Consolidate Sales Orders
Dimensions Only - This feature is not available in Dimensions Lite
To consolidate multiple Sales Orders into a single Invoice you will have to send the individual Invoices to the Invoice Batch so that they can be processed together.
Set the Sales Order Option to Batch Invoice or to Batch Order.
If you do not require a printed Delivery Note, select Do Not Print Delivery Notes in the Sales Order Options.
Order Header
When entering a Sales Order there are three Customer Codes displayed on the order header.
Order Customer
The Customer placing the order.
Delivery Customer
The Delivery Customer provides the delivery address to be printed on documents and the Customer code for Stock movements.
Only orders containing the same VAT status on the Delivery addresses can be consolidated.
Selecting the delivery address
The delivery address can be selected from all addresses held for any Customers.
Three selection lists are available to help you find the required address.
Addresses held for the Order Customer
Addresses held for other Customers within the same Trading Group, including the Head Office
All Customer addresses. This option enables you to view all addresses for all Customers. As this could be a long list, it can be limited by entering search criteria. You must click the Display All button to activate the retrieve.
To use the search, select Find to activate the search fields. Enter the search criteria, e.g. the Customer Code or Postcode required, and click OK.
The search presents a list of Customers filtered according to any search criteria entered and the list is limited to the size set in system control.
Invoice Customer
The Customer Code to which the sales transaction will be posted and the address to which the invoice will be sent.
The Invoice Customer Code determines:
the Terms, Currency, and Intrastat details that will be applied to the Order
the Price Matrix and Price lines used
Selecting the invoice address
When entering a Sales Order the invoice address can be selected from:
Addresses held for the Order Customer
Addresses of the Head Office
The address lists will always be restricted to addresses from Customers with the same VAT status as the Order Customer.
Addresses for Credit Notes can be selected in the same way as for invoices but Credit Notes cannot be consolidated.
Analysis Matrix
If the currencies on the Transaction and the Analysis record are the same, the Analysis Matrix is driven by the Analysis Code held on the Delivery Customer first, then the Analysis Code held on the Order Customer.
Duplicating Orders
This function is available when entering Sales Orders and Credit Notes, by clicking on Customer Orders (below Order Account) on the Header window. The Orders that are displayed in the SOP Orders drill down window are those entered for the Order Customer.
What is a Trading Group?
A Trading Group consists of two or more Customers who place orders independently and have separate delivery addresses but wish to be invoiced together.
Customers within a Trading Group will normally share the same VAT status (i.e. all GB VAT, EU VAT or Non-EU Vat). Only one Customer can be designated as the Head Office for the Trading Group. Consolidated Invoices can only be generated for multiple Customers in the same Trading Group. Only invoices where the VAT status on the delivery addresses is the same can be consolidated, even if the Customers belong to the same Trading Group. A Sales Order can be delivered to any Customer address.
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. In this case the Trading Group would only have one member.
Trading Group settings
Debtors > Reports > Records > Statements
Statements for all members of a Trading Group can be printed for forwarding to the Head Office should this be required. Statements displays a selection window allowing choice between different Statement options and allows you to put in a message to be printed on all Statements:
Select Simple Search - Within the search criteria, enter the Head Office of the Trading Group for which you wish to print Statements. Sales Statements will be printed for all Customers who are part of the Trading Group, including the Head Office Customer.
Debtors > Customers: Record > Info.
Levels
The Levels feature enables you to administer User access down to individual record level. If a User is unable to work with a Customer record because of the level set, then they will also be unable to select that Customer for the Delivery address, Invoice address, or Head office address on the Customer record.
Head Office Account
To identify a Customer as the Head Office account of a Trading Group:
Open the Info window from the Head Office. The Trading Group of Customers associated with this Head Office is displayed.
The Head Office Customer cannot be deleted, nor can it's status be changed, whilst other Customers are identified as part of the same Trading Group.
Customers can be made a part of a Trading Group by selecting another Customer to act as their Head Office. Open the Info window from the function, use the Head Office Account drill down to select the Head Office account. There are two extra default options for Trading Group members. You can select to:
Use Head Office default Delivery address, or
Use Head Office default Invoice address. If selected, when entering Orders the default addresses shown on the Order will be those of the Head Office.
Debtors > Customers: Record > Profit
You can view the profit for a Trading Group from the Profit window on the Head Office Customer Record
Debtors > Customers: Enquiry > Transactions
You can also open the Transactions Enquiry window from this menu for the Head Office or for the Trading Group.
The Transactions Enquiry window will only include transactions for the currently displayed record. The Header line for a Consolidated Sales Invoice will be identified by the term 'multiple' in the Order No. column.
Selecting the Transaction by clicking on it enables you to click again on the arrowhead to expand that Transaction to show the Detail lines that it contains. The Detail lines will contain the Order Numbers that have been consolidated into this invoice.
Further details can be found on the tab cards at the bottom of the window, where the left-hand tab cards contain the information from the Header, and the right-hand tab cards contain the information from the Detail line.
Additional Functionality
Right clicking on the Header line, displays a menu providing access to:
View Allocations - This will only show if the Transaction selected has been Allocated. View Transaction See who entered the Transaction, with the option to Edit it and change non-auditable data such as Invoice Narrative or User Keys.
View Double Entry - Shows the double entry for the transaction. Reprint Order/Credit Note This is only available if there is an Order Number showing, and you have opened this Enquiry window directly from the Customer record. If the Order no. is shown as 'multiple' the Consolidated Invoice will be reprinted.
Right clicking on a Detail line provides access to the above, and to further information:
View Sales Analysis Transactions for Analysis Code
View Nominal Transactions for: Audit No. & Debit Account, Audit No. & Credit Account, or Audit No. & VAT Account
View Costing Project Transactions for: Account Code
View: Value for Transactions
You can select which Currency to be included, by clicking on the 'View: Value' button located on the right hand side of the column headings menu bar.
When you have selected the Currency variation, you must click on the Display function to rebuild the list.