The Damage and Loss invoicing feature will streamline the process of invoicing multiple assets marked as damaged/lost on an opportunity. The feature allows you to charge for replacements against your assets to get the full time-saving benefit of the feature.
Setting a Replacement Charge against your products
If you want the system to use a pre-set damage/loss charge when generating an invoice, you will need to set this in the 'Replacement Charge' field against the product. You can achieve this by:
Go to Products and select the individual product.
Select the Pencil in the top right-hand corner to Edit the Product.
Locate the Replacement Charge field.
Enter the Replacement Value and select Update.
Bulk Updating the Replacement Charge
Admin users can bulk update the replacement charges against the products en masse. This can be done by:
Head to System Setup. Select Export Data from the list.
Under Type of data to Export, Select Products.
This will email you a CSV file of your products.
Once you get the Email, download the sheet and open it up.
Delete all of the other columns except for:
ID (Column A)
Name (Column B)
Replacement Charge (Column L)
Update the Replacement Charges column in the spreadsheet with the amount you want the Replacement Charge to be.
Save the Excel sheet.
Then go to the System Setup, Select Import Data
Under Type of data to upload, Select Product
Upload the Excel sheet with the Replacement Charges
Select the Upload button.
This will bulk update all the Products with the Replacement Charge taken from the Excel sheet you uploaded.
Marking an asset as Damaged/Lost
When processing the delivery/return of your assets through the detail view (Link to YouTube Video Guide on how to do this), once an asset has been booked out, you have the option to return as asset as damaged/lost.
This can be done by selecting the blue arrow to the right of the asset line and selecting 'Check-in'.
For serialised assets, select whether it has been damaged/lost. For bulk products/group bookings, select the quantity that is ok, and the quantity that is damaged/lost.
Once you finalise the opportunity, this will complete the stock transaction and move your damaged/lost assets into the Quarantine.
Invoicing for Damage/Loss
When you invoice the order using the 'invoice opportunity' option on the right-hand side, there is a new 'Lost and Damaged' option. Select this option.
This will raise a draft invoice for the items marked as damaged/lost, pre-populated with the replacement charge of those products.
If you haven't added a replacement charge to your products, you will see the totals set to zero. Don't worry! You can simply edit your items using the blue arrow to add in/amend charges.
Once you're happy with the charges, this can then be issued and sent to your customer like any other invoice.
How do I raise a Damage/Loss invoice for an opportunity that has already been invoiced?
If you have already raised an invoice for your opportunity and need to raise an extra invoice for the damaged and lost items, follow the steps below:
Head to Actions on the right side of the opportunity
Mark as not invoiced
Invoice opportunity
On the pop-up screen select "Lost and Damaged Invoice" for invoice type, and remember to tick the "mark opportunity as invoiced" then create your damage & loss invoice.
