Setting up machines for monthly invoicing to one account
There are a number of set-up options to achieve this, assess and select a set-up option the best suited :
Set the child cards to “Charge To” the head office card. Then all invoices will be for head office.
Charge To :Determines the Card to which any open items are posted. Every card has one charge to. By default, this is the card itself. It can be set to any other card. If the card is set to a different card then all open items will flow to the specified 'Charge To'.
e.g., Set the child card 1300TR "Charge To" to the head office card-id.
Set the child card’s invoice mode to “Batch invoicing”. In which case all shipments for the cards will be on one monthly invoice.
Leave the child cards as charging to their own card. But set the “Charge To” on the machines to the head office card-id. Then all invoices for transactions related to the machines will flow to the head office card-id.
E.g., Set Machine 37, owns by child card-id "PCCU - Victor Harbor", "Charge To" to the head office card-id "PCCU - Facilities"
Set the machine’s invoice method to “Batch invoicing”. In which case all shipments for the machines will be on one monthly invoice. Click Creating an invoice run for machine linked shipments for details.
Example, customer normal invoicing and child machines batch invoicing
We have a branch site that is set to normal invoicing and is set to charge invoices directly to the branch site, not to head office.
Make sure "Split Meter Invoices By Machine" is not ticked on the cards for any of the customers involved
But we want the machines for the branch to charge to head office and to only invoice once a month. We set the "Charge To" on the machine for the branch site to be the head office. We also set the "'invoice mode" on the machine to be "Batch invoicing"
Enter a few sales, service orders or meter charge runs against the machine for the branch site. Those transactions will create and post sale shipments. But they will not be invoiced if they are linked to the machine. The system is waiting until you run the batch invoice run at month end. Try entering a sale shipment as an example.
The shipment will not invoice, because the sale order is linked to a machine and the machine is set to batch invoicing. If you look at the shipment you will see the invoice button is still active.
But if you copy the sale order and delete the machine from the sale order. The shipment from this new order will invoice right away and charge to the branch. As the overrides on the machine no longer apply.
Now all you have to do is create "invoice run" to handle the batch invoicing, as you would at the end of a month. The shipment created earlier that is waiting to invoice will get picked up by the invoice run and charge to the head office customer.
The invoice is like the following
Repeat above with as many machines as required. I have repeated the process with two machines. See example below:
You should get one invoice for all sales for the machines in the month be they from sale orders, sale shipments service orders or meter charges.
Refer to
- Card settings for details on invoice mode and method
- Batch Invoicing customers using a Sale Invoice Run