Dimensions Only - This feature is not available in Dimensions Lite

The Invoices batch process is largely the same as processing Orders, except deals with the Invoice aspect of the order (and not the Delivery).

Settlement Discounts are excluded from the calculation of VAT when invoicing currency Sales Orders and you then select to revalue invoice values, so that VAT can be correctly calculated on the actual amount paid. See VAT on Settlement Discounts.

The method for selecting your transactions is similar for all Process Batch types; see SO Batch Selection for more information.

Enter any criteria required to identify your Orders, then click to Display the Batched Sales Orders window. Only the order detail lines which can be Consolidated and Invoiced will be loaded.

The Process Method menu at the top of the Sales Order Batch Selection window contains the following options (see below for further information):

Consolidated Invoices can only be produced from the Invoice Orders window.

Select Consolidate to run the consolidation process. If selected you must select a specific Currency before the batch is loaded (the default currency is Home), then enter any additional selection criteria you wish to use.

From this menu you can select to search for the Order Account, Delivery Account or the Invoice Account by entering a Customer Code or selecting one from the search window.

Only Orders that have the Invoice Account flagged as a Head Office will be displayed in the Process Batch window.

Only available when the Process method Consolidate is selected, the Head Office Customer code can be entered or selected from the search window. If a Head Office Customer code is entered, you can search for the Head Office Invoice address using the address drill down to the right of the Head Office Account field.

The Batched Sales Orders can be sorted by clicking on any of the column headers.

Select the Orders that are to be processed by double clicking them to turn their flag from NO to YES. You can choose multiple line (i.e. SHIFT+Click, CTRL+Click, etc) and then change the flag value by clicking on upper (selection) toggle button, or you can select all by clicking the lower (all) toggle button. The toggle button is a column header comprising 3 lines (selection) or a black square (select all).

If the Consolidation option was not selected on the batch selection window, the processing is done in the normal way. Each order is processed individually; the invoice layout and document delivery method is taken from the invoice customer record.

Only orders with the same Invoice Customer (name and address) and for the same currency can be consolidated. These orders must have identical settlement discount terms.

Note: if any of the orders have 'Use Multiple Sales Ledger Due Dates' enabled, then it is not possible to consolidate.

To stop mistakes being made in this area, if you select Combine Delivery and Invoice on the System Options - Documents Tab, you will not be able to use the Consolidated Sales Invoices functionality.

Also, the VAT status on the Delivery addresses of these orders must match for them to be consolidated.

The Consolidated Invoice contains Header information and the detail lines from the Orders being invoiced.

The document delivery method, e.g. Print, Fax, Email or XML, is the method set on the Invoice Customer record.

The Consolidated invoice is designed for the paper formats FMS 020/030 only.

There is an ACD version of the Consolidated Invoice designed for the paper format FMS 040. The ACD format will be used if selected on the Crystal Documents drill-down on the Documents tab.

The purpose of this feature is to allow multiple Sales Orders to be consolidated into one invoice document.

Multi-part stationery that combines the printing of the Invoice and Delivery documents is not suitable for Consolidated Invoices. The header details for the Invoice and Delivery documents will usually be different.

In all these examples:

Printed but not Updated - Once a selection of orders have been consolidated and the Invoice has been printed but not updated, you should not attempt to reprocess the orders singly. We would recommend that the Consolidated Invoice is updated immediately after printing.

Future Period Posting - The year and period selection works in accordance with future period posting privileges, however, the Consolidated Invoice cannot be posted to a year and period earlier than the latest year and period set on the orders being consolidated. If such a year and period is selected, the invoice will be posted to the latest year and period on the selected orders.

Processing a single order - The invoice is processed in the normal way except that the invoice layout is the Consolidated layout.

Part Processing of Orders - If a number of orders for one Invoice Customer are selected 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.

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 - Documents Tab (below Sales Orders - Other Options). The Invoices are Consolidated by Invoice address and delivered by the Invoice Delivery method defined for the Invoice address.

Consolidated Invoices can only be produced from the Invoice Orders window.

The Process Method menu at the top of the Sales Order Batch Selection window contains the following options:

Select Consolidate to run the consolidation process. If selected you must select a specific Currency before the batch is loaded. The default currency is Home.

Enter any additional selection criteria you wish to use.

Invoice Account From this menu you can select to search for the Order Account, Delivery Account or the Invoice Account by entering a Customer Code or selecting one from the search window.

Only Orders that have the Invoice Account flagged as a Head Office will be displayed in the Process Batch window.

Head Office Account The Head Office Customer code can be entered or selected from the search window.

If a Head Office Customer code is entered, you can search for the Head Office Invoice address using the address drill down to the right of the Head Office Account field.

Click to display the Batched Sales Orders window which lists all the Orders that satisfy the criteria you have entered. Only the order detail lines which can be Consolidated and Invoiced will be loaded.

When displayed, the Batched Sales Orders can be sorted by Invoice Account; Date Entered; Date Required; Priority; Batch Ref.; Order No. and Invoice Address.

Select the Orders that are to be processed by double clicking them to turn their flag from NO to YES.

If the Consolidation option was not selected on the batch selection window, the processing is done in the normal way. Each order is processed individually; the invoice layout and document delivery method is taken from the invoice customer record.

Only orders with the same Invoice Customer (name and address) and for the same currency can be consolidated. These orders must have identical settlement discount terms.

Note: if any of the orders have 'Use Multiple Sales Ledger Due Dates' turned on then it is not possible to consolidate.

Also, the VAT status on the Delivery addresses of these orders must match for them to be consolidated.

In all these examples:

Once a selection of orders have been consolidated and the Invoice has been printed but not updated, you should not attempt to reprocess the orders singularly. We would recommend that the Consolidated Invoice is updated immediately after printing.

The year and period selection works in accordance with future period posting privileges, however, the Consolidated Invoice cannot be posted to a year and period earlier than the latest year and period set on the orders being consolidated. If such a year and period is selected, the invoice will be posted to the latest year and period on the selected orders.

The invoice is processed in the normal way except that the invoice layout is the Consolidated layout.

If a number of orders for one Invoice Customer are selected 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.

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 - Documents Tab (below Sales Orders - Other Options).

The Invoices are Consolidated by Invoice address and delivered by the Invoice Delivery method defined for the Invoice address.

The Delivery address cannot be changed for orders that have been part delivered.

The Invoice address cannot be changed if the order has been part invoiced.

If no invoicing has taken place, the Invoice address can be changed. Since the terms are taken from the Invoice Customer, if a change to the Invoice address involves a change to the Invoice Customer then the new terms will apply to all existing values on the order.

The Consolidated Invoice will contain Header information and the detail lines from the Orders being invoiced.

The Terms on the Invoice will be taken from the Invoice Customer record.

The header information is taken from the Invoice Customer and consists of:

Further header information is taken from each Sales Order and included in the body of the Consolidated Invoice. This header information is repeated for each order to make it clear that the invoice contains multiple orders.

The Sales Order detail lines display the Description, Quantity, Price and Value of the items ordered.

The VAT analysis is shown at the bottom of the page with the totals.

The document delivery method, e.g. Print, Fax, Email or XML, is the method set on the Invoice Customer record.

The Consolidated invoice is designed for the paper formats FMS 020/030 only.

There is an ACD version of the Consolidated Invoice designed for the paper format FMS 040. The ACD format will be used if selected on the Crystal Documents drill-down on the Documents tab.