Create Collective Invoice 

Explanation

A collective invoice is a summary invoice containing more than one customer order to the same customer. This is useful when several customer orders are delivered together. It is also used if you have an agreement with your customer to bill at regular time intervals, e.g., once a month. 

You can create collective invoices even if the orders have different terms for delivery, mode of transportation, etc. The charges that are not connected to a specific customer order line will be invoiced depending on the setting for Invoice Unconnected Charges Separately checkbox in the company.

If the invoice includes rental lines the requirement for creating the invoice is that the rental events and rental transactions should have been created. The rental invoice line is based on the rental transactions and not on the delivery of goods so the status of the customer order rental line must be Reserved, Picked, Partially Delivered or Delivered. Rental invoice lines can be handled together with sales lines on the same invoice. Delivery confirmation is not handled for a rental line and is not required in order to create an invoice.

When creating a collective invoice, you can choose whether to include all available orders or only selected ones. Note that collective invoices for lines delivered via shipment are also created here.

If the total gross amount for a Jinsui customer order exceeds the specified maximum amount, the invoice will not be created. To proceed with the invoice creation, one or more order lines can be blocked from invoicing to bring the total gross amount within the required limit. 

Prerequisites

• The setup of the customer must allow the use of collective invoices.
• If needed, you can indicate the interval, in days, between two invoices. This is also done in the setup of the customer. It is also possible to specify precise days of the month as closing dates to create collective invoices.
• To invoice order lines, the customer orders must be either in the Partially Delivered or Delivered status or when using staged billing, an approved staged billing line should exist. If the customer order used to create a collective invoice requires delivery confirmation, the order must have been delivery confirmed. An order with a charge connected to a part order line will not be available for invoicing until the quantity on the connected order line has been delivered, delivery confirmed or has an approved staged billing line.
• If Invoice Unconnected Charges Separately checkbox in Company/ Distribution/ Order tab is cleared; an unconnected charge line would be invoiced only when there is an invoiceable delivery or a staged payment. When above checkbox is marked, it is possible to create a collective customer order invoice only for the unconnected charge as soon as the customer order is in Released state.
• Customer orders with only charge lines can be invoiced when the orders are released.
• The customer order rental lines should have rental events and rental transactions created.

System Effects

• A collective invoice is created, including all or selected customer orders delivered to a customer up to the specified date. If closing dates are specified for a customer, only those order lines delivered closest to the closing date will be included in the collective invoice. In the case of Customer Consignment Stock, order lines consumed closest to the closing date will be included in the collective invoice. It should be noted that orders consisting of lines blocked from invoicing will not be included.
• If customer order lines had been delivered on different dates, the latest delivery date will be the latest of all the given delivery dates. Note that in determining the latest date, only delivery dates of invoiced lines are considered.
  In case of goods that are delivered to customer consignment stock, the date of delivery is considered as the date on which consumption notification is registered.
  If an invoice line had been created through the staged billing process before delivery, the latest delivery date will be null. If the invoice is created after delivery, the latest date of all the delivered lines will be shown.
• If rental invoice lines are included on the invoice, the rental transaction status will be updated to Invoiced and the invoiced amount will be added to the transaction.
• If the customer orders are associated with projects for which the Project Unique Billing check box has been selected, separate invoices will be created for each individual project. The project ID will be posted to the corresponding invoice.
• If there are lines with different tax liability types and delivery countries on the customer orders, separate invoices will be created. If the company has got a tax ID number for the delivery country, this tax ID number will be printed on the invoice for lines with a tax liability of type taxable. For lines with different tax liability types and delivery countries, the supply country tax ID number will be used. Also if a tax liability of type exempt is used on the order lines, the supply country tax ID number will be printed on the invoice.
• If there are customer orders with different use price including tax settings, separate invoices will be created.

Window

Create Collective Customer Invoices

Related Window Descriptions

Create Collective Customer Invoices
Collective Invoice Per Order  
Create Collective Invoices

Procedure

To create a collective invoice containing all orders to the same customer:

1. Open the Create Collective Customer Invoices window.
2. Select the appropriate customer line.
3. Select Create Collective Invoice in the Operations menu.
4. If the closing dates have been specified for a customer, the Create Collective Invoices dialog box will open. Either use the default date or specify a different date in the Closing Date field. To ignore the closing dates, select the Ignore Closing Date check box.  
5. Click OK in the displayed message box to confirm the creation of the invoice.
6. If there are rental lines included in the selection there will be a reminder to generate rental transactions before creating the invoice. Click Yes if that has already been done. Click No to stop the creation of a collective invoice.

To create a collective invoice containing a selection of the orders to the same customer:

1. Open the Create Collective Customer Invoices window.
2. Select the appropriate customer line.
3. Select Create Collective Invoice Per Order in the Operations menu.
4. Select the order lines you want to include in the collective invoice.
5. Select Create Collective Invoice in the Operations menu.
6. If closing dates have been specified for a customer, the Create Collective Invoices dialog box will open. Either use the default date or specify a different date in the Closing Date field. To ignore closing dates, select the Ignore Closing Date check box.  
7. Click OK in the displayed message box to confirm the creation of the invoice.
8. If there are rental lines included in the selection there will be a reminder to generate rental transactions before creating the invoice. Click Yes if that has already been done. Click No to stop the creation of a collective invoice.