Combined Invoicing
- Michelle Russell
Moveware provides the ability to create a combined Invoice that includes the charges for more than one Costing Option or Job. Combined Invoices can be created from Non-Updated Invoices or Non-Invoiced Jobs.
Invoices may be combined on either the Invoice Update screen or on the Combined Invoicing (also referred to as Cost Invoicing) modules. This enables Invoices to be grouped together; for example, all unpaid Invoices for a single Customer can be combined for posting. Combined invoices may also be created by default for Customers.
How to Combine Invoices
Note that this is only possible for invoices which are not linked to cost options.
In the main menu navigate to Customers > Invoice Update.
To find the relevant invoices, use the filters and select the desired invoice records. See Search for Invoices and Selecting Records for further information.
Select the Combine icon [
].
Invoices may be combined by Customer and Branch or by Customer, Branch, and Cost Centre. Select the Combine option and the date to be used on the newly combined invoice and click OK.
A summary of the combination is displayed. Click OK.
A new invoice with description “Combined Invoice” will be created and can be viewed in the Customers Invoicing module.
How to Combine Invoices from the Cost Invoicing Module
In the Jobs > Costing screen, click the plus icon [
A pop up will then ask if you want include the cost option in the combined invoice. Click Yes.
In the main menu, navigate to Customers > Combined Invoicing or Sales > Cost Invoicing. All Cost Options that have been set to combine invoicing but have not been invoiced yet will display.
Select the invoices you want to be combined. Invoices can only be combined when the Customer/Debtor is the same; otherwise, separate invoices will be created.
Click the post-it note icon [
The created invoices will be able to be viewed and processed from the Customer Invoicing window. Note that there is additional job information that is available on the Combined Invoice.
How to Create Combined Invoices by Default
In the main menu, navigate to Customers > Customer Management. Find the required Customer (see Searching for Customers).
Select the Customer and navigate to the Customer Details tab.
Set the Combined Invoicing field to Y instead of N.
Select Save in the Smart Panel. Moveware will now only allow combined Invoices to be created for this Customer.
How to Edit the Default Descriptions of Combined Invoice Lines
In Administration -> Paragraph Management
Code Type: Paragraph
Code: CombineInvoiceLineDesc
Description: Combine Invoice Charge Line Description
Status: Active
When Invoices get combined, they will use the above format for each Charge line. The below screenshot shows the display of the invoice lines after combining: