Work with periodic invoices and credit memos

Periodic invoicing lets the system consolidate shipment lines from multiple sales orders into a single invoice per customer, grouped by the invoice period configured on each order. The batch continues processing even when an error occurs on one customer, logs the failure, and sends a notification so nothing is lost silently. A matching batch creates periodic credit memos from return shipments in the same way. When a periodic invoice or credit memo is created, the originating sales order or sales return order is stamped with a reference field so the document can be traced directly from the order.

Prerequisites

Before creating periodic invoices or credit memos:

• Sales orders must have shipment lines posted and ready to be invoiced.
• Sales return orders must have return shipment lines posted and ready to be credited.
• The invoice period must be configured on each customer's sales order (in the Invoice Period field on the sales order).

Create periodic invoices

1. Select the Search icon, enter Sales Order List, and choose the related link.
   The Sales Order List page opens.

2. Select the Functions menu, then select the Create Periodic Invoices action.
   The Create Periodic Invoices request page opens.

3. Enter information in the following fields:

   Field	Description
   Posting Date	Enter the date to use as the posting date on the created invoices. This field is mandatory.
   Document Date	Enter the date to use as the document date on the created invoices. This field is mandatory.
   Only Std. Payment Terms	Select this checkbox to include only sales orders where the payment terms match the standard payment terms.
   Only Std. Payment Method	Select this checkbox to include only sales orders where the payment method matches the standard payment method.
   Start Date	Enter the start of the date range to filter which shipment lines are included. Leave blank to include all dates from the beginning.
   End Date	Enter the end of the date range to filter which shipment lines are included. Leave blank to include all dates through the end.
   Invoice Period	Select one or more invoice periods to include. Available options: Blank, Day, Week, Month, Custom. Select the assist-edit button to choose multiple values.
   Custom Period	Enter a custom period value when Custom is selected in the Invoice Period field.

4. Select OK to run the batch.
   The system consolidates posted shipment lines into invoices, grouped by invoice period per customer.

If an error occurs for one customer, the batch logs the failure and continues with the next customer. When the batch completes, a notification appears: "Not all invoices could be created. See details for the failed customers." Select the Show Details action on the notification to open the Error Message Register page and review which customers encountered errors.

For example, a distribution company invoices customers weekly. On the last day of each week, a planner opens the Sales Order List page, selects Create Periodic Invoices, sets the Posting Date and Document Date to the current date, sets the Invoice Period to Week, and selects OK. The batch creates one invoice per customer that covers all shipments for that week. If one customer's order has a missing value, the batch logs the error, skips that customer, and continues. The planner opens the Error Message Register from the notification and corrects the issue before re-running.

View the periodic invoice reference on a sales order

After a periodic invoice is created, the originating sales order is stamped with a reference to the invoice. This field is read-only and is cleared automatically if the periodic invoice is deleted.

1. Open a sales order.
   The Sales Order page opens.

2. On the Drink-IT Foundation FastTab, locate the Periodic Invoice No. field.
   The field displays the number of the periodic invoice created from this order's shipment lines.

The Periodic Invoice No. field is blank on sales orders that have not yet been invoiced through the periodic invoicing batch, or where the periodic invoice has been deleted. When subsequent runs of the batch encounter an order already stamped with a periodic invoice number, the order is skipped — it will not be invoiced again.

Create periodic credit memos

1. Select the Search icon, enter Sales Return Order List, and choose the related link.
   The Sales Return Order List page opens.

2. Select the Functions menu, then select the Create Periodic Credit Memos action.
   The Create Periodic Credit Memos request page opens.

3. Enter information in the following fields:

   Field	Description
   Posting Date	Enter the date to use as the posting date on the created credit memos. This field is mandatory.
   Document Date	Enter the date to use as the document date on the created credit memos. This field is mandatory.
   Only Std. Payment Terms	Select this checkbox to include only sales return orders where the payment terms match the standard payment terms.
   Start Date	Enter the start of the date range to filter which return shipment lines are included. Leave blank to include all dates from the beginning.
   End Date	Enter the end of the date range to filter which return shipment lines are included. Leave blank to include all dates through the end.
   Invoice Period	Select one or more invoice periods to include. Available options: Blank, Day, Week, Month, Custom. Select the assist-edit button to choose multiple values.
   Custom Period	Enter a custom period value when Custom is selected in the Invoice Period field.

4. Select OK to run the batch.
   The system consolidates posted return shipment lines into credit memos, grouped by invoice period per customer.

If an error occurs for one customer, the batch logs the failure and continues with the next customer. When the batch completes, a notification appears: "Not all credit memos could be created. See details for the failed customers." Select the Show Details action on the notification to open the Error Message Register page and review which customers encountered errors.

For example, a returns coordinator processes weekly credit memos alongside invoices. On the Sales Return Order List page, they select Create Periodic Credit Memos, set the Posting Date and Document Date, set the Invoice Period to Week, and select OK. All return shipments for the week are grouped into one credit memo per customer. An error on one customer does not stop the others — the coordinator reviews the Error Message Register for any failures.

View the periodic credit memo reference on a sales return order

After a periodic credit memo is created, the originating sales return order is stamped with a reference to the credit memo. This field is read-only and is cleared automatically if the periodic credit memo is deleted.

1. Open a sales return order.
   The Sales Return Order page opens.

2. On the Drink-IT Foundation FastTab, locate the Periodic Credit Memo No. field.
   The field displays the number of the periodic credit memo created from this return order's return shipment lines.

The Periodic Credit Memo No. field is blank on sales return orders that have not yet been processed through the periodic credit memo batch, or where the periodic credit memo has been deleted. When subsequent runs of the batch encounter a return order already stamped with a periodic credit memo number, the order is skipped.