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Invoice Creator

Use this page to create sales order or sales invoice documents for billing schedule lines. For information on standard Subscription Billing functionality, see the Subscription Billing documentation.

Custom Fields

When custom billing schedule header or line field are used, remember the following information: 

  • The values in the custom fields are updated for sales orders only (Invoice transaction type is Sales order).
  • When consolidating records by customer and item, the values of the custom header field boxes and the values of the custom line field boxes must be exactly the same for all billing schedule lines.

Note icon. Note: The Consolidate by item option is not supported by the user defined fields.

  • When consolidating records by customer, the values of the custom header field boxes must be exactly the same for all billing schedules.

The standard Select query can be used to filter the custom field values. When using the custom fields as the filters, use the following tables: 

  • BssiAsmBillingScheduleHeaderUDFData (field UDF_#, where # is 1 to 50)
  • BssiAsmBillingScheduleLineUDFData (field UDF_#, where # is 1 to 50)
  • BssiAsmSalesTableUDFData (field UDF_#, where # is 1 to 50)
  • BssiAsmSalesLineUDFData (field UDF_#, where # is 1 to 50)

On the page where you are select the custom fields as the filters, remember the following information: 

  • Only the underlying custom field identifier (UDF_#) for all custom fields is available to be selected.
  • All UDF_# fields are available to be selected regardless of whether a custom field for the UDF_# exists. For example, 5 custom fields are created. When selecting custom field filters, when you select the table, all 50 UDF_# options are available. However, only UDF_1 to UDF_5 have values and can be used to filter the data.
  • To be able to know the actual label for the UDF_#, users who work with the custom fields require the ASM - Customer fields view only security role. This role gives users view-only access to the Property Lease Management Parameters page so that you can see the label for the custom field identifier. Security roles are a standard feature in Microsoft Dynamics 365 for Finance and Operations. For more information, see Manage users and security roles.

Exclude Custom Fields When Consolidating

When creating a consolidated by customer invoice, you can use Custom fields exclusion in consolidation to exclude custom fields from the consolidation process. If you have multiple sales orders with the same customer, but with different custom fields in the headers of the billing schedules, then you can still consolidate those sales orders by customer, by turning on Custom fields exclusion in consolidation.

When you consolidate multiple sales orders with different custom fields in their headers into a single invoice, the custom field values in the header of the invoice are applied from the billing schedule header with the lowest number sequence. For example, if you consolidate USMF-008 and USMF-006, then the custom fields from the header of USMF-006 are used in the custom fields header of the consolidated invoice.

The following scenario may happen when you use Custom fields exclusion in consolidation.

If the billing schedule header of USMF-006 does not have any custom fields but USMF-008 does have custom fields, the consolidated invoice header will not display any custom fields. This is because the consolidated invoice header data is first generated from USMF-006. The custom fields used in the billing schedule lines are included in the consolidated invoice lines.

Invoice Processing ID

To assign an invoice processing ID, incorporate the following steps when creating sales orders from billing schedules: 

  1. Set Invoice transaction type to Sales order. Invoice processing IDs are only available for sales orders.
  2. Change the Invoice processing ID as needed. The default values is based on the Property Lease Management Parameters settings.
  3. Run the invoice creator process.

Header Fields

With Property Lease Management, the following additional fields and actions have been added to the to extend the functionality of Subscription Billing.

Field Description
Invoice Processing
Invoice processing ID

Displays the invoice processing ID used for creating the sales invoice or credit memo (Invoice transaction type is Sales order). Maximum of 20 characters with the default format of <Prefix><SystemDate>, where the Prefix and SystemDate are based on the settings on the Invoice Processing ID Setup of the Property Lease Management Parameters page.

When using the Invoice Creator or Mass Termination Processing, change this value as needed before processing the records. For the Invoice Creator Batch Processing, change the value before saving the parameters.
Available Records List
Projected invoice date For lines that use a billing class or have billing cycle data set up, displays the projected date on which the invoice is created. For lines to appear in the list of available records, the To date specified must be a future date that is on or after the projected date. If the To date specified is earlier than the projected date, the record is not available for invoice creation processing.
Consolidation
Custom fields exclusion in consolidation

Select to exclude custom fields from consolidation when you consolidate sales orders by customer. If you have multiple sales orders with the same customer, but with different custom fields in the headers of the billing schedules, then you can still consolidate those sales orders by customer, by turning on Custom fields exclusion in consolidation. You can only use this setting if you have also turned on Consolidate by customer. This setting is automatically turned on if you have turned it on in your Property Lease Management Parameters.

  • Yes: Custom fields are ignored when consolidating sales orders by customer.
  • No: Sales orders with different custom fields in their headers, but with the same customer, will not be consolidated into a single invoice.