Requirements of Combining Invoices

Requirements of Combining Invoices

Rather than creating 1 invoice per contract when a customer has more than 1 contract, there is the possibility of creating combined invoices.  However, there are a few baseline requirements in order to combine as well as a few different ways that you can go about combining the invoices.

BASELINE REQUIREMENTS - these must all be true in order to combine 
      1.  Primary Customer must be the same on all the contracts 
      2.  The contracts must be under the same Finance Company
      3.  The Payment Due Date must be the same for all of the contracts
                  ex:  Payments being due on the 1st of the month can be combined
                  ex:  If payments are due on the 1st for one contract, 10th for a second contract, and 25th for the third contract they cannot be combined
      4.  The invoices must all be created within the same Scheduled Billing Batch
      5.  The Invoice Code must be set to the same value for the contracts, and the invoice code must have a Selection Criteria that combines the invoices
      6.  The Invoice Lead Days must be the same on all of the contracts
      7.  The Billing Location must be the same on all contracts/equipment records
                  ex:  For Loans, look at the Contract Main > Billing Location
                  ex:  For Leases, look at the individual equipment records' Bill To Location on the Equipment > Locations Tab


The configuration of the Invoice Code that will be set on the individual contracts is found within the Admin Menu > Accounts Receivable > Billing > Invoice Code tab.  The field that determines how the invoices will combine or be created separately is driven by the Selection Criteria field.




So how do these options work?

  1. Combine all Contracts on Invoice - only the Baseline Requirements listed above need to be true.
  2. Combine all Sub-Group Contracts on Invoice - Two things must be true:
    1. Baseline Requirements must all be true
    2. After selecting the invoice code built to process based off of a Sub-Group on the contract's Billing tab, a field will display called "Invoice Group" right below the Invoice Code.  The Invoice Group must be the same for the contracts that you want to combine based off of the Sub-Group.
      1. To create Sub-Groups:
        1. Sub-Groups are created at the individual Account level.  Each Account will have their own unique Sub-Groups created.
        2. Access the Customer's Account Main Screen.  There will be a field titled "Invoice Group".
          1. This field will remain greyed out, but you need to click on the Magnifying Glass to access the configuration of Sub-Groups for this account

          2. Click on the "Create New Record" Icon (piece of paper) at the top left.
            1. Provide a Description
            2. Indicate what the Lead Days setting needs to be for this Group. 
              1. NOTE - Lead Days setting in the Invoice Group configuration screen seems to not be enforced.  Whatever is set on the contracts' billing tab will override this setting. 
            3. The Drop down will indicate the suggested calendar day's due date.  
              1. NOTE - Calendar Due Date setting in the Invoice Group configuration screen seems to not be enforced.  Whatever is set on the contracts' payment stream will override this setting. 
            4. If one code needs to be the default, just mark it accordingly.

          3. Close out of the pop up window
          4. Click Save in the Account Main screen to save changes
      2. To set the Sub-Group on the Contract:
          1. Return to the Customer's Contract Billing Tab
            1. Select the Invoice Code set up to use SubGroups
            2. The field for the Sub-Group will appear  (Invoice Group), click on the drop down menu and select the applicable Sub-Group for this customer's contract. 
            3. Click Save.
  3. Combine Contracts based on Asset PO -  Two things must be true:
    1. Baseline Requirements must all be true
    2. The Asset Purchase Order must be the same on all records you want to include on the combined invoice.  Billing will always be driven by the individual record driving it's portion of the amount financed.  The field location is different when working with a Lease and Loan.
      1. For Leases:  On the individual Equipment Records'  Equipment > Main tab, there is a field titled "PO Number".  This value must be the same on the equipment records that you want to include in the combined invoice.  This field is toward the bottom left of the Main Screen.
        1. NOTE - depending on the Equipment Type selected, this field may or may not display.  If it is needed for combining contracts onto an invoice, this field needs to be displayed and populated.
      2. For Loans:  Within the Loan Contract Item on the Contract Main > Financing & Adjustments tab, there is a field called "PO #"

  4. Combine Contracts based on PO - Two things must be true
    1. Baseline Requirements must all be true
    2. Each contract must have the same PO Number populated on the Contract Main > Billing Screen, within the "PO #" field, which is listed directly below the Finance Company Remit To Location field.

  5. Separate Invoice
    1. Regardless of the Baseline Requirements, every contract will be receiving its own individual invoice.  No invoices will be combined.

    • Related Articles

    • Locating the Printable Invoice Batches in the Global Repository

      Please refer to the attachment for more detailed information. This document is aimed toward retrieving the printable documents from Scheduled Billing Invoices batches. The Global Repository is standard functionality, and is the location you will go ...

    • Scheduled Billing - Invoice Generation and Regeneration

      See the attached document for complete information. The attached document will provide an overview of the steps a user, with no security restrictions, will take in order to generate scheduled invoices (billings) within ASPIRE. The concept of a ...

    • Scheduled Billing - Invoice Regeneration & Redistribution

      See the attached document for details The attached document steps through the process of regenerating invoices on the Tasks > Scheduled Billing screen.

    • Generating Invoices Video

      Watch the linked video for complete details. The ASPIRE Billing and Misc Billing video covers the basics of setting up and generating ASPIRE Scheduled Billings and Miscellaneous Billing batches. Included is a comprehensive overview of user-level ...

    • Prepaid Invoice Report Logic

      The Prepaid Invoice report (in the Dashboard Reports - Invoicing folder) is limited to invoices where the payment Effective Date is less than the Due Date, the payment has been posted and not returned, and the invoice detail record OpenClosedOid is ...