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Consolidating invoices allows you to combine multiple invoices into a single invoice document for a customer. This helps simplify invoice management, especially for customers with multiple active contracts across different branches or sites.
There are four consolidation types:
Consolidate Invoice
Consolidated Job Invoice
Consolidated Hire Contract Invoice
Consolidated Service Contract Invoice
Before producing any consolidated invoices, consolidated invoicing must be enabled on the customer account.
The following access rights are required when producing consolidated job invoices.
The Invoices access right in Service Geeni allows users to create and manage customer invoices.
The Exclude Invoices from Consolidated Invoicing access right in Service Geeni allows users to exclude specific invoices from grouped billing processes.
When applied, the invoice is excluded from future consolidated invoice runs, even if it would otherwise meet the selected consolidation rule.
Enable Consolidated Invoicing
To enable Consolidated Invoicing for a customer:
Open the Records module.
Select the Customer and Site Enquiry sub-module.
Select the required customer account.
Click Edit.
Scroll to the Consolidated Invoicing section.
Select the required consolidated invoicing options.
Consolidation Rules & Options
These rules are used by the automated consolidation process, which runs overnight and automatically creates consolidated invoices for queued transactions.
The selected rule controls how invoices are grouped during consolidation.
For example, if a customer has three pending job invoices, with two linked to one site and one linked to another site:
If the rule is set to All, all three invoices are combined into a single consolidated invoice.
If the rule is set to Site, the invoices are grouped by Site ID, resulting in two consolidated invoices.
If the rule is set to Order No, the invoices are grouped by Order Number or Purchase Order Reference, creating separate consolidated invoices for each order reference.
You can enable consolidated invoicing for:
Service Contracts
Service & Repair Jobs
Hire Contracts
The selected tick boxes determine which invoice types are available within the Consolidated Invoicing screens.
For example, if Hire Contracts is not enabled, hire contract invoices will not appear in mixed-type consolidated invoicing.
If you want to combine multiple invoice types, select all of the options.
Scroll up and click Save via the left-hand toolbar.
Producing a Consolidated Invoice Type
To access the different consolidated types:
Open the Finance module.
Select the relevant Invoice sub-module.
This opens the Invoice screen. The Consolidated Invoice page has the addition of check boxes.
Note: To see results, select the Customer Account and Branch.
Here, you'll find three main areas:
Filters:
Set Invoice Date: Defines the invoice date shown on the consolidated invoice documentation.
Order Ref:
Customer Account:
Branch: Displays only contracts raised by the selected branch.
Check boxes:
Include Job Invoices
Include Hire Contract Invoices
Include Service Contract Invoices
Include Sales Invoices
Include Miscellaneous Invoice
Select All Invoices (4 Invoices)
Invoice At Branch Level Company Level
Invoices:
Click the preview icon via the Action Tray to view the invoice.
Generating the Invoice
To generate the invoice:
Select the required one or more contracts using the radio buttons on the left-hand side.
Click Generate Invoice.
The invoice is then produced based on the customer’s Communication Centre settings.
Depending on the configured delivery method, the invoice will be:
Generated as a PDF document.
Automatically emailed to the customer.
Example: Producing a Consolidated Job Invoice
The following example demonstrates how to produce a consolidated invoice for multiple Service & Repair Jobs.
A customer has three completed Service & Repair Jobs ready for invoicing. Rather than producing three separate invoices, they can be combined into a single consolidated invoice.
To produce a consolidated job invoice:
Open Finance.
Select Consolidated Job Invoice.
Enter the required Invoice Date.
Select the required Customer Account.
Apply any required filters, such as Branch or Order Ref.
Review the available job invoices.
Select the required jobs using the selection boxes.
Click Generate Invoice.
Service Geeni produces a single consolidated invoice containing the selected job invoices.
Jobs are grouped according to the customer's configured Consolidation Rule (All, Site or Order No), which is configured within the customer record.
Additional Information
Consolidated invoicing is controlled at the customer account level. If consolidated invoicing is not enabled on the customer account, contracts will not appear within the produce Invoice screen.
When consolidating across multiple branches, ensure the correct Company-level option is selected before generating the invoice.
