Actinic 10 - Invoicing

[poppyjane]

Oh goodness me I'm about tearing my hair out here! I work in accounts, and unfortunately I've been tasked with making sure Sage and Actinic invoice numbers are the same, even though we don't link the two, I just get to rely on sequential numbering.

Automated websales are fine, I just ask the sales processing team to print me off an Actinic invoice and we're good to go. The problem starts with manually entered invoices.

Invoice is manually entered on Actinic. Payment is manually entered. Invoice is then printed with an allocated invoice number. If invoice is printed AGAIN, then it is allocated a DIFFERENT invoice number. If I look at the tax print out, the first invoice number is missing.

Something is obviously happening between print one and print two, but I'm really struggling to get to the bottom of it. I have my suspicions that invoice 1 is being printed BEFORE the payment is manually entered, so it is only given a nominal invoice number. As happens when you just preview the invoice for example.

Anyone got any ideas?

Many thanks,

Jane (half bald and looking forward to a long weekend!)

[Golf Tee Warehouse]

If you alter the order in some way Actinic will insist on creating a new invoice number (very very annoying), although this is usually a change to the products ordered or any change to the name or address.
Actinic will inform you that the change you are making will create a new invoice number.

Do both numbers look like the same invoice number sequence i.e they follow the same sequencial numbering and you are not getting confused with the Order number which is different from the Invoice number.

[poppyjane]

Hi,

Yes, they are definitely invoice numbers... and both have the same order number. So, there's definitely a warning from Actinic that a new invoice number will be generated? My gut instinct is telling me that I'm not being told the absolute sequence of events of printing invoices/adding the payment. This is ONLY happening with orders entered manually, so I'm not sure what else could be causing it.

Thanks

Jane

[Golf Tee Warehouse]

Are there any other noticeable differences between the two versions of the invoice?
Are the customers details identical including email address and phone number?

[poppyjane]

I can't see any differences. Would it make a difference if people looked at the order and then hit save, whether they'd made any changes or not?

[Mike Hughes]

Actinic sometimes (always?) has a habit of wanting to make orders match what it thinks they should be, rather than what was entered at the time.

So when you open an Actinic order you might find that Actinic is over-writing shipping charges or even changing tax amounts if the rate has changed since the order was created.

Mike

[Jan]

When the order is created it has no invoice number, when it is fully shipped, paid for and the paper invoice printed or marked as printed, an invoice number is allocated. If the order is then edited a message is shown telling you that doing so will cause the invoice number to be reset, so this is probably what is happening, someone somewhere is editing the order and ignoring that message.

You should check the way orders are being processed, you might need to change it slightly.

Regards,