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Billing can be a difficult task when it comes to handling many customers and orders every day. Komet Sales has a couple of options to help you create and send invoices to your customers automatically. 

Automatic Billing Options

Use the automatic billing process to invoice those customers with Prebooks and Standing Orders that are ready to be delivered. You can set the system to automatically create those invoices once items are confirmed to the Inventory or during the inbound scanning process. 

tip: 

The automatic billing will invoice any boxes from Prebook or Standing Orders that meet the following criteria:

  1. The items to invoice must be linked to a Standing Order or Prebook.

  2. Customer is NOT on credit hold.

  3. Customer is NOT over their credit limit.

  4. The truck date is NOT in the past. You can configure a set number of days that can be used as a backup (e.g.: by using 1 day the system will still invoice items that were received today but were supposed to ship yesterday).

  5. The inventory type is NOT "M" (Open Market).The customer type is NOT Future Sales.

1 - On Outbound Scan

This feature allows the system to automatically create invoices and print shipping labels for incoming products that are associated to a Prebook or Standing Order.

Follow these steps to set it up:

  1. Go to Setup > Settings

  2. Go under "Order Entry".

  3. Click on "Automatic Billing".

  4. The "Automatic Billing" window will pop up, select the "enabled on incoming scan" option and click on Save

Once the box is received and scanned in the warehouse, the system will automatically create the invoice for these items and will print the shipping label if this option is enabled.

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The user will then be able to find the invoices that were created by going to:

  1.  Order Entry > Order Summary.

  2. Click on "Search" and use the filters to look for the invoice orders pending to be confirmed.

2 - Upon Manual Confirmation from Staging

Follow these steps to set it up:

  1. Go to Setup > Settings.

  2. Go under "Order Entry".

  3. Click on "Automatic Billing".

  4. Select the "enabled after the inventory is confirmed" option and click on Save

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The user will then be able to find the invoices that were created by going to:

  1. Order Entry > Order Summary.

  2. Click on "Search" and use the filters to look for the invoice orders pending to be confirmed.

3 - Enabled on Incoming Scan or After Inventory Confirmation

This option will allow the automatic billing process to be activated either by scanning the incoming product or manual confirmation from the Staging Area.

Follow these steps to set it up:

  1. Go to Setup > Settings.

  2. Go under "Order Entry".

  3.  Click on "Automatic Billing".

  4. Select the "enabled on incoming scan or after inventory is confirmed" option and click on Save.

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The user will then be able to find the invoices that were created by going to:

  1. Order Entry > Order Summary.

  2. Click on "Search" and use the filters to look for the invoice orders pending to be confirmed.

Other Options

Additional Options.

Releasing Products to the Inventory

There will be cases in which the products from Prebooks or Standing Orders that are being confirmed or scanned as 

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Excerpt

Managing billing for numerous customers and orders daily can be a challenging task. However, Komet Sales offer several solutions that can assist you in generating and dispatching invoices to your customers automatically.

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Automatic Billing

Use the automatic billing process for invoicing those customers with Prebooks and Standing Orders ready to be delivered. You can set the system to automatically create those invoices once items are confirmed to the Inventory or during the inbound scanning process. 

Info

Automatic Billing Considerations

The system will not run the automatic billing process for any boxes from Prebook or Standing Orders that meet the following criteria:


Manage Settings

To manage automatic billing and allocations settings, do the following instructions:

  1. Go to Setup and select Settings.

  2. Click on Automatic Billing and Allocations from the Order Entry group of settings.

  3. Modify the settings.

  4. Click on Save.

You can read details about every setting below.

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Automatic Billing and Allocations Settings

  • Automatic Billing. There are three options for automatic billing:

    • On Outbound Scan. This feature allows the system to automatically create invoices and print shipping labels for incoming products associated with a Prebook or Standing Order. Once the box is received and scanned in the warehouse, the system will automatically create the invoice for these items and will print the shipping label if this option is enabled. Users can see invoices in Order Entry - Order Summary by filtering for pending confirmation invoices.

    • Upon Manual Confirmation from Staging. Users can see invoices in Order Entry - Order Summary by filtering for pending confirmation invoices.

    • Enabled on Incoming Scan or After Inventory Confirmation. This option will allow the automatic billing process to be activated either by scanning the incoming product or manual confirmation from the Staging Area.

  • Releasing Products to the Inventory. There will be cases where the products from Prebooks or Standing Orders being confirmed or scanned as "Received" to the Inventory were already fulfilled. In some cases, the company user can choose how the system should handle these pre-sold items that have already been invoiced. Two options are available:

    • "be released into the open market inventory": The system will change the product inventory type to open market "M," and the customer assigned to the product line item will be deleted.

    • "keep the customer in the inventory": The system will keep the customer and original inventory type for those goods that come from prebooks or standing orders that have already been fulfilled.

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  • Separate in Transit and On-Hand Items

  • . When this option is activated, the system will not combine the same order products already received with those still in transit (farm shipped) during the automatic billing and allocation processes. However, users

will be able to
  • can manually combine orders from the Order Entry screen.

 This
  •  This option only applies

for
  • to products in boxes.

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  • Consolidate Prebooks and SO items with Open Market items on orders created through Allocations or Automatic Billing

  • . By enabling this option, the system will combine items

coming
  • from Prebooks and

SO's
  • SOs with those from Open Market on orders created through allocations (manual allocations and massive allocations) or automatic billing. If the setting is disabled, the system will separate the Open Market products on the orders from those coming from Prebooks and

SO's,Image Removed
  • SOs.

  • Separate Holiday and Regular Items on Orders Created by Allocation or Automatic Billing

  • . If this option is enabled, the system won't combine products coming from regular and double orders (holiday) during the automatic billing and allocation processes, even if they have the same products. However, users

will be able to
  • can manually combine orders from

the Order Entry screen
  • the Order Entry screen. Remember that this option only applies to products in boxes.

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  • Separate items by port of origin on orders created through allocations or automatic billing

  • . When this option is enabled,  the system will separate

in different orders
  • the items shipped from different ports of origin in other orders. This option applies for orders created through the allocations or automatic billing processes (including fill from open market option). Users will still be able to combine orders if they do it manually using the Order Entry screen. This setting applies

for
  • to items in boxes and units.

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  • Separate by Pick Ticket status orders created through Allocation or Automatic Billing

  • . When this option is

enable
  • enabled, the system will validate if the pick ticket of an order has already

be
  • been printed

or not
  • before adding items to it.

In case
  • If the Pick ticket has already

be
  • been printed, the system will add the items to a different order. This applies while billing items through any of the following processes:

    • Automatic Billing: after confirmation.

    • Allocations: Manual and mass allocations.

    • Fill from Open and Allocations from the Bulk Mode.

    • Units to Allocate from Prebook screens

    • Prebooks in Units pending to be billed:  the system should not add the unit lines if it finds an order with Pick Ticket printed.

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  • Delay days allowed

  • . This option allows

to set
  • setting a number of days after the Ship Date of the Prebook, within which the system will still carry out the automatic billing, even if the product is delayed regarding the Ship Date of the Prebook.

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  • Bill Units as Boxes

  • . This option will only be available when the settings Sell By Units and the automatic billing are activated. It allows billing units as boxes. In other words, if the prebook is created in units and

then
  • the product is transferred from the Staging to the Inventory, the system must automatically bill that product in boxes instead of units.

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  • In the case of

multilocation
  • multi-location companies, the system allows you to select the location where you want this option to apply

:
  • .

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Allow users to allocate multiple prebook lines with the same PO line

Once the Prebooks in units must be billed as the boxes option is enabled, the system will display an additional option called Allow users to allocate multiple prebook lines with the same PO line. If this option is enabled, the system will allow users to allocate

under a single PO

multiple Prebook lines

having

with the same customer and carrier under a single PO, even if the truck date is different. Once the user uses this option, the system will allocate using the same PO

,

and different Prebooks. The Truck Date of the invoice will be given based on the Prebook with the most future date.

When leaving this option turned off, the system will only allow

to use

using the PO line for the first Prebook allocated.

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Tip

Tip: 

  • After the setup is completed, you can create a Prebook in units, and the PO will be created in boxes.

  • In the Bulk Purchasing Mode, the lines of the created prebook are split into UNITS by customer, date, and carrier

in order
  • to create the PO in boxes.

  • In the Staging area, the auto-billing will be in boxes. 

If
  • Suppose a box line contains Prebooks with products in units. In that case, the system will automatically bill

automatically
  • the lines with the same customer and carrier under the same invoice, and its date will be taken from

the truck date of
  • the nearest Prebook in the Future truck date. On the contrary, if some

of the
  • Prebook items within the box do not have the same information, the products will be left in the

inventory
information
  • details.

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Invoice Consolidation

Once the automatic billing is running, the system will start creating invoices or using existing ones, considering the

below

following:

  • Products will be consolidated to the same invoice as long as the customer name, truck date, customer PO number, ship to information is the same and the status of the invoice is still "pending" (and pick ticket status

,
  • when the Separate by Pick Ticket status orders created through Allocation or Automatic Billing option has been enabled).

  • If the system finds an invoice previously created that matches the abovementioned information

mentioned above
  • , the confirmed items will be added to that invoice.

If

there is

an invoice

that

matches that information but

it

has open market items, the system will not add the confirmed items to that invoice but instead will create a new one.

warning: 
Note

If the setting Consolidate Invoices on Automatic Billing is enabled for a given customer (see Customer Account "Advanced" Setup), the system will allow you to consolidate the invoices even if they are already confirmed. This setting overrides the

invoice

invoicing policy set up in Invoice Options. 

Info

When a prebook has been manually allocated, the system will validate which of the boxes are pending to be billed. This way, when the product arrives and

it

gets confirmed from the Staging Area to Inventory, the system will only invoice the pending items, and the rest

of them

will be released to the open market.

If a prebook has an item at $0.00, the system will invoice it using the suggested sales price (landed cost plus the company's GPM).

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