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

1. Division Configurations

2. Create Customers

3. Summary Bill To Customer Setup

4. Summary Ship To Customer Setup

5. Create Customer Orders

6. Allocate & Ship Release Orders

Step-by-Step Guide

Create Invoices for Summary Bill To Customers

Navigate to the Create Invoices (Logistics -> 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.

Open

Click the Summary Bill Customers radio button to access the summary ship to orders

Open

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 Adjustments for Summary Bill To Customers

Credit and debit memos are created in the Adjustment Entry form.

The adjustment invoices must be 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 Customers

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

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

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

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. 

1. 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.

2. 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.