invoice already exists for the order, a new one is not created.

Invoices are generated automatically when orders are marked as delivered or picked up. There is no explicit manual "Generate Invoice" action in the controller.

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Invoice Details

Each invoice contains the following information:

Field	Description
Invoice Number	Auto-generated (format: INV-YYYYMMDD-XXXX)
Retailer Connection	The retailer or wholesale customer this invoice is for
Wholesale Order	The linked wholesale order
Subtotal	Total before tax
Tax Amount	Applicable taxes
Total	Final invoice amount
Amount Paid	How much has been paid so far
Balance Due	Remaining amount owed
Issued At	When the invoice was created
Due At	Payment deadline
Paid At	When the invoice was fully paid (if applicable)
Status	Current invoice status

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Invoice Statuses

Status	Description
Draft	Invoice created but not yet issued to the customer
Issued	Invoice sent to the customer; payment expected
Partially Paid	Some payment received but balance remains
Paid	Invoice fully paid; no balance due
Overdue	Past the due date with outstanding balance
Cancelled	Invoice voided; no payment expected

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Managing Invoices

Viewing Invoices

1. Navigate to B2B > Invoices.
2. All invoices are listed with key information.
3. Filter invoices by status:
   • Outstanding -- Issued, Partially Paid, or Overdue invoices.
   • Paid -- Fully paid invoices.
   • Overdue -- Past-due invoices.

Invoice List Columns

Column	Description
Invoice #	Unique invoice number
Customer	Retailer or wholesale buyer
Order #	Linked wholesale order number
Total	Invoice total amount
Paid	Amount paid to date
Balance	Remaining balance
Due Date	Payment deadline
Status	Current status with color indicator

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Recording Payments

When a retailer makes a payment against an invoice:

Step-by-Step

1. Navigate to B2B > Invoices.
2. Open the invoice.
3. Click Record Payment.
4. Fill in the payment details:

Field	Description	Example
Amount	Payment amount	$2,500.00
Payment Method	How the payment was made	Bank Transfer, Check, Cash, E-Transfer
Reference Number	Transaction or check number (optional)	CHK-4521
Notes	Any additional payment notes (optional)	"Partial payment for March order"

5. Click Save Payment.

What Happens When You Record a Payment

1. An invoice payment record is created with the payment details.
2. The invoice's amount paid is updated.
3. The balance due is recalculated.
4. The invoice status is updated:
   • If fully paid: status changes to Paid and paid_at is recorded.
   • If partially paid: status changes to Partially Paid.
5. The retailer's credit balance is reduced by the payment amount.

Credit balance impact

Recording a payment reduces the retailer's current balance, freeing up credit for future orders. For example, if a retailer has a $5,000 credit limit and a $3,000 balance, paying a $1,000 invoice brings the balance to $2,000 and available credit to $3,000.

Multiple Payments

An invoice can receive multiple partial payments:

1. First payment of $1,000 -- Status: Partially Paid, Balance: $1,500.
2. Second payment of $1,000 -- Status: Partially Paid, Balance: $500.
3. Third payment of $500 -- Status: Paid, Balance: $0.

Each payment is recorded separately and appears in the invoice's payment history.

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Payment Terms

Default Payment Terms

When an invoice is auto-generated, the default payment term is 30 days from the issue date. This means the due date is set to 30 days after the invoice is created.

Auto-generated invoices use the default 30-day payment terms. The due date is calculated automatically from the issue date.

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Overdue Invoices

Automatic Overdue Detection

Brother POS automatically identifies overdue invoices:

• An invoice is overdue when the current date is past the due date and the invoice is not fully paid.
• Overdue invoices are highlighted in the invoice list.
• You can filter the invoice list to show only overdue invoices.

Days Overdue

Each overdue invoice shows how many days past due it is:

Days Overdue = Today - Due Date

This helps you prioritize collection efforts for the most overdue accounts.

Handling Overdue Invoices

1. Review the overdue invoices list regularly.
2. Contact the retailer to arrange payment.
3. Record any partial payments as they come in.
4. Consider adjusting credit limits for retailers with frequent overdue invoices.
5. Cancel the invoice if the debt is written off (this does not cancel the order).

Credit limits and overdue balances

Overdue invoice balances count toward a retailer's current balance. A retailer with overdue invoices may not be able to place new orders if they have reached their credit limit.

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Invoice Numbering

Invoice numbers follow the format INV-YYYYMMDD-XXXX:

• INV -- Prefix identifying the document as an invoice.
• YYYYMMDD -- Date the invoice was created.
• XXXX -- Sequential number for the day (starting at 0001).

Examples: INV-20260213-0001, INV-20260213-0002.

Invoice numbers are unique within your store and cannot be changed after creation.

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Invoice Records

Invoices are permanent records. The invoice status is updated automatically based on payment activity (Issued, Partially Paid, Paid, Overdue). Invoice records remain in the system for audit purposes.

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Troubleshooting

Problem	Solution
Invoice not generated on delivery	An invoice may already exist for the order. Check the order details.
Wrong invoice amount	The invoice amount comes from the wholesale order totals. If incorrect, cancel the invoice, adjust the order, and generate a new invoice.
Cannot record payment	Verify the invoice status is Issued or Partially Paid. Draft and Cancelled invoices do not accept payments.
Retailer's balance not updating	Payments are linked to the retailer connection. Verify the invoice has a retailer connection assigned.
Overdue invoices not showing	Invoices are only marked overdue when the due date has passed. Check the due date on the invoice.

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Best Practices

1. Set appropriate payment terms. 30 days is standard, but adjust based on your relationship with each retailer.
2. Record payments promptly. This keeps credit balances accurate and ensures retailers can place new orders.
3. Review overdue invoices weekly. Catch payment issues early before they accumulate.
4. Use reference numbers. When recording payments, include the check number or transfer reference for easy reconciliation.
5. Adjust credit limits proactively. If a retailer consistently pays late, consider lowering their credit limit until the relationship improves.
6. Keep invoices for audit. Cancel rather than delete invoices that are no longer needed.

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What's Next?

• Distributor Features -- Complete guide to wholesale order fulfillment.
• Retailer Features -- The retailer's perspective on wholesale ordering.
• Wholesale Portal -- Set up web-based ordering for wholesale customers.
• B2B Wholesale Overview -- Review the overall B2B architecture.