After completing an outbound delivery or service confirmation on a Sales or Service order, you’ll be able to create an invoice draft in the “Customer Invoicing” work center.
You can combine invoice requests into one invoice; however, they must follow a certain criterion that is listed in the table below...
Parameters | Description |
Parties | Parties on Header level are: Seller, Account, Payer, and Bill-to. If there are invoice requests with different parties on header level, these items are split into several invoices. |
Currency | Invoice requests with different currencies are split into several invoices. |
Price In | Invoice requests with different pricing procedure codes (Price in), are split into several invoices. |
Payment Terms | Invoice requests with different payment terms are split into several invoices. |
Payment Method | Invoice requests with different payment methods are split into several invoices. |
Invoice Date | If the invoice date of the invoice requests differs, the system creates several invoice documents. |
Posting Date | If the posting date of the invoice requests differs, the system creates several invoice requests. |
Tax Due Date | Invoice requests with different tax due date are split into several invoices. |
Invoicing Unit | Invoice requests with different invoicing units are split into several invoices. |
Invoice Type | There are four invoice types: Customer Invoice, Customer Down Payment, Correction Invoice, and Customer Credit Memo. If they differ, the invoice request will split into several invoices. |
Tax Country | Invoice requests that have different tax countries on item level are split into several invoices |
Customer’s Tax Number and Tax Number Type | Invoice requests with different customer tax numbers on item level are split into several invoices. |
To start the invoice request process, you’ll need to go to the “Customer Invoicing” work center. Then click the “Invoice Request” view
- Customer invoicing work center
- Click “Invoice Requests”
In the invoice request module, change the drop-down box to “All Invoice Requests” and then search for the invoice requests in the search box in the top right.
You can search by multiple document types, whether it be a service confirmation ID, outbound delivery ID, Sales Order ID, or Service Order ID.
Once you have pulled up the document ID you wish to request an invoice for and it’s in a “To Be Invoiced” status, you’ll highlight the line and then click the “Invoice – Advanced” button. If you’re combining invoices, you’ll hold down the “Shift” key and highlight all the lines you wish to combine into one invoice.
- Change drop-down box to “All Invoice Requests”
- Search for the invoice requests
- Click the line you wish to start the invoice process with. Hold down shift & click to select multiple lines if you are combining requests.
- Click the "Invoice-Advanced" Button
If you need to combine different Sales/Service Orders that are under the same account, you can use the advanced search filter to pull up all documents related to a specific account. Once you pull them up, you'll need proceed to select all of the document, using Ctl + Click to highlight them, and then proceed with Invoice-Advanced.
a. Select the Advanced Search Filter button
b. In the Accounts field, search for the Customer Account
c. Once they're pulled up, select the appropriate lines using Ctl + Left Click
d. After selecting all lines, proceed with clicking the "Invoice - Advanced" button.
Once you click the “Invoice-Advanced” button, a box will appear for the invoice creation properties. Before you proceed, you’ll need to uncheck the “Automatic Release” and “Down Payments Transfer” check boxes.
- Uncheck Automatic Release
- Uncheck Down payments Transfer
- Select an Invoice Date
- Click OK
After clicking “OK”, you’ll be taken to the “New Invoice” page. Once you click save, a new invoice # will be created.
However, before saving, If you see that your invoices weren't combined, you can check why by clicking the "Split Analysis" button.
Select the lines that appear under "Invoices", then click the "Split Analysis" button.
a. Select the lines of the invoices under "Invoices".
b. Click the "Split Analysis" button.
This will bring up a pop-up, called "Invoice Split Monitor" and on this screen you can see why the invoices weren't combined.
If you look at the criteria in the example, it's due to the "Invoice Date" and "Order Type".
In order to combine them, you'll need to Set the Invoice Date on the "Invoice - Advanced" screen to a specific date, which assigns it to all of the invoices and then change the Order Type on the Service/Sales order to the same one.
a. Criteria for why they didn't combine
b. Click Close to exit
You'll need to close out of the invoice, without saving, and make the changes to the preceding documents.
Once you've made the corrections, verify everything looks correct and if you need to add any attachments, you can scroll down to the bottom of the header page to the “Attachments” tab to add them.
After you verify the contents and attach any documents, click the “Ready for Invoicing:” check box, then save and close the invoice.
- Check the “Ready for Invoicing” box
- Click Save
- Click Close
The accounting team will now take over the invoicing process