Invoice Batch Processing

If many invoices need to be raised at a specific time (for example, at the end of the month), instead of raising individual invoices, a batch of invoices can be created.

Sales and Purchase Invoicing

Searching for Despatch Orders

When searching for despatch orders to invoice via the Invoice Batch Processing screen, the following logic is used to determine which despatch orders are made available for sales or purchase invoicing:

  1. Despatch orders must match the specified search criteria.
  2. Cancelled despatch orders are excluded. See Cancel a Despatch Order.
  3. Despatch orders for which Allow Partial Invoicing is checked are excluded. See Invoices.
  4. For Parent and Child Despatch Orders, if the invoicing options include to keep invoicing together, only split parent despatch orders (SPDOs) or aggregated parent despatch orders (APDOs) are selectable. If the invoicing options are to invoice separately, only child despatch orders (CDOs) are selectable.
  5. If the Despatch Order status definition exists (see Status Definitions), despatch orders with a status that is not selectable are excluded. However, if the organisation is under credit management, and the credit management configuration allows invoicing on the rejected despatch order status (which is a non-selectable status), then despatch orders with the credit-rejected status may be included. This enables a prepayment invoice to be created for a despatch order that is not yet selectable for a despatch.
  6. If the despatch order has been invoiced, but the invoice is not locked, the despatch order is excluded.
  7. If a final invoice has been created for the despatch order, the despatch order is excluded. Any further final invoices for that despatch order can only be created via the Invoice Explorer.
  8. If the despatch order has been invoiced, and the batch Invoice Date is earlier than the existing invoice due date, the despatch order is only included if the conditions for a final invoice are met. This prevents additional non-final invoices from being created when an existing invoice has already been sent to the customer and payment is not yet due. However, it ensures that if the conditions for a final invoice are met, the despatch order is included in the invoice batch.
  9. If the despatch order has been invoiced, and the invoice is the last possible invoice before the first final invoice, and not all required information (for example, the final price) is available for the final invoice, then the despatch order is excluded.

Invoice Types

The following logic is used to determine which invoice type is recommended for each despatch order:

  1. If the Final Weight, Final QP, Final Price and Final Assay are all available for the despatch order, the Final invoice type is recommended.
  2. If the contract assay rules have a Final Assay Location of No Assays Required, and the Final Weight, Final QP and Final Price are available, the Final invoice type is recommended.
  3. If the Final invoice type cannot be recommended, and the organisation is not under credit control, the first invoice type configured after Prepayment is recommended.
  4. If the Final invoice type cannot be recommended, and the organisation is under credit control, and the despatch order has a credit approved status, the first invoice type configured after Prepayment is recommended.
  5. If the organisation is under credit control, and the despatch order has a credit-rejected status, the first allowed invoice type for despatch orders with a credit-rejected status is recommended.

Note: Repurchase actions (see Repurchase Contracts) and partial invoicing of sales or purchase despatch orders (see Invoices) cannot be included in invoice batch processing.

Service and Freight Invoicing

Searching for Despatch Orders and Despatches

When searching for despatch orders and despatches to invoice via the Invoice Batch Processing screen, the following logic is used to determine which despatch orders and despatches are made available for service or freight invoicing:

  1. Despatch orders must match the specified search criteria.
  2. Cancelled despatch orders are excluded.
  3. If the despatch order has been invoiced, but the invoice is not locked, the despatch order is excluded.
  4. If a final invoice has been created for the despatch order, the despatch order is excluded. Any further final invoices for that despatch order can only be created via the Invoice Explorer.
  5. The batch Invoice Date must be later than any previous invoice for the despatch order.

Despatch Order and Despatch Grouping

If Group Despatch Orders In One Invoice is checked, when creating service or freight invoices for despatch orders and despatches that have not yet been invoiced, one invoice is created for each combination of provider and district.

If Group Despatch Orders In One Invoice is unchecked, when creating service or freight invoices for despatch orders and despatches that have not yet been invoiced, one invoice is created for each despatch order or despatch.

If a previous invoice exists, it is used to generate the next invoice, rather than a new invoice.

The combination of batch invoicing criteria does not have to match previously created invoices:

  • If the previous invoice includes despatches that are not selected for the new batch, the next invoice only includes the selected despatches.
  • If the previous invoice includes more activities than are selected for the new batch, the next invoice includes all the activities that were on the previous invoice.
  • If the previous invoice includes less activities than are selected for the new batch, two invoices are created: a next invoice for the previously invoiced activities, and a new invoice for the new activities. These new activities will be grouped in an invoice with other despatches in the batch that share the same provider and district.
  • If the previous invoice was created via the Invoice Explorer and includes charges that were not selected by default, or excludes charges that were selected by default, the next invoice includes all charges for any activities that were included in the previous invoice.

Note: Finance costs and service charges can be included in service invoices.