Printing Consolidated Billing Invoices
Use the Print Consolidated Billing Invoices window to:
- Print new (final) consolidated billing invoices
- Print draft consolidated billing invoices and accept or reject them
- Reprint draft or final consolidated billing invoices
When reprinting consolidated billing invoices, you can select either summary or detail format, regardless of how the customer's profile class is set up.
You can accept or reject individual consolidated billing invoices or use the concurrent request ID to accept or reject batches.
To print, reprint, accept or reject a consolidated invoice:
1. Navigate to the Consolidated Billing Invoices window.
2. Choose one of the following options:
Draft - Accept Consolidated Billing Invoices: If you are satisfied with the draft invoices, choose this option to accept them. When you do this, Receivables changes the status from Draft to Accepted. This option does not reprint the consolidated billing invoices; to reprint spoiled drafts, use the Reprint Consolidated Billing Invoices option.
Draft - Print Consolidated Billing Invoices: Choose this option to print a draft of your consolidated billing invoices. This lets you review your consolidated billing invoices for accuracy and completeness, then either accept or reject them. The printed copy of the draft appears exactly as it will appear when you choose to print new consolidated billing invoices; the only difference is that the draft invoice has a status of Draft rather than Accepted.
Draft - Reject Consolidated Billing Invoices: If you are not satisfied with the draft invoices, choose this option to reject them. Receivables changes the invoice print status from 'Printed' to 'Pending.' You can print these invoices again using either the Draft or New function.
Print New Consolidated Billing Invoices: Receivables generates and prints the consolidated billing invoices and changes the status to Accepted.
Reprint Consolidated Billing Invoices: Choose this option to reprint draft or final (accepted) consolidated billing invoices.
Note: Receivables does not reuse consolidated billing invoice numbers assigned to rejected drafts.
3. If you are printing new or draft consolidated billing invoices, enter the following report parameters:
Customer Name/Number: To print consolidated billing invoices for a specific customer, enter the customer name or number, or select it from the list of values (only customers who are flagged for consolidated billing invoices appear in the list of values). Leave these fields blank to print consolidated billing invoices for all customers.
Bill-to Site: To print an invoice for a specific bill-to site, enter the site. (This field applies only if the selected customer has more than one bill-to site.) Leave this field blank to print invoices for all sites.
Cutoff Date: Enter the cutoff date for including invoices on the consolidated billing invoice. Receivables will include any transaction dated before this cutoff date that has not been included in a previous consolidated billing invoice and that complies with the other parameters you specify.
Note: The cutoff date determines the payment terms, which determine the bill-to sites selected. When setting up proxima payment terms, you must specify a cutoff day and a single due date. To find the payment term that will be used for the consolidated billing invoices, the system matches the cutoff date specified in the report parameters with the cutoff day in the payment terms (there could be more than one payment term with the same cutoff day; see Terms Code, below). Then the system finds all bill-to sites that use that payment term and checks the customer profile to determine if the site or customer is set up to use consolidated billing.
Terms Code: If there is more than one payment term that uses the specified cutoff date, select the payment term to use. Leave this field blank to select all payment terms that use the specified cutoff date.
Currency Code: The default is your functional currency. For customers that use multiple currencies, you must run a separate report for each currency.
Type: Choose Summary or Detail. All consolidated billing invoices for a concurrent request must be the same type, so to print both formats you must run this report twice. Customers are selected based on the setting of the Consolidated Billing Invoice Format in their profile class.
Note: Receivables always creates the data for detail-level consolidated billing invoices even if it prints only the summary level. The system stores the detail-level data so that when you reprint consolidated billing invoices, you can choose to print either summary or detail, regardless of how the customer is set up.
4. If you are reprinting draft or accepted consolidated billing invoices, enter the following report parameters:
Billing Invoice Number: To reprint a single consolidated billing invoice, enter the billing invoice number. To reprint an entire batch, leave this field blank and specify a Concurrent Request ID.
Concurrent Request ID: To reprint an entire batch of consolidated billing invoices, enter the concurrent request ID for the invoices. Otherwise, leave this field blank.
Type: Choose summary or detail. When reprinting consolidated billing invoices, you can select either summary or detail, regardless of how the customer is set up. However, all consolidated billing invoices for a concurrent request must be the same type. If you leave this field blank, Receivables prints invoices in their original format.
5. If you are accepting or rejecting draft consolidated billing invoices, enter the following report parameters:
Billing Invoice Number: To accept or reject a single consolidated billing invoice, enter the billing invoice number. To accept or reject an entire batch, leave this field blank and specify a Concurrent Request ID.
Concurrent Request ID: To accept or reject an entire batch of consolidated billing invoices, enter the concurrent request ID for the invoices. Otherwise, leave this field blank.
Note: To accept most, but not all, of a batch of billing invoices, first, individually reject the few that you don't want to accept, then accept the others as a batch by specifying the concurrent request ID. To reject most, but not all, of a batch of billing invoices, first accept the few that you do not want to reject, then reject the others as a batch by specifying the concurrent request ID.
7. Choose Submit. Receivables assigns a unique Request ID to your submission.
8. To review the status of your request, navigate to the View Concurrent Requests window, then query your submission by its request ID number.
See Also
Consolidated Billing
Setting Up Consolidated Billing
How Receivables Selects Invoices for Consolidated Billing
