This article documents how to process the summary ship to invoices then create the summary bill to invoice.
Summary Billing Overview
Summary billing provides the ability to combine invoices from multiple customers into a single invoice for a separate customer for billing purposes. The customers who take delivery of the product are referred to as summary ship-to customers. The customer who receives the billing information is referred to as the summary bill-to customer. Each customer that participates in summary billing will be configured as a summary ship-to customer or be linked to a summary bill-to customer.
The summary ship-to invoices are used for sales analysis purposes. This allows users to do analysis on a more granular basis with the ability to report sales by customer location, region, state, etc. Summary ship-to invoices are not used for G/L posting or cash applications. The source documents for summary ship-to Invoices are customer orders, debit and credit memos.
The summary bill-to invoice is used for aging, cash application and posting to the General Ledger. They are not used in sales analysis because the summarized information does not provide sufficient detail for analysis purposes. The source documents for summary bill-to invoices are summary ship-to invoices.
The summarization process can occur in one of two methods, Average Price or Distinct Price.
Average Price combines units, pack and dollars for each distinct Item for all summary ship-to invoices being summarized then divides the dollars by the pack to provide an average price per unit for each Item on the summary bill-to Invoice.
Distinct Price creates a separate invoice item line on the summary bill-to invoice for each distinct item price combination from all the summary ship-to Invoices being summarized.
Pre-requisites
- Division Configurations
- Create CustomerCustomers
- Summary Bill To Customer Setup
- Summary Ship To Customer Setup
- Create Customer Orders
- Allocate & Ship Release Orders
Step-by-Step Guide
Create Invoices for Summary Bill To Customers
Navigate to the Create Invoices (Logistics -> Create Invoices)
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Create Invoices
Create invoices from the summary Ship To customer orders.
Upon entry all orders will be displayed for regular customers for the division you are currently in.
Note* Any Ship To customer orders excluded from summary billing will also be included.
Click the Summary Bill Customers radio button 
to access the summary ship to orders
Select the orders to create invoices for then click the Auto Invoice Button.
The Auto Invoice form is used to designate the invoice and as of dates for the Create Invoice process.
There are 3 selections in the drop down. After selecting an option is completed click the OK button
Use Dates Below allows the user to accept the default system dates or enter a desired date.
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The invoice number assigned can be viewed by scrolling form to the right. Click the form Close button to exit.
This process should be repeated for all orders that will be part of the Summary Bill To Invoice.
Credit and Debit MemosAdjustments for Summary Bill To Customers
2. Navigate to the Adjustment Entry (Logistics -> Adjustment Entry)
Credit and debit memos are created in the Adjustment Entry form.
The adjustment invoices must be created and Invoice Updated updated prior to creating the Summary Bill To Invoice.
Click New
Select ship-to customer
Enter Dates
Click "+" in navigation bar to enter items
Click Save to generate adjustment invoices
Invoice Update for Summary Bill To Invoice
The Deposits tab will list the deposits entered from the Accounts Receivable – Manage Deposits routine.
Click on the Detail check box and the individual customer payments within each of the deposits will be listed.
Click in the check box to mark the individual payment as bank reconciled as it appears on your bank statement.
As you mark deposits as reconciled, the value on the Deposits tab and the Deposits total will update with the total deposits marked as reconciled.
The Check All box will mark all deposits as reconciled.
Payments:
Click in the Payments tab and all unreconciled payments from the Accounts Payable module thru the Close Date will display.
Click in the check box to mark the individual payment as bank reconciled as it appears on your bank statement.
As you mark payments as reconciled, the value on the Payments tab and the Payments total will update with the total payments marked as reconciled.
The Check All box will mark all payments as reconciled.
Upload Checks – Will automatically mark checks as reconciled from a file.
GL Distribution:
This screen populates with transactions generated thru the journal entry routine within the Ledger module that affect the cash account of the bank. It will also include any deposits that were returned thru the Accounts Receivable module.
The transactions that affect the Cash account for this bank are listed in the bottom portion of the screen.
To mark these transactions as reconciled you will highlight the transaction and Click the Assign button
This moves the transaction from the bottom to the middle of the screen. This designates the entry as reconciled.
If you want to change the entry to unreconciled, highlight it and hit the Delete button and it will move back down to the bottom of the screen.
As you mark GL transactions as reconciled, the value on the GL Distribution tab and the Adjustment total will update with the total GL transactions marked as reconciled.
You can also create Journal Entries as needed by clicking on the Journal Entry button.
It takes you directly into the Journal Entry routine within the Ledger module to create an entry. Once done, simply Close and you will return to the Bank Reconciliation routine.
Once you have marked all transactions as reconciled as they appear on your bank statement, you should see an Activities Difference of zero.
This acknowledges that the Bank Reconciliation is in balance with your bank statement.
You can now mark this bank reconciliation as complete by clicking on the Mark As Reconciled button.
Click Save
Now the fields should be grayed out and no modifications are allowed. You will notice the Mark As Reconciled button has changed to Mark As Open.
If you need to re-open the bank reconciliation you can by simply clicking on the Mark As Open button.
You can print your bank reconciliation by clicking on the Print button.
Please note you must have the Detail check box unchecked on the Deposits tab in order to print.
Following is a sample layout of the report.
Customers
3. Navigate to Invoice Update (Logistics > Invoicing > Invoice Update)
Upon entry all adjustment invoices will be displayed for regular customers for the division you are currently in.
Note* Any Ship To customer adjustment invoices excluded from summary billing will also be included.
Click the Summary Bill Customers radio button to access the summary ship to adjustment invoices.
Select the adjustment invoices to update then click the OK button.
Click the Save button to update the invoices.
Click the Yes button in the Confirm message box. Upon completion the Update Status will change to Succeed.
Create the Summary Bill To Invoice
4. Navigate to Summary Bill To Invoice (Logistics > Invoicing > Summary Bill To Invoice)
Reprice a summary Ship To invoices item line(s) prior to creating the summary Bill To invoice or create summary Bill To invoice(s).
Select the From and To Invoice dates and the Bill To Customer then click Retrieve (if left empty ALL Bill To Customers will be included)
There are two methods used to select the Summary Bill To customer(s)
1) Click the Select All check box will check the Inclu. check box for All rows displayed 2) Click the Inclu. check box for each Summary Bill To Customer displayed
The "+" can be selected to view the details (Ship to Invoices tab) for the summary bill to invoice to be created or to Reprice the summary Ship To Invoices.
Create summary Bill To Invoice
The Invoice Preview tab is used to view the summary Bill To Invoice(s) to be created. The user can change the Summary Bill To invoice date, enter a Po number and use the "+" to view the summary Bill To invoice details.
In this example two invoices will be created. One for the summary Ship To customer orders/ invoices and one for the summary Ship To customer debit/credit adjustment invoices.
Click the Create button to generate the Summary Bill To Invoice(s).
Click Yes in the Confirm message box to print a proof report.
The Create Bill To Proof report is generated for each summary Bill To invoice created.
Note: This is the only time this report is available to print.
Correcting (Reversing) a Summary Bill To Invoice
5. Navigate to Logistics Invoicing Unsummarize Summary Bill To Invoice
Summary Bill To Invoice can be unsummarized prior to invoice registration. The summary Bill To Invoice will be voided.
This process is used to add additional invoices, use a different summary Bill To Invoice date or PO number or Reprice an item line on the summary Ship To invoices.
Select the From and To Invoice dates and the Bill To Customer then click Retrieve (if left empty ALL Bill To Customers summary Bill To invoices/ adjustments will be included).
There are two methods used to select the Summary Bill To customer(s).
1) Click the Select All check box will check the Inclu. check box for All rows displayed 2) Click the Inclu. check box for each Summary Bill To Customer displayed.
The "+" can be selected to view the details (Ship to Invoices tab) for summary bill to invoice to be unsummarized (voided).
Click the Unsummarize button to unsummarize (void) the Summary Bill To Invoice(s).
Click Yes in the Confirm message box to print a proof report.
The Unsummarized Bill To Proof report is generated for each summary Bill To invoice unsummarized.
Note: This is the only time this report is available to print.
Invoice Reverse
6. Navigate to Invoice Reverse (Logistics > Invoicing > Invoice Reverse)
Upon entry all invoices will be displayed for regular customers for the division you are currently in.
Click the Summary Bill Customers radio button to access the summary ship to invoices.
Select the invoice to reverse then click the Reverse button.
Note* Reverse to 'Free Inventory' is the only selection available.
Reprice summary Ship To Invoices
The Re-Price Invoice button is used to reprice the summary Ship To order and invoice.
- When contract or template pricing is used simply correct the pricing then use Re-Price Invoice button to recalculate the pricing for the summary ship-to orders and invoices.
- When manual pricing is used (user enters prices) the invoice(s) that has an item priced incorrectly will need to be reversed then the user will access the order(s) and correct the pricing.
The Re-Price function must be used before creating the summary Bill To invoice. The summary Ship To customer invoices to be summarized and the associated summary Ship To customer orders will be re-priced.
The summary bill total invoice dollars will be re-displayed when the re-price has completed. To use the Re-Price function select the ‘Inclu.’ column check box of the summary bill customer to re-price.
Select the ‘Re-Price Invoice’ button. Select price types for re-pricing then click the OK button to re-price. To cancel the re-price click the Cancel button.
Excluding a customer order or adjustment invoice from the summary Bill To invoice process
This function is available when the Ship To customer configuration 'Allow Override' has been checked in the customer master form.
The customer order and adjustment entry forms contain a selection on the Billing tab titled 'Disable Summary Bill'. The default value is always unchecked.
