Table of Contents

Combine Shipment

If you want to invoice more than one shipment at a time, you can use the combined shipments feature.

The timber solution offers you even more functionalities to make combined shipments easier to create and gives you a better overview of your invoices.

Before you can create a combined shipment, more than one sales shipment for the same customer in the same currency must be posted. In other words, you must have created two or more sales orders and posted them as shipped, but not invoiced.

There are several setups which must be done, before you can start working with the combine shipment feature.

Create combine shipment journal templates and batches

  1. Choose the Search, enter Combine Shipment Journal Templates, and then choose the related link.
  2. On the Combine Shipment Journal Templates page, choose the New action to create a template.
  3. Fill in the Name and Description fields.
  4. Choose Batches action.
  5. On the Combine Shipment Jnl. Batches page, choose the New action to create a new batch.
  6. Fill in name and description.
  7. In the Document Creation field, choose the drop-down arrow to define, which documents are included for the combined shipment.
  8. Close the Combine Shipment Jnl. Batches and Combine Shipment Journal Templates page.

Set up combine shipment in wood setup

  1. Choose the Search, enter Wood Setup, and then choose the related link.
  2. On the Wood Setup page, on the General FastTab, in the Default Combine Shipment Template field, choose the drop-down arrow and select a template.
  3. In the Default Combine Shipment Batch field, choose the drop-down arrow and select a batch or choose the Plus icon to create a new one.
  4. Close the Wood Setup page.

Set up combine shipment conditions

Set up combine shipment conditions to define when and how invoices should be created and which information should be added automatically.

  1. Choose the Search, enter Combine Shipment Conditions, and then choose the related link.
  2. On the Combine Shipment Conditions page, choose the New action to create a new line.
  3. Enter a code and a short description in the corresponding fields.
  4. If invoices should only be created, when the invoicing amount is higher than a specific value, use the Minimal Amount (LCY) field to define it.
  5. In the Wrap field, choose the drop-down arrow and select the way an invoice is created. Options are:
    • Bill-to Customer No.: The invoice is created for all shipments of the same bill-to customer no.
    • Sell-to Customer No.: The invoice is created for all shipments of the same sell-to customer no.
    • Ship-to Code: The invoice is created for all shipments with the same ship-to code.
    • Single Invoice: For each shipment, a single invoice is created.
  6. For each shipment, the system adds additional information to the invoice lines. Which fields this information includes, is defined in the Auxiliary Info Line field.
  7. Select the In Your Reference, Insert Name of Purchase and/or the Insert Comissiontext check boxes to add further information to the invoice lines.
  8. Close the Combine Shipment Conditions page.
Tip

If prepayment invoices are not to be combined with normal invoices, select the Do not combine prepayment invoices with usual invoices check box.

Combine shipment translation

If your customers are located in different countries, you may want to add translations for the fields which are added to the invoice lines.

  1. Choose the Search, enter Combine Shipment Translations, and then choose the related link.
  2. On the Combine Shipment Translations page, choose the New action to create a new entry.
  3. On the Group FastTab, choose the drop-down arrow in the Language Code field and select a language.
  4. Add a translation for each field.
Note

Translations can be set up for multiple languages.

Create invoices with the combine shipment journal

  1. Choose the Search, enter Combine Shipment Journal, and then choose the related link.
  2. In the Batch Name field, choose the edit button Search.
  3. On the Combine Shipment Jnl. Batches page, select the appropriate journal.
  4. Select the OK button to close the page.
  5. On the Combine Shipment Journal page, choose the Calculate Combine Shipment action.
Note

Running the combine shipment calculation multiple times may result in multiple unposted invoices/credit memos for the same shipments.

  1. On the Create Combine Shipment page, on the Options FastTab, fill in the fields.
    • The Journal Template and Journal Batch fields are automatically filled with the default value from the wood setup.
    • Define a posting and document date which is used for the new invoices/credit memos in the Posting Date, Document Date fields.
    • In the Document Creation field, specify which documents should be created. The options are: Invoice+Credit Memo, Invoice, Credit Memo.
  2. Select one or more of the check boxes if the documents should be posted and/or printed directly, if error messages should be shown, or if you do not wish that unposted documents should be checked.
  3. If needed, set filters on customers or documents.

Check the combine shipment journal

After the calculation of the combine shipments, you may want to check the created lines before posting. You find general information such as customer number, customer name, the last shipment number or the balance. Further information is shown in the following fields:

  • Error Type: Shows information if a document is ready for posting or if an error has occurred.
  • Unposted Inv. No.: Shows the invoice number, which was created.
  • Post: Select this field if the invoice should be included in the posting run.
  • Posting Error (Message): If an invoice cannot be posted, the error message is shown in this field.

Posting the combine shipment journal

To post all created invoices in the combine shipment journal, choose the Post action.

Note

Lines that are successfully posted will be deleted after.