The Group invoice function can be used to create one or more invoices simultaneously, for sending to one or more business partners.
Begin creating the group invoice by clicking on the Group invoice button at the top of the New sales invoice view.
You can use the Group invoice function for purposes such as sending identical invoices, e.g. for fixed annual fees, to a group of customers. You can also create an invoice that is sent or falls due periodically for several customers, e.g. for monthly fees. This can be implemented by sending several invoices or one invoice with several due dates to the customers in question.
A group invoice is a practical solution when you charge customers the same amount for the same product at the same price at regular intervals (e.g. rents). If the fees are regular but their amounts/sums differ, Contractual invoicing is a better alternative.
Creating a group invoice
The general group invoice settings are indicated on the Group invoice view.
You can create group invoices for all business partner types. Select the business partner groups that will receive the invoice first and then choose the actual recipients within the groups. Note! If a business partner has not been assigned to a group, choose No group as the business partner group.
Clicking on the Select all groups button will select all business partner groups. If you are using Two-levelled business partner groups, you can use the Main group option to limit the groups available for selection.
Clicking on the Select all partners button will select all business partners on the Business partners list.
Give the invoice group a name based on which the invoices can be found using the Search function.
The current date is assigned as the first invoice date by default. The default due date for the first invoice is the current date +10, unless the Default terms of payment for sales invoices have been specified in Company information/Usage settings, in which case the due date will be the current date + the Default terms of payment for sales invoices. You can change the dates on individual invoices, and changing one date will not affect the others. You cannot use customer-specific payment terms.
Select the number of invoices (e.g. 2 pcs), invoicing interval (e.g. 6 months) and group invoice type. The Multiple invoices type means that the number of invoices specified in the Invoice count section will be sent at the specified invoicing intervals. The Consolidated invoice type means that only a single invoice will be sent with due dates determined according to the specified invoicing interval and invoice count (e.g. 27.05.2008 and 27.06.2008). Although only a single invoice will be sent to the customer, separate invoices for each due date will be created in Procountor. Each of these invoices will have an individual invoice number, but all share the same bank reference code. If you have specified a standard bank reference code for the customer, this will be used on the invoices. A consolidated invoice compiles information from several invoices into a single invoice. Information from consolidated sales invoices is saved in Procountor on a single invoice, for example at the end of each month.
If the Default option is left in the Payment method, Invoice channel and Delivery method menus, these data items will be determined according to the defaults saved for each recipient in the business partner register. The group invoice language will be determined according to the language selected in the business partner register. You can also choose the same options for all recipients from the menus, but if you choose E-mail as the invoice channel, for example, you must bear in mind that an e-mail address must be saved in the register for each recipient.
The magnifying glass icons after the Additional information and Seller’s notes fields open windows for editing these fields. This enables the use of line breaks. Line breaks are displayed in the field as \ characters. There is no limit to the length of Additional information and Seller’s notes.
The invoice rows of group invoices are completed in the same manner as for regular invoices. You can choose whether to include business partner-specific default products. If you only use default products and will not create any invoice rows, the program will display an error message when you save the invoice, if some business partners lack default products.
Clicking on the Save button will save the entered invoice information and rows. You should not save the invoice too early, since this will lock some of the information (recipients, invoice group name, dates, invoice count & interval, group invoice type and default products).
Clicking on the Approve button will approve the invoice and open the next page.
Group invoice editing and sending
On the following page, you can select the invoices to be sent. If you have selected Multiple invoices as the group invoice type, you can edit the individual invoices at this stage. Consolidated invoices cannot be edited during this step.
Clicking on the Edit button will open the selected invoice’s invoice information page, on which you can freely edit the invoice.
Clicking on the Delete button will delete the selected invoice.
Clicking on the Send all button or the Send? option will mark the invoice as ready to be sent.
Click on the Group invoice ready button once all invoices are complete. The invoices will be sent to the business partners three days before the invoice date (e.g. if the invoice date is 27 May, the invoices will be sent on 24 May) via the chosen invoice channel. The status of invoices dated to the present day or no more than 3 days into the future (which will be dispatched from the sendlist immediately) will be Unfinished until they've been dispatched from the sendlist, which takes about 10 to 15 minutes. Group invoices waiting to be sent are displayed at Sales/Sales reports/Invoices to be sent or Registers/Register reports/Invoices to be sent. Group invoices of the Multiple invoices type are in Unfinished status, i.e. they can still be edited. Multiple invoice type group invoices can therefore be edited and will be sent automatically from the Invoices to be sent list before the due date. Invoices of the Consolidated invoice type are displayed on the Invoices to be sent list in "Sent" status. If you change the invoice date, the sending date will also change.
If you do not choose the Send? option, the invoices will not be moved to the Invoices to be sent list to await automatic sending. Rather, you must individually approve and send the invoices. This is done at Search/More actions/Approval/sending of multiple invoices. You can easily find the invoices by searching by invoice group, for example, in the Search function.
You cannot directly add file attachments to invoices through the Group invoice function. If attachments are required, you must add them by editing the individual invoices before they are sent.