Invoice what actually shipped, at the price you quoted
The order tracks distributor acknowledgements, backorders, serial numbers and tracking. The invoice is generated from what shipped, at the quote's pricing and terms, and flows to QuickBooks or your accounting system. Same number all the way through.
VARCommerce order management follows each customer order from acceptance through distributor fulfilment, showing acknowledgements, status, serial numbers and tracking on one screen. Invoices are generated from what shipped at the quoted price and terms, including partial shipments, and export to QuickBooks or another ledger, so accounting never re-enters a sale.
The order screen
- Every line's distributor, PO number, acknowledgement and status.
- Serial numbers and tracking numbers captured from the distributor or at receiving, searchable later for support and warranty.
- Partial shipments and backorders handled without splitting the deal into separate records.
- Customer-facing status your team can answer from without opening a distributor portal.
- Packing slips for what ships from your warehouse; advance ship notices with serials and tracking for what ships from distribution.
- RMAs created from the order line and processed through to the credit or replacement.
Invoicing and accounting
Invoices are generated from shipments at the quote's price and terms, one at a time or in bulk. Payments are recorded against the invoice: integrated credit card processing with card tokens stored by the gateway, and check and lockbox payment processing for customers who pay on terms. Credit memos and credit applications, and an aging report at 30, 60 and 90 days, keep receivables in view. Invoices, payments and customers export to QuickBooks or your general ledger. Sales tax is calculated by Avalara where you use it.
"Everything has the same number all the way through, which makes helping customers easy."
Frequently asked questions
Can I invoice in bulk?
Yes. Shipped orders can be invoiced one at a time or selected and invoiced together.
How are returns handled?
An RMA is created from the order line and processed through to the credit memo or replacement, with the serial number carried along.
Which payment types are supported?
Integrated credit card processing with stored card tokens, and check and lockbox payment processing for customers on terms. Credit memos and credit applications are applied against open invoices.
Can I invoice a partial shipment?
Yes. Invoices are generated from shipments, so a partially shipped order produces a partial invoice and the balance follows when the rest ships.
Does VARCommerce replace QuickBooks?
No. It produces the invoice and exports invoices, payments and customers to QuickBooks or your ledger, which stays the system of record for accounting.
Are serial numbers kept?
Yes. Serial numbers captured from the distributor or at receiving stay on the order line and are searchable for support and warranty questions.