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Streamlining Acumatica Invoicing: Solutions for Combining Multiple Shipments

This page discusses common challenges and effective solutions for managing invoices when shipping multiple orders to a single customer within Acumatica Cloud ERP.

(a) Challenges

  • By default, Acumatica may combine multiple sales orders shipped to the same customer into a single invoice.
  • This combining of multiple orders into one invoice can occur even if the orders were shipped on different days.
  • A single large invoice makes it difficult for customers to match deliveries with the corresponding invoice.
  • This also causes problems for the business accounting department to track individual orders.

(b) Solutions and Benefits

There are two primary solutions for addressing this issue:

  • Solution 1: The “Bill Separately” Checkbox
    • This automated solution involves a “Bill Separately” checkbox found under the general tab for order types in Acumatica.
    • When this checkbox is selected, Acumatica will automatically generate a separate invoice for each sales order, irrespective of whether the orders were shipped together or not.
    • This solution makes it easier to track individual shipments and helps to avoid confusion with customers and accounting.
    • For instance, if a bakery ships croissants, bread, and cakes on different days to a restaurant and the “Bill Separately” checkbox is enabled, the bakery will generate three separate invoices, even if all the items are delivered together on Friday.
  • Solution 2: Manual Invoice Generation
    • This method allows for more control over the invoicing process.
    • Invoices can be generated directly from individual sales orders or shipments.
  • This option is ideal for situations requiring specific billing arrangements.
  • Examples include special pricing for a specific customer, unique billing terms specific to an order, or other non-standard billing requirements.
  • The manual option provides flexibility.

Benefits of using these solutions:

  • Saves Time and Reduces Stress: Implementing the appropriate solution will save time for both the business and the customer.
  • Improves Customer Relationships: Clear, accurate invoices reduce payment disputes, leading to faster payments.
  • Streamlines Operations: Clear invoices lead to smooth business operations.

Tools and Modules Impacted

  • Order Types: The “Bill Separately” checkbox is found within the order types module.
  • Sales Orders: Manual invoice generation involves working with individual sales orders.
  • Shipments: Manual invoice generation can also be done from shipments.
  • Invoicing: Both solutions directly impact the invoicing process.

About Tayana Solutions

Tayana Solutions is a large service partner with Acumatica Cloud ERP, assisting Acumatica partners and customers with implementation, customization, and support. For a consultation, they can be contacted at 678-910-2774.