Bulk Create Invoices from Multiple Delivery Notes

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

Overview

This feature allows you to bulk create invoices for multiple buyers based on delivery notes.

One invoice is created for each combination of buyer and currency, and it also supports the consolidated billing function.

Purpose

The primary purpose of bulk invoice creation from multiple delivery notes is to create multiple invoices together for operations such as end-of-month closing with payment due at the end of the following month, and improve invoice creation efficiency.

It reduces the effort of creating invoices individually for each Buyer and lowers the workload during invoice creation.

Feature Description

Data Source for Creating Invoices

In the bulk creation of invoices, only Delivery Note is supported as a data source.

Invoice Creation Unit

One invoice is created for each combination of buyer and currency.

If delivery notes with different currencies are selected, invoice information is entered for each currency.

Support for Consolidated Billing

If a billing delegator is set for the buyer of a delivery note selected for invoice creation, the delivery notes are aggregated to the corresponding billing delegatee to create the invoice.

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

Invoice Type, Billing Percent, and Note Type

The type of invoice created is determined by the billing percent and the merchant invoice type.

• When Billing Percent is set to 100%: A normal invoice (full amount billing) is created.
• When Billing Percent is set to a value less than 100%: The billing amount is calculated as the specified percentage of the total amount. Additionally, depending on the specified merchant invoice type, one of the following invoices is created:
  • If the merchant invoice type is Deposit: A deposit invoice is created.
  • If the merchant invoice type is Balance: A balance invoice is created.

Items Configurable for Each Invoice

The following items can be set for each invoice:

• If applicable Return Delivery Notes or Credit Notes exist, they can be aggregated into the invoice and deducted from the total billing amount.
• As Applicable Shipping Fees, you can select and add the Order Shipping Fee stocked for each order.
• If an available Billing Balance exists, it can be set as a brought-forward amount for the invoice.
• If the bank transfer fee for the payment from the buyer is to be borne by the maker, it can be set as the Seller borne bank transfer fee. The amount is treated as a discount on the line items.

Items Applicable Universally to All Invoices

Items that can be added or applied universally to all invoices being created are as follows:

• Shipping Fee: You can add shipping fees specific to the invoice.
• Other Fee: You can add fees other than shipping, such as cash-on-delivery fees or repair costs. It is also possible to enter a negative amount to treat it as a discount.

Items Requiring Advance Preparation

• Bank Account: Bank accounts must be created in the master data in advance. You can use bank accounts corresponding to the currency.

  For instructions on creating bank accounts, refer to Create a Bank Account.

  If a default bank account is set in the buyer master and matches the currency of the invoice, the default maker bank account set in the buyer master is automatically populated.

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

• Tax: The selectable taxes are determined by the maker's tax rates settings.

  For instructions on creating taxes, refer to Create a Tax Master.

Billing Invoice No. Setting Method

You can specify whether to automatically generate the Billing Invoice No. or manually customize it.

If automatically generated, 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.

Billing Invoice Creation and Billing Balance

When an invoice is created, the amount remaining after deducting the billing balance applied to the invoice from the billing amount is added to the current billing balance.

Instructions

Navigating to the Bulk Create Billing Invoices Screen

1. Click Transactions menu > Billing Management.
2. Click Bulk Create Billing Invoices from Delivery Invoices.
   You will be redirected to the "Bulk Create new Billing Invoices" page.

Form Entry Method

Selection of Delivery Notes

1. You can filter the delivery notes to be linked to the invoice by entering conditions in each item of Search.

2. Select the delivery notes to be linked to the invoice by checking the boxes. Multiple selections are possible.

   • To select all delivery notes matching the search criteria, click Select All.
   • To clear all selected delivery notes, click Unselect All.

Entering Invoice Information per Currency

Enter the invoice information for each combination of buyer and currency.

1. Billing Invoice No.
   Specify whether to manually customize the Billing Invoice No. or automatically generate it using the toggle button.

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

2. Issue Date
   Specify whether to set the invoice issue date using the toggle button. 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. You can select it from the calendar.
   • Disable Set the issue date.: The issue date for the invoice will not be set. Disable this if it is not required.

   If necessary, the following bulk operations are possible:

   • To apply the same date to all invoices: Specify a date in the input field of the header row and click Apply All. The Set the issue date. toggle button will be Enabled for all invoices, and the specified date will be reflected.
   • To clear the issue date applied to all invoices: Click Unselect in the header row. The Set the issue date. toggle button will be Disabled for all invoices.

   You can also manually correct individual items after the bulk operation is reflected.

3. Billing Percent
   Enter the billing percent as a numerical value from 1 to 100%.

   If it is less than 100%, select the Invoice Type from the following in the dropdown:

   • Deposit
   • Balance

4. Payment Due At
   Enter the year, month, and day for the payment due at. You can select it from the calendar.

   If you want to apply the same date to all invoices, specify a date in the header input field and click Apply All. You can select the date from the calendar.

5. Maker bank
   Select the bank account to receive payment from the dropdown. You can use bank accounts corresponding to the currency.

   If necessary, the following bulk operations are possible:

   • To set the same bank account for all invoices per currency at once: Specify an account in the dropdown per currency in the header row and click Apply All. The same bank account will be applied in bulk to all corresponding invoices for that currency.
   • To set the same bank account only for invoices where the bank account is not yet set, per currency at once: Specify an account in the dropdown per currency in the header row and click Apply Partially. The same bank account will be applied in bulk to invoices for that currency where a bank account has not been set.

6. Applicable Credit Note
   Select the credit notes to apply by checking the boxes.

   If necessary, the following bulk operations are possible:

   • To set all applicable credit notes for all invoices: Click Select All in the header row. All credit notes will be selected together.

   • To bulk set credit notes by filtering with conditions: Click Partial Selection in the header row.
     The "Filter and Select Credit Notes" modal will open.

     Set the following conditions and click the Select button. Credit notes matching the conditions will be selected together.

     • Credit Note No.: Set via free entry. You can filter credit notes by partial match.
     • Issue Date: Filter by period based on the document issue date (document date). Set the start and end dates.
     • Create Time: Filter by period based on the document creation date using the dropdown. Selecting Custom allows you to set the start and end dates.
     • Update Time: Filter by period based on the document's last update date using the dropdown. Selecting Custom allows you to set the start and end dates.

7. Applicable Return Delivery Notes
   Select the Goods Return Note to apply by checking the boxes.

   If necessary, the following bulk operations are possible:

   • To set all applicable Goods Return Notes for all invoices: Click Select All in the header row. All Goods Return Notes will be selected together.

   • To bulk set Goods Return Notes by filtering with conditions: Click Partial Selection in the header row.
     The "Filter and Select Return Delivery Notes" modal will open.

     Set the following conditions and click the Select button. Goods Return Notes matching the conditions will be selected together.

     • Return Delivery Note No.: Set via free entry. You can filter Goods Return Notes by partial match.
     • Document Date: Filter by period based on the document date. Set the start and end dates.
     • Create Time: Filter by period based on the document creation date using the dropdown. Selecting Custom allows you to set the start and end dates.
     • Update Time: Filter by period based on the document's last update date using the dropdown. Selecting Custom allows you to set the start and end dates.

8. Applicable Order Shipping Fees
   Select the shipping fees stocked for each order by checking the boxes.

   You can apply shipping fees based on orders to each invoice. Multiple selections are possible.

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

   Specify whether to apply the billing balance using the toggle button.

   • Enable: The billing balance can be applied as a brought-forward amount. You can specify an amount within the range of the available billing balance.
   • Disable: The billing balance will not be applied as a brought-forward amount.

10. Payment Term name
    You can enter any payment term name.

    If you want to set the payment term name in bulk, enter any payment term name in the header input field and click Apply All.

11. Seller borne bank transfer fee
    If the bank transfer fee for the payment from the buyer is to be borne by the maker, enter the amount of the transfer fee. The amount is treated as a discount on the line items.

    If you want to set this in bulk, enter any transfer fee in the header input field per currency and click Apply All.

12. Seller borne bank transfer fee tax
    Select the tax to be applied to the seller borne bank transfer fee from the dropdown.

    If you want to set this in bulk, select any tax from the dropdown per currency in the header row and click Apply All.

13. Address
    Specify whether to register the billing address using the toggle button.

    • Enable: Registers the billing address. Additionally, set the address information.
    • Disable: Does not register the billing address.

    If registering the billing address, select one of the following from the dropdown and specify the billing address:

    • New Address: Enter various address information for the billing destination.
    • Select a billing address: Select or change the billing address from the billing address list.

14. Comments in the PDF
    Enter the text to be included on the last page of the PDF.

15. Comments in the PDF (Character limit)
    Enter the text to be included in the PDF header. You can enter up to 100 characters.

16. Note
    Enter an internal memo. This will not be output to the PDF.

Setting Shipping Fee and Other Fee

Shipping fees and other fees are added as common costs to all invoices being bulk created.

1. Shipping Fee
   You can set shipping fees to be added to the invoice.

   If necessary, 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 for the shipping fee for each currency.
   • Tax: Check the tax to be set.

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

2. Other Fee
   You can add costs other than shipping, such as cash-on-delivery fees or repair costs, to the invoice.

   If necessary, click Add a Fee.
   The input fields for other fees will be displayed.

   For the fee to be set, enter the following items:

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

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

Bulk Creation of Invoices

After confirming the entered content, click the Create button.

If the process is successful, invoices will be created in bulk.

Important Notes

Notes on Applying Shipping Fees

The Applicable Shipping Fees set at the time of order 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 redundantly to other documents.

Additional Fees Apply to All Invoices

When shipping fees or other fees are added, they are not for specific buyers but are added as common costs to all invoices being bulk created.