📚 Orders & Invoicing Fundamentals Part 1: Getting Started
Orders and invoicing are the backbone of inventory management in Convenience. Orders track stock requests to suppliers, while invoices record deliveries and update your inventory levels. Together, they ensure stock is on the shelves and ensure accurate stock counts.
This guide gives you a quick overview of how the order/invoicing process works and what you'll learn in this series.
What Are Orders and Invoices?
Orders are your stock requests to suppliers. They track what you want to purchase, how much, and at what price. Orders help you:
- Request stock from suppliers electronically or via email
- Track promotional pricing opportunities
- Plan inventory levels
- Maintain a record of what was ordered
Invoices record what actually arrived. They update your inventory by adding received stock to your system. Invoices help you:
- Update stock levels accurately
- Track what was delivered vs. what was ordered
- Monitor supplier pricing changes
- Maintain accurate inventory for automatic ordering
⚠️ Important: If you use or plan to use automatic ordering, proper order and invoice management is crucial. Your system relies on accurate stock levels to automatically generate orders.
The Order/Invoicing Flow
Understanding the status progression helps you track where you are in the process.
The Complete Journey
NEW/ORDER
Send to Supplier
ORDER/ORDER
Download E-Invoice/Convert Order
ORDER/INVOICE
INVOICE/INVOICE ✅
Key statuses you'll see:
New/Order - Order just created, not yet sent
Order/Order - Order sent and updated (ready to convert when stock arrives
Order/Invoice - Invoice imported or order converted (not yet updated)
Invoice/Invoice - Invoice updated, stock in inventory ✅
Next Steps
Start by learning order creation.
👉📦 Orders & Invoicing Fundamentals Part 2: Creating and adding to an Order