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Order Date Options
In this article we will be going over the different date options on Quotes and Invoices. Note that Invoices have more date options than Quotes, we will go over both below.
Click here to learn more about setting up your Quote and Invoice date defaults.
Quote Date Options
To see what date options there are on a quote:
- Click on the (i) dropdown.
- Select “Dates“.
Here you will see the dates that are relevant for the quote:
- Quote Date: The “Quote Date” is the date the quote was created.
- Follow Up Date: The “Follow Up Date” is the date on which a follow up of the quote is meant to be done.
- Expiry Date: The “Expiry Date” is the date on which the quote will expire. Once a Quote expires it won’t be possible to confirm the order until the Expiry Date is moved forward.
Invoice Date Options
Once an order is confirmed it will be converted to an Invoice. (The Quote Dates will be locked at this point.)
To see the “Invoice Dates”:
- Click on the (i) dropdown.
- Select “Dates“.
There are three sections for different dates on the Invoice:
- Order Dates
- Commitments
- Invoice
We will go through each of the sections below.
Order Dates
The first section is the “Order Dates“, these dates are:
- Firm Due Date: The first option is a checkbox to set it to a “Firm Due Date”. This indicates to the production team that the “Due Date” is non-negotiable.
- In Hands Date: The “In Hands Date” is the date that the goods should be received by the customer.
- Production Date: The “Production Date” is the date that production is scheduled to start for this order.
- Purchase by Date: The “Purchase By Date” is the date that the Purchase Order should be created and sent to the Vendor/Supplier.
Commitments Dates
- Art Approved By Date: The “Art Approved By Date” is the date the artwork on the order has to be approved by the customer.
- Goods Due By Date: The “Goods Due By Date” is the date that the goods have to be received and in your warehouse/workshop.
Invoice Dates
- Order Date: The “Order Date” is the date the order was confirmed.
- Invoice Date: The “Invoice Date” is the date the order was converted from a Quote to an Invoice. However this date can be set to change based on certain actions/triggers.
- Payment Due By Date: The date that the customer payment is due.
- This is determined by the Terms set on the Order and is locked when the Quote is converted to an Invoice. i.e. 100% Deposit will lock the “Payment Due By” date as being the same as the Order Date.
Invoice Date Options on The Company Setup
On the “Company Setup” screen:
- Go to the “Setup” tab.
- Expand “Order Entry“.
Scroll down, almost all the way, until you see “Order Invoice Date Options“:
Here you can set 3 Invoice Date change options/triggers, as follows:
- Set Invoice Date – Convert from Quote to Invoice: The “Invoice Date” will be set based on the option selected here.
- Date of Conversion: The Invoice date will be set as the same day the Order is confirmed.
- Due Date: The Invoice date will be the same as the “In Hands Date”.
- Production Date: The Invoice date will be the same as the “Production Date”.
- Set Invoice Date – Convert Invoice Status from WIP to Complete: You can set the Invoice date to be updated when changing the status of the invoice to Complete.
- Don’t Change (Default): The Invoice date will not be changed.
- Due Date: The Invoice date will be updated to be the same as the “In Hands Date”.
- Today’s Date: Update the Invoice Date to today when updating the status.
- Set Invoice Date – Convert Invoice Status from WIP to Shipped: You can set the Invoice date to be updated when changing the status of the invoice to Shipped.
- Don’t Change (Default): The Invoice date will not be changed.
- Due Date: The Invoice date will be updated to be the same as the “In Hands Date”.
- Today’s Date: Update the Invoice Date to today when updating the status.
