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Invoice split process on Sales order
User will specify Invoice split criteria on Billing schedule header, then create sales order for billing schedule lines. From the Sales order user can access the Invoice split setup, use existing criteria, or modify them to post the Invoice. They can also directly post the Invoice from the Billing schedule with the Invoice split setup.
Review the following example to better understand how the invoice split functionality works.
Scenario 1
Sales order lines
The lines are coming from billing schedule.
| Item Number | Item name | Item group | Quantity | Unit Price | Amount |
| Item 1 | Service | Service | 1 | 80 | 80 |
| Item 2 | Tax | Service | 1 | 80 | 80 |
| Item 3 | Installation | Service | 1 | 100 | 100 |
| Item 4 | Maintenance | Service | 1 | 120 | 120 |
| Item 5 | AMC | Service | 1 | 120 | 120 |
| Item 6 | Product 1 | Product | 1 | 100 | 100 |
| Item 7 | Product 2 | Product | 1 | 80 | 80 |
Invoice split form
Sales order > Invoice split
When the dialog opens the values are defaulting from the Billing schedule >Invoice split window. User has the option to modify all the values except Sales order, which is read only.
| Options | Value |
| Sales order | Salesorder_1 |
| Invoice split (No/Yes) | Yes |
| Split by item (No/Yes) | No |
| Split by item group (No/Yes) | No |
| Split by customer reference (No/Yes) | No |
| Split by customer requisition (No/Yes) | No |
| Split by delivery address (No/Yes) | No |
| Custom fields | |
| UDF_01 = Label_1 | A |
| UDF_02 = Label_2 | 1 |
| UDF_03 = Label_3 | 3 |
| UDF_04 = Label_4 | 6 |
| UDF_05 = Label_5 | B |
Following three buttons will be present on dialog:
• Ok: To close the dialog.
• Cancel: To cancel any changes and close the dialog.
Post split invoices
Invoice > Generate > Invoice > Preview button
The form is read only except the Invoice date. It allows the user to review the Invoice detail before posting and is populated with details as shown below.
Header
The header section consist of two values:
Sales order = Salesorder_1 (Defaults from Invoice split dialog).
Invoice date = 05/26/2022 (Defaults to current system date (editable)).
Lines
Where all the sales order lines are displayed and give the Invoice preview detail.
Based on the example above 3 invoices will be created.
| Sales order | Invoice details | Billing schedule number | Item number | Item name | Item group | Quantity | Unit price | Amount | Customer reference | Customer requisition | Delivery Address | UDF_01 Label | UDF_01 | UDF_02 Label | UDF_02 | UDF_03 Label | UDF_03 | UDF_04 Label | UDF_04 | UDF_05 Label | UDF_05 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Salesorder_1 | Preview1 | Schd 1 | Item 1 | Service | Service | 1 | 80 | 80 | ref001 | req001 | Address 1 | Label_1 | A | Label_2 | 1 | Label_3 | 3 | Label_4 | 6 | Label_5 | B |
| Salesorder_1 | Preview1 | Schd 1 | Item 2 | Tax | Service | 1 | 80 | 80 | ref002 | req002 | Address 1 | Label_1 | A | Label_2 | 1 | Label_3 | 3 | Label_4 | 6 | Label_5 | B |
| Salesorder_1 | Preview2 | Schd 1 | Item 3 | Installation | Service | 1 | 100 | 100 | ref003 | req003 | Address 1 | Label_1 | A | Label_2 | 1 | Label_3 | 3 | Label_4 | 6 | Label_5 | B |
| Salesorder_1 | Preview2 | Schd 1 | Item 4 | Maintenance | Service | 1 | 120 | 120 | ref004 | req004 | Address 1 | Label_1 | A | Label_2 | 1 | Label_3 | 3 | Label_4 | 6 | Label_5 | B |
| Salesorder_1 | Preview2 | Schd 1 | Item 5 | AMC | Service | 1 | 120 | 120 | ref005 | req005 | Address 1 | Label_1 | A | Label_2 | 1 | Label_3 | 3 | Label_4 | 6 | Label_5 | B |
| Salesorder_1 | Preview3 | Schd 1 | Item 6 | Product 1 | Product | 1 | 100 | 100 | ref006 | req006 | Address 1 | Label_1 | A | Label_2 | 1 | Label_3 | 3 | Label_4 | 6 | Label_5 | B |
| Salesorder_1 | Preview3 | Schd 1 | Item 7 | Product 2 | Product | 1 | 80 | 80 | ref007 | req007 | Address 1 | Label_1 | A | Label_2 | 1 | Label_3 | 3 | Label_4 | 6 | Label_5 | B |
Following three buttons will be present on dialog:
• Post : To post the Invoice and close the dialog.
• Batch: To open the Batch processing dialog.
• Cancel: To cancel any changes and close the dialog.
Scenario 2
Billing schedule lines
| Item Number | Product name | Item group | Quantity | Unit Price | Net Amount |
| Item 1 | Service | Service | 1 | 80 | 80 |
| Item 2 | Tax | Service | 1 | 80 | 80 |
| Item 3 | Installation | Service | 1 | 100 | 100 |
Invoice split form
Billing schedule > Invoice split
When the dialog opens the values are defaulting from the parameters >Invoice split window. User has the option to modify all the values except Billing schedule number, which is read only.
| Options | Value |
| Billing schedule number | Schd_1 |
| Invoice split (No/Yes) | Yes |
| Split by item (No/Yes) | Yes |
| Split by item group (No/Yes) | No |
| Split by customer reference (No/Yes) | No |
| Split by customer requisition (No/Yes) | No |
| Split by delivery address (No/Yes) | No |
| Custom fields | |
Invoice Creator
On the Invoice creator select the following for Posting option = Post invoice automatically and invoice the first period of the Billings schedule lines above.
After the Invoice is successfully posted one Sales order with three Invoices is successfully created based on the split options from the Billing schedule > Invoice split form.
User has an option to directly generate the Invoices without having to go through the Sales order.
Note: The Consolidate by item option is not supported by Invoice Split.
Scenario 3
Sales orders
Multiple sales orders created from Billing schedule
| Sales order | Item Number | Product name | Item group | Quantity | Unit Price | Net Amount |
| Salesorder_1 | Item 1 | Service | Service | 1 | 80 | 80 |
| Salesorder_2 | Item 2 | Tax | Service | 1 | 80 | 80 |
| Salesorder_3 | Item 3 | Installation | Product | 1 | 100 | 100 |
Invoice split form
Sales order > Invoice split
When the dialog opens the values are defaulting from Billing schedule >Invoice split window. User has the option to modify all the values except Billing schedule number, which is read only. All the Sales order will have same Invoice split options.
| Options | Value |
| Billing schedule number | Schd_1, Schd_2 & Schd_3 |
| Invoice split (No/Yes) | Yes |
| Split by item (No/Yes) | No |
| Split by item group (No/Yes) | Yes |
| Split by customer reference (No/Yes) | No |
| Split by customer requisition (No/Yes) | No |
| Split by delivery address (No/Yes) | No |
| Custom fields | |
Post split invoices
Select the three Sales order shown above and go to Invoice > Generate > Invoice > Preview button
Lines
All sales order lines are displayed and give the Invoice preview detail.
Based on the example above 2 invoices will be created based on the Split criteria, which is for the Item group. First two lines have same item group whereas third one has a different one.
| Sales order | Invoice details | Billing schedule number | Item number | Item name | Item group | Quantity | Unit price | Amount | Customer reference | Customer requisition | Delivery Address |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Salesorder_1 | Preview1 | Schd 1 | Item 1 | Service | Service | 1 | 80 | 80 | ref001 | req001 | Address 1 |
| Salesorder_2 | Preview1 | Schd 1 | Item 2 | Tax | Service | 1 | 80 | 80 | ref002 | req002 | Address 1 |
| Salesorder_3 | Preview2 | Schd 1 | Item 3 | Installation | Product | 1 | 100 | 100 | ref003 | req003 | Address 1 |
Scenario 4
Sales orders
Multiple sales orders created from Billing schedule
| Sales order | Item Number | Product name | Item group | Quantity | Unit Price | Net Amount |
| Salesorder_1 | Item 1 | Service | Service | 1 | 80 | 80 |
| Salesorder_2 | Item 3 | Installation | Product | 1 | 100 | 100 |
Invoice split form
Sales order > Invoice split
When the dialog opens the values are defaulting from Billing schedule >Invoice split window. User has the option to modify all the values except Billing schedule number, which is read only. All the Sales order will have same Invoice split options.
| Options | Value |
| Billing schedule number | Schd_1 & Schd_2 |
| Invoice split (No/Yes) | Yes |
| Split by item (No/Yes) | Yes |
| Split by item group (No/Yes) | Yes |
| Split by customer reference (No/Yes) | No |
| Split by customer requisition (No/Yes) | No |
| Split by delivery address (No/Yes) | No |
| Custom fields | |
Post split invoices
Select the three Sales order shown above and go to Invoice > Generate > Invoice > Preview button
Lines
All sales order lines are displayed and give the Invoice preview detail.
Based on the example above 2 invoices will be created based on the Split criteria.
| Sales order | Invoice details | Billing schedule number | Item number | Item name | Item group | Quantity | Unit price | Amount | Customer reference | Customer requisition | Delivery Address |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Salesorder_1 | Preview1 | Schd 1 | Item 1 | Service | Service | 1 | 80 | 80 | ref001 | req001 | Address 1 |
| Salesorder_2 | Preview2 | Schd 2 | Item 3 | Installation | Product | 1 | 100 | 100 | ref003 | req003 | Address 1 |
Batch
From the Post split invoice window select the Batch button and add the lines above to a Batch. After which select Post that will create a Batch job for the lines above. After the batch is run finishing two Invoices will be created for the Sales order.
See also
