Combine Rental Contracts for Invoicing
The combine rental contracts for invoicing functionality allows you to create a combined invoice of multiple contracts within an invoicing period for a customer. This can be useful for customers who rent various items during overlapping periods but on different Rental Contracts and want to receive a single invoice that contains the rental items of multiple contracts instead of multiple invoices for the different Rental Contracts.
Combining Rental Contracts into a single invoice can be activated for all customers or select customers when the Create Rental Invoices batch job is run:
- To create combined invoices for all customers, turn on the Def. Combine Invoices per Customer toggle in the General FastTab of the Rental Setup page. This overrides the setting on the Customer Card.
- To create combined invoices for specific customers only, turn on the Combine Rental Invoices toggle on the Rental FastTab on the Customer Card of each customer. Ensure that the Def. Combine Invoices per Customer toggle is not turned on in the Rental Setup page.
The following table shows the results of running the Create Rental Invoices batch job based on the above settings.
| Def. Combine Invoices per Customer toggle in Rental Setup | Combine Rental Invoices toggle in Customer Card | Result from running Create Rental Invoices batch job |
|---|---|---|
| On | Off/On | Combined invoices are created for all customers, regardless of the customer setting. |
| Off | On | Combined invoices are created only for customers designated for combined invoices. |
| Off | Off | Combined invoices are not created. |
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The Create Rental Invoices batch job is used to create both multiple invoices (from Tell Me) and single invoices (from Rental Contracts) but is filtered to the specific customer and contract when opened from the Rental Contract. As long as these filters are not removed, the batch job will only affect how the generated invoice is opened from the Rental Contract.
To combine multiple rental contract lines on a single invoice
- Choose the
icon, enter Create Rental Invoices, and then choose the related link. - Fill in the Posting Date and Invoice to Date fields with the invoice period that must be considered for inclusion in the invoice.
- In the Bill-to Customer No. field, enter a specific customer(s) that needs the combined invoice or leave blank to create a combined invoice for each customer with rental contracts that meet the invoicing criteria.
- In the Rental Contract No. field, enter specific Rental Contracts to include or leave empty to include all contracts that meet the invoicing criteria.
- Choose the OK button.
An invoice is created per customer with all respective Rental Contracts for the designated period.
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If there are any changes to the customer address in Rental Contracts that use the same Bill-to customer, the combined invoice will be created using the Sell-to Customer No. to prevent inconsistencies.
To open and post the combined invoice
When creating a combined invoice, there is no contract number in the header because the invoice is connected to several contracts, which means that each contract line is attached to the invoice instead. Therefore, the combined invoice can be accessed from:
- Tell Me by entering Rental Invoices and then choosing the related link.
- the Role Center by choosing Rental > Rental Invoices.
- a Rental Contract, you can open the Rental Lines page to see:
- all invoice lines for the selected contract by choosing Document > Invoice Lines action from the Related menu.
- only invoice lines specific to the selected line by choosing Lines > Related Information > Invoice Lines from the Lines FastTab.
From any list view, select and open the invoice to review and then post the invoice using the standard Rental Invoice posting function.
See Also
Combine Rental Ledger Entries for Invoicing
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