Splitting invoices
You can choose to split your invoices for a single customer by the characters you enter into a Reference field for each booking. This feature is great if you have a customer that requires you to submit separate invoices for different activities you complete for them. It works best when combined with a List Only reference - see Adding a new customerfor details, but can also work with free text field references.
Instructions
Within the Customer's Finance tab, select a reference field from the Split Invoices By drop down.
Click Save.
Result
When running invoicing, these invoices are now grouped according to the numbers or characters you have entered into the Reference field you selected to split invoices by. The number of invoices generated depend on how many unique numbers or characters you have used in the reference field being used to split invoices.
Example 1
The first example shows four bookings on pre-invoicing. Within the customer settings the Split Invoice By setting is set as Reference 1, which you have labelled as Department. All bookings use the Department field, but two bookings use one value (Sales), while the other two use another value (Accounts)
Example 1: Bookings on Pre-Invoicing | Invoice 1 Contains | Invoice 2 Contains |
|---|---|---|
Booking 1 uses Department = Sales | Booking 1 using Department = Sales | Booking 3 using Department = Accounts |
Booking 2 uses Department = Sales | Booking 2 using Department = Sales | Booking 4 using Department = Accounts |
Booking 3 uses Department = Accounts |
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Booking 4 uses Department = Accounts |
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After running invoicing two invoices are generated. The first contains the grouped Reference 1 bookings, the second invoice contains all other bookings regardless of reference used.
Example 2
The second example shows five bookings on pre-invoicing. Within the customer settings the Split Invoice By setting is set as Reference 1, which you have labelled as Department. Three of the bookings use the same Department reference, the other two do not provide a Department reference but do use a provide a Reference 2 (which you have labelled Customer Ref) and Reference 3 (which you have labelled PO Number).
Example 2: Bookings on Pre-Invoicing | Invoice 1 Contains | Invoice 2 Contains |
|---|---|---|
Booking 1 uses Department = Sales | Booking 1 using Department = Sales | Booking 3 uses Customer Ref = 12345 |
Booking 2 uses Department = Sales | Booking 2 using Department = Sales | Booking 4 uses PO Number = 67890 |
Booking 3 uses Customer Ref = 12345 | Booking 5 using Department = Sales |
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Booking 4 uses PO Number = 67890 |
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Booking 5 uses Department = Sales |
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After running invoicing two invoices are generated. The first contains the grouped Department bookings as this is the reference that is being split by. The second invoice contains all other bookings regardless of reference, as these reference fields are not being used for splitting.