Weighsoft has options to group of split invoice in various ways. You will find these options by going to an Account or Address and clicking on Modify, then clicking on the Invoice tab. About half-way down that screen you will see the options details below.
Each of these options can be set at the Address OR the Account level. In the case of different settings, the Address-level setting will trump the Account-level one. Each setting has a link next to it that says "Apply To All Addresses" - clicking this will grab the account-level setting and push it through to all the addresses under that account.
⚠️Important: If the grouping has not been applied to all addresses, the rule on the address will take precedence.
📌Note: The below grouping options are implemented when an invoice is generated by the system. This means that if you change the grouping options and then re-open an existing invoice nothing will change. In order to apply the new groupings you would need to delete the invoice and re-create it.
The grouping options are as follows:
Grouping Level 1
This setting has 2 options.
Account - this will make the system put all the invoice items into one invoice for the account
Address - this will make the system take all the items for the invoice, and then split them so that each address under the account gets its own tickets on a separate invoice.
Grouping level 1 Trade
This works the same as the above setting, but only relates to the Trade invoice runs.
Grouping Level 2 - By Customer Order No
This setting is a simple "yes or no" type. When this is enabled it will work in conjunction with the "level 1" setting to further split the invoices by the customer order number set against the transactions.
📌Note: The system will also take into account the item Customer order number when looking at this, so if you get more invoices than expected this can be the cause. If you need to amend or remove the Customer Order Number for several transactions at once, you can refer to this guide for the steps required.
Grouping Level 2 - By Job Order No
(available in version 5.528 onwards)
This setting is a simple "yes or no" type. When this is enabled, it will work in conjunction with the above settings to further split the invoices by the original order numbers (the skip/material order number, for example) set against the transactions.
With this option enabled, every Skip/Material/Hazardous order will get their own invoice containing all the jobs that originated from that order.
📌Note: This will only work for Trade invoices if the Trade Contract is set to "Monthly" invoicing, as that method invoices the transactions that are generated.
Grouping Level 3 - By Ticket No
This works similarly to the setting above, but further splits the invoice by Ticket number. Effectively, every ticket would appear on its own invoice.
Output Grouping
The output grouping is generally used in cases where an invoice might have a great many items, and you need to condense it. For example, a customer might have 300 tickets in a month, but you don't want the invoice to have 300 items on it, so you could merge them by Date, which would make the invoice display each date that had items and offer a total for each date in that list.
There are multiple options for this setting:
None - no merging will be applied, and each invoice item will appear on its own line.
Merged - This will merge all the invoice items by Product, Outlet and Price.
Merged By Date - This will merge the invoice items by Product, Outlet, price and Date.
Global - This will merge all the invoice items into a single line on the invoice, regardless of product, price, date, etc.
Merged by Address/Product/Unit/Unit Price - This will merge the invoice items by Address, Outlet, Product, Unit and Unit Price.
Output Grouping Trade
This works the same as the above setting, but only relates to the Trade invoice runs
Global Invoice Msg
This setting determines the test that will appear on the invoice if the "Global" merge setting is in place. The "@" tags under the message field can be used as a placeholder and will be updated when the invoice is generated.
For example, if you add the "@uptodate" tag, then the invoice will display the date that the invoice run was up to.
System Defaults
As well as being set against each account and address, you can also set up the system to apply these settings as defaults to all new accounts and addresses when they are created.
To do this, you can follow the below steps:
Hover over Administration.
Click on Settings.
Click on General on the left.
Click on New Account/Address Defaults at the top of the screen.
On that screen, you will see the settings details above. If you set them here and hit Save at the top of the screen, these settings will be applied to every new account and address created from that point forward.
⚠️Warning: There is an "Apply To All" option against these. Clicking on this will apply this setting to ALL Accounts and Addresses across the entire system.
Please use this with extreme caution as there is no option to roll it back after it has been done.