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 in the who participates in summary billing will either be configured as a summary bill-to customer or be linked to a summary bill-to customer. Customers linked to a summary bill-to customer are summary ship-to customers.

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

Step-by-Step Guide

Navigate to the Create Invoices (Logistics -> Create Invoices)

Create Invoices

Upon entry all orders will be displayed for regular customers for the division you are currently in.

Click the Summary Bill Customers radio button

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.

Use Delivery date allows user to designate the orders delivery date for the invoice and as of date.

Use Ship Date allows the user to designate the orders ship date as the invoice and as of date.

LIS System message box will display when the invoices have been created. Click OK to continue.

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 Memos

Credit and debit memos must be created and Invoice Updated prior to creating the 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.