Documents (sales account)

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.

Open: Sales Ledger > Sales Accounts > Enter New Account | Documents.

Open: Sales Ledger > Sales Accounts > Amend Account Details.

Statement and invoice layouts

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.

• Statement Production.

  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.

• 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.

When you print your invoices, you then have two choices:

• Combine all selected orders for the same customer on a single invoice, regardless of delivery address.

  To do this select Use consolidated billing here and 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.

• 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 options

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 the Sales Ledger Settings, Options tab. This sends a copy of all statements to the customer account designated as the head office.
• Specify which customer account is the head office and which are branch offices here.
  • If this customer account is the head office, select Head Office from the Head office status drop-down list.
  • If this customer account is a branch, select Branch from the Head office status drop-down list. Select the customer account that is the head office from the Associated Head Office drop-down list.
  • If this customer account not a head office or a branch, select Independent from the Head office status drop-down list.
  • If you do not want to issue statements (either to an independent company or to a head office), select Independent No Statement, or Head Office No Statement from the Head office status drop-down list.
  • Select Produce statements for customer to print statements for the branch as well as the head office.