Consolidating Invoices from the Will Call Order Queue

While you are reviewing orders in the Will Call Order Queue, you might see invoices for the same order that can be combined into a single invoice, simplifying the billing process for the order.  For more information about monitoring the queue, see Monitoring the Will Call Order Queue.

You can consolidate two or more invoices from the queue if the following is true for the invoices you select to consolidate:

• Each invoice is for a sales order, not a return, and is not for a direct order.

• No payment or payable has been applied against any of the invoices all are still in and an open accounting period.

• The selected invoices do not involve any credit/rebills.

• The selected invoices have not yet been printed, e-mailed, or faxed.

• The selected invoices are not waiting processing in the Warehouse In Process Queue.

• The selected invoices contain the same branch, inside salesperson, outside salesperson, writer, bill-to customer, and ship-to customer, including matching ship-to address overrides.

• Each invoice contains the same shipping instructions, uses the same ship-via, and matching shipment tracking numbers.

• Tax jurisdictions including line item tax jurisdictions are the same across all selected invoices.

• Each invoice is in the same currency is the same across generations.

• Price, COGS, and cost are the same across all invoices for products they have in common.

• Invoices with dynamic kit components match.

• The selected invoices do not contain subtotals.

• The selected invoices have matching delivery times and manifest numbers if they have been added to a manifest for shipping. However, if any invoice has been added to a StarShip transaction for shipping, the system cannot consolidate the invoices.

To consolidate invoices from the Will Call Order Queue:

1. From the Orders > Queue menu, select Will Call Order Queue to display the Will Call Order Queue window.

2. Complete the header fields, as needed to display the will call orders.

   Column	Description
   Branch	Enter branch or territory and press Enter.
   Writer	Enter the writer name, if any, by which you want to view orders needing to be picked up. For example, if you want to only see your own orders that are in need of pick up, enter your name or ID.
   In Salesperson	Enter the inside salesperson name, if any, by which you want to view orders needing to be picked up.
   Out Salesperson	Enter the outside salesperson name, if any, by which you want to view orders needing to be picked up.

3. Select the check box for each invoice that you want to consolidate. You can also press Shift and select multiple orders.

4. From the Order menu, select Consolidate Invoice Gens.

If the invoices you selected meet the criteria above, the system does the following:

• Moves the products from the second, third, and so forth invoice generations to the first invoice generation created for the order.

• Adds all freight and handling charges are together and includes them in the consolidated invoice.

• Keeps the first invoice active, and the cancels the others.

• Recalculates tax, as necessary.

• Removes the invoices from the Will Call Order Queue

If the invoices do not meet the criteria above, the system displays an error message, indicating the problem.

See Also:

Monitoring the Will Call Order Queue