Consolidating Existing Invoices and Credit Notes

Consolidating Existing Invoices and Credit Notes

Multiple qualifying invoices for the one customer can be consolidated onto one invoice by users with the ‘Invoice – Admin’ role.

This applies to Sales Invoices only. 

Sales Credit Notes can also be consolidated together in the same manner as described below, however you cannot consolidate a mix of invoices and credit notes together.


In the Manage Invoices screen, when two or more qualifying invoices are selected for the same customer a Consolidate Selected action button appears…




A prompt is presented to confirm the action…




This process happens immediately on clicking ‘Yes’ to the above prompt.

The selected invoices are processed…




Bringing all their line details from the selected invoices through onto the new draft consolidated invoice…




While at the same time Voiding the originally selected invoices…




History records are written on all the original voided invoices…




As well as the new consolidated invoice…





Qualifying Invoices


The consolidation of invoices is not available if one of the following is true:

  • Only one invoice is selected
  • The customers on the selected invoices are different
  • A mix of Invoices and Credit Notes is selected
  • An Exported, Internally Invoiced or Voided invoice is selected
  • An invoice with a payment against it is selected



Warning

Caution


The consolidation of sales invoices occurs immediately upon confirmation of the action by the user.

The original invoices are voided, and their details added to the new draft consolidated invoice.


To fix a situation where an incorrect invoice was selected and added to the consolidated invoice, note the Job / Sales order numbers from that incorrect invoice. 

Remove those lines from the new consolidated invoice, which will reset the Job or Sales order back to not invoiced and depending on the Status of the Job / Sales Order, they will appear on the Awaiting Invoices board.

A new invoice can now be generated to replace the voided invoice.


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