Customer setup re Invoice Modes for Batch Invoicing/Invoice Per Order/Manual Invoices
- Diane Partridge
The rule is normally not to change the invoice mode in the middle of the month for any customer that is set to batch invoicing or invoice per order as they may overlook generating the invoices manually or via the invoice run.
You need to work out what you are trying to achieve before you can commence any set-up.
Work out the invoicing combination.
Layouts will also need to be set up on the Workstations for Delivery Dockets if you don't assign the layout to the Card itself.
Scenario 1: Invoice mode = Batch Invoicing ( 1 invoice at the end of the month)
The Head Office customer has many children
Head Office gets the invoice and statement at the end of the month for all the children
The Children only get a non-priced delivery docket with every shipment.
The head office will get an email of the delivery docket and invoices so the contact needs to be set on the Head office account with a valid email address and the contact checked ticked for ‘Account Payable’ and ‘Statement Recipient’.
The Head Office cardid is the same as the chargeto cardid. Cards>General Tab
For each child cardid, the charge to = Head Office cardid. Cards>General Tab
For each child cardid, because the documents are going to Head Office, the ‘Parent Account’ field = Head Office cardid. Cards>General Tab
For each child cardid, the field 'send docs to parent' = true (ticked). Cards>Settings>General Settings
Invoice Mode on both Head Office and Children cards = Batch invoicing. Cards>Settings>Customer Settings
On each of the children’s cardid, the field of Delivery docket method = Print immediately. Cards>Settings>Customer Settings
On Head Office cardid, the delivery docket method = Print immediately (in case they purchase for themselves). Cards>Settings>Customer Settings
On each of the children’s cardid the Invoice delivery method = Manual. Cards>Settings>Customer Settings. If you want the invoice emailed to the children’s accounts, then set the invoice method on the children’s accounts to either email batch automatic or however the method should be.,.
On the head office cardid the invoice delivery mode = Email batch automatic (if there is a valid contact with an email address). Cards>Settings>Customer Settings
On each of the children cardid, the statement delivery method = none. Cards>Settings>Customer Settings
On the Head Office cardid, the statement delivery method = email/fax. Cards>Settings>Customer Settings
Set the Invoice field on the head office card on Cards>Settings>Cutomer Setting, select the field of ‘Invoice’ to be the tax invoice layout based by Sale Shipment [example: Tax Invoice/Adjustment Note (by Shipment) Portrait or Tax Invoice/Adjustment Note (by Shipment) Landscape] This is for the purpose of reprinting to screen the invoice and emailing or printing it off for the customer.
Scenario 2: Invoice mode = Invoice per order (once a sales order is completed and fulfilled a invoice is generated)
This scenario is called 'Invoice Per Order'.
The Head office customer has many children cards.
The Head Office gets the invoice once the sales order has been completely fulfilled. If the sales order has not been completed by the end of the month, extract an invoice run for the partly shipped.
The children’s cardids only get a non-priced delivery docket with every shipment for every sales order shipment.
The Head Office cardid is the same as the chargeto cardid. Cards>General Tab
For each of the children cardid, the charge to = Head Office cardid. Cards>General Tab
For each of the children cardid, because the documents are going to Head Office the field Parent account = Head Office cardid. Cards>General Tab
For each of the children’s cardid, the field 'send docs to parent' = true (ticked). Cards>General Tab
The Invoice Mode on both the Head Office and the children’s cards = Invoice Per Order. ards>Settings>Customer Settings
On each of the children’s cards, the delivery docket method = Print Immediately.Cards>Settings>Customer SettingsOn the Head Office cardid, the delivery docket method = Print immediately (in case they purchase for themselves). Cards>Settings>Customer Settings
On each of the children’s cardid the Invoice method = whatever you are wanting the invoice to get sent could be email batch manual or automatic (note if its automatic ensure that task is set up to run). Cards>Settings>Customer Settings. Also ensure that the contact on the head office card for accounts payable and statements is the same on the children cards.
On the head office cardid the Invoice delivery method = Email batch automatic (if there is a valid contact with an email address). Cards>Settings>Customer Settings
On each of the children’s cardid, the statement delivery method = none. Cards>Settings>Customer Settings
On the Head Office cardid , the statement delivery method = email/fax. Cards>Settings>Customer Settings
Scenario 3: Invoice mode = Manual where each shipment will produce an invoice which goes to head office once the shipment is completed for that child account
The Head Office gets the statement and invoice for every shipment completed.
The children only get a non-priced delivery docket with every shipment.
Invoice mode on the head office and children cards = Manual Invoicing
The field of Parent account on the children = head office cardid
The Chargeto on the children = Head Office cardid
The field of ‘Send document to parent’ = true (tick) on each of the children
Head Office - delivery docket method = Manual
The field ‘Invoice Method’ on children cards = Manual
The field ‘Invoice method’ on Head Office = Email batch automatic (if the contact on the head office cardid has a valid email address and flagged as 'account payable'Statement method on Head Office = ‘Email’ if there is a contact flagged with 'statement' for HO and email address is valid
Cards have the field of cardid.
Cards have the field of chargeto.
Cards have the field Parent Account.
Where the cardid = chargeto then the open items will be on this one cardid.
Where the cardid has a different chargeto cardid, then the open items will be on the chargeto cardid.
The field of ‘Parent account’ on any of the children accounts, controls who gets the documents whether they are emailed or printed or printed.
invoices are shown on the invoice tab on each of the children cards.