Creating Group Invoices in Accounts Receivable

Outcome

Previously sent customer invoices are grouped in accounts receivable – all invoices with the same payer, payment method, currency, and due date are included in a separate group invoice. The group invoice shows the total amount of the original invoices.

Each group invoice contains general information such as invoice date, due date, invoice number, payer, payer address, payment terms, and the company's credit department reference. For each invoice included in the group invoice, the following information is specified: Invoice number, invoice date, due date, currency, and currency amount.

The set of group invoices is printed together with a customer payment journal, a customer invoice journal, and an accounting journal. Depending on the payment methods used, drafts and draft reports are printed as well together with specific group invoices.

You can review group invoices in 'Acc Receivable. Display Additional Info' (ARS250). Information on specific invoices and which group invoices they are included in is displayed by selecting option 18='Additional information' for the invoice in question in 'Accounts Receivable. Display' (ARS200). This calls 'Customer Invoice. Display Additional Information' (ARS216), displaying the group invoice number.

You can send the group invoices to the respective payers. Customer payments based on group invoices can then be allocated to customer records and, if necessary, adjusted in 'Payment Received. Record' (ARS110/F) by selecting sorting order 5.

For a group invoice that is updated in accounts receivable as an actual customer invoice (closing the original invoices), these account entries are created:

Accounting rule	Account	Debit	Credit
*	Customer		1,500
*	Customer		500
AR60–100(If a draft is printed: AR60–195)	Customer:Group invoices	2.000

*Account entry based on the customer invoice.

For a group invoice that is only a 'dummy invoice' (leaving the original invoices open), no account entries are created.

Each group invoice run has received status 9 in the FSLGP table, which blocks all included invoices from being used in another run. An information message is displayed if you try to change an invoice included in a group invoice.

Each group invoice is also assigned information category number 209 in the AR table for additional information, FSLEDX.

You can create a 'Parallel invoice number' for customer invoices. The rules for this are defined in 'Additional Payment Reference. Open' (CMS090). The only available 'Reference number type' is 1='Parallel invoice number'. The 'Parallel invoice number' can only be added to the XML when an invoice document is created. The 'Parallel invoice number' is saved in the FSAPRN table together with the invoice number.

Before you start

• You have read External and Internal Grouping of Invoices in Accounts Receivable.
• FAM function AR70 must be defined in 'FAM Function. Open' (CRS405). AR70 indicates voucher series and name and cash discount method.
• These accounting rules must be defined in 'Accounting Rule. Set' (CRS395): AR60–100 (for regular group invoices) and AR60–195 (for group invoices created as drafts).
• The customer must be included in the group invoicing routine. This is done by selecting the 'Group invoice' check box in 'Customer. Open' (CRS610/H).
• The payment method used for recording the original invoices must allow for group invoicing. This is done by selecting 1='Group by due date' or 2='Group by a specific date' in the 'Group due date' field in 'AR Payment Method. Open' (CRS076/E).
• Number series type 56/1 for the group invoice numbers must be defined in 'Number Series. Open' (CRS165).

Follow these steps

1. Create and verify group invoice proposal

   Create a group invoice proposal in 'Customer Invoice. Group' (ARS190). The proposal can consist of several group invoices, depending on the selection criteria used.

   For information on which invoices can be included in the proposal, see Create and Verify Group Invoice Proposal

2. Adjust group invoice proposal and create final group invoice

   Adjust the proposal by blocking, deleting or releasing group invoices or individual invoices in (ARS190). When the proposal is processed, create the final set of group invoices.