Create a Consolidated Invoice

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

This feature allows you to aggregate and combine documents from multiple buyers into a single invoice addressed to a Billing Delegatee, based on consolidated billing settings.

Purpose

The primary purpose of consolidated invoice creation is to centralize billing data scattered across multiple Buyers into the consolidated billing delegatee and manage it as a single invoice.

It also centralizes billing information, reducing the effort required to create and review invoices and making them easier to reference.

Feature Description

Consolidated Invoice Creation Process

A consolidated invoice is created as an invoice addressed to the Billing Delegatee, including documents from delegator buyers, according to the pre-configured consolidated billing relationships.

As a prerequisite, you must set up the Billing Delegatee and delegators.

For details, refer to Configure Billing Delegatee and Delegator for Consolidated Billing.

Resources Available to the Billing Delegatee

When creating an invoice, the Billing Delegatee can use the resources of other buyers who are the source of the consolidated billing (delegators), in addition to the delegatee's own resources.

The available resources are as follows:

• Confirmed Order
• Delivery Note
• Deposit Invoice
• Return Delivery Note
• Credit Note
• Order Shipping Fee

Data Source Types and Requirements

Invoices can be created from the following four data source types.

Reference data, input specifications for SKU details, and setting items vary depending on the data source type.

Data Source	Description
Confirmed Order	Creates an invoice by aggregating Order Confirmations. Items that are Invoiced or orders where the Order Confirmation has Not Created cannot be specified.
Delivery Note	Creates an invoice by aggregating Delivery Notes. Invoiced delivery notes or Non-billable delivery notes cannot be specified.
Deposit Invoice	Creates an invoice for the remaining balance based on a Deposit. Regular invoices or other Balance invoices cannot be specified. Only one Deposit can be specified.
Original (Without data source)	Creates an invoice by selecting items from the Product master and entering details manually without referencing document-derived data. Currency, Transaction Condition (markup/discount rates, etc.), and Billing Term (deposit conditions) are set for each invoice.

Invoice Types, Billing Percentage, and Document Types

The type of invoice created is determined by the Billing Percent and the Invoice Type.

• If Billing Percent is set to 100%: A regular invoice (full billing) is created.
• If Billing Percent is set to a value less than 100%: The billing amount is calculated as the specified percentage of the total amount.
  One of the following invoices will be created depending on the specified Invoice Type:
  • If the Invoice Type is Deposit: A Deposit Invoice is created.
  • If the Invoice Type is Balance: A Balance invoice is created.
• If Deposit Invoice is specified as the data source: The unbilled percentage is automatically applied as the initial value. If billing for the entire remaining amount that is unbilled, the Invoice Type is fixed to Balance.

Currencies Available for Invoices

A single invoice can use only one Currency.

Therefore, different currencies cannot be mixed in one invoice, including applied Return Delivery Notes, Credit Notes, and Other Fees.

Item Types

The following line items can be added to an invoice:

• SKU: Added by inheriting from the data source. In Original (Without data source), they are added manually.
• Custom Item: Items that do not exist in the Product master can be added as a Custom Item.
• Shipping Fee: You can add shipping fees unique to the invoice or Order Shipping Fees stocked for each order.
• Other Fee: You can add Other Fees such as COD fees or repair costs. It is also possible to enter a negative amount to treat it as a discount.

Items Dependent on Core Preference Settings

The available choices for the following items are determined by the maker's Core Preferences:

• Selectable Currencies
• Selectable Transaction Terms
• Selectable Deposit Conditions

The available choices for Selectable Taxes are determined by the maker's Tax settings.

• For details on core preferences, refer to Core Preferences.
• For details on tax settings, refer to Create a Tax Master.

Items Requiring Advance Preparation

Bank Accounts must be created in the master in advance. You can use bank accounts that correspond to the currency.

For how to create a bank account, refer to Create a Bank Account.

Also, if a default bank account is set in the Buyer master and matches the invoice currency, that default bank account will be set automatically.

To set a default bank account for a buyer, refer to the Default maker bank account section in Edit a Buyer.

Automatic Numbering Rules for Invoice No.

You can specify whether the Invoice No. is generated automatically or customized manually.

When generated automatically, it is created based on DEXTRE's standard rules or the Document Numbering Rule set for the brand.

For details on document numbering rules, refer to Configure Document Numbering Rules.

Invoice Creation and Billing Balance

When an invoice is created, the amount (the billing amount minus any Billing Balance applied to the invoice) is added to the current Billing Balance.

The Billing Balance represents the total amount in an unpaid status managed on DEXTRE.

The balance is recorded under the Billing Delegatee who creates the invoice.

Instructions

Navigating to the Consolidated Invoice Creation Screen

1. Click the Transactions menu > Billing Management.
2. Click Create consolidated invoice.
   You will transition to the "Create a New Consolidated Billing Invoice" page.

How to Fill Out the Form

Selecting Billing Delegatee and Data Source Type

1. Search Buyers
   As needed, search and filter for the buyer for whom the invoice will be created.

2. Select Buyer
   Click the Select button for the buyer for whom the consolidated invoice will be created.

   Only a Billing Delegatee can be selected.

3. Data Source Type
   Select one of the following from the dropdown:

   • Confirmed Order
   • Delivery Invoice
   • Deposit Invoice
   • Original (Without data source)

Selecting Orders with "Confirmed Order" Data Source

This operation applies when Confirmed Order is selected as the data source type.

1. Select Order
   From the order list, select the target orders by checking their checkboxes.

   • Multiple orders can be selected.
   • Invoiced order confirmations cannot be specified.
   • Orders where the Order Confirmation has Not Created cannot be specified.
   • You can filter orders by entering conditions in the Search fields.
   • To select all orders that hit the search criteria, click Select All.
   • To uncheck all, click Unselect All.

Selecting Delivery Notes with "Delivery Note" Data Source

This operation applies when Delivery Invoice is selected as the data source type.

1. Select Delivery Notes
   From the delivery note list, select the target delivery notes by checking their checkboxes.

   • Multiple delivery notes can be selected.
   • Invoiced delivery notes cannot be selected.
   • Delivery notes with a status of Non-billable cannot be selected.
   • You can filter delivery notes by entering conditions in the Search Delivery Note fields.
   • To select all delivery notes that hit the search criteria, click Select All.
   • To uncheck all, click Unselect All.

Selecting Invoices with "Deposit Invoice" Data Source

This operation applies when Deposit Invoice is selected as the data source type.

1. Select Billing Invoice
   Select the target invoice from the invoice list by enabling its radio button.

   • Only one Deposit can be selected.
   • Regular invoices or other Balance invoices cannot be selected.
   • You can filter invoices by entering conditions in the Search Billing Invoice fields.

Entering Transaction Conditions and Product SKUs in "Original (Without data source)"

This operation applies when Original (Without data source) is selected as the data source type.

Initial values for Currency, Transaction Condition, and Deposit Condition (deposit conditions) are referenced from the buyer's settings data.

1. Currency
   Select the currency to use from the dropdown.

2. Transaction Condition
   Select the transaction condition from the dropdown.

   Also, enter the transaction term rate corresponding to the selected transaction condition.

3. Deposit Condition
   Select With Deposit or Without Deposit from the dropdown.

4. Add SKU Items
   As needed, add SKU details to the invoice.

   • If adding SKU details to the invoice is required: Click Add an Item to add products.
   • If adding SKU details to the invoice is not required: You can skip this without adding any.

   Clicking Add an Item opens the "Select Products" modal.

   Check the checkboxes for the products to include in the invoice.

   • Multiple products can be added.
   • You can filter products by entering conditions in Search Products.
   • To select all products that hit the search criteria, click Select All.
   • To uncheck all, click Unselect All.

   Once selection is complete, click the Select button.
   The selected products will be added to the Product SKUs.

5. Entering SKU details
   For the SKU details to be added to the invoice, enter the following. Since the price is inherited from the product master, edit it if changes are necessary.

   • SKU Quantity (Required): Select a numeric value from the dropdown.
   • Delivery Date: Select the delivery date setting from the following three types via the dropdown:
     • No set delivery date: No delivery date is set.
     • Set an estimated delivery date: Specify a delivery date. The date can be selected from the calendar.
     • Set an estimated delivery period: Specify a delivery period. Select the start and end dates from the calendar.
   • Taxes: Check the tax to apply.
   • Transaction Condition / percent off: Enter a value between 0 and 100%.
   • Pricing Method: Select one of the following two types from the dropdown:
     • Transaction Condition based calculation: Calculates the wholesale price by multiplying the original price by the transaction condition.
     • Manual Price Settings (Without Options): Manually set the wholesale price amount regardless of the transaction condition.
   • Original Price (per SKU): The amount set in the Product master is displayed. Correct it if necessary.
   • Price (per SKU): Displayed as follows depending on the selected Pricing Method:
     • If Transaction Condition based calculation is selected: The wholesale price is the original price multiplied by the transaction condition.
     • If Manual Price Settings is selected: Enter the wholesale price amount excluding options.

Custom Item Settings

In Custom Items, you can add items that do not exist in the Product master.

1. As needed, click Add an Item. One input field for a custom item will be added.

2. For each custom item, enter the following items:

   • Display Name: Enter the display name of the custom item.
   • Description: You can enter a description for the custom item.
   • Price: Enter the wholesale price of the custom item.
   • Tax: Check the tax to be set.
   • Quantity: Enter the quantity of the custom item.

   The total amount is calculated as (Wholesale Price + Applied Tax) × Quantity.

   Unnecessary items can be deleted by clicking the trash can icon.

Shipping Fee Settings

You can set the shipping fees to be added to the invoice.

1. Shipping Fee
   Add shipping fees unique to the invoice.

   As needed, click Add a Fee. One input field for shipping fee will be added.

   For each shipping fee, enter the following items:

   • Display Name: Enter the display name for the shipping fee.
   • Cost: Enter the cost of the shipping fee.
   • Tax: Check the tax to be set.

   The total amount is calculated as the sum of the fee and the applied tax.

   Unnecessary shipping fees can be deleted by clicking the trash can icon.

2. Order Shipping Fee
   For the target buyer and group billing delegator buyers, you can specify Order Shipping Fees stocked for each order.

   • By checking the shipping fee you wish to set, you can apply shipping costs based on orders to the invoice.
   • Multiple selections are possible.

Other Fee Settings

You can add fees other than shipping, such as COD fees or repair costs, to the invoice.

1. As needed, click Add a Fee.
   Input fields for other fees will be displayed.

2. Enter the following items for the fee to be set:

   • Display Name: Enter the display name for the fee to be set.
   • Cost: Enter the amount for the fee. The fee amount can also be entered as a negative value to be treated as a discount.
   • Tax: Check the tax to be set.

   The total amount is calculated as Fee + Applied Tax.

   Unnecessary fees can be deleted by clicking the trash can icon.

Applying Return Delivery Notes and Credit Notes

1. Select Return Delivery Notes
   If applicable Return Delivery Notes exist, they can be aggregated into the invoice and deducted from the total billing amount.

   From the Goods Return Note list, select the target Goods Return Notes by checking their checkboxes.

   • You can filter Goods Return Notes by entering conditions in the Search fields.
   • To select all Goods Return Notes that hit the search criteria, click Select All.
   • To uncheck all, click Unselect All.
   • Return delivery notes in a currency different from the invoice currency cannot be applied.

2. Select Credit Notes
   If applicable Credit Notes exist, they can be aggregated into the invoice and deducted from the total billing amount.

   From the credit note list, select the target credit notes by checking their checkboxes.

   • You can filter credit notes by entering conditions in the Search fields.
   • To select all credit notes that hit the search criteria, click Select All.
   • To uncheck all, click Unselect All.
   • Credit notes in a currency different from the invoice currency cannot be applied.

Invoice Basic Information

1. Billing Address
   Use the toggle button to specify whether or not to register a billing address.

   • Enable Register billing address: Registers a billing address. Also, set the address information.
   • Disable Register billing address: Does not register a billing address.

   If registering a billing address, select from the following items in the dropdown to specify the billing address:

   • Input new address: Enter various address information for the billing recipient.
   • Select a billing address: Select or change the billing address from the billing list.

2. Maker bank
   Select the bank account to receive payment from the dropdown. You can use bank accounts that correspond to the currency.

   If a default bank account is set for the buyer and matches the invoice currency, it will be set automatically.

3. Billing Invoice No.
   Use the toggle button to specify whether to manually customize the Invoice No. or generate it automatically.

   • Enable Customize Billing Invoice No.: Sets the Invoice No. via free text.
   • Disable Customize Billing Invoice No.: The Invoice No. will be generated automatically.

4. Issue Date
   Use the toggle button to specify whether or not to specify the Issue Date of the invoice. The Issue Date is used as the document date.

   • Enable Set the issue date.: Enter the year, month, and day for the invoice issue date. This can be selected from the calendar.
   • Disable Set the issue date.: Does not set an issue date for the invoice. Disable this if it is not required.

5. Billing Percent
   Enter the Billing Percent as a value between 1 and 100%.

   If less than 100%, select one of the following from the Invoice Type dropdown:

   • Deposit
   • Balance

   If a Deposit Invoice is the data source, the Billing Percent is applied automatically, and the Invoice Type is fixed to Balance.

6. Seller borne bank transfer fee
   If the bank transfer fee during payment from the buyer is to be borne by the maker, specify the following items:

   • Bank transfer fee: Enter the amount of the bank transfer fee to be borne by the maker. The amount is treated as a discount on the line items.
   • Tax: Select the tax to apply from the dropdown.

7. Payment Term name
   Enter the name of the payment terms.

8. Payment Due At
   Enter the year, month, and day for the payment deadline. This can be selected from the calendar.

9. Billing Balance
   If an available Billing Balance exists, it can be set as a brought-forward amount for the invoice.

   Use the toggle button to specify whether or not to apply the Billing Balance.

   • Enable Apply Billing Balance: Allows the Billing Balance to be set as a brought-forward amount. You can specify an amount within the range of the Available Billing Balance.
   • Disable Apply Billing Balance: Does not set the Billing Balance as a brought-forward amount.

10. Note
    Enter internal notes. These will not be output to the PDF.

11. Comments in the PDF
    Enter the text to be included in the footer section of the last page of the PDF. There is no character limit.

12. Comments in the PDF (Character limit)
    Enter the text to be included in the header section of the PDF. Up to 100 characters can be entered.

Creating the Invoice

After confirming the input details, click the Create button.

If the process is successful, the invoice will be created.

Important Notes

Data Sources Already Applied to Invoices Cannot Be Used

To prevent duplicate invoicing, data sources, Return Delivery Notes, and Credit Notes that have already been applied to other invoices cannot be used.

Return Delivery Notes and Credit Notes in Different Currencies Cannot Be Applied

Return Delivery Notes or Credit Notes in a currency different from the invoice currency cannot be applied.

Notes on Applying Shipping Fees

Applicable Shipping Fees are created when the status of the order for which the shipping fee was set becomes OC confirmed, and they are stocked for each order.

Stocked "shipping fees" are consumed each time they are applied to a Delivery Note or invoice, and a shipping fee applied once cannot be applied to other documents redundantly.