Use this workflow to complete open non-inventory Sales Order lines and create the related invoice lines.
When to use this workflow
Use Fulfill Order for open non-inventory lines such as fees, services, or other charges that do not require inventory shipment or lot selection.
Do not use this workflow for inventory parts. Inventory lines must be shipped through the Shipping & Receiving shipment workflow so PAX can select lots, reduce inventory, and record shipment history.
Before you start
Confirm:
- The order has at least one
Non-Inventoryline with open quantity. - The non-inventory work, fee, or service is ready to bill.
- The fulfillment quantity is known.
- Any additional invoice header note is ready.
- The order's non-inventory price, discount, and description are correct before fulfillment.
Screen path
Dashboard > Sales > Open Orders > expand order > Fulfill Order
Steps
-
Open
Dashboard > Sales > Open Orders. -
Search for the order.
-
Select the order row to expand it.
-
Confirm the order has a
Non-Inventoryline withOpen Qtygreater than zero. -
Select
Fulfill Order. -
Review
Order Information:Customer,Customer PO, andTerms. -
In
Additional Header Notes, enter any note that should be added to the fulfillment invoice header. -
Review the
Line Itemstable. -
For each line, review
Ordered,Completed, andOpen. -
In
Fulfill, enter the quantity to fulfill. PAX defaults this to the open quantity and prevents entries above the open quantity. -
Review the fulfillment
Total. -
Select
Create Fulfillment. -
Wait for PAX to show
Fulfillment created. Invoice [invoice number] is ready. -
Return to Open Orders and confirm the line's
Completed Qty,Open Qty, and status updated.
What happens behind the scenes
Accounting impact
PAX creates invoice lines for the fulfilled non-inventory quantities. Invoice-line automation can update invoice totals and post the configured non-inventory revenue accounting.
For prepaid terms, PAX applies prepayment/customer credit behavior to the fulfillment invoice. For net terms, the invoice follows the configured receivables behavior.
No inventory cost of goods sold entry is created by non-inventory fulfillment because no inventory is shipped.
Inventory and costing impact
Non-inventory fulfillment does not reduce inventory, consume inventory detail, select lots, or affect inventory cost layers.
Open quantity for non-inventory lines is based on ordered quantity minus fulfilled quantity. It is not based on shipped quantity.
Lot traceability impact
No lot traceability is created by this workflow. Lot traceability belongs to inventory shipment workflows.
Status and audit impact
PAX creates a fulfillment header and one fulfillment line for each fulfilled Sales Order line.
Fulfillment line activity updates quantity_fulfilled on the Sales Order line. A non-inventory line becomes Partially Shipped when partially fulfilled and Closed when fulfilled quantity reaches ordered quantity.
The Sales Order header status is recalculated after fulfillment.
System automation
PAX validates that each submitted line is a non-inventory line, has quantity greater than zero, and does not exceed open quantity.
For non-inventory-only orders, PAX can reuse the pending reserved invoice when it has no invoice lines. For mixed orders that still have open inventory lines, PAX creates a separate fulfillment invoice and leaves the pending no-line reserved invoice available for shipment.
Each fulfillment event creates its own fulfillment record. A later partial fulfillment can create another fulfillment record and another invoice.
Troubleshooting
Fulfill Order is not visible
Likely cause: The order has no open non-inventory lines.
Safe fix: Review line Type and Open Qty. Use Shipping & Receiving for open inventory lines.
Contact support if: A non-inventory line has open quantity but Fulfill Order is missing.
No open non-inventory lines appears
Likely cause: The order no longer has any non-inventory quantity available to fulfill.
Safe fix: Close the fulfillment screen and review the expanded order lines.
Contact support if: The expanded order shows open non-inventory quantity but the fulfillment screen does not.
At least one fulfillment quantity is required
Likely cause: Every Fulfill quantity is zero.
Safe fix: Enter a quantity greater than zero for at least one line.
Contact support if: You cannot enter a valid quantity for an open line.
Quantity exceeds open quantity
Likely cause: The fulfillment quantity is greater than the line's remaining open quantity.
Safe fix: Enter a quantity no greater than Open.
Contact support if: The open quantity appears incorrect.
The fulfilled line cannot be edited later
Likely cause: PAX protects fulfilled non-inventory description, price, discount, and revenue account.
Safe fix: Use the appropriate credit, correction, or rebill process instead of editing fulfilled history.
Contact support if: You need help choosing the correct correction workflow.