--- title: "Management of custumer's invoices and cancelations" url: "https://help.simasuite.com/en/article/management-of-custumers-invoices-and-cancelations" language: "en" last_updated: "2026-06-15T10:17:15.015Z" --- # Management of custumer's invoices and cancelations ## 1.1 Invoice customer orders To invoice a customer order we do the following: - Open the *Customer Order Follow-up\*\*, which is located in the path: \*\[Parts Module -> Sales Tab -> Orders Section -> Customer Option\]*. - Look for the customer order to invoice. - Open the customer order. - Click on the *Invoice Order* button, which is located at the top of the window, this will create and open the invoice in *Initial* status. - Review the customer order and, if necessary, complete the missing data. - If everything is correct, confirm the customer invoice, and the invoice goes to *Issued* status. - Now, print it to give it to the customer. Customer invoices can be associated with expenses for services, for example Freight, Installation, etc., to include them we activate the check *See Expenses in Document* and a new section will appear in the invoice where to include these expenses. ## 1.2 Summary invoices -> Invoice delivery notes To invoice a set of delivery notes for parts, we do the following: - Open the *Summary Invoice Follow-up*, which is located in the path: *\[Parts Module -> Sales Tab -> Invoices Section -> Summary Invoice Option\]* - Create a new summary invoice by clicking on the option *New Summary Invoice (Quick)*. - The Summary Invoice Creation Wizard will appear. - Click on the *Next* button. - Select the Customer of the delivery notes to be invoiced. - Click on the *Next* button. - Select the delivery notes to be invoiced. - Click on the *Finish* button. - The summary invoice will be created in *Initial* status. - Check the document and, if necessary, fill in the missing data. - If everything is correct, we confirm the sales document, and the invoice goes to *Issued* status. - Now, print it and give it to the customer. ## 1.3 Cancel a customer invoice Customer invoice credits or cancellations can be viewed in the *Customer Invoice Follow-up*, which is located in the following path: *\[Parts Module -> Sales Tab -> Invoices Section -> Customer Option\]*. To completely cancel the customer invoice we do the following: - Open the *Customer Invoice Follow-up*. - Find the customer invoice. - Right click on the invoice and, in the context menu that appears, select the option *Cancelation Document*. - The wizard for the creation of the cancelation invoices will appear, click on the *Next* button. - In this step we indicate: - Type of cancelation invoice: - Total - Partial - Reason for cancelation - Remarks - Leave the option *Total* enabled and click on *Finish*. - The cancelation invoice window will appear, which will already include the detail lines of the invoice to be canceled. - If everything is correct we confirm the document. When the cancelation invoice of the customer invoice is *partial*, another step will appear in the wizard, where you must indicate for each line of the cancelation invoice how many units of each part are going to be canceled. ## 1.4 Cancel a summary invoice To cancel a summary invoice we do the following: - Cancel the delivery notes. - Create a cancelation summary invoice. *First step: Cancel customer delivery notes* To perform this cancellation we do the following: - Open the *Customer invoice follow-up*. - Look for the customer delivery notes to be cancelled. - Cancel them in the same way as we do with the customer invoices. We must carry out this process for each one of the delivery notes that we want to cancel. *Second step: Create the cancellation summary invoice* To create the cancellation summary invoice we do the following: - Open the *Summary Invoice Follow-up*. - Create a new cancellation summary invoice by clicking on the *New Cancealltion Summary Invoice* option. - The wizard for the creation of cancellation summary invoices will appear. - Click on the *Next* button. - Select the Customer of the delivery notes to be cancelled. - Click on the *Next* button. - Select the delivery notes to be cancelled. - Click on the \*Finish\*\* button. - The cancellation summary invoice will be created in *Initial* status. - Check the document and, if necessary, complete the missing data. - If everything is correct, confirm the document, and the invoice goes to *Issued* status. - Now, print it to give it to the customer. ## 🚩 Hungary Market ## 1.5 Sales invoices with errors Sales invoices to dealers are generated on the basis of dealer order information from the purchase invoices. There are two ways in which purchase invoices enter the system: - *Purchase invoices sent by HAL:* these invoices are automatically imported in the Concess File generation process. - *Purchase invoices from local suppliers:* these invoices are manually entered into SIMA by the user. Regardless of how the purchase invoices enter SIMA, when they are confirmed, sales invoices are automatically generated based on the information contained in the purchase invoices. *The process of creating sales invoices is fully automatic*, so that they are generated, confirmed and sent to FusionR without user intervention. At the time of confirmation of sales invoices, several errors can occur that stop the process, leaving the sales invoice in initial status. The possible errors are as follows: - *Price problem:* - A part included in the sales invoice has a purchase price higher than the sales price of the sales invoice. - In this case the sales invoice cannot be confirmed because there is a price mismatch. - *New part:* - A part included in the sales invoice is new. - It has just been created in the import of the purchase invoice, so the parts control board lacks information (Sales Price, Purchase Discount Group, Sales Discount Group, Tax Case, etc.). - In this case the sales invoice cannot be confirmed because the part information is missing. The way to solve these errors is very similar, but we will explain each case separately: - *Case 1 - Price problem:* The purchase price of the part is higher than the sales price. To solve this case we do the following: - *Step 1:* find out which parts have the price problem - Open the sales invoice that has been in Initial status - Click on the Confirm button - SIMA will show us the "Parts below cost" window with the following information: - The column "Part" that shows all the parts that have the price problem - The columns "Average Cost" and "RRP" where we can see the difference between the purchase price and the sales price - Take note of the parts that have the problem of the sales price - Click on the Accept button - SIMA will display a message informing that it is trying to confirm an invoice below cost and that special permission will be requested - Click on the OK button - At this point SIMA displays a message indicating that there is at least one line with a purchase price higher than the sales price - Close the warning window - *Step 2:* modify the sales price of the part - In the sales invoice, right click on the part with the problem and select the option "Show part" to open the parts control board - In the parts control board, modify the RRP and save the changes - *Step 3:* update the sales price on the sales invoice and confirm the sales invoice - Once the sales price of the part is correct, we have to update the prices on the sales invoice - Click on the "Edit prices" button at the top of the sales invoice window - SIMA will display the "Change prices" window - In this window select the option "Invoicing to Customer's RRP" - Click on the Accept button - SIMA will display a message informing about the price change, if we want the new prices to be applied we must click on the "Yes" button - This will automatically change the sales prices currently on the sales invoice to the new sales prices established in the parts control board - It must be taken into account that only the sales prices of those parts that had the problem of purchase price higher than sales price will be changed - *Case 2 - New Part:* The part is new, it has been created in the master when importing the purchase invoice. To solve this case we do the following: - *Step 1:* find out which parts have the price problem - Open the sales invoice that has been left in Initial status and when we try to confirm it, it will give the same messages as in *Case 1*. - Open the Concess File email and go to the section that starts with "New part created in Master Catalog:" - We must take note of the new parts - *Step 2:* fill in the missing data in the parts control board - In the sales invoice, right-click on the new part and select the option "Show part" to open the part control board - In the parts control board we fill in the missing information (Sales Price, Purchase Discount Group, Sales Discount Group, Tax Case, etc.) and save the changes - *Step 3:* Update the sales prices on the sales invoice and confirm the sales invoice - Once the sales price of the part is correct, we have to update the prices on the sales invoice - Click on the "Edit prices" button at the top of the sales invoice window - SIMA will display the "Change prices" window - In this window select the option "Invoicing to Customer's RRP" - Click on the Accept button - SIMA will display a message informing about the price change, if we want the new prices to be applied we must click on the "Yes" button - This will automatically change the sales prices currently on the sales invoice to the new sales prices established in the parts control board - It must be taken into account that only the sales prices of those parts that are new *Important:* - When an invoice is issued, it is automatically sent to FusionR. - It may happen that FusionR makes an error in this sending and rejects the document. - In order to detect documents rejected by FusionR and resend them, please refer to the event log in Financial.