Consolidated Invoicing

The Consolidated invoice is used to invoice multiple jobs on one invoice, saving the client a lot of paperwork while still maintaining the value of each invoiced job.

NB. Make sure that System variable 268 is enabled (Allow user to create invoice type “Consolidated invoice”).

Consolidated invoices can only be created on jobs with no other open invoices, and no prior expenses. 

Step 1 – Create a new job

In order to create a consolidated invoice you need to create a new job on the customer. You can do this by using the icon “create new job” such as it’s shown on the following screenshot.

Step 2 – Create Consolidated invoice

When creating an invoice there are a few parameters you need to fill out.

Date: Invoice date.

Language: The language used when the invoice is printed.

Accounts receivable: Debtor for the invoice.

Currency: Currency used on the invoice

Copy data from: This feature is locked on consolidated invoices.



Step 3 – Choose Invoice type and add jobs

In this window, you select what jobs must be included and what invoice type to create. You also choose the data source (column 3 “Create invoice lines based on data source”).
Options are: Omit insertion, Actual costs and Price quote.

Once you have made your selection by clicking on the checkboxes on the left sided column, press the OK button to insert the job.

 

Step 4 – Modify sub-invoices on each job


When you click the approve button in step 3, the system will create a sub-invoice on the jobs selected. Now you are ready to modify and complete sub-invoices on each job you inserted. The easiest way of doing so is to click on the ‘Jump to sub-invoice’ button in the job column as seen below (click in the cell to show the button):

Once you click on the jump button, it will direct you to the sub-invoice, in this case a Partial sub-invoice. On a Partial invoice, you will need to select the expenditure lines to invoice. Select the lines by clicking on “Do invoice”. Finalize the selection by clicking on the Approve button in the tool bar.

Click the button “Transfer selected lines” to transfer the selection to the invoice lines.

And then the system will transfer the selected expenditures lines to the invoice lines.

It’s possible to adjust the amounts on the invoice if preferred.

Click the  button to return to the consolidated invoice overview to continue on other jobs (dependent on invoice type, different scenarios applies).

Step 5 – Transfer sub-invoice lines

Once you are done with ALL sub-invoices (that is: considering what to bill out on each sub-invoice, changing invoice lines texts and so on) click this button to transfer all sub-invoice lines and amounts to the consolidated invoice lines.

There are 3 different options in terms of ‘layout’ and detail level. We recommend the one suggested in the window above.

Now the system has transferred the sub-invoice lines as seen below.

It has also inserted a phase per job as seen here.

IMPORTANT!
Do not change any amounts on the consolidated invoice lines at this point. You can still change the activity description and other texts. If you require changing amounts it must be done on the sub-invoices and then you will have repeat step 5 again.

Step 6 – Approving and finalising

Before approving and finalizing the invoice, make sure that the invoice has the right layout in the Print layout section.

 

Once that it is done, you can approve the invoice by clicking on the approval button as seen below:

 

Depending on the WorkBook setup you might also be able to finalize the invoice on the finalize button. Refer to the person responsible for WorkBook in your company as to how the workflow is setup.

Once the consolidated invoice has been finalized the system automatically creates a credit note to the consolidated invoice to equalize it. You should only send out the consolidated invoice to the customer and not the credit note or the sub-invoices. The system makes sure that only the consolidated invoice is appearing on the statement of account to the customer (debtor). In other words: you only use the consolidated invoice as a “container” for sub-invoices. The profitability on each job is kept.

Example calculation:

Expenditures

Invoice lines

Difference

Job 1000

100

100

0

Job 1001

50

75

25

Job 1002

20

10

-10

170

15

Consolidated invoice Job 1003

185

Credit note Job 1003

-185

Troubleshooting

  • Can’t create “Consolidated invoice”? Try and check if System variable 268 is enabled (Allow user to create invoice type “Consolidated invoice”).
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