DBD: Summary Bill

• Customer Defaults
• Workflow

Customer Setup

In the Customer setup, select Customer Defaults. Summary Billing/ Detail Shipment Reporting section.

Fields

• Summary Bill for: select desired options.

  
  

  o I – Invoices (Sales Orders)

  
  

  o R – Non-billable releases from warehouse

  
  

  o W – Billable releases from warehouse

  
  

• Print Invoice for each Shipment:

  
  

  o Enter Y/Yes or N/No for each option selected (I,R,W)

  
  
• Monthly shipment detail reporting? Defaults to check when Summary Bill options selected.
• Other fields not applicable to Summary Billing.

Before using Summary Bill

1. Setup the customer for Summary Bill, (I,R,W), in the Customer Defaults.
2. Set Print Invoice for each Shipment? (YYY), in Customer Defaults.
3. "Run & Clear" the summary bill report, to empty the file.
4. New invoices will update to the Summary Bill file.

Running the Summary Bill

This report is accessible from: Print Management > Reports > Item Management > Customer Summary Bill or Order Processing > Reports > Order Reports > Customer Summary Bill.

1. Process billing as usual, daily as it comes in.

   
   

   ❑ A note under each invoice number on the summary sales journal, indicates an invoice is a "Summary Bill invoice."

   
   

   ❑ When the invoice printing is turned off for these options, it’s reflected on the sales journal as a "Non-Printing Invoice."

   
   
2. The Open Invoice file displays open invoices, and each is marked Summary Bill: PENDING.
3. At your designated date, print the "Summary Bill Report."

NOTES

• Date Option: Leaving the Invoice Date range blank prints everything in the file added since the last time the Summary Bill data was updated.
• Summary Bill Reference: Enter AUTO here to have the system use your current Invoice numbers when it’s assigned a number the Summary bill. Or enter a number up to 8 characters of your choosing. A reference the client uses when paying the invoice.
• Change the due date of these invoices to: If a date is entered, it uses this as the new Due Date in the AR open invoice file. The AR ageing can be based on either due date or invoice date.

1. Review the data. Match the report against the hardcopy invoices of the invoices(optional). Verify the report printed correctly and clear the data. The clear is available when the ‘Report Type’ is set to ‘Both’.
2. Best Practice is to clear the report data for the next reporting period.
3. The summary bill ‘Reference’ number is added to the invoice during the clear process.
4. This reference number enables the posting of cash receipt to this summary bill number, instead of posting to each invoice individually. Activate this feature in cash receipts by using the Auto Distribute feature.

Summary Bill Sections

• Detail Shipments by Location - Groups invoices by Location/Ship-To.
• Summary Bill – Invoices displayed numerically.
• Cover Sheet (optional) – A total due page displayed with Client and Summary Bill number.