Customer Invoice Grouping Rules

Invoice grouping rules provide flexibility in how you invoice customers. You can set criteria to define how you want to group fulfillments for invoicing, and determine the information to include in the invoices. You can invoice by customer, agreement, sales order, sales order type, shipment, category, and product. Currency, payment terms, and bill-to customer are implied, mandatory groupings.

ClosedCreate an Invoice Grouping Rule
  1. From the Invoice Grouping Rules page, complete the following steps:
    1. If your company is not selected in the Company field, select it from the drop-down list.
    1. Click (Add New).

      The New Rule page is displayed.

  2. Enter data in the appropriate fields of the new rule as follows:
    1. In the Start Date field, enter the effective start date for the rule.

      You can enter a current, past, or future date.

    2. (Optional) In the End Date field, enter the end date for the rule.

      If you leave this field blank, the rule remains active. If you enter an end date, the rule is inactive on that date.

    3. In the Recurrence Start Date field, select the date that the customers are first billed.
    4. Select the Use Billing Frequency on Fulfillment checkbox if you want to use the billing frequency on the fulfillment for the invoice grouping rule.
    5. In the Billing UOM field, select the billing frequency for the invoice grouping rule if you do not want to use the billing frequency on the fulfillment.
  3. Specify the invoice grouping criteria for the rule.

    To learn more, see About Using the Fields for Invoice Grouping Criteria.

  4. Click Save.
ClosedAbout Using the Fields for Invoice Grouping Criteria

You can group customer invoices by the customer, agreement, sales order, sales order type, shipment, category, and product. For a rule to work, the minimum you need to enter is the customer.

The following table provides information about using the fields for invoice grouping criteria.

Using the Fields for Invoice Grouping Criteria
Field Description
Group by Customer Hierarchy

Select one of the following customer hierarchy levels to which you want to apply the rule: Corporate Parent, Bill To, Sold To, Ship To, or Site. The rule applies to all customers in the hierarchy level.

To save an invoice grouping rule, you must select a customer hierarchy level from this field or select at least one customer in the For Customer field. You cannot select both options.

Payment terms and currency are mandatory groupings implicit to the customer. The invoices you send to the customer are grouped by payment terms and by transactional currency.

The corporate parent record for the customer provides a Default Bill To Customer field, which you can populate to indicate the bill-to customer that the Customer Invoice batch uses when grouping fulfillments for invoicing by corporate parent or for a specific corporate parent.
For Customer

Enter a value in this field to apply the rule to a specific customer. Begin typing to search for the customer name. You can enter multiple customers. One invoice is generated for each customer.

To save an invoice grouping rule, you must select at least one customer in this field or select a customer hierarchy level from the Group By Hierarchy field. You cannot select both options.

Payment terms and currency are mandatory groupings implicit to the customer. The invoices you send to the customer are grouped by payment terms and by transactional currency.

The corporate parent record for the customer provides a Default Bill To Customer field, which you can populate to indicate the bill-to customer that the Customer Invoice batch uses when grouping fulfillments for invoicing by corporate parent or for a specific corporate parent.
Group by Agreements

Select this checkbox to apply the rule to all agreements associated with the customer hierarchy level or specific customer. You cannot use the For Agreement field if you select this checkbox.

You can start billing for an agreement only when the agreement's acceptance date is set. The Customer Invoice batch generates customer invoices only on or after agreement acceptance date. The agreement end date is not a factor. If a fulfillment is invoice-ready, the batch generates an invoice for it.

When you use the Group by Agreement or For Agreement criteria in an invoice grouping rule, the agreement number is displayed on the customer invoice.
For Agreement

Enter a value in this field to apply the rule to a specific agreement associated with the customer hierarchy level or specific customer. Begin typing to search for the agreement name. You can enter multiple agreements. One invoice is generated for each agreement.

You cannot select the Group by Agreements checkbox if you use this field.

You can start billing for an agreement only when the agreement's acceptance date is set. The Customer Invoice batch generates customer invoices only on or after agreement acceptance date. The agreement end date is not a factor. If a fulfillment is invoice-ready, the batch generates an invoice for it.

When you use the Group by Agreement or For Agreement criteria in an invoice grouping rule, the agreement number is displayed on the customer invoice.
Group by Sales Orders

Select this checkbox to apply the rule to all sales orders associated with the customer hierarchy level or specific customer.

When you use the Group by Sales Orders criteria in an invoice grouping rule, the sales order number is displayed on the customer invoice.
Group by Sales Order If

Select one of the following options in this field:

  • Order is Closed. Include a sales order on an invoice only when all lines ship and the entire order is closed.
  • Order Line is Closed. Include a sales order line on an invoice only when the full quantity ships and the line is closed.

Use this field in conjunction with the Group by Sales Orders.
Group by Shipments

Select this checkbox to apply the rule to all confirmed shipments associated with the customer hierarchy level or specific customer.

When you use the group by shipment criteria in an invoice grouping rule, the shipment number is displayed on the customer invoice.
Group by Category

Select this checkbox to apply the rule to all billing categories associated with the customer hierarchy level or specific customer. If you select this checkbox, you cannot use the For Category field or any of the product criteria.

The billing category is automatically included on fulfillment records.
For Category

Enter a value in this field to apply the rule to a specific billing category associated with the customer hierarchy level or specific customer. Begin typing to search for the category name. You can enter multiple categories. One invoice is generated for each category.

If you use this field, you cannot select the Group by Category checkbox or any of the product criteria.

The billing category is automatically included on fulfillment records.

Group by Product

Select this checkbox to apply the rule to all products associated with the customer hierarchy level or specific customer. If you select this checkbox, you cannot use the For Product field or any of the category criteria.
For Product

Enter a value in this field to apply the rule to a specific product associated with the customer hierarchy level or specific customer. Begin typing to search for the product name. You can enter multiple products. One invoice is generated for each product.

If you use this field, you cannot select the Group by Product checkbox or any of the category criteria.
ClosedView, Rank, Update, or Delete Invoice Grouping Rules

After you create invoice grouping rules, you can perform the following actions on the Invoice Grouping Rules page:

ClosedExamples of Invoice Grouping Rules

Some examples of invoicing grouping rules follow:

Example 1: Generate Invoices as soon as Sales Orders Close

When you create the rule, make the following selections if there are no shipments, or shipment is immediate, and you want to invoice as soon as the sales order closes:

Example 2: Generate Monthly Invoices for an Agreement with a Subscription Product

When you create the rule, make the following selections if you want to generate separate monthly invoices for an agreement with an associated subscription product (for example, telecom, healthcare, groceries, and so on).

Example 3: Generate Invoices as soon as Shipments are Confirmed

This example reflects how customer invoices are generated prior to the introduction of invoice grouping rules. This example is for customers who want to use fulfillments and invoice grouping rules, and want to ensure invoicing continues as before.

When you create the rule, make the following selections:

ClosedCustomer Invoice Batch

The Customer Invoice batch groups invoices by using the rules that you set up. If you set up invoice grouping rules and an unintended outcome results, you can search for the created invoices in the customer invoice list view by batch ID, select all invoices, and void the batch. Then edit the invoice grouping rule, and rerun the Customer Invoice batch.

ClosedInvoice Grouping Rule Field Descriptions

The following table lists the fields that Kenandy provides. Your system administrator selects the fields that are displayed on your user interface.

Invoice Grouping Rule Page
Field Description
Billing UOM

The billing frequency for the invoice grouping rule. In this field, you can select values that are set up on the UOM page with a value of Time in the Type field. The Billing UOM field indicates a billing frequency, such as once a week or every 2 months.

You can change this information on a agreement, sales order, or fulfillment that is associated with the invoice grouping rule. If the billing frequency fields (Billing UOM and Recurrence Start Date) have no values, then the customer is immediately billed.

This field is in effect only if you clear the Use Billing Frequency on Fulfillment field for the invoice grouping rule or if you select the Use Billing Frequency on Fulfillment field and the billing frequency fields (Billing UOM and Recurrence Start Date) on the fulfillment are incomplete or incorrect.
Company The company for the invoice grouping rule.
End Date The date and time that the invoice grouping rule is last in effect.
External Id An external ID that is used for data loading.
For Agreement

The agreements to which to apply the invoice grouping rule.
For Category

The billing categories to which to apply the invoice grouping rule.
For Customer

The customers to which to apply the invoice grouping rule.
For Product

The products to which to apply the invoice grouping rule.
Group by Agreements

An indication of whether the invoice grouping rule applies to all agreements associated with the customer hierarchy level or specific customer.
Group by Category

An indication of whether the invoice grouping rule applies to all billing categories associated with the customer hierarchy level or specific customer.
Group by Customer Hierarchy

The hierarchy level to which to apply the invoice grouping rule.
Group by Product

An indication of whether the invoice grouping rule applies to all products associated with the customer hierarchy level or specific customer.
Group by Sales Orders

An indication of whether the invoice grouping rule applies to all sales orders associated with the customer hierarchy level or specific customer.
Group by Sales Order If

The condition in which a sales order or sales order line is included on an invoice.
Group by Sales Order Types

An indication of whether the invoice grouping rule applies to all sales orders by sales order type.
Group by Shipments

An indication of whether the invoice grouping rule applies to all confirmed shipments associated with the customer hierarchy level or specific customer.
Invoice Grouping Rule The auto-generated ID for the invoice grouping rule.
Is Active An indication of whether the invoice grouping rule is active.
Is Valid An indication of whether the invoice grouping rule is valid.
Rank

A number that denotes the rank of the invoice grouping rule relative to other invoice grouping rules. A rule with a rank of 1 takes precedence over a rule with a rank of 2, and so on.

Rank Key

An auto-generated ID that identifies the rank for the invoice grouping rule.
Recurrence Start Date The start date for billing invoices related to the invoice grouping rule. You can change this field value on a agreement, sales order, or fulfillment that is associated with the invoice grouping rule. If the billing frequency fields (Billing UOM and Recurrence Start Date) have no values, then the customer is immediately billed.
Rule Description An auto-generated description of the invoice grouping rule.
Start Date The date and time that the invoice grouping rule is first in effect.
Use Billing Frequency on Fulfillment An indication of whether to use the billing frequency on the fulfillment for the invoice grouping rule.

 

 

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Version: Spring 2017