Company Setup
A new email template has been added for Consolidated Invoice. The example below shows all the selectable context menu options that can be selected to prepopulate into the email template.
Send views will not include the invoice as an option if the order has an associated consolidated invoice. The user must access the invoice through Consolidate Manage. The following window shows all the forms available to send except for the invoice which was a consolidated invoice for this order.
The changes to invoice edit include the addition of a checkbox for Consolidate. When this is checked, the ‘Process Invoice’ button is hidden. Additionally, the invoice date and terms controls are read only. This is because these processes and values are set during the Consolidate Manage – Process Invoice function.
- Changing an invoice from consolidated back to individual will undo the postings, redo, and then assign a new invoice number. Use the normal invoice manage – send views to send the new individual invoice. The user would need to return to consolidate manage option to resend the revised consolidated invoice, since an invoice was removed.
- Changing a customer on a consolidated invoice to another customer will undo the postings, redo, and then assign a new invoice number. The user would need to return to consolidate manage to resend a revised invoice in this instance since an invoice was removed and then use the normal invoice manage – send views to send the new individual invoice.
Consolidate Manage
This menu option, located from the customer tab menu, under invoice group is where functions to process the consolidated invoice, send the consolidated invoice and display the consolidated invoice detail list is available.
Process Invoice – This function does many of the same actions that the process invoice does when in the invoice. In the case of a consolidated invoice each invoice selected to group will be assigned the same invoice number, date, and terms. Date and terms are controls that can be edited in the header of the Consolidate Manage window. The user can choose to select all invoices or only those invoices to be grouped into the consolidated invoice. Once selections are complete, select process to generate the ledger transactions, receivable, sales tax, commission, and assign the same invoice number to all the selected records.
Send Invoice
This function will send the consolidated invoice (email or print). Consolidated Invoices can be individually selected and sent, or more than one Consolidated invoice can be selected and sent in a batch.
Invoice Detail
This function provides a list detailing each line item that appears on the invoice. Group header information will include billing, shipping, terms, or invoice date information. This can be provided to the customer to supplement the consolidated invoice.
Invoice Form
Product information will print one line per the same product code, unit, price, and is a freight item. Instructions from the individual invoice will not appear on this form. The only instruction that will print is the company setup consolidated invoice instruction template which prints in the footer area of the form.
NOTE: ProfitMaker users converting to ASI SmartBooks— only the summary consolidated invoice form will be supported.
Receipt New/Allocate
The consolidated receivable records are indicated by a + sign and the amount is the aggregate amount of all the invoices that were associated to the invoice number assigned to the consolidated invoice. The user can select to expand the consolidated receivable record to see each order/invoice that was on the consolidated invoice and select to pick and choose to pay as they wish.
Epayment
Changes to Epayment include the same type of parent/child relationships as described in Receipt New/Allocate.
The concept remains the same, in that you can only perform or work with one line at a time.
Receivables and History
Lists related to receivables and history will include a column that will show a checkmark if the record is a consolidated related item.
Customer Statement
A type of consolidated invoice will be displayed/printed if the invoice is a consolidated invoice. The PO/Reference information will not be displayed/printed since there are multiples possible.