Setting Up Consolidated Invoicing

Consolidated invoices combine two or more customer sales orders on one invoice based on specified criteria. Use consolidated invoices help you improve customer service and track individual customer jobs and ship-to information. You can make sending large amounts of information to customers easier and improve collections with one invoice instead of sending multiple invoices.

Note: Consolidated invoicing works regardless of your forms setup: Eclipse Forms and non-Eclipse Forms.

Before printing consolidated invoices, set up your customer information to best facilitate the consolidation process in Eclipse.

To setup consolidated invoicing:

Use Product Maintenance to create a Miscellaneous Charge Product for consolidated invoicing. Eclipse uses this product when printing the consolidated invoices and attaching comments.

Use the Valid Invoice Select Codes control maintenance record to create a unique Invoice Select Code to use for consolidated invoices. By using a unique Invoice Select Code the system can group together customers and identify the sales orders to consolidate.

Important:The codes set in this control maintenance record determine the options available in the Invoice Select Code field in the Print Consolidated Invoices window.

Note:Eclipse follows the standard ship-to/bill-to/parent hierarchy when looking for the Invoice Select Code.

For each user required to create consolidated invoices, assign SOE.ALLOWED, level 2 and SOE.ORDER.TO.INVOICE authorization keys to their user ID through User Maintenance.
For each customer that receives consolidated invoices:

Display the customer record through Customer Maintenance.
From the Pricing menu, select Customer Pricing and Printingand click the Printing tab.
Do the following:

Field	Description
Consolidated Invoicing check box	Select this check box. By selecting this option, the system activates the next fields and recognizes this customer as a consolidated invoicing customer. Note: The system automatically includes all generations on a sales order unless overridden at the sales order level.
Consolidate By	Select one of the following to tell the system how to group the sales orders for the customer: Ship-To, Bill-To, Parent, Purchase Order, or Master Job Bid. The A/R stays with the Ship-To Account. Note: If you select Ship-To, the Consolidate Ship To field is deactivated.
Consolidate Ship To	If you select Bill-To or Parent in the Consolidate By field, use this field to indicate where the A/R balance for the consolidated invoices should be applied.

For more information about how these fields work together to print the invoice grouping correctly, see How Eclipse Determines Consolidated Invoice Printing in this documentation.

Save your changes and exit the window.
Print consolidated invoices, as needed.