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- In the Orders service, create or open a view of the records within the service that needs to be consolidated. Note that the wizard also supports prompted views.
- Launch the Invoice Consolidation wizard by selecting the Invoice Consolidation Wizard option from the More menu in the view's toolbar.
- In the Person field, enter the customer name.
- The related company displays automatically in the Company field.
- If you are consolidating invoices on behalf of the Person only (that is, consolidating the balances from individual orders that do not have a Bill To Company specified), then clear the Company field.
- The Person/Company (or the Person, for individual orders) you enter should have a set of orders with an outstanding balance and a set of orders with credit balances (credit memos) that you want to consolidate.
- By default, your name appears in the Employee field. Modify this information, if necessary.
- Click Next to continue.
- If the selected person has open invoices or credit memos in more than one currency, the wizard prompts you to select which of the Person's currencies to use in the process.
- The wizard can only process one currency at a time. It cannot apply a credit memo in one currency to an order in another currency.
- If this step appears, select a value from the Currency field and click Next.
- The wizard displays the customer's orders that have an outstanding balance in the Order grid. It also shows the total credit dollars that the customer has available in the Credit available field. Enter amounts in the Amount Allocated column to allocate the available credit to the orders with outstanding balances.
- Click the amount in the Amount Allocated column to edit the amount of credit to be used for the selected order.
- As the allocated amounts for each order line are edited, the Credit allocated amount adjusts automatically to reflect the total amount allocated.
- If the available credit is not enough to cover all outstanding balances, follow the customer's instructions regarding allocating credits to pay off balances partially or in full. For example, allocate an equal amount of credit toward each of ten -outstanding balances. Alternatively, allocate all the credit toward a single outstanding balance and pay it off completely.
- The Credit allocated cannot exceed the Credit available.
- Click Next to continue.
- The wizard displays a proposed list of payments that it will create based on your credit allocation.
- The wizard displays information about the payments it created to cover the outstanding balances.
- ID: The ID of the payment that the wizard generated.
- Order: The ID of the order with an outstanding balance to which the credit was applied.
- Credit Order: The ID of the order that had a credit balance.
- Amount: The payment amount that was applied to the Order with the outstanding balance. This amount need not equal the entire amount of the original outstanding balance or the entire amount of the original credit. It is the amount of the payment.
- The wizard provides a final opportunity to go back and make any necessary changes. If needed, select the Back button and change the information before creating the consolidating payments. Otherwise, click Finish to create the payments.
- After using the Invoice Consolidation wizard, review the new payments that the wizard generated, as necessary.
- For example, open the record of an order that previously had an outstanding balance. One or more new Credit Memo payments should now appear on the Payment > Payments for Order tab.
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- Create or open a view of the Orders service.
- Click the Invoice Consolidation Wizard icon on the view toolbar to launch the wizard.
- Review the introductory information and click Next to continue.
- Enter the customer name in the Person field.
- The related company displays automatically in the Company field.
- If you are consolidating invoices on behalf of the Person only (that is, consolidating the balances from individual orders that do not have a Bill To Company specified), then clear the Company field.
- The Person/Company (or the Person, for individual orders) you enter should have a set of orders with an outstanding balance and a set of orders with credit balances ("credit memos") that you want to consolidate.
- By default, your name appears in the Employee field. Modify this information, if necessary.
- Click Next to continue.
- If the selected person has open invoices or credit memos in more than one currency, the wizard prompts you to select which of the Person's currencies to use in the process.
- The wizard can only process one currency at a time. It cannot apply a credit memo in one currency to an order in another currency.
- If prompted, select a currency from the list and click OK.
- The wizard displays the customer's orders that have an outstanding balance in the Order grid. It also shows the total credit dollars that the customer has available in the Credit available field. Enter amounts in the Amt. Alloc. column to allocate the available credit to the orders with outstanding balances.
- As the allocated amounts for each order line are edited, the Credit allocated amount adjusts automatically to reflect the total amount allocated.
- If the available credit is not enough to cover all outstanding balances, follow the customer's instructions regarding allocating credits to pay off balances partially or in full. For example, allocate an equal amount of credit toward each of ten -outstanding balances. Alternatively, allocate all the credit toward a single outstanding balance and pay it off completely.
- The Credit allocated cannot exceed the Credit available.
- Click Next to continue.
- The wizard displays a proposed list of payments that it will create based on your credit allocation.
- Select an OrderID line item in the grid to display information about payment or payments that the wizard will create to cover all or part of the order's outstanding balance, including the ID or IDs of the credit orders from which funds will be applied.
- To edit the dollar amounts allocated, click Back to return to the previous page.
- Click Next to continue.
- The wizard provides a final opportunity to go back and make any necessary changes. If needed, select the Back button and change the information before creating the consolidating payments. Otherwise, click Next to create the payments.
- When finished, the wizard displays information about the payments it created to cover the outstanding balances.
- ID = The ID of the payment that the wizard generated.
- Order = The ID of the order with an outstanding balance to which the credit was applied.
- Credit Order = The ID of the order that had a credit balance.
- Amount = The payment amount that was applied to the Order with the outstanding balance. This amount need not equal the entire amount of the original outstanding balance or the entire amount of the original credit. It is the amount of the payment.
- Click Next to continue.
- Complete the wizard.
- To process more consolidations, select Yes on the screen and click Finish.
- To finish consolidating invoices, select No and click Finish.
- After using the Invoice Consolidation wizard, review the new payments that the wizard generated, as necessary.
- For example, open the record of an order that previously had an outstanding -balance. One or more new Credit Memo payments should now appear on the Payment > Payments for Order tab.
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