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Step 1 Define User Profile Option

Set the user profile option AR: Show Billing Number to Yes. This controls the display of the consolidated billing invoice number on the relevant windows and reports.

If this profile option is Yes, Receivables displays an additional field for the consolidated billing invoice number in the following windows: Receipts, Transactions, Account Details, Credit Transactions, Transaction Overview, Customer Calls, Applications, and Mass Apply windows. Reports that can display the consolidated billing invoice number include the Account Status, Adjustment Register, Applied Receipts Register, Billing and Receipt History, Disputed Invoice, Dunning Letter Generate, Past Due Invoice, Sales Journal by GL Account, Transaction Detail, and the Transaction Register. See: Overview of Receivables User Profile Options.

Step 2 Define Customer Profiles

Create a customer profile class for customers who will use consolidated billing. Set the following options as indicated for your consolidated billing profile classes:

• Check the Send Consolidated Billing Invoice check box.

• Choose a consolidated billing format: summary or detail. The detail format includes information about each item on each invoice. The summary format does not include item detail; it lists the total amount for each invoice. The default is summary.

Suggestion: Do not check the Override Terms check box. The consolidated billing invoices program determines the payment terms for the billing invoice from the cutoff date you specify when printing billing invoices (it ignores payment terms in the individual invoices). Consequently, even if users do override the default terms on a particular invoice, the system will ignore it. However, to avoid confusion, we recommend that you set override terms to No so users cannot change terms on individual invoices. For more information on how consolidated billing invoices use payment terms, see: How Receivables Selects Invoices for Consolidated Billing.

See: Defining Customer Profile Classes.

Step 3 Define Payment Terms

Create one or more proxima payment terms for use with consolidated billing invoices. The Consolidated Billing Invoices program uses a cutoff date and payment terms to select individual invoices for inclusion on the consolidated billing invoice. When defining payment terms for consolidated billing, be sure to:

• Specify a cutoff day - This is the day that you will specify as the cutoff date when you print consolidated billing invoices.

• Specify a single due date - You cannot use multiple due dates (i.e. split payment terms) with consolidated billing invoices.

Step 4 Assign Payment Terms

Assign your consolidated billing invoice payment terms to the Bill-To site of each customer that will receive a consolidated billing invoice. Receivables only creates consolidated billing invoices at the customer site level for sites with a Bill-To business purpose.

Query the customer in the Customers window, then open the Addresses alternative region. Select an address, then choose Open. Select the Bill-To business purpose, then choose Open. Enter your consolidated billing invoice payment terms in the Business Purpose Detail window, then save your work.

Note: The consolidated billing invoices program ignores the payment terms in the individual invoices. It only uses the payment terms that are selected by matching the cutoff day.

For more information on how Receivables uses the cutoff date and payment terms to select invoices to include on a consolidated billing invoice, see: How Receivables Selects Invoices for Consolidated Billing.

Step 5 Define System Options

We recommend the following setting at the system options level:

• Set the system option Allow Change to Printed Invoices to No (do not check the box). If you do this, when you reprint consolidated billing invoices you can be sure that the data will not have changed since the initial printing.

Suggestion: We recommend that you establish manual procedures for cash receipts because Receivables lets you delete or alter cash receipts that have been included on a consolidated billing invoice. Establishing these procedures within your company will prevent changes to and deletions of cash receipts after they have been included on a consolidated billing invoice.

See Also

How Receivables Selects Invoices for Consolidated Billing

Printing Consolidated Billing Invoices