Invoicing Mode

Invoicing Mode

Invoicing can be configured to prompt the user to choose the way the invoice is to be structured.


With this configured you get a confirmation modal before creating an invoice which asks how you would like to invoice. You can set different invoice modes for different items that you are invoicing. This setting is also a USER setting, allowing you to enable this functionality for selected staff members only, if required.

Invoicing Options – Options for generating invoices are:

  1. Single Line - invoice normally, one line per item, no split freight
  2. Single Line Split Freight - invoice normally, one line per item, with split freight
  3. Line Per Operation - Invoice by operation with split freight
  4. Line Per General Ledger Account - Invoice by operation then group lines base in GL account - more info on this below


You can also have the ‘balancing’ configured for the following options:

  1. Don’t Balance Invoice
  2. Separate Balance Line
  3. Balance Across Operations


Each product category can be configured to use a different invoicing mode.

*If the category does not have an invoice mode override set, it looks at the global invoice mode settings.



































Job Invoicing Examples:

Below are 3 invoices created for 3 identical jobs.


Single Line mode.

The total price for the job is on one line only...



Single Line Split Freight mode.

The total price is now split out between the job and freight charges. The job price is on one line only with the freight itemised under it...



Line per Operation mode…
Each line is split by operation or by GL code…


















The Mode changes the details as they appear on the invoice details screen.

What appears on your Invoice document is determined by how it has been configured.

For example, you may have created an invoice using the ‘Line per Operation’ invoicing mode, but your invoice document may be a summary type document. This will generate the invoice PDF just fine as the details the invoice document requires are available on the screen when being generated.

This will not work in ‘reverse’ – You cannot generate a detailed invoice document when the invoice was created in a Single Line mode as the required details are not present on the screen.



GL Accounts

There is a switch on the General Ledger Account definitions – Suppress Consolidation…






























This allows GL Account level control over consolidating invoice lines by GL Account when the ‘Line per General Ledger Account’ is used at invoice time. Where this is enabled, lines with this GL Account will not ‘consolidate’ on the invoice.


Sales Order Invoicing


Due to the nature of Store Items, when invoicing a Sales Order there are only two choices:

  1. Single Line Split Freight and
  2. Line per General Ledger Account


Single Line Split Freight - each item on the order will have its own line on the invoice.

The Invoicing Mode selected is applied to all items on the sales order.


Example - an order with 3 store items being dispatched to one location.



Create the Invoice and selecting Single Line Split Freight 






Creates an invoice with each item on the Sales Order being on its own row…




Per General Account - because these products are all contained within the one category and consequently use the same GL Account, they are combined into one line, with the freight being separated.



On an order with products from different categories that have different GL Codes defined, Line per GL Account is selected…
























The invoice will reflect that, splitting the invoice up by GL account and the Job Title will depict the GL Account Code and Name…





When the ‘Suppress Consolidation’ switch on the GL Account definition is enabled on account GL2, when the above order is invoiced, the products on the GL2 account are no longer consolidated…







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