Using Invoice Groups

Using Invoice Groups

Info
See attached document for complete and additional details. 
ASPIRE offers multiple ways to group invoices for the same customer. This is intended to simplify invoice processing for a customer that has multiple contracts with the finance company. 

The ability to combine invoices is setup at the Invoice Code level on the Administration menu - Billing screen. 





The Selection Criteria list offers the option to group invoices based on different parameters.

Invoice grouping is restricted to contracts that are associated with the same customer account. 
  1. Combine all Contracts on Invoice which combines all active contracts for this customer onto one invoice.
  2. Combine all Sub-Groups Contracts on Invoice allows multiple groups for a single customer with multiple contracts all with the same Invoice Code.  This will add further granularity to grouping compared to the currently available 'Combine all Contracts on Invoice' which is all or nothing.
    1. For example, grouping Contract A, B, and D together, and group together contracts C and E when A-E all meet the criteria shown below. 
    2. Grouping can be based on one or more of the following criteria
      1. Due Date
      2. Bill To Address
      3. Asset Location
      4. Customer Instruction
    3. This will allow specifying particular contracts to be grouped together at billing assuming the invoice items have all the following in common:
      1. Same Finance Company
      2. Same Due Date
      3. Same Billing Location
      4. Within the same Lead Days
      5. Same Remit To Address
      6. Same ACH setup (i,e, On or Off)
      7. Same Invoice Group

On the Contract Explorer – Main screen – Billing tab, when an Invoice Code is selected whose Selection Criteria = 'Combine all Sub-Group Contracts on Invoice':

1.  A dropdown list called Invoice Group Field will be displayed that lists all Invoice Groups setup at the Account level for the primary customer on the deal.

2.  A selection in the Invoice Group field will not be required to save.

3.  This field will be editable after booking without a contract rewrite.

4.  The blank/null option is not considered its own group (i.e. multiple applicable contracts that have Invoice Group = Blank/NULL, will not be in the same group), this means it will be invoiced by itself (i.e. contracts without an assigned Invoice Group be invoiced out separately).

5.  If, after setting the Invoice Group, the Invoice Code is saved to an Invoice Code whose selection Criteria is not 'Combine all Sub-Group Contracts on Invoice', the Invoice Group assignment is removed.

  1. Combine all contracts based on Asset PO combines all active contracts that have the same asset level PO number, as listed on the Contract Equipment screen - Main tab - PO Number field.
  2. Combine all contracts based on PO which combines all active contracts that have the same contract level PO number, as listed on the Contract Main screen - Billing tab - PO # field.
  3. Separate Invoice which creates a separate invoice for each contract.

To set an Invoice Code as the default value, check the Default checkbox.

  • If no invoice code is set at the account level, the default value set here will default onto the Contract Main - Billing tab.
  • If there is not a default invoice code set at the account level and none identified as default here, the field on the contract will be blank and an invoice code will be required to be selected.

Check the Inactive checkbox to remove the entry from the drop down list.

To delete an entry, click on that row in the grid to select it, and then click the    Delete icon on the toolbar.
  • If the selection is currently used on a transaction in the system, a message will indicate that the entry will be inactivated, not deleted.
 


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