Invoicing Multiple Companies

You can produce invoices and credit notes for multiple companies at the same time or you can do Invoice Runs up to a certain date.

For an order/contract to be invoiced

  • The Accounting period is open
  • The status of the order is an invoiceable one
  • Invoice/Credit Suppression has not been activated
  • The order line is active
  • The line has a value (or zero value invoice option is set)
  • The line Invoice Qty is greater than zero
  • There is an invoiceable amount outstandig on the line
  • You have sufficient accounting rights
  • An invoice/credit note document has been set up

The term Orders in the Publishing industry is the same as Contracts for the Events industry, the word orders is used here to represent both, so please substitute the word Contract if this refers to you.

 

  • Go to Orders & Items > General > Order Invoices in the main menu bar.
  • This brings up the Order Invoices window.
  • The event/publication you are currently working in will automatically be entered in the first field. You can Search for another, or add other events/publications to the list.

  • Transaction Date

    This field displays the date the transaction is created. This will default to the current date. If you wish to create an invoice for an old transaction, change the date in this field to the appropriate date of the transaction. You cannot go back more than two weeks.

    Company Code Fields

    You can create invoices for entire companies rather than just individual Orders. For example, a company might place three different orders on the same day. You can enter or Search for the company code to add in both the first and To field. This field allows you to wait until the end of the day and print all the invoices for the company at the same time.

    BusiPro also allows you to designate more than one company when creating invoices. The beginning of the range is set by the value of the Company Code field. You can enter or Search for the company code. In the To field (to the right of the Company Code field) enter or search for the code of the company at the end of the range you wish to invoice. The system creates relevant invoices for all companies that fall between the two designated companies codes.

    Order/Contract Number

    This field allows you to enter or Search for the specific Order Number you wish to create an Invoice for or to designate more than one Order Number when creating invoices. The beginning of the range is set by the value of the Order Number field to the left. In this field, enter orSearch for the Order Number at the end of the range you wish to invoice. The system create invoices for all Orders that fall between the two Order Numbers.

    Limit Button

    The Limit button is only available when invoicing individual orders.

    Invoiceable Lines Only Tick Box

    This tick box is automatically ticked as we want to include only order/contract lines that are invoiceable. To allow uninvoiceable lines, untick this box.

    Invoice tick Box

    UnTick this box if you do not want to include invoices in this run.

    Credit Notes Tick Box

    UnTick this box if you do not want to include credits in this run.

    Print In Foreign Currency Tick Box

    Tick this box if you wish the invoice to be printed in the selected foreign currency of the order/contract.

    Single Line Invoices

    Tick this box if you require the lines on orders to be printed on separate invoices i.e. not on one invoice.

    Trial Run Tick Box

    Tick this box if you wish to produce a Trail Run. This will allow you to check the figures and address information before producing a final copy of the invoice. This option will scan the Order/Contract Lines to see what should be invoiced. It will then report its findings to either (by right clicking on the output button) Screen, Printer or Excel (Excel is best as it contains more detail). The trial run will not actually generate any invoices; it is used to verify the run prior to printing.

    The trial run is optional but is useful to check figures and you should not move on to the next stage until you are completely happy with the Trial Run Output. If there is anything wrong with the figures then this should be rectified by changing the corresponding order.

    Draft Transactions Tick Box

    Tick this box if you wish to do a draft run of the invoice, this option brings up the Word Icon to merge the information with the invoice document to check without having to finalise the invoice or to raise a proforma invoice.

    If the draft option invoice is run, the system will create the invoice but it will not be final (If the Final Transaction box is then ticked after, the system will say there is nothing to invoice as it has already done so) The transaction can be finalised by

    • Ticking the Final Transaction Required box in the indivisual transaction windows, see Sales Invoice Transactions.
    • To finalise and print the invoices at the same time, go to the Sales Transaction Print window, enter the transaction codes in the Main Options  tab, then in the Advanced Options tab, tick on the Draft Transactions and the Finalise First tick boxes.
    • You can then click on the Word Icon to print the invoices.

     

    Final Transactions Tick Box

    Tick this box if you are finalising the invoices straight away or have done a trail run and are happy with the results. Ticking this box unticks the Trail Run box. The option to send to Word now becomes available and clicking on this button will merge the order information to the document set up ready for printing.

    Once an invoice has been finalised, the figures cannot be changed, any corrections will now have to be done by crediting/re-invoicing.

    sends invoice to print preview
    exports to Excel
    exports to Word
    exports to Word and prints
    sends to printer

     

    Invoice or Credit individual Orders or Contracts
    Reprinting Invoices and Credits
    Payments Against Invoices