Overview
Mintsoft allows users to effectively manage invoices by enabling customization, automation, and the creation of PDF documents for record-keeping. Users can easily create or print invoices by following structured steps, ensuring accurate records and professional communication. Marking an order as Invoiced status is part one of the accounting process, the next step is to confirm the invoice.
Important: Once an order is moved to INVOICED status, this action cannot be reversed through the Mintsoft interface. The order cannot be edited, cancelled, or have its invoice amounts adjusted after invoicing. If a correction is needed, the order must be cancelled at database level by the Mintsoft support team. Plan your invoicing carefully before enabling automatic invoicing.
Manually invoicing an order
To manually mark as order as invoiced, please follow the steps below:
Note: The order must be in despatched status.
Click Orders then Overview.
Tick the Order(s).
Select Invoice from the Bulk Actions drop down.
Click Go.
Once you have invoiced the order you will get a success message saying the order is invoiced.
Please follow our Confirming an Invoice article for the next steps.
Automatic Invoicing
To automate the process of invoicing orders please review the steps below:
Click Settings then Customer Account Settings.
Click the Automation tab.
Enable Auto Invoice (Despatched Orders, Booked ASNs, Booked Collections & Confirmed Returns).
Next, click the Accounting tab.
Set the Time Of Day To Invoice Orders.
Between 19:00:00 - 23:00:00 Only.
Finally, click Save.
This will mark orders as Invoiced and will show within the Unconfirmed Invoice Items ready to be Confirmed.
Invoicing Orders FAQ
Automating Weekly Storage Charges
To automate weekly storage charges for customers:
Navigate to Customer Account Settings.
Use the Location Type Usage option to set up the stock management fee.
Once configured, the system will automatically apply weekly storage charges.
If you need to generate an invoice immediately:
Go to 3PL > Accounting > View Unconfirmed Invoice Items.
Review and delete any extra charges if necessary.
Return to 3PL Accounting > Unconfirmed Invoice Items.
Name the invoice, confirm the charges, and create the invoice.
Can we reverse an invoiced order back to despatched?
Once an order is Invoiced, it's not possible to reverse the action. The order will have to be cancelled and reprocessed, unfortunately.
What cannot be changed on an invoiced order
Once an order reaches INVOICED status, the following are locked and cannot be edited through the Mintsoft interface:
The invoice amount — picking, shipping, and storage charges applied at invoice time are fixed.
Order line items — products and quantities cannot be updated after invoicing.
Order status — the order cannot be moved back to DESPATCHED or cancelled via the UI.
Courier and despatch details — tracking numbers and service information are locked.
If you cancel and recreate an invoiced order
Cancelling an invoiced order and allowing it to reimport does not remove the invoice charges that were already calculated. The cancelled order retains its INVOICED costs, and the reimported order will be processed and invoiced again when it is despatched. This results in two charge records for the same order. Contact the Mintsoft support team before cancelling invoiced orders if you want to avoid duplicate charges.
When to contact the Mintsoft support team
Contact the Mintsoft support team if you need to:
Reverse an invoiced order back to DESPATCHED status.
Correct an incorrect invoice amount.
Remove a charge that was applied in error.
Void an invoice before it has been sent to a client.
Provide: the order number, invoice reference, account name, and a description of the required change.