This Help Article covers:
Consolidated Sale Invoices allow you to Invoice multiple Jobs on 1 Invoice.
There are 2 ways of creating a Consolidated Sales Invoice:
From one of the Jobs - the Consolidated Sales Invoice is created first, then Jobs are selected and added, OR
From the Jobs List - the Jobs are selected first, then the Consolidated Sales Invoice is created
A Consolidated Sales Invoice is created for one Customer only, so all Jobs to be included in the Consolidated Sales Invoice must have the same Customer.
A Consolidated Sales Invoice can only be created for Charge Up Jobs.
Consolidated Sales Invoices have their own unique numbering system that includes a "CI" suffix on the end of the Consolidated Sales Invoice Number. I.E. they don't use a Job Number.
Consolidated Sales Invoices are identified on the Sales List by a [CI] icon.
Job Information displayed on the Consolidated Sales Invoice
Job information, including Site Visit information, pulls to the Job Sections of a Consolidated Sales Invoice on Get Cost. From there it can be edit to complete the Consolidated Sales Invoice.
On creating a Consolidated Sales Invoice Section, any Job's:
Site Visit "Name" populates the CI Section Header's "Section Name"
"Job Site/Address" populates the CI Section Description's "First Line"
"Customer Reference" populates the CI Section Description's "Second Line"
"Brief Description" populates the CI Section Description's "Third Line"
Site Visit "Description" populates the CI Section Description's "Fourth Line"
Once the Section is created the Job information, including Site Visit information, divorces from the Job, and Editing is then done from the Section’s "More" (3 dots) menu > "View section details".
💡 TIP: A quick way to view the original Job from the Consolidated Sales Invoice is to Hover over the Job/Site Visit Number of the Section Header, then Left Press the number on the popup OR Right Press and select "Open link in...".
To Add a Consolidated Sales Invoice from a Job
Quick Flow:
Sales Expandable Section
[+ADD] > Dropdown > "Add Consolidated Invoice"
Job(s)* Select
[SAVE]
[GET COSTS]
Edit - as required
[SAVE] OR [Lock]
1. From one of the Job's Sales Expandable Section, Press the [+ADD] > Dropdown and Select the option "Add Consolidated Invoice"
2. From New Invoice, from the Job(s)* field’s dropdown, Select Job(s)* to be displayed on the Consolidated Sales Invoice, then Press [SAVE]
3. Following [SAVE], Press [GET COSTS], Katipolt will create a Section for each selected Job, pulling the costs in and then displaying the Labour, Materials, and Ad-Hoc Costs for each Job in its created Section.
4 . Edit as required
5. When you have completed building your Consolidated Sales Invoice, Press [SAVE] OR from the Save dropdown select option [Lock]
[SAVE] – You can continue editing at a later time
Lock – Locks your Sales Invoice, and if you have a valid Xero connection, will send the Sales Invoice to Xero
To Add a Consolidated Sales Invoice from the Jobs List
Quick Flow:
Jobs Side Menu
Jobs List
Job(s) Select
“More” (3 dots) menu > “Create Invoices” Option
“Invoice per Customer (Consolidated)”
[START]
Notifications Bell > notification
Consolidated Sales Invoice Number
[SAVE] OR [Lock]
1. From the Side Menu, Press Jobs to display the Jobs List
2. From the Jobs List, Select the Jobs to be displayed on the Consolidated Sales Invoice, then Press the bottom “More” (3 dots) menu and Select the option “Create Invoices” to display the Create Invoice Popup
3. From the "Create Invoices" Popup, check:
Invoice Type “Invoice per Customer (Consolidated)*” is Selected,
Update Existing Draft Invoices (Optional)
Auto-populate Product (Optional)
💡 TIP: Ticking "Auto-populate Products" will auto-populate each section with any product(s) that are ticked to auto-populate Sales Invoices.
4. Press [START] to create the Consolidated Sales Invoice
💡 TIP: The Consolidated Sales Invoice will create a Section for each selected Job and also [GET COSTS], displaying the Labour, Materials, and Ad-Hoc Costs for each Job in its created Section.
💡 TIP: When Katipolt has Completed processing the Consolidated Sales Invoice, you will be sent a notification, Press on the Notifications Bell to view the notification, then Press on the notification to be taken to the Results popup.
5. From the Results popup, Press the Consolidated Sales Invoice Number to launch the Consolidated Sales Invoice
6. Edit as required
7. When you have completed building your Consolidated Sales Invoice, Press [SAVE] OR from the Save dropdown select option [Lock]
[SAVE] – You can continue editing at a later time
Lock – Locks your Sales Invoice, and if you have a valid Xero connection, will send the Sales Invoice to Xero
To Add a Credit Note to a Consolidated Sales Invoice
Quick Flow:
Consolidated Sales Invoice
"More" (3 Dots) menu > “Create credit note” Option
Job(s)* > De-Select
Build the Credit Note
1. From the Consolidated Sales Invoice, Press the "More" (3 Dots) menu and Select the option “Create credit note” to create and display the New Credit Note
2. From the New Credit Note, De-Selected any Job(s)* that do not pertain to the Credit Note
3. Build the Credit Note as you would normally, for more information on Credit Notes, see the Help Article “Sales – Credit Note (Add - Edit)”