Daily Operation

Daily User Guide

Use Ship2Invoice day to day while keeping automation status, exceptions and created invoices visible.

Purpose

Ship2Invoice monitors eligible shipped QuickBooks Desktop Sales Orders and, when Live Invoicing is enabled and all configured rules are satisfied, creates the intended invoice and verifies the QuickBooks write.

Start of day

  1. Confirm QuickBooks Desktop is available in the expected operating state.
  2. Open Ship2Invoice.
  3. Confirm the intended Company Profile or QuickBooks company.
  4. Confirm Automation Mode is correct: Live Invoicing or Observe Only.
  5. Confirm the automation schedule and Next Scheduled Run are reasonable.
  6. Review Needs Attention.

Dashboard

Depending on the installed release, Dashboard information may include:

  • QuickBooks Company or Company Profile;
  • Automation Mode;
  • Schedule and Next Run;
  • Invoices Today;
  • Needs Attention;
  • Manual Exclusions;
  • invoice activity; and
  • estimated time saved.

Scheduled runs

Normal operation should rely on the configured automation schedule. Ship2Invoice scans for eligible activity and applies the saved shipping, invoice, customer and partial-shipment rules.

When multiple Company Profiles are enabled, scheduled processing is sequential rather than concurrent.

Run Now

Use Run Now when an immediate scan is appropriate.

Before using Run Now in Live mode, confirm the intended company is available and no one is creating a conflicting manual invoice for the same shipment.

Needs Attention

Needs Attention identifies conditions that prevent Ship2Invoice from safely completing the configured automation.

Examples may include:

  • missing required customer information;
  • missing shipment information;
  • a mapping or rule mismatch;
  • a QuickBooks connection issue;
  • a write or post-write verification problem; or
  • another condition requiring review.

Manual exclusions

Customers or transactions intentionally configured to remain manual should be treated separately from true system errors.

Diagnose Sales Order

Use Diagnose Sales Order to understand why a specific Sales Order is or is not eligible.

Diagnosis is read-only and should not create an invoice.

Reviewing created invoices

After a Live run, review the resulting QuickBooks activity as appropriate for the deployment.

Confirm items such as:

  • the intended customer and Sales Order;
  • shipped quantity;
  • freight treatment;
  • the resulting invoice;
  • successful verification; and
  • absence of duplicate invoices.

When to use Observe Only

Switch to Observe Only when:

  • testing a new or materially changed workflow;
  • making material configuration changes;
  • investigating an unexpected invoice;
  • investigating a suspected duplicate;
  • troubleshooting a company-identity issue; or
  • support asks you to reproduce an issue safely.

Routine review

Periodically confirm that Needs Attention items are understood, automation is running on schedule and no unexpected invoices were created.

If anything appears materially incorrect, place the affected Company Profile in Observe Only before troubleshooting.