E-Automate offers some options for batching and/or consolidating their invoices. The documentation below provides information on each option.
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Overview | Best Practice Steps | Other Helpful Info | Related Alerts
Overview
Overview
E-Automate has tools that you can use to consolidate invoice billing for your customers. The options available differ between invoice types and some invoices can only be batch consolidated to where there are individual invoices, but all billed under 1 batch ID # to be delivered to your customer all together, while others can have all charges consolidated onto 1 invoice for your customer.
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Best Practice Steps
Best Practice Steps
Batch Consolidating Service and/or Sales Invoices by Customer:
There is a consolidated billing feature that's detailed in the link below. This does not create 1 invoice but rather a batch billing of all invoices in 1 batch. In your system there will still be separate invoices for each order and call, but you can send it to customer under 1 batch number. They will see the separate invoice #'s though.
ECI's Documentation on Consolidated Batch Billing
Consolidating Sales Orders onto 1 Invoice by Customer:
There is a feature that allows for you to combine multiple sales orders onto 1 invoice when fulfilling them. To use this method, highlight one of the sales orders for the customer you wish to bill from the SO list and click Fulfill. When the fulfillment screen pops up you can add open sales orders for the same customer to this fulfillment to fulfill them together. When you click OK to create the fulfillment, all items will be consolidated on 1 Sales Invoice.
Consolidating Contracts onto 1 Invoice by Customer:
There is a feature that allows for you to bill contracts for the same customer onto 1 contract invoice by grouping the contracts. This option will require that all contracts match exactly when it comes to (1), bill-to customer (2), (matching attention, name, address, city, state, and zip), branch (3), taxable (4) (checked or unchecked), terms (5), charge methods (6), charge accounts, and contract statuses (7).
The Group invoices according to customer, bill to, etc. box must be checked on all of the contracts that you wish to consolidate.
You'll be able to tell which contracts are set up to group bill in the contracts console because they will say Yes under the Group Invoices column
In the billing queue you will see Yes under the Group column which indicates the contract is set up to group bill
If you try to bill contracts without the entire group billing along with it, it will give you this message in the billing queue
Note that you can only group the contracts together on one invoice if you push them into the billing queue at the same time within your billing tolerance range. Your billing tolerance range is the amount of days from the current date that you can push your billing cutoff date to in your contract billing queue for the contract to bill. When grouing invoices you have to make sure that the contract bill dates you are grouping are within this range and pushed to the billing queue at the same time. i.e. One contract bills on the 10th and the other one you want to group it with bills on the 20th. If your billing tolerance range is 10 days then this can be accomplished by pushing them into the billing queue at the same time.
Note that grouping your contract invoices will also group the meter requests into one email to your customer.
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Other Helpful Info
Other Helpful Info
It is highly recommended that you test these features in a test e-auto environment prior to using in your production database. This will ensure that you are able to fully understand how they work and if you'd like to use them before making changes to your live data.
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Related Alerts
Related Alerts
None.
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