Printing and Emailing Consolidated Invoices

Use the Print Consolidated Invoices window to begin the printing process for customers who receive consolidated invoices. A consolidated invoice is one that combines various sales orders for a customer. When you consolidate invoice printing, you can make sending large amounts of information to customers easier and improve collections with one invoice instead of sending multiple invoices.

Important: Before you can print consolidated invoices, review Setting Up Consolidated Invoicing to define which customers for which you want to allow invoice consolidation. Then use Print Consolidated Invoices to select the criteria for combining the invoices. For example, you want to group everything priced out of Branch 1 on one invoice.

A consolidated invoice is different from the Single Invoicing feature on an order's Totals tab. With single invoicing, the customer gets invoiced for the entire multi-shipment order upon the first shipment. So the customer is often billed for products they have not yet received. In contrast, a consolidated invoice usually follows after various sales orders have already been shipped. Order invoices can only be consolidated after their print status is set to B and invoicing has occurred.

Note: After an invoice is consolidated with other invoices it becomes uneditable. However, users with SOE.CLOSED.ORDER.EDIT authorization can view the invoice.

How to Print Consolidated Invoices

Print a consolidated invoice as follows.

From the Orders > Printing menu, select Print Consolidated Invoicesto display the Print Consolidated Invoices window.
Use the following fields to define how to group consolidated invoices:

Field

Description

Branch/Territory*

Enter the branches or territories whose invoices you want to print. Enter ALL to print invoices for all branches and territories.

Note: Make sure your selection corresponds to your entry in the Consolidate Branch field.

Invoice Select Code

Select an invoicing frequency such as Day, Week, or Month to only select customers with a particular invoice select code.

Note: Use the Valid Invoice Select Codes control maintenance record to create a unique Invoice Select Code to use for consolidated invoices. For more information, see Setting Up Consolidated Invoicing in this documentation.

Ship Date Cutoff

Specify a calendar date to only select orders that shipped on or before a certain date.

Batch ID

Enter a batch ID to only select orders from a particular batch. Use the Multiple button to enter more than one batch ID.

Note: Batches are rarely used with sales orders, so the default is ALL.

Consolidate Branch*

Enter a branch ID to select orders by either their Shipping branch, Pricing branch or ALL branches.

Consolidate By

Indicate how to group the invoices:

Ship-To - Consolidates customer sales order invoices by ship-to branch. This is the default if this field is left blank.
Bill-To - Consolidates only those customers' sales order invoices who have the consolidated invoice option set at the customer level.
Parent - Consolidates all sales order invoices for the parent including those for child branches.
Master Job Bid - Consolidates customer sales order invoices by master job bid ID.
Purchase Order - Consolidates customer sales order invoices that have items on the same purchase orders.

Note: The system consolidates invoices only for customers that have the Consolidated Invoicing option selected in Customer Maintenance. The selection in Customer Maintenance must match the selection in this field.

Posting Branch

Use this option to have Eclipse consolidate sales order invoices by all branches to which the orders are posted:

Price Branch - This is the default. Eclipse uses the Sort By selection listed on the consolidated invoice in Sales Order Entry. This means, because of how the search and sort functions worth the system may not use the first invoice listed on the printed consolidated invoice.
Home Branch - The customer's home branch. Eclipse starts with the ship-to customer and, if unpopulated, checks the bill-to customer. If neither the ship-to or bill-to have a home branch set up, then the system uses the pricing branch of the sales order.
G/L Branch - This is the G/L branch listed on the first invoice listed on the printed consolidated invoice.

Batch Sort By*

Indicate how to sort the invoices within the batch:

Zip - Sorts by zip code first, then by the Customer Maintenance Sort By field entry.
Customer Name - Sorts by the name listed in Customer Maintenance and then the Customer Maintenance Sort By field entry.
Customer Sort By - Sorts by the Customer Maintenance Sort By field entry.

Printed Invoice Sort

Select what order to print the invoice within the consolidated invoice selections:

Ship Date then Eclipse order ID
Customer PO # and then Eclipse order ID

Note: Use the Default Invoice/Statement Sort to set your default for this option.

Show Cost

Indicate whether to show Comm Cost, COGS, or neither (None).

Send via FTP

Indicate whether you want to send the consolidated invoices to an FTP site, such as a billing service.

If you select Yes, click the FTP Info tab at the bottom of the window, and complete the information about where to send the FTP file.

Batch Number

Contains an automatically-assigned number. You can use the number to reprint the batch.

* Required

If you want to include a promotional message on the invoices, enter a message in the Invoice Message box.
Use the following options, as needed:

To...	Use this menu option...
narrow the selection criteria	Selection > Select Criteria An additional selection input window displays.
access the standard reporting options	Options
print the consolidated invoices now	File > Begin If you have the Cons Invs In lieu of Prt activity trigger set, the invoices are sent to the indicated user ID in a spreadsheet format.
create a report that lists each invoice number, ship date, customer, and order total	File > Preview The report displays immediately in the Hold Entry Pre-View window, but is not saved in the Report Queue.
use FTP options (if you set the Send Via FTP field to Yes)	FTP Options > FTP Results or FTP Options > Retransmit

How to Email Consolidated Invoices

To use the one-time consolidated invoice email service, simply choose the E-Mail option on the Print Consolidated Invoices window and indicate the email address you wish to send the invoice to. Using the email service allows you to send consolidated invoices without relying on an activity trigger. Sending by email overrides the the FTP option and an activity trigger for this one instance.

Email a one-time consolidated invoice as follows.

From the Orders > Printing menu, select Print Consolidated Invoicesto display the Print Consolidated Invoices window.
Use the following fields to define how to group consolidated invoices:

Field	Description
Branch/Territory*	Enter the branches or territories whose invoices you want to print. Enter ALL to print invoices for all branches and territories. Note: Make sure your selection corresponds to your entry in the Consolidate Branch field.
Invoice Select Code	Select an invoicing frequency such as Day, Week, or Month to only select customers with a particular invoice select code. Note: Use the Valid Invoice Select Codes control maintenance record to create a unique Invoice Select Code to use for consolidated invoices. For more information, see Setting Up Consolidated Invoicing in this documentation.
Ship Date Cutoff	Specify a calendar date to only select orders that shipped on or before a certain date.
Batch ID	Enter a batch ID to only select orders from a particular batch. Use the Multiple button to enter more than one batch ID. Note: Batches are rarely used with sales orders, so the default is ALL.
Consolidate Branch*	Enter a branch ID to select orders by either their Shipping branch, Pricing branch or ALL branches.
Consolidate By	Indicate how to group the invoices: Ship-To - Consolidates customer sales order invoices by ship-to branch. This is the default if this field is left blank. Bill-To - Consolidates only those customers' sales order invoices who have the consolidated invoice option set at the customer level. Parent - Consolidates all sales order invoices for the parent including those for child branches. Master Job Bid - Consolidates customer sales order invoices by master job bid ID. Purchase Order - Consolidates customer sales order invoices that have items on the same purchase orders. Note: The system consolidates invoices only for customers that have the Consolidated Invoicing option selected in Customer Maintenance. The selection in Customer Maintenance must match the selection in this field.
Posting Branch	Use this option to have Eclipse consolidate sales order invoices by all branches to which the orders are posted: Price Branch - This is the default. Eclipse uses the Sort By selection listed on the consolidated invoice in Sales Order Entry. This means, because of how the search and sort functions worth the system may not use the first invoice listed on the printed consolidated invoice. Home Branch - The customer's home branch. Eclipse starts with the ship-to customer and, if unpopulated, checks the bill-to customer. If neither the ship-to or bill-to have a home branch set up, then the system uses the pricing branch of the sales order. G/L Branch - This is the G/L branch listed on the first invoice listed on the printed consolidated invoice.
Batch Sort By*	Indicate how to sort the invoices within the batch: Zip - Sorts by zip code first, then by the Customer Maintenance Sort By field entry. Customer Name - Sorts by the name listed in Customer Maintenance and then the Customer Maintenance Sort By field entry. Customer Sort By - Sorts by the Customer Maintenance Sort By field entry.
Printed Invoice Sort	Select what order to print the invoice within the consolidated invoice selections: Ship Date then Eclipse order ID Customer PO # and then Eclipse order ID Note: Use the Default Invoice/Statement Sort to set your default for this option.
Show Cost	Indicate whether to show Comm Cost, COGS, or neither (None).
Send via FTP	This field does not apply when emailing an invoice. The email process disregards any FTP setting in this field.
Batch Number	Contains an automatically-assigned number. You can use the number to reprint the batch.

* Required

If you want to include a promotional message on the invoices, enter a message in the Invoice Message box.
Select File > Email option to choose to email the invoices based on the branch and settings.
The system displays a warning message indicating that the invoices are being consolidated and sent to the same email address. Select OK to continue. The Send E-Mail window opens.
Complete the To field and any other optional fields, including the Message text box.
Select File > Save to send the invoices email.