External and Internal Grouping of Invoices in Accounts Receivable

This document presents an overview of the four different methods of grouping customer invoices in accounts receivable for external and internal purposes. This will give you a better understanding of which method or methods that are applicable to your company.

External grouping

You can use external group invoices to replace several existing customer invoices sent to one customer (one payer) with one invoice. The external group invoice is like a combination of a regular invoice and a statement of account, since all the invoices included are already sent to the customer.

  1. Automatically create external group invoice

    Automatically select all invoices that meet your search criteria to create a group invoice proposal, based on which the group invoices are created. The program used is 'Customer Invoice. Group' (ARS190). This method requires that the 'Group invoice' check box is selected for the customers to include on 'Customer. Open' (CRS610/H).

    Two types of group invoices can be created: an actual customer invoice that closes the original invoices, or a dummy invoice that does not update accounts receivable.

    Dummy group invoices are used in some countries such as France and Norway. A common routine is as follows: The company sends invoices to its customers with each shipment, and all of the invoices have the same due date. The invoices are regular invoices but are represented by a dummy group invoice. The number of this group invoice is only used to facilitate payment of the invoices. The invoices remain open until payment is made against the dummy. Note that payments made against a dummy invoice cannot be adjusted, and cash discounts cannot be used.

    See Creating Group Invoices in Accounts Receivable.

  2. Manually create group invoice

    You can also group invoices with the same currency manually in 'Accounts Receivable. Display' (ARS200) to create a group invoice. This method can be used even for customers that do not have the 'Group invoice' check box selected on (CRS610/H).

    See Manually Create Group Invoice.

Internal Grouping

  1. Match customer invoice to credit note

    You can close outstanding records by manually matching customer invoices to credit notes with the same total amount, so-called netting, in 'Accounts Receivable. Display' (ARS200).

    See Match Customer Invoice to Credit Note.

  2. Group customer invoice records for internal reconciliation

    To keep track of invoices, credit notes, etc. connected to a specific transaction or operation, you can group related invoices using a unique reconciliation number in 'AR Reconciliation Number. Open' (ARS245). This number acts as an internal "group invoice."

    See Group Invoice Records for Internal Reconciliation.

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