Batch Create Collective Invoice

Explanation

Use this activity to create several collective invoices at a time determined by the user parameters.

A collective invoice is a summary invoice containing more than one customer order belonging 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 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.
If the invoice includes rental lines the requirement for creating the invoice is that rental events and rental transactions 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 in Reserved, Picked, Partially Delivered or Delivered status. Rental invoice lines can be handled together with sales lines on the same invoice. Delivery confirmation is not handled for rental line and is not required in order to create an invoice.

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. The charge lines connected to customer order lines will be invoiced when the lines are invoice ready.
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 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 have to have rental events and rental transactions created.

System Effects

Collective invoices will be created, including all or selected customer orders delivered to a customer. If closing dates are specified for a customer, only those order lines delivered closest to the closing date will be included in the collective invoices. In the case of Customer Consignment Stock, order lines consumed closest to the closing date will be included in the collective invoices. It should be noted that orders consisting of lines blocked from invoicing will not be included.
Once the invoices have been created, you can analyze it and make changes to it in the Manual Customer Invoice window.
If customer order lines had been delivered on different dates, the latest shipment date will be the latest of all the given delivery dates. Note that in determining the latest date, only shipment dates of invoiced lines are considered. In case goods are delivered to customer consignment stock, the date of delivery is considered as the date on which the 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 IDs will be posted to the corresponding invoices.
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.

Window

Batch Create Collective Customer Invoices

Related Window Descriptions

Batch Create Collective Customer Invoices

Procedure

To create multiple collective customer invoices directly:

Open the Batch Create Collective Customer Invoices dialog box.
Specify the company to which the invoices belong. Invoices should belong to one company hence using the percentage sign (%) as a wild card is not possible.
Specify a site belonging to the above company or leave the percentage sign (%) to specify all the sites of the company.
Similarly, specify the customer number, currency and payment term or leave the percentage sign (%) to specify all.
Enter the planned invoice date offset. This number should be an integer. All invoices with a planned invoice date on or before the offset date added to the system date, will be considered for performing the process.

To schedule batch create collective invoices as a background job:

Open the Batch Create Collective Customer Invoices dialog box.
Click Schedule to open the Create New Task Schedule window. Set the scheduling parameters as required and save. Scheduled tasks can be seen in the Scheduled Database Tasks window.