Understanding Sequence and Summarization Rules
When you generate a batch of invoices from the transactions in the Billing Detail Workfile table (F4812), the system automatically creates a new invoice for each customer. You can further define how you want the system to sequence and summarize the transaction information that appears on the invoices. To do this, you set up sequence and summarization rules.
The sequence and summarization rules that you set up indicate divisions within generated batches of invoices and the individual invoices within a batch. You set up the divisions at these levels:
Level |
Description |
|---|---|
Blank |
The system groups transactions without forcing a level break. |
Invoice level (I) |
When the sequence and summarization rule that you set up changes at the invoice level, the system creates a new invoice with a unique invoice number. |
Pay item level (P) |
When the sequence and summarization rule that you set up changes at the pay item level, the system creates a new line of billing detail for the invoice. The system assigns a unique pay item number to the new line of billing detail. |
The system uses the sequence and summarization key that you set up to:
Assign invoice numbers.
Summarize transactions by invoice and pay item.
Control how the transactions appear in the Customer Ledger table (F03B11) when you create the accounts receivable and general ledger entries.
Update the workfile transaction with the applicable key information, such as invoice and pay item numbers.
For example, you can set up a sequence and summarization key with business units (jobs) at the invoice level and with subledgers (work orders) at the pay item level. During invoice generation, the system uses the key to:
Create a new invoice number when the business unit changes.
Create a new pay item number when the subledger (work order) changes for the business unit.
You might group workfile transactions by the source business unit number for the batch of invoices. To do this, sequence the billing information by the source business unit first and leave the Summarization Code field blank. Then, use the subledger number to sequence and summarize individual invoices within the batch. Finally, use the object account to sequence and summarize the pay items with the invoices.
You can have only one customer number per invoice. The system creates a new invoice number if the customer number changes, regardless of how you set up the sequence and summarization key.