Invoice Consolidation
This chapter contains all important information for setting up invoice consolidation. With invoice consolidation, you can combine sales, service, and rent documents (provided you have a license for Aptean Rental) into a single invoice. This allows different document types to be billed together and issued as one combined invoice. This chapter describes the individual steps required to set up and use invoice consolidation and is divided into the following sections:
- Setting up Number Series for Invoice Consolidation
- Setting up Templates for Invoice Consolidation
- Assigning Invoice Consolidation Template to Customer
- Creating Consolidated Invoice
- Issuing Consolidated Invoice
Setting up Number Series for Invoice Consolidation
This section describes how to set up the number series for invoice consolidation. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.
- Navigate to the Number Series FastTab.
- In the Consolidated Invoice Nos. field, enter the desired number series to be used for consolidated invoices.
- In the Issued Consolidated Invoice Nos. field, enter the desired number series to be used for issued consolidated invoices.
You have successfully set up the number series for invoice consolidation.
Setting up Templates for Invoice Consolidation
This section describes how to set up templates for invoice consolidation. Using these templates, you can define which documents are to be invoiced collectively and according to which criteria the consolidated invoicing process is to be carried out. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Consolidated Invoice Templates page.
- Click on New in the menu bar to create a new template.
- Fill in the fields according to the information in the following table:
| Field | Description |
|---|---|
| Code | Specify a unique code for the consolidated invoice template. |
| Description | Specify a significant description for the consolidated invoice template. |
| Due Date Calculation | Specify the formula used to calculate the due date for the consolidated invoice. |
| Discount Date Calculation | Specify the formula used to calculate the discount due date for the consolidated invoice. |
| Print Option | Select the format in which the consolidated invoice is to be printed. The following options are available: Summary and Detail. If you select the Summary option, the included documents are displayed in a summarized form. If you select the Detail option, all included documents and entries are displayed in detail on the consolidated invoice. |
- Then, navigate to the Consolidated Invoice Details FastTab.
- Optional Define additional invoicing details according to the table below:
| Field | Description |
|---|---|
| Area | Specify the area for which the consolidated invoice template is to be used. The available options are Sales, Service, and Rent. If you want to invoice documents collectively regardless of the area, leave this field blank. |
| Order Type | Specify which order types are to be considered by the consolidated invoice template. The selectable order types are filtered based on the area selected previously. If this field is left blank, all order types will be considered. |
| Exclude Credit Memos | Select this checkbox if credit memos are not to be included in the invoice consolidation. |
You have successfully set up a template for invoice consolidation.
Assigning Invoice Consolidation Template to Customer
This section describes how to assign the previously configured consolidated invoice template directly to the customer. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Customers page.
- Open the customer for which you want to assign a consolidated invoice template.
- Navigate to the Invoicing FastTab.
- Fill in the Consolidated Invoice Template field with a previously created template.
Tip
This setting can also be adjusted or removed later on a document-specific basis directly in the sales, service, or rent document in the Invoice Details FastTab using the Consolidated Invoice Template Code field. This allows individual documents to be invoiced directly or processed using a different template, if required.
You have successfully assigned a consolidated invoice template to a customer.
Creating Consolidated Invoice
This section describes how to create a consolidated invoice. The following description assumes that various documents have already been created in the system, such as sales orders, service orders, and rent contracts (provided you have a license for Aptean Rental), which are to be combined into a single invoice. Consolidated Invoices are created manually using the Consolidated Invoices page. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Consolidated Invoices page. The page displays an overview of all existing documents that can be considered for invoice consolidation.
- Click on Create Consolidated Invoices... in the menu bar.
- In the dialog window, configure the desired settings in the Options FastTab using the table below:
| Field | Description |
|---|---|
| Posting Date | Specify the date that is to be used as the posting date in the header of the consolidated invoice. |
| Document Date | Specify the date that is to be used as the document date in the header of the consolidated invoice. This date is also used to determine the due date of the consolidated invoice. |
| Include Entries On Hold | Activate this toggle switch if entries that are on hold should also be considered when creating consolidated invoices. |
- Optional If needed, you can filter by customer number in the Filter: Customer FastTab, for example when creating a consolidated invoice for a specific customer only.
- Optional If needed, you can also use the Filter: Customer Ledger Entries FastTab to filter specifically by document numbers or other criteria, for example if only certain documents are to be included in the consolidated invoice.
- Click OK to create the consolidated invoice.
- The Consolidated Invoices page now contains the newly created consolidated invoice.
Tip
If a consolidated invoice has already existed in the system for an extended period of time, you can update and recalculate the included values and documents. To do so, click on Actions > Functions > Suggest Consolidated Invoice Lines in the open consolidated invoice.
You have successfully created a consolidated invoice.
Issuing Consolidated Invoice
This section describes how to issue a consolidated invoice. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Consolidated Invoices page.
- Open a previously created consolidated invoice that you want to issue.
- Click Home > Register in the menu bar of the consolidated invoice.
- In the Issue Consolidated Invoices dialog window, configure the desired settings in the Options FastTab according to the following table:
| Option | Description |
|---|---|
| Select whether the consolidated invoice should be printed or sent by email when issued. | |
| Replace Posting Date | Activate this toggle switch if the posting date of the consolidated invoice should be replaced with the date specified in the Posting Date field. |
| Posting Date | Specify the posting date to be used for the consolidated invoice. If the Replace Posting Date option is enabled, this date will be applied to all consolidated invoices during posting. |
| Hide Email Dialog | Activate this toggle switch if the email dialog should not be displayed when sending the consolidated invoice. |
- Optional If needed, you can also apply additional filters specifically for the consolidated invoice in the Filter: Consolidated Invoice FastTab.
- Then, click OK to issue the consolidated invoice to the customer.
- The consolidated invoice is issued and posted.
- To review the issued consolidated invoice, use the quick search (ALT+Q) to find the Issued Consolidated Invoices page.
- The newly created invoice can then be invoiced as usual.
You have successfully created and issued a consolidated invoice to the customer.