The consolidated invoicing function changes the invoicing focus away from the Job lines and is intended to move the focus to allowing the user to determine what they want to invoice, and how they want the information to be displayed on the invoice. Multiple options are available to the user to consolidate the transactions on the Job to provide more flexibility in the way the information is presented on the A/R invoice document.
Please note that currently foreign currency is not supported with consolidated invoicing. Consolidated invoicing is based on the local system currency.
Transaction Consolidation
The first step in generating an invoice is to determine how the system should consolidate the transactions. The consolidation options are available from the Consolidate By button on the header of the Eralis Job Job Line Processing tab. This provides the user with the following consolidation options:
- By Job Line Analysis Code 1
- By Job Line Analysis Code 2
- By Job Line Type
- By Stock Code
- By Subjob
An additional second level of consolidation can also be applied to the transactions; the second level options are the same as the options above, without the consolidation option selected for the first grouping level.
Once the user has selected the required consolidation structure, the system will display a summary, per transaction type, of the transaction values quoted and incurred, associated with the group structure selected.
Within each consolidation group, the system will display the consolidation group header, along with a summary of the values of the transaction types associated to the consolidation group header. For each transaction type, the system displays the following information:
| Field | Details |
|---|---|
| Line Type | This option displays the various transaction types available in Eralis Job. |
| Description | This field either displays the consolidation group header or the description of the Line Type. |
| Quote Qty | The sum total quantity of all quote transactions for the consolidation group structure and transaction type. |
| Quote Value | The sum total sales value of all quote transactions for the consolidation group structure and transaction type. |
| Quote Cost | The sum total cost value of all quote transactions for the consolidation group structure and transaction type. |
| Actual Qty | The sum total quantity of all non-quote transactions for the consolidation group structure and transaction type. |
| Actual Value | The sum total sales value of all non-quote transactions for the consolidation group structure and transaction type. |
| Actual Cost | The sum total cost value of all non-quote transactions for the consolidation group structure and transaction type. |
| Invoice Qty | The sum total quantity of all invoiced transactions for the consolidation group structure and transaction type. |
| Invoice Value | The sum total sales value of all invoiced transactions for the consolidation group structure and transaction type. |
| Invoice Cost | The sum total cost value of all invoiced transactions for the consolidation group structure and transaction type. |
| Note | A user field to allow the entry of a details narrative related to the Line Type for the specific consolidation group. |
| Process Qty | The quantity that the user wants to process for the current invoice, for the specific consolidation group and line type combination. This value will default to the system quantity but can be altered to meet the requirements for the invoice. |
| Process Value | The value that the user wants to process for the current invoice, for the specific consolidation group and line type combination. This value will default to the system value but can be altered to meet the requirements for the invoice. |
| Process Cost | A read only calculated value of the total cost of the underlying Job lines that have been set to a status of Ready to Process, for the specific consolidation group and line type structure. This is the cost that will be passed through for invoicing purposes. This value cannot be directly altered by the user; to change the value of this field the user will need to drill into the specific Line Type and set the status of the underlying Job lines back to Entered. |
| Sys Qty | A read only system calculated value of the total quantity of the underlying Job lines that have been set to a status of Ready to Process, for the specific consolidation group and line type structure. To adjust this value, the user will need to drill into the specific Line Type and set the status of the lines back to Entered. |
| Sys Value | A read only system calculated value of the total sales value of the underlying Job lines that have been set to a status of Ready to Process, for the specific consolidation group and line type structure. To adjust this value, the user will need to drill into the specific Line Type and set the status of the lines back to Entered, or adjust the unit sales price on the lines. |
| Margin | The calculate margin of the transaction for the consolidation group and line type structure. |
| Markup | The calculate markup of the transaction for the consolidation group and line type structure. |
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