Documents (customer account)
Find this screen
Open: Sales Ledger > Sales Accounts > New Customer
Open: Sales Ledger > Sales Accounts > Amend Customer
- Use the Documents tab to specify the stationery layouts that you want to use to produce statements and invoices. You can also specify how you want to price items and send invoices to the customer.
Statement and invoice layouts (Stationery)
You can use different invoice and credit note layouts for different customers, or set up a layout for printed documents and another for sending documents by email.
This is where you can set up the list of the layouts you want to use for individual customer accounts. These are then used automatically when printing documents for those customers.
You can override the default selections when you print the documents
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Choose from one of the following:
Statement type Corresponding layout file Paper Standard Statement Primary Paper Alternative Statement Alternate Email Standard Statement Email Primary Email Alternative Statement Email Alternate -
Sales invoice layout and Sales credit note layout.
Choose from the following:
Invoice or credit note type Corresponding layout file Default Invoice Layout SOPInvoice Default Credit Note Layout SOPCredit Note Additional layout descriptions taken from the Maintain Invoice Layouts and Maintain Credit Note Layouts screens SOPInvoice2 etc
SOPCredit Note 2 etc
Consolidated billing
This combines all sales orders for the same customer on a single invoice.
To use this, select Use consolidated billing for each customer account you want this to apply to. All sales orders that you print for this customer will be consolidated on to the same invoice.
In some circumstances the sales orders will not be consolidated, and separate invoices will be printed when:
- The sales orders that use different exchange rates.
- The sales orders use a combination of CIS reverse charge VAT rates and any other VAT rate that is above 0% (zero).
When you print your invoices, you then have two choices:
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Combine all selected orders for the same customer on a single invoice, regardless of delivery address.
To do this select Use consolidated billing here, then select Consolidate orders with different delivery addresses on the Print Invoices (Sales Order Processing) screen
Use this if your customer requires a single invoice for head office, but goods are delivered to different places.
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Combine all selected orders for the same customer with the same delivery address. A separate invoice is printed for each delivery address.
To do this, just select Use consolidated billing here.
Use this if your customer required invoices to be sent to each delivery address.
Note: If you use consolidated billing, you can't archive sales orders until all linked sales orders and invoices are completed.
Head Office
Select the Head Office status for this customer.
Use this if you have several customer accounts set up for the same company and statements for all accounts need to be sent to the head office.
To do this:
- Choose Copy statements for head offices from
- Specify which customer account is the head office and which are branch offices here.
- If this customer account is the head office, set the Head office status to Head Office.
If this customer account is a branch, set the Head office status to Branch.
- If this customer account not a head office or a branch, set the Head office status to Independent.
- If you do not want to issue statements (either to an independent company or to a head office), set the Head office status to Independent No Statement or Head Office No Statement as appropriate.