Simple Consolidation of multiple Sales Orders
Simple Consolidation of multiple Sales Orders
Here we show how the Consolidated Sales Invoice facility can be used to combine a number of Sales Orders into a single Sales Invoice.
Step 1
The Sales Ledger Customer account must be flagged as a Head Office.
Locate the Customer Record, click Edit.
Open the Customer Record - Info window from the function icon.
Select Head Office, close the Info window and Save the record.
Customers with Head Office status are clearly identified on the Customer record window.
A single Customer can be designated as a Head Office for the sole purpose of combining their own multiple orders into a single Consolidated Sales Invoice.
Step 2
Enter two or more Sales Orders for this Customer. The delivery can be processed straight away, if this is your normal method, but do not process the Invoices. The Orders must be sent to the batch to enable them to be combined into a single Invoice.
Step 3
Deliver two or more Sales Orders from the batch, if not done on entry, but do not process the Invoices.
Step 4
Go to Invoice Orders.
On the Sales Order Batch Selection window, select Consolidate from the Process Method menu.
Enter or select the Customer Code in the Invoice Account or Head Office fields and click on Display to retrieve the batched orders for this Customer.
Step 5
Activate the orders by changing the Posting Status to YES. This can be achieved by double clicking on the line or using the switch buttons.
Step 6
Click OK to print and update the Consolidated Invoice.
Other Considerations
Documents/Stationery Options
Combine Delivery and Invoice
This option, found in System Options on the Documents tab card, stops the System from prompting to print Delivery Notes.
If you select this option you will not be able to use the Consolidated Sales Invoices functionality.
You would select this option if you use multi-part stationery to print Invoices and Delivery Notes together, or if you have no need for Delivery Notes.
Multi-part stationery that combines the printing of the Invoice and Delivery documents will not be suitable for Consolidated Invoices.
Access Crystal Documents
There is an Access Crystal version of the Consolidated Sales Invoice. If you already use Access Crystal Sales Invoices, the Access Crystal Consolidated Sales Invoice will also be used.
To select Access Crystal Sales Invoices, go to System Options. On the Documents tab card, select Crystal Documents. On the ACD options window, tick Sales Orders Invoice.
Part Processing of Orders
If a number of orders are activated for Consolidation, the detail window can be selected and all unprocessed and part processed detail lines from all the selected orders will be displayed. These lines can then be selected for processing in the normal way. To assist with selection the order number will be displayed in front of the item code.
Use Ctrl+Click or Shift+Click to highlight and select multiple lines.
Full Processing of Orders
If the Full Processing option is chosen, only the quantity delivered and updated as delivered for each detail line will be invoiced unless Invoice Full Order is chosen in the System Options.
Invoice Full Order allows you to invoice the whole of a batched order even though a Delivery Note has not yet been produced, or there is insufficient Stock to fill the Order. This option is found in System Options on the Documents Tab (below Sales Orders - Other Options).