| Document Creation Date |
The date that the consolidated document was created. This date will serve as the invoice date. |
| Document (Doc.) (from-to) |
Enter dates if you would like to limit the documents added to the consolidated invoice to documents issued before/after a certain date(s). |
| Linked Document (Doc.) (from-to) |
Enter linked document dates if you would like to limit the documents added to the consolidated invoice to documents with linked documents issued before/after a certain date(s). |
| Currency |
Select a currency if you would like to limit the consolidated invoice to a single currency used in internal documents. |
| Document Type |
Select an internal document type if you would like to limit the internal documents included in the consolidated invoice to documents of a single type. The document types that will be added to the consolidated invoice by default can be set in the Document Types settings for consolidated receiving documents. |
| Issuer |
Select an issuer from internal receiving documents if you would like to limit the documents added to the consolidated invoice to documents for a single issuer. If this field is left blank, the program will include all uninvoiced internal receiving documents and will create one consolidated invoice for each supplier that appears in the internal documents. |
| 3rd Party |
Select a 3rd party from internal receiving document if you would like to limit the documents added to the consolidated invoice to documents for a single 3rd party. |
| Warehouse |
Select a warehouse from internal receiving documents if you would like to limit the documents added to the consolidated invoice to documents for a single warehouse. |
| Department |
Select a department from internal receiving documents if you would like to limit the documents added to the consolidated invoice to documents for a single department.
The program will find all documents (not lines) with the selected department entered in AT LEAST ONE line. The program will add ALL lines of such documents, regardless of the department entered in the individual lines.
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| All Combinations of Subject/3rd Party |
Select this option if you would like the program to create one consolidated invoice for every Subject (issuer)/3rd party combination in the internal documents. If this option is not selected, the program will create one consolidated invoice for every supplier that appears in the included internal documents. |
| Create New Invoice |
Select this option if you would like the program to create a new consolidated invoice. |
| Approve Added Documents |
Select this option if you would like the program to assign Approved status to all internal documents added to the consolidated invoice. |
| Information about the Document |
Information about the invoice in which the adding function was opened. |
| Transfer |
Select how internal documents will be transferred to the consolidated invoice. There are two options:
- Summary by Items – If items with the same item ID have been received with multiple internal documents, the total of the item from all included internal documents that may be merged. Lines will not be merged if the item ID is the same, but the internal document lines differ in some other way: different department, different cost center, different tax rate, different price or rebate.
- Detailed by Packing Slips – If items with the same item ID have been received with multiple internal documents, a line will be made in the consolidated invoice for each line that appears in the internal documents. In other words, the lines in the consolidated invoice will be identical to the lines entered in the internal documents.
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| Fill in Collective Document Number |
Select how the program will mark internal documents that have been added to the collective invoice:
- Do not Fill in Anything - The numbers of the consolidated invoices to which the internal documents are linked will be entered in the internal documents.
- Into Linked Doc. 1 – The number of the consolidated invoice will be entered in the Linked Document 1 field of the internal documents.
- Into Linked Doc. 2 – The number of the consolidated invoice will be entered in the Linked Document 2 field of the internal documents.
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| Select |
Once you've entered the desired criteria, click the Select button. The program will create a list of internal documents that meet the criteria specified in the adding window.
By default, all internal receiving documents offered by the program will be marked for adding to the consolidated invoice. An internal document is marked for adding if the box in the Sel. (Selected) column is checked. Of course, you can uncheck any internal documents that you would not like to add to the consolidated invoice (by clicking the box with the mouse or by pressing the space bar when the line is selected).
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In the lower panel, you'll find a list of internal document lines. These lines are not active and only serve as a reference. In other words, only ENTIRE INTERNAL DOCUMENTS can be marked for transfer to a consolidated invoice.
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If the program has found multiple internal documents that meet the entered criteria, move between them using cursor keys. Only internal receiving documents that have not yet been invoiced will be displayed and may be selected.
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| Add |
Once you've selected the desired internal documents, click the Add button.
The program will create the consolidated invoice (or multiple consolidated invoices, depending on the subjects in the internal documents and the settings entered in the adding window (see above.) When the process of adding internal documents to the consolidated invoice is complete,the program will display a message: Adding successful!
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