Shipping & invoicing

Send the evidence that belongs to the pieces

The cert pack is frozen against the quantities and identities on the shipment. It can include issued material heats, outside-process certs, first-article evidence, final inspection and the required conformance document.

Missing mandatory evidence holds dispatch. A permitted waiver records its scope, decision and supporting agreement. Where the requirement belongs to the customer, the customer’s approved deviation is necessary; an owner note cannot replace it. A checkbox saying certs were included does not establish clearance.

The packing slip carries the customer PO, job, part revision and quantities. Customer pickup, freight, courier or shop delivery use the agreed handoff evidence. Carrier and portal connections are configured and verified during rollout rather than assumed from the presence of a tracking field.

Choose the agreed billing route

Each order scope has one billing mode. A milestone job does not also generate a full automatic shipment invoice for the same sale. Draft invoice allocations reserve the remaining amount, preventing two preparations from billing it concurrently.

Final billing offsets all earlier issued deposit and progress amounts through their original lines, regardless of whether those invoices have been paid. For an agreed $1,000 net sale, a $200 deposit bill and $300 progress bill leave $500 net to bill. Those earlier invoices keep their own outstanding balances until cash or credit settles them.

Finalize the amount before issue

Office Manager checks the accepted price, new billable scope, prior-billing offsets, freight, payment terms and tax. USD is the authored currency basis. The configured tax policy or designated accounting authority supplies effective tax, exemption evidence and rounding; missing tax information remains unresolved rather than becoming zero.

Final tax is required before issue, sending or cash application. Issued terms and amounts remain frozen. Local issue and any accounting destination acknowledgment are separate outcomes, each retained with its own evidence. An uncertain export is reconciled before retry so the same invoice is not created again remotely.

Apply cash and credit without losing history

One receipt can settle several invoices, and one invoice can have several payments. Office Manager applies retained cash only within the same customer’s currency and current invoice balance. Unapplied cash remains visible in Receivables Ageing.

Shop Owner approves credits against the remaining eligible original invoice-line and tax amount. A fully paid invoice can still justify a credit. Credit first settles the original invoice’s remaining debt; surplus is available for other invoices or refund. Historical cash applications remain, and invoice balances cannot become negative. Reserved credit, including a pending refund, cannot be spent again.

Returned payments and payment-funded refunds reverse the necessary applications before recording the confirmed cash effect. Credit-funded refunds consume credit without also reducing the original payment. Shop Owner approves returns and refunds; an uncertain bank response remains unresolved until evidence establishes the outcome. Routine misapplication corrections retain their linked Office Manager action.

Resolve customer returns by their original shipment

A finished-part return identifies the original shipment line, authorized quantity and actual received custody. Inspection determines the affected pieces’ next path; credit entitlement and replacement quantity are separate decisions. A credit alone does not prove goods returned.

Recovery work uses a linked rework or remake path with its original demand entitlement. Previously shipped history remains intact, and a closed job is not reopened through an edited status. Unused customer-owned raw material follows its separate custody-return record against stock, without inventing a finished-part shipment or sale.